Cybelia Cloud ERP — Detailed operation by business area
Cybelia Cloud ERP describes here precisely each feature: what you do, what Cybelia Cloud does for you, and what you get in concrete terms. This reference is aimed at managers and decision-makers who want to assess the real impact on their business — without IT jargon.
💡 AI is optional. All business modules (sales, invoicing, stock, accounting…) are independent. You enable AI whenever you want.
A quote entered once feeds the order, delivery, invoice and accounting. Zero re-entry.
Chart of accounts, VAT, SEPA, public e-invoicing, Factur-X, fee disclosure, energy grants, company IDs — all preconfigured.
Your PDF supplier invoices are read and imported automatically by the sovereign Cybelia Cloud AI or Claude.
Create AI employees that receive instructions and execute them in Cybelia Cloud: search, creation, update, emails.
Enable only what you need. Add other modules at the pace of your growth.
AI at the core of your ERP — three innovations included
Cybelia Cloud ERP natively includes an AI-powered OCR module, a conversational assistant Cybele, and true autonomous AI agents — with the option to use the sovereign Cybelia Cloud AI or Claude (Anthropic) for cases that require maximum power.
OCR Invoices — automated entry
Drop a supplier PDF invoice. The AI reads the document, identifies the supplier, extracts all lines, the invoice number, date and net/gross totals — then creates the invoice in Cybelia Cloud within seconds.
- ✓ Sovereign Cybelia Cloud AI — included, EU-hosted, GDPR-native
- ✓ Claude (Anthropic) optional — for complex cases
- ✓ Hybrid AI + extraction-rules mode — maximum reliability
- ✓ Automatic product matching (barcode, reference)
- ✓ Formats: PDF, JPG, PNG — including scanned paper invoices
Cybele — Your 24/7 AI assistant
Cybele is deployed in two distinct environments: inside Cybelia Cloud for your internal team, and on your website as a chatbot for your prospects — with strictly separated identities and data.
- ✓ Internal: answers based on your company data (RAG)
- ✓ External: welcomes your prospects on the website
- ✓ No internal data leakage outside
- ✓ Sovereign Cybelia Cloud AI or Claude optional
- ✓ Built-in voice (mic + text-to-speech)
AI Colleagues — Agents that work in your place
AI Colleagues are virtual employees configured with a role, a mission and Cybelia Cloud rights. You give them an instruction in natural language. They execute it autonomously in your ERP.
- ✓ Natural-language instruction → autonomous execution
- ✓ Acts under a dedicated user identity (controlled rights)
- ✓ Sovereign Cybelia Cloud AI by default, Claude optional
- ✓ Learning memory — improves with each task
- ✓ Full history, replayable, auditable
supplier invoice entry
without breaks or holidays
(sovereign version included)
nor complex setup
AI Colleagues that act in your ERP like real employees
Imagine an accountant, sales rep, stock manager or assistant that never sleeps, is never absent and executes tasks autonomously in your ERP.
You assign to it: "Process all pending supplier invoices, reconcile them with purchase orders and flag discrepancies above 5 %." It executes, checks amounts, notes anomalies and sends you a report.
You assign to it: "Identify all quotes expired this month, draft a personalised reminder email for each customer and send it."
You assign to it: "Check critical stock levels, create the necessary supplier purchase orders and send them."
You assign to it: "Generate the 60-day cash forecast report and send it to the manager every Monday morning."
You assign to it: "Analyse Helpdesk tickets open more than 48 h without a response, draft a message and chase the technician."
Give it a name, role, mission and precise rights. It receives your instructions in natural language and executes them within the defined scope. Each task is logged and feeds its learning memory.
How does an AI Colleague work?
You write in plain language what the colleague should do.
The AI breaks the task down and plans the steps.
It searches, creates, updates and sends messages in Cybelia Cloud.
The result is displayed, the task logged, the agent learns.
Sales
From first contact to confirmed, delivered and invoiced order.
Quotes & orders
Create, send and track your quotes from a structured product catalogue. Each quote is traceable, versioned and convertible to an order in one click.
- Reusable quote templates You define once a quote template — list of products, usual quantities, commercial terms, layout. For a new similar sale, the template prefills all lines. You only adjust what changes. E.g. an installer creates a "Standard gas boiler" template — each new job site starts from this base.
- Built-in electronic signature You send the quote by email. The customer clicks the link, views the PDF, types their name and signs with the mouse or finger. The signature is stored with timestamp and IP address. The order is confirmed automatically in Cybelia Cloud without any action from you. E.g. quote sent in the morning, signed from the customer's phone in the evening — order created automatically with no chaser.
- Revision versioning When a quote is amended (new version after negotiation), the previous one is kept. You can at any time consult the differences between v1 and v3 and know which version the customer accepted.
- Formal T&Cs with proof of consent Your T&Cs are included at the bottom of the quote PDF. Online, the customer must tick "I accept the T&Cs" before signing. Acceptance is logged with date and time. In a dispute, evidence is immediately available.
- Expiry date and automatic reminder You set a default validity period (e.g. 30 days). Three days before expiry, the system automatically sends a reminder email to the customer. The dashboard lists quotes close to expiry.
- Print without price (field quote) For field prospecting or tenders where you don't want unit prices visible, an option lets you print the quote without the price columns while keeping references and descriptions.
