ERP Systems: A Step by Step Guide for Small Businesses and Startups in India

In today’s competitive landscape, ERP systems have become essential tools for businesses seeking agility, efficiency, and real-time control. An ERP system acts as the central hub for managing various business operations including accounting, human resources, inventory control, supply chain, sales, and more.

Most ERP systems come with a secure, centralized login feature that supports role-based access control. A well-structured ERP login system ensures that users only see and interact with data relevant to their roles. Modern ERPs provide browser-based dashboards, which can be accessed from anywhere, making them highly flexible for remote teams.

But what makes modern ERP software stand out in 2025 is its seamless integration of all core functions, including tools traditionally considered standalone—like CRM software. Unlike siloed applications, an ERP system brings everything together in one intuitive platform, ensuring that data flows smoothly between departments. This integration reduces duplication, minimizes manual entry, and gives decision-makers a single source of truth.

For example, a single customer interaction entered into the CRM module of the ERP system can automatically:

• Generate a quote or invoice (via the accounting module)

• Update stock levels (via the inventory management software)

• Schedule follow-ups or reminders (through task automation tools)

• Notify customers through WhatsApp or SMS integrations
  
  

This is the true strength of ERP systems—they don’t just manage data; they connect processes. Whether it's a retail shop using a POS-integrated ERP, a factory using a manufacturing ERP, or a construction firm tracking projects and materials, the modular ERP system adapts to every use case.

Modern ERP platforms like SAP ERP, Oracle NetSuite, Microsoft Dynamics 365, Odoo, and the highly startup-friendly Caddayn Biller demonstrate this versatility. Caddayn, for instance, offers a cloud-based ERP that integrates CRM, GST-ready accounting, inventory control, POS billing, and even multi-branch management, all while remaining cost-effective and easy to use.

So whether you’re scaling a startup, optimizing a supply chain, or modernizing a retail operation, an ERP system gives you the power to control, connect, and grow—all from a single login.

In short, an ERP system is no longer just a back-office tool; it’s the engine room of digital business management.

Why Caddayn Stands Out ?

One of the standout players in this space is Caddayn, a cloud-based ERP platform purpose-built for Indian startups, SMEs, and retailers. What sets Caddayn Biller apart is its modular and developer-friendly architecture, allowing it to evolve with your business. Rather than forcing businesses to adjust to a fixed set of features, Caddayn Biller offers agile ERP development where modules like POS, CRM, GST billing, inventory control, and multi-branch management can be added, removed, or customized based on need.

Whether it’s integrating WhatsApp-based notifications, setting up custom invoice formats, or syncing across multiple stores in real-time, Caddayn brings the power of enterprise-level ERP with the flexibility and speed that startups require.

Moreover, Caddayn supports:

• Offline billing with cloud sync for patchy internet regions

• Custom reporting dashboards tailored to business KPIs

• Role-based ERP login systems to ensure security and efficiency

• Scalable backend systems that don’t slow down as your customer base grows

Unlike traditional ERP providers, Caddayn’s team focuses on understanding local business contexts, especially in Indian retail and service sectors. This human-centered approach to custom ERP software development ensures that even the most specific operational challenges are met with practical, scalable solutions.

1. Zoho Inventory / Zoho Books

Zoho’s cloud suite combines Inventory management and Online Accounting. Zoho Inventory handles stock, orders and warehouse management (barcode tracking, multi-location), while Zoho Books covers invoicing, expense tracking, bank reconciliation and reporting. Together they form an integrated ERP ecosystem. 

• Features: invoicing (GST-ready), multi-currency, purchase orders, vendor management, automated bank feeds, financial reports and mobile apps. Zoho has a rich app ecosystem (CRM, POS, e-commerce connectors). 

• Ideal for: small-to-midsize retailers, distributors or e-commerce firms that want a cloud solution. Zoho offers a free plan (up to 1 user) with basic accounting/invoicing, plus 14-day free trials of paid plans. Paid plans start modestly (roughly $10–30/user/month) for higher limits. Notably, Zoho Inventory is fully GST-compliant: you can save GSTINs/HSN codes and every invoice auto-includes all 16 mandatory GST fields. (Zoho also has its own POS app that integrates with Inventory.) Offline access is limited to mobile apps – the core is cloud-only.

• Key strengths: Cloud deployment; seamless integration between accounting & inventory; built-in GST support; forever-free tier for startups; extensive app integrations.

• Pricing & trial: Tiered monthly plans; free 14-day trial and a free basic version.

2. Caddayn Biller

Caddayn Biller is an Indian cloud ERP/retail POS platform that’s newly gaining attention. It’s designed as a startup-friendly, “simple, cheap and powerful” system for small retailers and chains. Caddayn combines billing, inventory and reporting in one place. 

