Ultrasoft Systems sets up, hosts and supports ERPNext for businesses, NGOs and schools. Accounting, purchasing, inventory, fixed assets, projects, HR and payroll all run in one secure system. There is no software licence to buy.
Trusted by organisations across Ghana
Many providers sell these modules separately. With us, procurement, inventory, fixed assets and projects are included as standard, a value of USD 4,700.
Your company setup, done properly from day one.
From purchase request to goods in the warehouse.
A register your auditors will actually like.
Know what every project really costs.
From employee records to payslips, with Ghana PAYE and SSNIT built in.
We move your data in and get your people confident.
We work with organisations of every type and size, in any sector.
Replace spreadsheets and disconnected tools with one system for finance, stock and people.
Fund accounting comes as standard, not as an expensive add-on.
Clear finances, approvals and payroll for the people who look after your mission.
ERPNext is open source, so you never pay for software. Our fees cover setting up, hosting and supporting your system.
For small organisations and NGOs that want finance, purchasing and assets on one system.
+ $5,800 one-time setup
5 to 10 paid usersExample: 5 users, first year $9,700
Choose EssentialsFor growing organisations that also need HR and payroll.
+ $11,500 one-time setup
11 to 25 paid usersExample: 15 users, first year $22,300
Choose GrowthFor larger or multi-site organisations running everything on one system.
+ $17,500 one-time setup
26 to 50+ paid usersExample: 30 users, first year $37,300
Choose Enterprise| Feature | Essentials | Growth | Enterprise |
|---|---|---|---|
| Paid users | 5 to 10 | 11 to 25 | 26 to 50+ |
| Accounting, budgets, banking and approvals | Included | Included | Included |
| Procurement and inventory | Included | Included | Included |
| Fixed assets | Included | Included | Included |
| Projects and timesheets | Included | Included | Included |
| HR and payroll | Optional add-on | Included, up to 50 employees | Included, up to 150 employees |
| Multiple companies or branches with combined reports | No | No | Yes, up to 3 |
| Custom reports and print formats | Up to 5 | Up to 10 | Up to 20 |
| Training | Up to 10 users and 1 administrator | Up to 25 users and 2 administrators | All users and 3 administrators |
| Close follow-up after go-live | 30 days | 45 days | 60 days |
| System health review | None | Every quarter | Every month |
| One-time setup fee (USD) | 5,800 | 11,500 | 17,500 |
| Managed service per user per month (USD) | 65 | 60 | 55 |
| Service | Rate (USD) |
|---|---|
| Functional consulting and configuration | 320 per day, or 60 per hour |
| Custom development (scripts, reports, integrations) | 320 per day, or 60 per hour |
| Data migration beyond package scope | 280 per day |
| Additional training (up to 10 people per session) | 250 per day |
| Extra custom report or print format | 160 each |
| Training a new user after go-live | 40 per user |
| Support beyond 30 hours a month | 60 per hour |
| On-site visit outside the agreed schedule (Greater Accra) | 100 per visit, plus 60 per hour on site |
| On-site visit outside Greater Accra | As above, plus travel and accommodation at cost |
With Flex, you start with Accounting and add only the modules you choose. Packages remain the best value when you need several modules. If you later move to a package, everything you've paid for Flex setup counts towards it.
Example: Accounting only for 5 users, with hosting and maintenance, costs $6,000 in the first year and $2,100 a year after that.
| One-time setup | USD |
|---|---|
| Accounting setup (required starting point) | 3,900 |
| Procurement and inventory | 2,500 |
| Fixed assets | 950 |
| Projects and timesheets | 1,250 |
| HR and payroll, up to 50 / 51–150 employees | 3,800 / 4,600 |
| Monthly, per user | USD |
| Hosting and maintenance (support at $60/hour) | 35 |
| Full managed service with 24/7 support | 65 |
Count only people who create, edit or approve transactions. Staff who just view payslips or apply for leave are free.
An estimate based on our current rate card, fixed until 31 March 2027 for signed agreements. Prices exclude applicable taxes. Your written quotation will confirm the final figures.
Get this as a written quoteThe managed service starts at go-live. Hosting, backups, updates and support are all covered by one monthly fee per user.
Use your system in any web browser on a computer, tablet or phone.
Automatic, encrypted and kept for 30 days. We test a full restore every quarter.
Security patches every month, plus one major version upgrade a year, tested before it goes live.
Shared across all your users. With 5 users, that's about 6 hours per person every month.