Pricing & discounts
Manage multiple price grids by customer, channel or period. Discounts are framed, tracked and applied automatically according to rules you define.
- Price lists per customer segment You create as many lists as needed: public price, reseller, key account, export, seasonal. Each customer is assigned their list. Prices apply automatically to the quote — no spreadsheet to consult. E.g. a wholesaler automatically applies a 15 % discount to its certified resellers.
- Triple cumulative discount (D1 × D2 × D3) For sectors where layered pricing is common (distribution, trading), each line can carry three discounts applied in sequence. The net price is calculated automatically. E.g. catalogue discount 10 % × volume discount 5 % × campaign discount 3 % = net price calculated in real time.
- Price calculation from target margin Instead of entering a sales price, you enter the target margin (e.g. 35 %). The system calculates the sales price based on the actual purchase price. Useful for bespoke quotes or projects where the margin must be guaranteed.
- Minimum order amount You set a threshold below which an order triggers an alert or is blocked. If a customer places a €45 order against a €100 minimum, the system informs them before validation.
- Time validity of prices A price list can have a start and end date. On expiry, the previous rates resume automatically. Useful for promotional campaigns or annual price reviews.
CRM & opportunity tracking
Manage your sales pipeline with a Kanban view by stage, revenue forecasts and planned chasers for each prospect.
- Visual pipeline by stage Each opportunity is a card you drag from one column to another (New contact → Quote sent → Negotiation → Won/Lost). You see the number of opportunities per stage and the total amount at stake in each column.
- Revenue forecast Each opportunity has an estimated amount and a probability rate. The system automatically calculates the forecast revenue for the month and quarter (amount × probability). E.g. 3 opportunities at €8 000 with 70 % probability = €16 800 forecast revenue.
- Mandatory next activity The system doesn't allow an opportunity to sit without a next planned action. Each opportunity must have an activity (call, email, meeting) with a due date. Opportunities "behind on activity" are flagged in red.
- Corporate groups (holding / subsidiaries) If you deal with a parent company and several subsidiaries, you link contacts to their corporate group. The CRM then aggregates opportunities at group level.
- Conversion analysis by source The system records the origin of each opportunity (website, trade show, network, referral…). You identify which channel generates the most converted revenue.
- Sales pivot from customer record A "Sales analysis" button on the customer record opens a pivot table: revenue by product, period, sales rep. With no Excel export.
Customer portal
Your customer has secure access to their documents and orders. They can sign, download, track and pay — without calling your team.
- Self-service order tracking The customer logs in and sees their order status in real time: being prepared, shipped, delivered. They no longer need to call to know where their delivery is. Reduction in inbound tracking calls.
- Document download Quotes, order confirmations, delivery notes, invoices — all documents are available as PDF from the portal, including historical documents.
- Search by customer reference Your customer has their own order reference (e.g. PO-2024-0512). They can enter this reference to find their order directly, without knowing your internal numbering.
- Sales rep propagation to contact When a customer is handled by a sales rep, that rep is propagated to all their contacts. Consistency guaranteed without manual entry.
Automatic flow: from quote signature to collection
When a quote is confirmed (manually or by electronic signature), the entire chain triggers with no additional intervention: stock picking, shipping, invoicing, payment chasing.
Invoicing, Payments & Collection
From invoice issuance to cash collection, with automated reminders and full EU compliance.
Customer invoice issuance
Invoicing is generated from delivered orders or services rendered. It complies with national legal requirements and mandatory electronic formats.
- Invoice generated from the order From a delivered order, you click "Create invoice". All lines (products, quantities, prices, discounts, VAT) are pulled in automatically. You review, validate and send. Manual line entry is eliminated.
- E-invoice (Factur-X / UBL) Your invoices are generated in Factur-X format (PDF with embedded XML data) or UBL 2.1, in line with public e-invoicing obligations and forthcoming B2B requirements.
- Deposit and multi-stage invoicing For a large contract or job, you invoice in several stages: a deposit on order, an interim milestone, then the balance. Each deposit is automatically deducted from the final invoice. E.g. €15 000 job — €4 500 deposit, €7 500 mid-job milestone, €3 000 balance on completion.
- Remaining amount to invoice in real time On every order, a line continuously shows the amount already invoiced and the remaining amount. For businesses delivering and invoicing in stages, this indicator prevents end-of-month oversights.
- Per-customer transmission method Each customer has a preferred receiving method: direct email, customer portal, paper mail, EDI. This preference is recorded once and the right channel is used automatically.
- Compliant sequential numbering Numbering follows national accounting rules: continuous sequence, no gaps, no edits possible after validation. In case of error, only a credit note can correct a validated invoice — protection in case of tax audit.
Collections & automated reminders
The system watches due dates and triggers reminders on a schedule you configure. You no longer have to manually monitor unpaid invoices.
- Progressive dunning levels You configure several escalation levels: level 1 (D+3 past due) = reminder email; level 2 (D+15) = firmer email; level 3 (D+30) = formal demand letter. Each level can trigger a different action (email, postal letter, hold on new orders).
- Collections dashboard A dedicated view lists all overdue invoices, sorted by age and amount. For each line you see the customer, the invoice, the days overdue, and the reminders already sent.