• Features: easy invoicing/POS with GST labels, inventory tracking by location, analytics/dashboards and 24×5 support. It offers a web interface plus mobile apps (and integrated POS hardware support). 

• Ideal for: very small shops, grocery chains, boutiques and any startup that wants a ready-to-run ERP+POS without a big budget. In fact, one review says Caddayn sets itself apart with a clean, intuitive interface that requires minimal training. It includes features like simple budgeting tools, streamlined inventory management and CRM features tailored to small enterprises. Customer support is noted as a strong point, helping new businesses onboard smoothly. Caddayn’s pricing is competitive: plans start low (comparable to Busy or Marg) and even small businesses can get a live system for under ₹10,000/year. A free trial or demo is usually available on request.

• Key strengths: Built-for-India startup focus; integrated POS and GST billing; user-friendly (minimal training); very cost-effective. It emphasizes excellent hand-holding/support for new users.

• Pricing & trial: Affordable tiered plans (monthly or annual); free/demo accounts on request. Especially budget-conscious startups often choose Caddayn as a first ERP. 

3. TallyPrime

TallyPrime (from Tally Solutions) is India’s long-time leader in small-business accounting. It’s a desktop-first ERP system (also offered with optional cloud access) covering Accounting, Inventory, Compliance (GST/e-invoicing), Payroll, Banking and more. TallyPrime shines in bookkeeping and regulatory compliance. 

• Features: multi-currency ledgers, integrated inventory & manufacturing modules (BOM, reorder levels), over 400 built-in reports, VAT/GST returns, e-Invoice/e-Way Bill support, multi-company/branch consolidation. The interface is text-based but very fast (TallyVault encryption and user permissions are available). 

• Ideal for: micro, small and mid-size businesses (retail shops, trading firms, manufacturers) that want a rich on-premises solution. Tally is especially popular among SMEs and chartered accountants. Multi-user (Gold) and single-user (Silver) editions exist. For example, a rental subscription can be as low as ₹885/month (TallyPrime Silver), or perpetual licenses (₹48,600 for Gold per year as of last published pricing). A monthly rental plan includes built-in GST invoicing, automated GSTR filings and bank reconciliation.

• Key Strengths: Comprehensive accounting/GST engine; offline desktop operation (with optional remote cloud sync); established in India. Tally Prime handles everything from day-book to manufacturing journals. Supports GST tax rates, HSN codes, and “financial year” accounting out of the box, so local tax filing is straightforward.

• Pricing & trial: Licensed per user (Silver vs Gold); subscription (rental) or perpetual. For example, Gold can run ~₹7000/month (billed annually) with first-year discounts. Trial versions are downloadable from Tally’s website (usually 7–15 days). 

4. Busy Accounting Software

BUSY is an Indian ERP for MSMEs, marketed as “integrated accounting and management” software. It covers Financial Accounting + Inventory + Multi-Branch/Multi-Currency + Payroll. For example, it automates ledger posting, supports multi-branch locations and offers modules like invoicing, manufacturing orders and stock transfers. 

• Features: include auto-GST calculation (it “automatically calculates and adjusts CGST/IGST/SGST” on each transaction) and consolidated GST reports. Busy also supports order processing, user-defined alarms, and a built-in helpdesk for queries. 

• Ideal for: small traders, wholesalers and distributors who need multi-company/warehouse accounting. Busy is modular (Express – free basic edition – up to Enterprise). The Busy Basic edition starts around ₹9,000 (single-user) in India, with multi-user plans for larger teams. There is typically a free demo or 30-day trial. Busy also offers a web/cloud version (“Busy On Cloud”) and a mobile app.

• Key strengths: Local product tailored to Indian SMEs; multi-location inventory; strong GST support (auto tax calculations, summary reports); on-premise or cloud deployment.

• Pricing & trial: Tiered plans (Basic, Standard, Enterprise) starting at ~$100/year (approx ₹8-9K). A 30-day trial/demo is generally available. 

5. SAP Business One

SAP Business One is an enterprise-class ERP targeted at small to mid-size companies. Unlike the above, it’s a full-scale all-in-one ERP covering finance, supply chain, manufacturing, sales and CRM. SAP itself calls it “affordable ERP for small businesses” that includes accounting, purchasing, inventory, sales and reporting. 

• Features: general ledger, branch consolidation, multi-currency/multi-location, bill of materials, CRM, HR, plus BI analytics. It can run on-premises or in the cloud (often on SAP’s HANA DB). 

• Ideal for: medium-sized enterprises needing deep functionality (manufacturers, distributors, import-export firms) and often international operations. Unlike simpler tools, SAP B1 requires consultants and is heavier to implement. Pricing reflects that: a “Professional” full-user license is roughly $108/user/month, and a “Limited” license (restricted functions) ~$56/user/month. An example total might be ₹10 Lakh+ for a 5-user startup system (with training/support).