Reach us by phone, WhatsApp, email or remote screen-sharing, day or night.
Miss a 2-hour critical response and you get 10% off that month's fee, up to 50%.
Support beyond 30 hours a month is billed at USD 60 per hour, and only with your approval. Unused hours don't carry over. Flex clients on hosting and maintenance only get hosting, backups and updates, with support billed hourly.
A fixed, proven plan. We tell you exactly what we need from your team, and when.
We send templates the day you sign.
Requirements and planning session. You approve a short written system plan.
System configured, workflows built, data loaded and reports created.
Hands-on training with written guides, then user testing.
You switch over, followed by 30–60 days of close follow-up.
The 2 weeks start once we receive your completed data templates. Name a project lead who can approve decisions within 1 working day, and we'll keep to the timeline. Delivery is mainly remote, with on-site days for planning and training.
We process your data only on your instructions, protect it on secure AWS servers, and handle it in line with Ghana's Data Protection Act.
HTTPS (TLS) for every connection. Server disks and backups encrypted with AES-256. AWS data centres are ISO 27001 certified and SOC 1, 2 and 3 audited.
No shared logins. Strong passwords, two-factor authentication, lock-out after failed attempts and automatic time-outs.
Payments and journals need a second approver. Every change is logged. Approved entries can only be cancelled and reversed, never edited.
We sign an NDA and a Data Processing Agreement before we receive any data. Every action we take in your system is logged.
Leave with 30 days' notice and no penalty. You get a full export within 5 working days, and we confirm deletion in writing within 30 days.
You remain the data controller. We act as your data processor under a written agreement, notify you within 24 hours of any suspected breach, and help you respond to data requests.
Financial records are kept for at least 6 years and never deleted automatically. Reports can be exported at any time for a GRA audit.
Payroll is set up with current PAYE bands and SSNIT rates, updated when they change, with a full record of every payslip.
AWS provides GDPR-compliant processing terms. Approvals, budget controls and audit trails support donor audits, and we review donor data clauses with you before setup.
Ultrasoft Systems is an ERPNext and cloud solutions consultancy led by Michael Appiah-Kubi. Michael has 5 years of hands-on experience implementing, hosting and supporting ERPNext, and he designs the secure cloud environments his clients' systems run on.
No hand-offs to junior staff and no call centres. Michael leads and works on your system himself. A vetted backup engineer, bound by the same confidentiality terms, steps in only if he's unavailable, so support never stops. You also receive written documentation of your setup, so any ERPNext partner could take over if needed.
No. ERPNext is open source, so there's no software to buy and no licence fees, ever, for any number of users. Our fees pay for the work of setting up, hosting and supporting your system.
Hosting and support needs grow with the number of people using the system. The monthly fee is a service fee, not a licence. It covers hosting, backups, updates and support.
Anyone with a login who creates, edits or approves transactions, such as accountants, HR officers and approvers. Staff who only use self-service, such as viewing payslips, applying for leave or submitting expense claims, are not charged.
We follow a fixed 10-working-day plan built on ERPNext's proven standard processes. The clock starts once we receive your completed data templates, which we send the day you sign. To keep to the timeline, your team needs to provide data and approvals on time. Ideally, a named project lead approves decisions within 1 working day.
You pay only the difference between the two setup fees. For example, moving from Essentials to Growth costs USD 5,700. Your lower per-user rate starts from your next billing period. If you start on Flex, everything you've paid for Flex setup counts towards a package.
Prices are in US dollars and exclude applicable taxes. Invoices can be settled in Ghana cedis at the Bank of Ghana rate on the invoice date. The setup fee is paid 40% on signing, 40% when you approve testing and 20% at go-live. The managed service is billed annually in advance by default, or half-yearly or quarterly if you prefer.
Give 30 days' notice before your next billing period. There's no penalty. Within 5 working days, we hand over a full export: database backup, attached files and spreadsheet copies of key records. We then delete your data and backups and confirm this in writing within 30 days.
Mainly remotely, with on-site days for the planning session and training. Extra on-site visits in Greater Accra are USD 100 per visit plus USD 60 per hour on site. Outside Greater Accra, travel and accommodation are added at cost.
Computers, internet access, and paid third-party services such as SMS gateways or bank connections, unless quoted separately. Work outside your package is always quoted in writing and starts only after you approve it.
Yes. We'll give you a free live demo using sample data from your sector. Request one below.
See ERPNext running with sample data from your sector. No commitment and no sales script, just a straight conversation about what you need.
We'll reply within 1 business day.