- Full history per customer On each customer record, every reminder sent is logged with date, level and content. In a dispute or customer call, you immediately see when they were chased and for what amount.
- Automatic late-payment interest If your terms incluof thete-payment interest (statutory or contractual rate), the system calculates it automatically from the overdue day. The interest invoice can be generated without manual calculation.
- "Payment in progress" status When a payment is initiated (transfer sent, cheque posted) but not yet received, the invoice moves to "Payment in progress" status. It no longer triggers automatic reminders. This intermediate status avoids untimely chasers.
Payments & SEPA
Prepare your SEPA credit transfer and direct debit files directly from Cybelia Cloud. Manage mandates, rejections and bank reconciliation from a single interface.
- SEPA credit transfers (XML PAIN.001 file) Select the supplier invoices to pay. The system generates a SEPA XML PAIN.001 file compatible with all European banks. You import it into your online banking. All selected invoices are marked paid and the accounting entries are created automatically.
- SEPA direct debits (SDD) with mandates For customers paying by direct debit, you register their mandate (mandate reference, IBAN, BIC). At each due date, the direct-debit file is generated automatically.
- Default payment method per customer You record once on the customer record their usual payment method (transfer, direct debit, cheque, card) and payment terms (30 days, end of month, cash). This data is reused automatically.
- Semi-automatic bank reconciliation You import your bank statement (CSV, OFX or direct sync). The system automatically suggests matches between statement lines and recorded payments. You validate the correct suggestions in one click.
- Sync with major banks Direct connection with major European banks. New transactions appear in the reconciliation interface without manual import.
Purchasing & Suppliers
Steer your supplies, control the consistency of received invoices and master your cash outflows.
Supplier orders
From internal purchase request to PO sent to supplier, with approval workflow, receipt and invoice control.
- Internal purchase request A team member identifies a need and creates a purchase request. It is submitted to the manager for approval. Once validated, it is turned into a purchase order and sent to the supplier. No off-system purchases — every spend is traced.
- Approval workflow by threshold You define rules: purchases under €500 are approved by the department head; over €2 000, owner approval is required. The system notifies the relevant approver and holds the order until validation.
- Stored supplier conditions On each supplier record, you store their conditions: usual lead time, minimum order, payment terms. This data applies automatically to each order.
- Partial receipt and backorder tracking If a supplier delivers partially (e.g. 8 units of 10), you record the partial receipt. The purchase order stays open for the remaining 2 units. The system flags pending backorders.
- 3-way matching (order / receipt / invoice) When you receive a supplier invoice, the system automatically compares it to the purchase order and the goods receipt. If quantities or prices don't match, an alert is raised. E.g. order of 100 units at €12 — the invoice shows 102 units at €12.50. The discrepancy is flagged immediately.
- Analytical allocation from the order Each purchase line can be allocated to a project, job site, cost centre or department. This allocation propagates to receipt and invoice. The actual cost of each project is known in real time.
Import & OCR of supplier invoices
Reduce manual entry of received invoices. The system automatically extracts data from PDFs, whether structured (Factur-X) or unstructured (scanned paper invoices).
- Automatic import Factur-X / UBL If your supplier sends an invoice in Factur-X format (PDF with embedded XML) or UBL 2.1, the system reads the data directly from the XML file: supplier, registration number, lines, amounts, VAT, IBAN. The invoice is created in seconds with no manual entry.
- AI-assisted OCR For unstructured PDF invoices (scanned paper, image PDF), the OCR module uses AI to extract the data: supplier header, product lines with references, quantities, unit prices and total. The AI handles varied layouts with no rules to program.
- Support for specific supplier formats Some suppliers (e.g. Kramp) use proprietary PDF formats with non-standard column separators. Supplier-specific extraction rules are configured, enabling reliable reading of product lines. E.g. Kramp invoice with 45 lines extracted automatically, cross-referenced with your internal catalogue.
- Pre-validation review After extraction, all data is shown in a verification form. You correct any extraction errors before validating the invoice. No accounting entry is created without your explicit validation.
Stock & Logistics
Manage your stock levels, plan replenishments and steer your shipments with precision.
Stock management
Real-time valued stock, with full traceability of movements — from supplier purchase to customer delivery.
- Real-time valuation (weighted average or FIFO) Each movement (in, out, internal transfer) is valued instantly using the chosen method: weighted average or FIFO. Your stock value is available at all times without waiting for the monthly close.
- Automatic replenishment rules For each product, you set a minimum stock and a target maximum. When stock drops below the minimum, a purchase request is automatically generated for the usual supplier. E.g. M8 screw stock drops below 100 units → purchase request for 500 units created automatically.
- Batch and serial-number traceability For products subject to traceability (food, medical, electronics, equipment under warranty), each unit or batch is tracked from stock receipt to delivery. In a recall, you identify in seconds which customers received a defective batch.
- Cycle counts by zone Instead of a full annual stocktake (costly and disruptive), you schedule cycle counts by location or category. Each week, an area is counted. Discrepancies are caught continuously with no downtime.
- Substitute products For each product, you define one or more substitutes. If the ordered product is out of stock during picking, the picker automatically sees available substitutes and can offer them to the customer.
