CRM, ERP, SaaS Development in Kharkiv, Ukraine

CRM, ERP and SaaS Development in Kharkiv — when boxed solutions stop working

Business management systems are the invisible infrastructure that determines sales velocity, accounting accuracy, customer loyalty and the bottom line. Kharkiv and the Kharkiv region concentrate a large pool of manufacturers (woodworking, furniture, food production, packaging, metalwork), regional retail chains, B2B companies and IT startups. At some point, each of them outgrows Bitrix24 or amoCRM — and the search for a custom solution begins. I’m Alex Filiuk, a Senior UI/UX designer and product-systems architect with 15 years of experience, designing and shipping custom CRM, ERP and SaaS for the Ukrainian and international markets. My portfolio includes 20+ live systems — from automotive CRMs and mobile CRM apps to manufacturing ERPs and healthcare platforms.

This page brings together everything a business owner or CTO in Kharkiv should know before commissioning CRM/ERP development: when the box stops working, how CRM differs from ERP and SaaS, what stages a project consists of, which integrations are critical for the Ukrainian market, how much it costs, and why working with a local architect beats hiring a random team.

Why manufacturers and B2B companies in the Kharkiv region need custom systems

The Kharkiv region has strong industrial potential. It hosts woodworking and furniture production (driven by proximity to forest resources), food manufacturing, packaging plants, metalworking, agricultural businesses. Most of these companies have complex internal processes that don’t fit into amoCRM, Bitrix24 or Zoho templates:

• Multi-step approvals. A production order moves through a technologist, shop floor, warehouse, finance and director — each stage with its own rules, documents and feedback loops.
• Complex calculations. Cost of goods, margin, sales-rep bonuses, production-team incentives — formulas that don’t fit a boxed configurator.
• Unique nomenclatures. Wood and furniture have dozens of attributes (species, dimensions, moisture, grade) that must be stored, filtered, aggregated.
• Manufacturing-equipment integration. Weighbridges, CNC machines, picker terminals, address-based warehousing — that’s not “plug it in via REST”, those are bespoke connectors.
• Regional structure. Branches in Kharkiv, Dubno, Sarny, Chuhuiv with different access rights, tariffs and warehouses.

A custom CRM/ERP is designed exactly around these specifics. Instead of “adapt your business to the template”, we capture your real process and build a system that supports it. If you’re also planning a website redesign, online store or mobile app — consider a complex approach: UX/UI + web development + e-commerce connected to the CRM as a single product landscape.

How CRM, ERP and SaaS differ — and which one you actually need

The terms get mixed up, but the difference is fundamental — and affects the budget and project scope.

• CRM (Customer Relationship Management). A system to manage customer interactions. Core: lead capture, sales, service. Used by sales, marketing and support. Example: your sales rep sees all calls, emails and deals for a customer in one place.
• ERP (Enterprise Resource Planning). A system to manage enterprise resources. Core: finance, warehouse, production, HR, procurement. Covers the whole back office. Example: raw-material accounting, production-cycle planning, COGS calculation, accounting reports.
• SaaS (Software as a Service). Not a system type, but a distribution model. Any software can be SaaS — if you sell access to it to other companies on a subscription. Classic examples: Slack, HubSpot, Notion. Building your own SaaS makes sense when you’ve validated a problem you can sell on the market.

For most Kharkiv-region businesses the trajectory looks like this: small companies start with a CRM (sales is the most obvious bottleneck), mid-sized ones move into ERP functionality (warehouse, production, finance), and those who built a unique tool with market potential go on to launch a SaaS product. I work with all three formats and help define what you actually need for the next 2-3 years.

