Russeell Streamlined Facility Management Operations with ERPNext and Greycube

Russeell is a well-established facilities management company that has been delivering trusted services since 2012.
They provides a wide range of solutions including maintenance, security, sanitation, hospitality, landscaping, insect and pest control — serving both government and private sectors across the region.

To cater to Russeell’s complex and service-oriented business model, we first conducted an in-depth process study to map out their operational and contractual workflows.
Based on this, we developed 29 custom doctypes in ERPNext to ensure the system could handle every aspect of their day-to-day activities — from quotations to service delivery and billing.

A Daily Dashboard Built for Operations

We designed a comprehensive daily dashboard for Russeell’s management team that provides a complete overview of ongoing operations — including visits, quotations, and work status updates.

The Customer Journey — From Quotation to Service Delivery

The customer journey at Russeell begins with a quotation.
At this stage, the team identifies key details such as contract type(e.g., one time, monthly, half-yearly, yearly) and billing type (e.g., advance or rear billing).
A cost sheet is then prepared by inputting all necessary cost components to arrive at the final quotation value — including a markup on actual cost.

Additionally, the number of visits required per contract is determined based on the service type and contract duration.

Automated Visit Planning

Once a quotation is approved and converted into a Sales Order
On submission of the Sales Order, the system auto-creates a single Visit Plan, which contains all the individual visits planned for that contract.

The Visit form is used by Russeell’s service team during their actual visits to client premises.
It serves as a daily planner, helping them view and manage all scheduled visits for the day across different clients.

During each visit, the service staff record key details such as the Actual Visit Date, upload Work Proof, and update the Visit Status, ensuring every task is properly tracked and documented.

Pest control OR any other service provided by russeell are of contractual nature that requires visits at client premises to do the acutal work.

Handling Diverse Contract Types

Russeell manages different types of service contracts — some where payments are collected in advance, and others that follow a post-service billing model, where the invoice is generated once the service is completed.

To support this workflow, we implemented an auto-creation of Sales Invoices, ensuring that invoices are generated automatically based on the contract type and service completion status.