- Product states (active, end-of-life, obsolete) Each product has a status in its life cycle. An "end-of-life" product remains sellable but is no longer reordered. An "obsolete" product is hidden from catalogues and quotes.
Picking & shipping
Picking lists are generated automatically from orders. Each shipment is documented with the necessary logistics information.
- Automatic picking list As soon as a customer order is confirmed, a picking list is created in the stock module. It lists products to pick, their locations and quantities. The picker validates as they go — stock is updated in real time.
- Automatic parcel volume calculation You enter the dimensions (L × W × H) and weight of each product. On each delivery note, total volume and total weight are calculated automatically. E.g. order of 24 boxes of 0.04 m³ each = 0.96 m³ shown automatically.
- Propagation of delivery notes Special instructions entered on the quote ("deliver between 8 am and 12 pm", "access through back door", "contact Mr Smith") are automatically carried over to the picking list and delivery note.
- Multi-address management A customer can have one billing address and several delivery addresses (different sites, jobs, depots). Each order shows the relevant delivery address.
- Analytical allocation of stock issues Each stock issue is automatically allocated to the relevant project, site or customer. At month end, you see exactly the value of materials consumed per project.
Accounting & Finance
Integrated accounting compliant with GAAP-equivalent standards, with VAT reporting, bank reconciliation and financial pilot tools.
General accounting
Entries are generated automatically from invoices and payments. Accounting is permanently up to date and exportable to your accounting firm.
- European chart of accounts The chart of accounts complies with the country accounting plan (classes 1 to 8), compatible with the VAT return modules. Installed at initial setup — no manual account entry.
- Automatic entries Each invoice validation, payment, credit note, discount or transfer generates the accounting entries without human intervention. The general ledger is up to date in real time. Your accountant accesses consistent data without waiting for end-of-month entry.
- Product column on entries In the general ledger and trial balance, each sales entry shows the relevant product. You filter the ledger by product to see all sales of an item over a period — with no Excel export.
- Stock information on entries For valued stock movements, the accounting entry carries the product reference, quantity and location. Reconciliation between physical stock and accounting stock accounts is made easier.
- Accounting audit-file export The accounting audit-file export is generated in one click in the format expected by the tax authority. In case of audit, you provide this file immediately. Your accountant can also import it into their review software.
- Fiscal year locking After closing a fiscal year, you lock it. No further entry can be made on a closed period, even by mistake. Protects the integrity of historical data.
VAT & tax returns
Check and prepare your VAT returns from interactive reports. Rates, accounts and fiscal positions are preconfigured for European businesses.
- Interactive tax plan This report shows, for each tax account, the debit, credit and balance amounts for the chosen period. Collapsible by group (output VAT, input VAT, 20 %, 10 %…). You check the amounts before filing your VAT return without any export.
- VAT balance by period Select a month or a quarter: the report immediately shows total output VAT, total input VAT and the balance due (or credit to carry forward). Filterable by journal.
- Automatic fiscal positions Based on the customer status (domestic individual, EU business with VAT number, non-EU customer), the system automatically applies the right fiscal position: domestic VAT, intra-EU reverse charge, export exemption. No rate error possible if the customer is correctly filled in.
- Company registration numbers on documents Your company's and your customers' registration numbers are stored on their records. They appear automatically on invoices, quotes and official documents — in line with national legal obligations.
- Fee disclosure (third-party payments) The module automatically generates the data needed for fee disclosure filings (fees, commissions and freelance payments to third parties). Relevant third parties are identified from the accounting without manual extraction.
Cash & bank reconciliation
Import your bank statements and reconcile them with recorded payments. Reconciliation is semi-automatic and learns.
- CSV / XLSX import of bank statements You download your statement from your bank and import it. The system recognises the columns (date, description, amount) and creates the reconciliation lines. Compatible with the formats of all major European banks.
- Direct sync with fintech banks If you use a modern fintech bank, the API connection automatically imports all new transactions. You don't have to export a file — transactions appear directly in the reconciliation interface.
- Smart reconciliation rules You create rules: "any transaction labelled 'OFFICE RENT' with amount €1 200 → post to account Rents". These rules apply on each import and speed up processing of recurring transactions.
- Cash reports The cash position (actual balance + expected receipts - planned disbursements) is calculated from pending invoices and scheduled payments. 30- and 60-day view without spreadsheets.
Projects, Services & Contracts
Plan your projects, track actual hours, manage recurring contracts and steer profitability in real time.
Project management
Each project is broken down into tasks, assigned to team members, scheduled over time and tracked in terms of progress and workload.
- Gantt / Timeline view Each task is shown as a bar on a calendar. At a glance you see whether deadlines are met, where the critical path runs, and which tasks can be brought forward without affecting the delivery date.
- Roles and resource allocation You define the roles needed for each project (Project Manager, Technician, Consultant, Subcontractor). Each task is associated with a role and a person. The system flags tasks with no owner.
- Forecast workload view Before assigning a resource to a new task, you consult their load over coming weeks. If they're already at 100 % in week 12, you avoid overallocation without a coordination meeting.
- Default stages per project Each project can have its own task stages ("To plan → In progress → Waiting on customer → Done"). These stages are independent from other projects.
- Built-in project wiki Each project has a documentary space (wiki) where you write meeting minutes, procedures, important decisions and access info. Accessible directly from the relevant task.