Tech stack and why I choose it

Over 15 years I’ve tried dozens of stacks and converged on a set that optimally balances development speed, performance, ecosystem and developer availability:

• Frontend. Next.js (React + TypeScript) — SSR out of the box, high speed, SEO-friendly even for admin panels. Works for both internal tools and customer-facing products.
• Backend. Node.js (NestJS or Express) — same language as the frontend (easier for the team), strong ecosystem, high I/O performance (and CRM/ERP is mostly I/O).
• Database. PostgreSQL — relational, ACID-compliant, with JSON-field support and full-text search. The de-facto standard for serious business systems.
• Cache and queues. Redis — for caching heavy queries, sessions, rate limiting. BullMQ — for background jobs (reports, exports, sync).
• Infrastructure. Docker + Docker Compose for dev/staging, Kubernetes for high-load production. CI/CD via GitLab or GitHub Actions.
• Hosting. AWS, GCP, Hetzner (Europe), or Ukrainian hosters (Cityhost, FastVPS) — the client decides. For Ukraine-only operations, Ukrainian hosters are often optimal.

This stack is the 2024-2026 industry standard. It’s not “fashionable”, it’s reliable and alive: thousands of vacancies, an active community, regular updates. If tomorrow you decide to hire an in-house team in Kharkiv, Lviv or Kyiv, finding Next.js/Node.js developers is much easier than a niche PHP-coder for the Bitrix Framework.

How the development process looks — step by step

Building a CRM/ERP is not “write code for a month”. It’s a systemic engineering project where mistakes at the early stages cost 10-100x more later. So I work via a transparent process my clients have all gone through:

1. Discovery (2-4 weeks). Interviews with key roles, observation of real work in your office or factory in Kharkiv, as-is and to-be process maps in BPMN, requirements baseline. Output: a 30-60 page discovery document you could hand to any vendor.
2. UX/UI design (3-5 weeks). Information architecture, user flows, wireframes in Figma, an interactive clickable prototype. Testing with 3-5 future users. If you’re in Kharkiv, these tests happen on-site.
3. Technical architecture (1-2 weeks). DB schema (normalised, with indexes for your queries), API contracts (OpenAPI / Swagger), integrations diagram, infrastructure (CI/CD, monitoring, backups).
4. Development (10-20 weeks). 2-week sprints. At the end of each — a demo via Zoom or in person in Kharkiv, roadmap update, priority alignment.
5. Integrations (in parallel). 1C/BAS, Bitrix24 (if migrating), IP telephony, mail, banking, marketplaces, Nova Poshta.
6. QA and load testing (2-3 weeks). Unit tests, integration tests, manual QA against scenarios, load tests (Apache JMeter, k6) at 10x expected load.
7. Security audit (1 week). OWASP Top 10 checklist, SQL injection, XSS, CSRF and misconfiguration scans.
8. Launch and training (1-2 weeks). Data migration from the old system, production launch, in-person team training in Kharkiv, documentation handover.
9. Support (long-term). A 60-90 day warranty period for free, then your choice of SLA contract.

The total cycle is 3-6 months for a CRM/ERP, 5-9 months for a SaaS product with multi-tenant architecture. If you need a fast launch (e.g. a Kharkiv company whose business model has critically shifted and the box can’t cope), we start with an MVP in 6-10 weeks and grow features iteratively.

Integrations with the Ukrainian business ecosystem

The key difference between a Ukrainian CRM/ERP and “just a Western system” is integrations with Ukrainian services. Over 15 years I’ve built dozens of these connectors, some of which are reused across projects:

• 1C / BAS. Two-way sync of nomenclature, prices, stock, counterparties, documents. Implemented via 1C REST/SOAP API, file-based exchanges (CommerceML, EnterpriseData) or direct DB access.
• IP telephony. Binotel, Phonet, Asterisk, Stream Telecom — click-to-call, call recording, customer popup on incoming calls, automatic lead creation from missed calls.
• Email services. SendPulse, eSputnik, MailChimp, Brevo (Sendinblue) for marketing. Mailgun, SendGrid for transactional emails. Corporate mail integration via IMAP/SMTP.
• Banking. PrivatBank (Privat24 Business API), Monobank Acquiring, Wayforpay, Fondy, LiqPay — for online payments and bank-statement imports.
• Logistics. Nova Poshta (waybill creation, statuses, returns), Justin, Meest, Ukrposhta — critical for e-commerce and wholesale.
• Marketplaces. Prom.ua, Rozetka, OLX — order import, catalogue export, stock sync.
• Messengers. Telegram Bot API (manager notifications, customer chatbots), Viber Business, WhatsApp Business API.
• Accounting. M.E.Doc, FREDO, SOTA — exchange of tax invoices, acts, bills.
• HR. Integration with workforce time systems (RFID, biometrics), Workday, BambooHR — for Kharkiv-region manufacturers with 50+ employees.

