Frequently Asked Questions

Profile ERP is a flexible, fully integrated enterprise resource planning system designed to streamline your core business operations - from finance and inventory to manufacturing, sales, and beyond. It offers a modular setup, allowing you to implement what you need now and scale as your business grows.

Profile ERP is built specifically for Irish wholesalers, merchants, and retailers - whether you're running a single shop or managing multiple locations. With over 45 years supporting Irish trade businesses, Profile ERP offers a robust, proven system that’s flexible enough to fit your operation, no matter the size.

It’s designed to:

• Provide real-time stock control across shops, warehouses, vans, and online channels

• Streamline trade-counter and delivery operations with barcode scanning, flexible pricing, and integrated invoicing

• Deliver accurate accounts, live reporting, and business insights to help you make smarter decisions every day

Whether you're in plumbing and heating, agri-supplies, hardware, retail, or distribution — if you’re looking to move away from spreadsheets, reduce manual work, and gain more control, Profile ERP is a perfect fit.

With deep experience in the Irish market, our team ensures your system is tailored to your business — from configuration through to ongoing support.

Profile ERP is designed specifically for Irish businesses in trade-focused sectors such as:

• Wholesalers

• Plumbing & Heating

• Agriculture & Agri-supplies

• Hardware & Builders Merchants

• Electrical Supplies

• Timber & Building Materials

• General Merchants and Distributors

It is built to handle the complexities of multi-location stock management, trade counters, deliveries, and flexible pricing structures common in these industries. Whether managing warehouses, vans, or retail outlets, Profile ERP streamlines operations with real-time inventory control and integrated financials tailored to these sectors’ needs.

Profile ERP offers a unique combination of depth, flexibility, and ease of use tailored for Irish trade businesses. Unlike larger, more generic ERP solutions, Profile ERP is specifically designed to handle the day-to-day complexities of wholesalers, distributors, and merchants—such as multi-location stock control, trade counters, and flexible pricing.

Its modular structure allows businesses to adopt only the features they need, making it more cost-effective and easier to implement than many broad enterprise systems. Additionally, Profile ERP is backed by decades of experience supporting Irish companies, ensuring strong compliance with local trading and financial regulations.

Yes, Profile ERP supports businesses across all 32 counties of Ireland. For customers in Northern Ireland, the system also handles HMRC requirements, ensuring compliance with UK tax and customs regulations. We focus exclusively on the island of Ireland to deliver software tailored to local trading, tax, and regulatory needs. Our team provides direct, personalised support and implementation services—no third-party partners involved.

Profile ERP includes all the key modules Irish wholesalers, retailers, distributors, and merchants need to run daily operations smoothly:

• Sales order processing and invoicing

• Live stock control across multiple branches, warehouses, and vans

• Purchasing and supplier management

• Full accounts (sales, purchase, nominal ledger)

• Real-time dashboards and business reporting

• Document management with audit trails

• EPOS system for trade counters and retail stores

This all-in-one system reduces the need for multiple disconnected tools, helping businesses improve accuracy and save time.

Yes. Profile ERP is built to handle complex setups across multiple locations, including branches, warehouses, vans, and trade counters. It gives you centralised control of stock, transactions, and reporting, with real-time visibility across the entire business.

Multi-company configurations are also supported, as well as multi-currency transactions - ideal for businesses buying or selling in different currencies across Ireland and beyond.

Absolutely. Profile ERP gives you full control over your inventory and purchasing process. It supports live stock tracking, reordering, barcode scanning, goods-in processing, and supplier management. Features like back-to-back ordering and special order workflows are built-in, helping you manage the entire supply chain from supplier to delivery.

Yes. Profile ERP is purpose-built for trade counter environments. It offers fast, accurate order entry, barcode scanning, flexible pricing, and real-time stock visibility - all designed to speed up service and reduce errors. The integrated EPOS system supports cash, card, and account sales, making it ideal for busy counters with high transaction volumes.

Yes. Profile ERP supports van sales and mobile stock management through dedicated tablets provided as part of the system. These tablets allow drivers to view real-time stock levels, create orders on the go, and issue invoices directly from the van. All transactions sync instantly with head office, giving full visibility and control across your mobile operations.

Yes. Profile ERP fully supports handheld devices for a range of day-to-day tasks, and we supply rugged, reliable units as part of the setup. These devices are ideal for:

• Van sales – Create orders, check stock, and issue invoices on the go

• Stocktakes – Quickly scan and count items for faster, more accurate stock control

• Goods in/out – Book in deliveries or pick stock for dispatch right from the warehouse floor

• Barcode scanning – Speed up data entry and reduce errors across all stock movements

Handhelds are tightly integrated with your ERP system, so updates happen in real time - giving you better control, faster processes, and less paperwork.

Profile ERP is a fully on-premise solution, hosted on your own local server or internal infrastructure. This gives your business complete control over performance, data access, and security. It’s ideal for businesses that prefer to keep critical systems in-house, especially those with trade counters, warehouses, or limited internet connectivity.

Profile ERP runs on a Windows-based server, supported by connected workstations or devices. Exact requirements will vary depending on the number of users and the scale of your business, but in general you’ll need:

• A dedicated Windows Server (On-Site)

• Reliable local network connectivity

• Windows 11 workstations

• Adequate backups and antivirus protection

Our team will guide you through the exact setup needed during planning and installation.