- Actual profitability per project At any time, for each project you compare: budgeted hours vs actual hours, planned material cost vs actual cost, forecast margin vs current margin. If a project drifts, you spot it during execution.
Timesheets & time-and-materials billing
Employees enter their hours directly in Cybelia Cloud. These hours feed invoicing, profitability calculation and payroll exports.
- Time entry per task Each team member enters hours directly on the relevant task: date, duration, description. Entry takes under a minute per item. Accessible from the browser, mobile app or directly from the timer built into the task.
- Calendar view of timesheets Timesheets are viewable as a weekly calendar (like an agenda). You immediately see full days, low-entry days and any oversights.
- Billing on completed tasks only To avoid invoicing undelivered work, you configure that an order line can only be invoiced if the associated task is marked "Done". Invoicing exactly reflects the work delivered.
- Recurring service contracts For maintenance, support or management subscriptions, you create a recurring contract. Each month or quarter, Cybelia Cloud automatically generates the renewal order and invoicing. E.g. monthly maintenance contract at €350 → order and invoice created automatically on the 1st of each month.
- Timesheet export On demand, you generate a PDF report of timesheets by project, period and employee. Usable to justify invoicing to the customer or for payroll.
Helpdesk & service management
Centralise customer requests (after-sales, support, intervention), define service levels, and bill processing hours directly from the ticket.
- Multi-channel ticket creation A ticket can be created from: an incoming email (automatically converted), a form on your website, the customer portal or manually by your team. All sources land in the same processing queue.
- SLAs and processing times You define response commitments by ticket type: "Critical: response within 2 h", "Standard: response within 24 h". The system automatically calculates remaining time and flags overdue tickets in red.
- Linked to contract or product Each ticket is linked to the relevant order, product or maintenance contract. You immediately see whether the customer is under warranty, whether a support contract is active, and what jobs have already been done on this equipment.
- Billing of service hours The hours spent on a ticket (diagnosis, jobs, calls) are entered directly. If the work is out of warranty or out of contract, an invoice is generated from the ticket in one click.
- Knowledge base Solutions to recurring problems are written once in the knowledge base and attached to the relevant ticket. When a similar problem reappears, the technician finds the answer in seconds.
Human Resources & Time Management
Centralise employee information, manage expenses, working time and sales commissions from a single system.
Employee records & HR documents
Each employee has a centralised digital folder containing their contractual info, administrative documents and payroll data.
- Complete employee record The record centralises all the information: personal details, contact info, job title, department, manager, bank details (IBAN for salary transfer), social security number. This data feeds payslips and statutory exports.
- DMS document field on the employee record Directly on the HR record, you attach the employee's documents: employment contract, amendments, business registration for freelancers, professional certifications, ID card. One click away.
- Standardised job titles You create a list of job titles used in your company. Each employee is assigned a title from this list. This standardisation is used for payroll exports and statutory filings.
- Distinct first and last name The system handles first name and last name separately for all natural persons. Enables correct alphabetical sorting, personalised salutations and easier GDPR compliance.
Expense reports
Employees record expenses from their phone. The manager approves, accounting integrates, payroll reimburses — with zero paper exchange.
- Mobile entry with receipt photo The employee photographs the receipt or invoice from the Cybelia Cloud mobile app. They enter the amount, category (meal, travel, lodging) and the relevant project. The supporting document is archived digitally.
- Hierarchical approval workflow The expense report is submitted to the manager. They receive a notification, review receipts and approve or reject. After approval, it goes to accounting. Each step is logged with date and approver.
- Analytical tags on expenses Each expense report can be tagged with one or more analytical tags ("Trade Show 2024", "South Region prospecting", "Training"). These tags allow grouping and analysis of expenses across transversal axes.
- Direct payroll integration Once approved, expense reports are automatically passed to payroll. Reimbursement is included in the monthly payslip, with the detail of each expense.
Sales commissions
Automatically calculate commissions due to your sales reps based on actual sales, with rules configurable per person or per team.
- Configurable commission rules You define the rules: flat rate (e.g. 3 % of invoiced turnover), tiered rate (3 % up to €50 000, 5 % beyond), or calculation on actual margin. Each sales rep can have their own rules.
- Trigger on invoicing or on payment Depending on your commercial policy, commission is calculated either on the invoice date, or only when the customer payment is received (a more prudent rule for risky customers). Configurable per rule.
- Automatic payroll integration At month end, calculated commissions are automatically passed to each sales rep's payroll module. The amount appears as a separate line on the payslip.
- Sales rep dashboard Each sales rep sees in real time their accruing, validated and already-paid commissions. This transparency reduces disputes and motivates the sales team.
Communication & Marketing
Segment your customers, send targeted campaigns and analyse results — without external tools.
Email marketing & mailing lists
Create email campaigns from Cybelia Cloud, on lists that are segmented and updated automatically according to criteria from your customer base.
- Automatic dynamic lists You create a list with filter criteria ("all customers who bought product X in the last 6 months and based in London region"). The list updates automatically with each send — you don't have to maintain it manually.
- Contacts linked to the Cybelia Cloud base Recipients come directly from your contact base (customers, prospects, suppliers). Any change of contact details is immediately reflected — no second database to maintain.