If a non-standard connector is needed (e.g. a warehouse weighbridge or proprietary factory equipment), we build it from scratch. My portfolio has examples of CRM-CNC integration on a furniture factory, weighbridge integration on an agricultural complex, POS sync in a retail chain.

Multi-tenant architecture for SaaS products from Kharkiv

If you’re planning not just an internal system but your own SaaS product to sell to other companies, you need a special architecture — multi-tenant. It includes:

• Data isolation. One tenant cannot see another’s data. Done either via separate schemas/DBs (strong isolation) or via row-level security with tenant_id (lighter).
• Per-tenant customisation. Logo, colours, custom domain, funnel settings — each customer can configure their own.
• Pricing plans and billing. Free / Starter / Pro / Enterprise with different limits on users, data volume, features. Stripe, Wayforpay integration for auto-charging.
• Tenant-admin portal. Manage your own users, view tariff, download invoices.
• Onboarding flow. Self-service registration, new-user guide, demo data.
• Scalability. Architecture must handle 10x growth without redesign — horizontal DB scaling, sharding, caching.

SaaS projects often pair with product strategy, conversion optimisation and SEO — because building the product isn’t enough; you also need to learn how to sell it. If you’re targeting international markets (US, Europe), we additionally discuss localisation, GDPR compliance and payment-system specifics (Stripe, Paddle).

How much CRM/ERP/SaaS development in Kharkiv costs

The cost depends on scope and complexity. Approximate ranges:

• MVP CRM for a small business (3-5 roles, 3-5 integrations, basic reports) — entry package, 6-10 weeks.
• Full CRM/ERP for mid-sized business or manufacturer (10-15 roles, 8-12 integrations, dashboards, analytics, mobile) — mid-tier package, 3-5 months.
• SaaS product (multi-tenant, billing, customer portal, API docs) — premium package, 5-9 months.
• Large ERP platform (for holdings, chains with 5+ branches, full finance/production/warehouse/HR modules) — enterprise level, 9-18 months.

Exact figures are provided after discovery. Working with me means a fixed MVP price (no surprises), a transparent budget for extensions, and no hidden fees like “surcharge per new user”. You pay once for development — then only for support and evolution.

For Kharkiv-region businesses launching a website or mobile app alongside the CRM, combined packages are available — savings of up to 25% versus separate projects.

Common mistakes when ordering CRM/ERP — and how to avoid them

Over 15 years I’ve watched Ukrainian (and Kharkiv) companies burn hundreds of thousands of hryvnias on typical mistakes. Top 7:

1. Starting without discovery. “We have a 5-page spec, let’s build”. Three months in, the spec covers 50% of real scenarios. Discovery is not “unnecessary formality” — it’s rework insurance.
2. Trying to do everything at once. “We want CRM + ERP + e-commerce + mobile + BI in 4 months”. Realistically — phased delivery. MVP in 2-3 months, then growth.
3. Cutting corners on UX. “Sales reps will figure it out anyway”. Bad UX is -30-50% productivity even if the logic is correct. UX investment pays off in the first 3-6 months.
4. Ignoring the role model. “Everyone sees everything, we’ll sort it out later”. A year later: managers steal the database, accountants see margins, competitors poach staff. RBAC is from day one.
5. Vendor lock-in. A vendor who “doesn’t hand over source code” is a red flag. After project completion, you should be fully independent.
6. No tests. Without unit and integration tests, every new feature is a “did we break production?” lottery. Tests = insurance for years.
7. Launch without training. System handed off, vendor waves goodbye — a month later the team has “given up” and gone back to Excel. Training, documentation and an adaptation period are mandatory parts of the project.