Profile ERP is a complete business management and accounting solution, designed to eliminate the need for separate accounting software. However, where required, integrations can be set up with certain third-party systems such as:

• Payroll packages

• eCommerce platforms (Amazon, eBay, Woo Commerce & Blue Aligator).

• Label printers

• Handheld scanning and EPOS hardware

• A host of other Vendor Integrations.

Our team will review your existing tools during implementation and advise on the best approach — whether that's integration or replacing disconnected systems with Profile ERP’s built-in functionality.

Data migration is a key part of every Profile ERP implementation. We work closely with your team to identify what data needs to be transferred - such as products, customers, suppliers, stock levels, and financial records. Where possible, data is imported directly from your existing systems, spreadsheets, or backups to ensure a smooth transition with minimal manual entry.

We test and validate the data before go-live to ensure accuracy and continuity.

Once Profile ERP is installed and running, our team provides ongoing support directly, no third-party call centres or external agents. You’ll have access to:

• Telephone and email support from our in-house team

• Remote assistance and troubleshooting

• Regular software updates and improvements

• Optional on-site visits if required

We’re based in Ireland and understand the day-to-day realities of your business — which means faster, more relevant support when you need it.

Implementation time depends on your business size and system complexity, but most projects follow a clear process: planning, configuration, training, testing, and go-live. A typical implementation can take anywhere from a few weeks to a few months. We work closely with you to minimise disruption and ensure a smooth, step-by-step rollout.

Yes. Profile ERP is designed to meet the data protection needs of Irish businesses and is fully GDPR-compliant. User access can be controlled by role, ensuring only authorised staff can view or edit sensitive information. All activity is tracked with audit trails, giving full visibility over system usage and changes.

Because Profile ERP is hosted on your own local infrastructure, you have complete control over your data.

Data protection is a core part of Profile ERP. The system is backed up automatically twice a day to secure cloud storage, ensuring your business data is safe even in the event of local hardware failure.

If an issue arises, the hardware can be replaced and the most recent backup quickly restored from the cloud, minimising downtime and data loss.

Additional security measures include:

• Role-based user access and password protection

• Full audit trails and system activity logs

• Optional encryption and remote access controls

We configure all backup and security routines during setup to suit your infrastructure and ensure peace of mind from day one.

Only users you authorise have access to your Profile ERP system. Access is controlled by role and permission level, so staff can only see and interact with the parts of the system relevant to their job. There is no third-party access - your data stays fully under your control and is not shared externally.

An on-premise ERP like Profile ERP can be highly secure - often more so than cloud-based systems, when properly set up and maintained. Since the system runs on your own server, you control who has access, how it's protected, and where data is stored.

Profile ERP enhances this with:

• Role-based user permissions

• Password protection and login controls

• Audit trails for tracking all activity

• Twice-daily cloud backups for disaster recovery

Security ultimately depends on how your infrastructure is managed - and our team ensures best practices are followed during setup and beyond.

Profile ERP is licensed through a combination of a one-time setup licence fee and an ongoing monthly/ yearly licence fee per user. This approach gives you full access to the system without large upfront software costs, while still supporting future scalability. You can add more users at any time as your team grows.

The cost depends on several key factors:

• Number of users

• Modules required (e.g. eCommerce integrations, hire module, etc..)

• Server and device setup (e.g. tablets for van sales)

• Implementation and training scope

• Any customisations or integrations

We’ll provide a tailored quote based on your specific business needs and goals.

Yes - ongoing licences, support, and cloud backup are billed monthly. This monthly fee covers:

• User licences

• Helpdesk support from our in-house team

• Software updates and fixes

• Remote troubleshooting and technical assistance

• Twice-daily cloud backups for data protection

Everything is included in one clear monthly cost, with no hidden extras or surprise charges.

To get a tailored quote, we begin with a short consultation to learn about your business needs. This is followed by either an on-site or online demo, where we show you how Profile ERP could work in your environment.

Once we've gathered the right information - including user numbers, required modules, and any hardware or integration needs, we’ll provide a detailed pricing proposal with clear breakdowns for:

• Setup licence fee

• Monthly user licences

• Optional extras like van sales tablets or integrations

There’s no obligation - just a clear, informed process to help you make the right decision. CONTACT US for more details.

Yes. Full training is included with every Profile ERP implementation. We tailor the training to your team, showing each department how to use the features relevant to their role. Training can be delivered on-site or online and is scheduled around your availability to minimise disruption.

We make sure your staff feel confident using the system before go-live.

After go-live, you’ll continue to receive direct support from our in-house team. This includes:

• Telephone and email helpdesk

• Remote support for troubleshooting and assistance

• Access to software updates and feature improvements

• Advice as your needs evolve over time

We don’t outsource support - you’ll always speak to someone familiar with your setup and business type.

Yes. In addition to remote helpdesk support, we offer ongoing training and on-site support visits when needed. This is ideal for onboarding new staff, rolling out new features, or refreshing your team’s knowledge.

Additional training days or support visits are available at a set cost and can be booked in advance or as required - just let us know what suits your schedule.