- Resend to non-openers After a campaign, you identify recipients who didn't open. You can resend the same email with a different subject in one click, without recreating the campaign. Significantly improves overall read rate.
- Tags on orders for segmentation You can tag your orders with custom labels ("VIP customer", "urgent site", "discount granted"). These tags are usable as segmentation criteria for your marketing campaigns.
Internal notifications & activities
Your team receives the right events at the right moment, without going through internal emails or external messaging.
- Real-time push notifications As soon as an important event happens — payment received, quote signed, overdue ticket, stock below minimum — the relevant person gets a notification in their Cybelia Cloud interface. They appear in real time without page refresh.
- Centralised activity dashboard A Kanban view groups all planned activities for the logged-in user: calls to make, emails to send, quotes to chase, documents to approve. It replaces sticky notes and informal memos.
- Channel message notifications Every internal discussion in Cybelia Cloud (on a quote, task, invoice) triggers a notification for participants. You follow case progress directly in the attached thread — no searching in your inbox.
Cross-cutting infrastructure
DMS, website, workshops, spare-parts distribution and EDI/API connectors — building blocks common to all trades.
Document Management System (DMS)
All your documents — contracts, invoices, drawings, certifications — are centralised in a structured space, linked to the relevant Cybelia Cloud objects and accessible by the right people.
- Document field on each business object Every Cybelia Cloud object (invoice, order, employee record, journal entry, project) has a document field. You attach files directly where they make sense, without filing them in a network folder disconnected from business context.
- Shared document space with permissions Beyond documents attached to objects, a structured DMS space (folder tree) stores cross-functional documents: internal procedures, templates, technical drawings. Rights are defined by team or role.
- Full-text search You enter a keyword (customer name, case number, term contained in a Word or PDF document). The engine returns all documents containing this term, regardless of location.
- Document versioning When a document is edited and re-uploaded, the previous version is kept. You access the full history with modification dates and authors. Restore a previous version in one click.
Synchronised website & e-commerce
Your Cybelia Cloud website shares the same database as your ERP. Catalogue, stock, orders and customers are synchronised in real time — no double entry.
- Synchronised product catalogue Any product you create or edit in the ERP is immediately available on the website (if you make it public). Price, description, photos, technical references — a single entry covers both environments.
- Real-time stock on the site The availability shown on the site matches actual stock in Cybelia Cloud. A product taken from stock for a B2B order is no longer offered on the site for an online order. No overselling possible.
- Online orders integrated into the ERP flow An order placed on the website follows exactly the same flow as a manually created order: confirmation, picking, shipping, invoicing. No "separate e-commerce module" — it's the same system.
- Sovereign analytics tracker The sovereign Cybelia Cloud analytics tracker is built into every page. Traffic data stays on your infrastructure, hosted in the EU, in line with GDPR — no leak to Google Analytics or other third-party trackers.
- 100 % white-label site Your site is fully under your brand: design, style guide, legal notices, footers, metadata. No external technical reference is visible on your public pages. Your visitors see only your identity.
Sector-specific features
Specialised modules meet the specific needs of construction/energy-grants, distribution and subscription-based businesses.
- Energy grants integrated into quotes (construction / renovation) You configure energy grant amounts by work type (loft insulation, heat pump, MVHR system). On the quote, the grant is shown and the net amount due is calculated automatically. The customer sees their real cost after subsidy. E.g. condensing boiler at €4 200 — energy grant €800 — net amount due €3 400 incl. VAT shown on the quote.
- National renovation subsidy and multi-funder In addition to energy efficiency grants, you include the applicable national renovation subsidy (based on work type and household income). The quote shows the total aid and the final net amount due. Management of multiple grant operators with their own terms.
- Product dimensions (L × W × H) for distribution Each product can have its physical dimensions stored. These dimensions feed shipping volume calculations, packaging choice and technical datasheets. Essential for distributors of materials or bulky equipment.
- Subscription management and deferred accounting For service contracts billed in advance (annual subscriptions, licences, rents), the deferred-revenue module handles prepaid expenses and income. Each month, the share is automatically posted to the correct period.
Mechanical repair workshops
Cybelia Cloud ERP is tailored for workshops that repair, overhaul and maintain: automotive, boats, agricultural tractors, construction equipment, motorcycles.
- Repair order linked to customer and equipment Each job is logged on a record: customer, equipment (registration, serial number, model, year), mileage or engine hours at intake. The full history of jobs on an equipment is one click away. E.g. a multi-brand workshop manager finds in 10 seconds all jobs done on a farmer customer's tractor over the last 3 years.
- Workshop quote with parts and labour The quote combines spare-parts lines (with catalogue reference) and labour lines (flat-rate or actual time). The customer signs electronically from their phone. Once approved, parts are reserved and the work order is created for the technician.
- Technician time entry per job Each technician logs hours directly on the repair order: start, end, work description. Actual time is compared to the planned flat-rate time. At month end, you know exactly what each job cost in labour.
- Parts consumption on the repair order The technician records the parts taken from stock for each job. Stock is updated in real time. The final invoice is generated automatically from the order — all parts consumed and time spent are already filled in. E.g. boat service — 5 L engine oil, oil filter, fuel filter, belt — all entered on the order, invoiced automatically.