• Key strengths: Truly integrated enterprise features (no silos); strong reporting and dashboard; global support. SAP B1 does support Indian localization (including handling HSN codes and GST return formats if properly set up).

• Pricing & trial: Generally sold via partners. Costs: ~$60–100/user/month (or large upfront perpetual licenses). Proof-of-concept demos can be arranged. 

6. Oracle NetSuite

Oracle NetSuite is a leading cloud ERP for fast-growing mid-size and large companies. It combines ERP, CRM, e-commerce and BI in one SaaS package. 

• Features: financials, order management, inventory, HR, project accounting, etc., all in the cloud. It’s highly scalable and multi-subsidiary (great for global companies). 

• Ideal for: high-growth startups or enterprises that need a unified system (especially multi-national or with omnichannel sales). NetSuite can be customized to handle Indian GST, though out-of-the-box it’s a US product (many Indian firms do use it). A major drawback is cost: licensing starts in the tens of thousands of dollars per year (plus implementation fees). It does not generally offer a public free trial.

• Key strengths: Robust and comprehensive (unifies ERP+CRM+commerce); web-based with frequent updates; strong for multi-currency/multi-entity. Users praise its intuitiveness once set up (“highly intuitive… easy to learn”).

• Pricing & trial: Very high-end. You pay a base platform fee plus per-user fees (often over $100/user/month); implementations often cost 6-figures. Typically requires contacting Oracle for a quote. 

7. Microsoft Dynamics 365 (Business Central)

Dynamics 365 Business Central is Microsoft’s cloud ERP for small to mid businesses. It offers modules for Finance, Sales, Inventory, Service and Project Management. Think of it as the successor to “NAV” and tightly integrated with Office 365 and Power BI. 

• Features: general ledger, order processing, MRP, multi-warehouse, and a role-tailored user interface. Business Central can be deployed in the cloud or on-premises. 

• Ideal for: SMEs already using Microsoft tools, distributors and manufacturers looking for a fully integrated ERP in the Microsoft ecosystem. Microsoft has localized Business Central for India: it supports GST taxation (with fields for HSN/SAC, SGST/CGST/IGST, voucher series, etc.) and handles tax hierarchies and set-off rules. It also supports TDS and other local requirements. Offline access is via mobile or web (some offline capability via the Windows client). Pricing is subscription: Essentials ~$70/user/month, Premium ~$100/user/month (with a 30-day trial available on Microsoft’s site).

• Key strengths: Modern interface; deep integration with Excel/Office; strong analytics; robust Indian localization (GST setup wizard with HSN/SAC, tax matrices). Good POS options exist via third-party connectors.
  
  

• Pricing & trial: Per-user/month (Essentials or Premium packages); 30-day free trial through Microsoft.

No one-size-fits-all solution exists. Use this guide to match features to your needs:

• Very small retailers / startups: Solutions like Zoho, Busy Accounting, Marg ERP or Caddayn Biller offer low cost, easy setup and mobile/cloud access. They handle basic billing, inventory and GST.
  
  

• Local shops & franchises: TallyPrimeand Marg ERP are tried-and-true in India (offline mode, strong GST compliance). Caddayn and Busy are also designed for multi-outlet retail.
  
  

• Growing SMEs: Zoho, Busy Accounting, QuickBooks Online, Microsoft Dynamics 365 Business Central all scale well. Consider if cloud vs offline matters.
  
  

• Specialty retailers (supermarket, pharmacy, jewellery): Marg ERP has dedicated features (barcode billing, GST-compliant schemes). Busy Accounting and Caddayn Biller also support barcode/POS workflows.
  
  

• Mid-market / manufacturing:  SAP Business One, Oracle NetSuite, Microsoft Dynamics 365 provide full ERP, but at higher cost and complexity. They excel if you need MRP, multi-branch consolidation or advanced reporting.
  
  

• Startup focus: Caddayn Biller is a top pick for very small chains needing integrated ERP+POS on a tight budget. Zoho and Busy also actively court startups with free tiers or low entry pricing.

Each vendor offers a trial or free tier – try a few to see which UI and workflow suit you. Importantly, all of the above handle GST-tax invoicing and filing (e.g. Zoho and Busy auto-calc SGST/CGST/IGST). Many have POS modules or integrations, so you can scan barcodes at the counter. We’ve avoided negative comparisons: every system has fans. Rather, focus on your requirements (budget, industry, offline vs cloud, integrations) and pick accordingly. Caddayn Biller deserves consideration for new startups or retail chains, but be sure to compare it with other options like Zoho or Tally to find the best fit for your business.