Most of these mistakes stem from treating CRM/ERP as “just software” instead of a strategic investment in operational efficiency. If you need a pre-flight diagnosis, consider business consulting or a UX audit of existing processes.

Cases: systems for Ukrainian and international businesses

My portfolio has 130+ projects, of which ~20 are full CRM, ERP and SaaS systems. A few examples of the problems I’ve solved:

• Automotive. CRMs for dealers and service centres — managing test drives, repairs, parts inventory, customer loyalty, with 1C, telephony and mail integrations.
• Auto-parts distribution. ERP for wholesalers with multi-warehouse accounting, integration with European catalogues (TecDoc), B2B order processing, customer portals for retail chains.
• Mobile CRM. Apps for field teams (sales, service, delivery) — offline mode, GPS tracking, sync with the core system.
• Healthcare platforms. Systems for clinics and chains — electronic patient records, appointment booking, telemedicine, GDPR compliance.
• Energy and utilities. Platforms for solar-energy companies — customer accounting, installation monitoring, billing, integration with energy hardware.
• Fintech / SaaS. Multi-tenant platforms for fundraising and financial-product administration — with billing, role models, audit logs.

If you’d like to see specific examples, go to the projects section or write via the contact form: I’ll pick 5-7 most relevant cases for your industry. I’ll show not just final screens but the architectural decisions, tricky UX moments and key integrations.

What you receive after project completion

• A deployed system on your hosting or cloud, with a configured CI/CD pipeline.
• Source code in your Git repo, with commit history and code reviews.
• Database with migrations, backups and schema documentation.
• Technical documentation — architecture, API (OpenAPI/Swagger), DevOps runbooks, admin guides.
• User documentation — guides per role (manager, accountant, warehouse, production), video instructions.
• Team training — 2-4 sessions in Kharkiv (in person) or via Zoom for distributed teams.
• Warranty period 60-90 days — free bug fixes, answering questions.
• Exclusive proprietary rights to the code and design — fixed in the contract.
• Optional: SLA contract for ongoing support and system evolution.

My other services for technology businesses in Kharkiv

CRM/ERP is part of an ecosystem. Kharkiv-region companies often order complex bundles:

• Web development — corporate sites, customer portals, landings that integrate with the CRM.
• Mobile development — native and cross-platform apps for field teams or customers.
• UI/UX design — interfaces for admin panels, dashboards, customer portals.
• E-commerce — online stores connected to the ERP for real-time stock and order sync.
• UX audit of existing systems — if you already have a CRM but it’s painful to use.
• Business consulting — digital-transformation strategy before investing in development.
• Product strategy — for SaaS startups going to market.

System development in other Ukrainian cities

I work not only with the Kharkiv region. Many clients are national chains with offices in several cities:

• Kyiv — IT companies, fintech, e-commerce, government and corporate clients
• Lviv — IT outsourcing, product teams, regional chains
• Odesa — logistics, port business, e-commerce, tourism
• Dnipro — manufacturers, B2B, wholesalers
• Kharkiv — IT, engineering companies, education, research

The full list is on the service areas page.

Ready to discuss a CRM, ERP or SaaS project in Kharkiv?

If you have a request — fill in the contact form or call the numbers in the website footer. The first consultation is free, 60-90 minutes long. We’ll cover your business, current systems, pain points, automation goals, approximate budget and timeline. If you’re in Kharkiv, we can meet in person at the office or factory. After the meeting I’ll send a detailed proposal with a fixed price for the discovery phase, the technology stack and the project roadmap.

I’m ready to design a system for your business in Kharkiv and the Kharkiv region that doesn’t just “store data” but actually accelerates sales, reduces operating costs and creates competitive advantage for years to come.