- Reminder alerts and next service You set service intervals by equipment type (oil change every 10 000 km or 12 months). The system automatically generates reminders to the relevant customers as the due date approaches. That's recurring revenue with no sales effort.
- Manufacturer warranty vs out-of-warranty work Each registered equipment has its purchase date and warranty term. When a service request is logged, the system immediately shows whether the equipment is under warranty — and distinguishes manufacturer-reimbursable jobs from chargeable customer jobs.
Distribution de pièces détachées & transporteurs
For spare-parts distributors (auto, agricultural, marine, industrial), Cybelia Cloud ERP handles the multi-supplier catalogue, per-customer pricing and shipping with major carriers.
- Multi-supplier catalogue with cross-references The same part may have multiple references depending on suppliers (OEM, aftermarket, own brand). Cybelia Cloud handles these cross-references: the sales rep searches by customer or manufacturer reference and immediately finds the best-priced part in your stock.
- Grilles tarifaires par type de client Public price, garage price, dealer price, key-account price — each segment has its own grid with automatic discounts. An identified business customer automatically gets their price without manual calculation.
- Carrier connection (Royal Mail, DHL, UPS, etc.) From the delivery note, you generate the carrier label directly: Royal Mail, DHL Express, UPS, FedEx, TNT, GLS, DPD. The tracking number is automatically recorded on the order and emailed to the customer. E.g. 15 orders shipped in 20 minutes — one label generated per order, one tracking email sent automatically.
- Supplier lead times and availability management On each customer order, if the part is not in stock, the system shows the usual supplier lead time and the estimated availability date. You inform the customer immediately.
- Partial delivery and backorder management For orders with several references, you ship what is immediately available and handle the backorder automatically. The invoice is issued in proportion to delivered lines.
- Parts returns and exchanges A customer returns a non-conforming or mistakenly ordered part: you create a return note from the original order. Stock is reintegrated, the credit note is generated and the refund is tracked.
EDI & API — Supplier and third-party system connections
Cybelia Cloud ERP offers EDI and API connectors to sync your supplier catalogues, automate your orders and connect any external system to your ERP.
- Supplier catalogue import (EDI / file) Your suppliers provide their catalogues in CSV, Excel, XML or EDIFACT? Cybelia Cloud includes an import module that automatically updates references, purchase prices and new parts in your internal catalogue. E.g. 200 000-reference Kramp catalogue updated monthly via automatic import.
- Supplier orders automated via EDI When stock reaches the reorder threshold, the purchase order can be sent directly via EDI (ORDERS EDIFACT, XML, REST API) with no human intervention. The supplier acknowledges, and the confirmation is integrated automatically.
- Open REST API for custom integrations Cybelia Cloud exposes a full, documented REST API. You can connect any third-party system: external e-commerce site, field mobile app, till software, marketplace platform, BI tool.
- Marketplace connection (Amazon, etc.) Your stock and orders sync with the main marketplaces. An order placed on Amazon is automatically created in Cybelia Cloud, stock is decremented and shipping is triggered in the same flow as your direct orders.
- POS software integration If you have a physical sales counter or a workshop till, the integrated POS module or till connectors sync counter sales with your stock in real time. Takings flow up to accounting automatically.
- Tailored support for specific integrations Each integration need is unique. The Cybelia Cloud team analyses your data format and target system, and proposes a tailored connector — developed and maintained as a component integrated into your ERP.
Separate point solutions, generic ERP or Cybelia Cloud ERP — which model to choose?
Three ways to organise the IT system of your business, three service levels, three very different realities for your company. Here is what it changes in practice.
| Separate point solutions (Sage, etc.) | vs | Generic ERP + integrator | vs | Cybelia Cloud ERP |
|---|---|---|---|---|
| ✗Several software tools (accounting, quotes, stock, payroll) that communicate via CSV exports — permanent risk of double entry | ~Unified platform but customisation and setup at your expense — unpredictable budget | ✓Unified verticalised European platform — one database, data shared across all modules | ||
| ✗Country setup at your expense on each software — VAT, public e-invoicing, SEPA to recombine | ~The integrator configures the country setup — count several weeks to months of billed services | ✓Everything preconfigured: chart of accounts, VAT, SEPA, public e-invoicing, Factur-X, fee disclosure, company IDs | ||
| ✗Total cumulative cost: separate licences + interfaces + maintenance × N software tools | ~Licences + integrator fees + maintenance — budget often above the initial estimate | ✓All-inclusive subscription, predictable, suited to SMEs — no licence surprises | ||
| ✗Multiple contacts (vendors, resellers, support) — information loss between them | ~Single point of contact at the integrator, but they rarely know your industry | ✓Single point of contact, multilingual, who knows your configuration and your sector | ||
| ✗Sector modules (energy grants, repair, spare parts, EDI): to buy separately or non-existent | ~Available but selection, testing and integration at the integrator's expense — billed by the day | ✓Sector modules already integrated and tested: energy grants, workshop, spare parts, supplier EDI | ||
| ✗Hosting to manage per software or on your own infrastructure — scattered responsibility | ~Hosting often outsourced or not controlled by the integrator | ✓EU hosting included, daily backups, managed updates | ||
| ✗Supplier PDF invoices: manual entry in each affected software | ~OCR sometimes offered as a paid option, without contextual AI or learning | ✓AI OCR included — sovereign Cybelia Cloud AI + optional Claude + hybrid rules. Automated PDF invoices | ||
| ✗Autonomous AI agents: non-existent in traditional point solutions | ~Chatbot sometimes available, but without action capability in the ERP or learning | ✓AI Colleagues included — autonomous agents with role, controlled rights, memory and execution of real tasks | ||
| ✗Hosting and GDPR compliance often foreign or opaque | ~Hosting varies by vendor — often outside the EU | ✓Sovereign EU hosting, native GDPR compliance, data that stays within EU borders |
FAQs
The questions decision-makers ask before choosing an ERP — with direct answers.
For a small or mid-sized business, the central choice is between separate point solutions (Sage accounting, quoting software, stock software…) and an integrated platform. Cybelia Cloud ERP centralises everything in one system: sales, invoicing, stock, accounting, projects and HR share the same data. A quote entered once automatically generates the order, delivery and invoice — without re-entry between software.
Oui. Cybelia Cloud ERP natively integrates: chart of accounts, country-specific VAT return with interactive tax plan, Factur-X format for e-invoicing, SEPA files (SCT and SDD) for payments, public e-invoicing portals for government contracts, company registration numbers on all documents, and fee disclosure forms. The accounting export file (audit-ready format) is generated in one click for tax inspections.
Yes, and this is one of the sectors for which Cybelia Cloud ERP is particularly well-suited. The energy-grants module integrates national renovation subsidy and grant amounts directly into quotes: the net remaining amount is calculated automatically and clearly shown to the customer. Job sites are managed as projects with tracking of hours, materials and profitability. Electronic signature lets the customer approve the quote on site from their phone.
Cybelia Cloud ERP generates invoices in format Factur-X (PDF with embedded XML data) — the standard retained by EU countries for inter-business e-invoicing. For government contracts, the UBL 2.1 format compatible with public portals Public e-invoicing portal is available. These formats are enabled by default with no extra development. On the receiving side, supplier invoices in Factur-X format are read automatically — data is extracted without manual entry.
Sage and EBP are specialised software (accounting, payroll, invoicing) that need exports/imports to talk to each other. Cybelia Cloud ERP is a unified platform: a single database, a single interface. A validated invoice automatically generates the accounting entries. A received payment reconciles the invoice without intervention. Accounting stays current at all times, with no synchronisation between separate modules.
It is important to distinguish technical installation of the actual go-live. Verticalisation enables fast technical installation (a few minutes to load modules, create user groups, configure scheduled jobs). Going live — configuring your product catalogue, importing your customer base, calibrating business rules (commissions, energy grants, price lists), training the teams — then takes a few weeks depending on company size and activity complexity. The Cybelia Cloud team supports you with a structured roadmap.
Yes. Cybelia Cloud ERP is hosted on servers physically located in the EU. Your data stays within EU borders. The system is GDPR-compliant: per-user access rights, full audit trail of all changes, personal data export on demand. Backups are automatic and daily.
Want to go further?
Every business has its own operational context. A 30-minute call identifies priority modules, assesses integration points with your existing tools and estimates the concrete benefit for your activity.
Request a demo Download the PDF documentationCybelia Cloud ERP — Detailed operation by business area
Cybelia Cloud ERP describes here precisely each feature: what you do, what Cybelia Cloud does for you, and what you get in concrete terms. This reference is aimed at managers and decision-makers who want to assess the real impact on their business — without IT jargon.
💡 AI is optional. All business modules (sales, invoicing, stock, accounting…) are independent. You enable AI whenever you want.
A quote entered once feeds the order, delivery, invoice and accounting. Zero re-entry.
Chart of accounts, VAT, SEPA, public e-invoicing, Factur-X, fee disclosure, energy grants, company IDs — all preconfigured.
Your PDF supplier invoices are read and imported automatically by the sovereign Cybelia Cloud AI or Claude.
Create AI employees that receive instructions and execute them in Cybelia Cloud: search, creation, update, emails.
Enable only what you need. Add other modules at the pace of your growth.
AI at the core of your ERP — three innovations included
Cybelia Cloud ERP natively includes an AI-powered OCR module, a conversational assistant Cybele, and true autonomous AI agents — with the option to use the sovereign Cybelia Cloud AI or Claude (Anthropic) for cases that require maximum power.
OCR Invoices — automated entry
Drop a supplier PDF invoice. The AI reads the document, identifies the supplier, extracts all lines, the invoice number, date and net/gross totals — then creates the invoice in Cybelia Cloud within seconds.
- ✓ Sovereign Cybelia Cloud AI — included, EU-hosted, GDPR-native
- ✓ Claude (Anthropic) optional — for complex cases
- ✓ Hybrid AI + extraction-rules mode — maximum reliability
- ✓ Automatic product matching (barcode, reference)
- ✓ Formats: PDF, JPG, PNG — including scanned paper invoices
Cybele — Your 24/7 AI assistant
Cybele is deployed in two distinct environments: inside Cybelia Cloud for your internal team, and on your website as a chatbot for your prospects — with strictly separated identities and data.
- ✓ Internal: answers based on your company data (RAG)
- ✓ External: welcomes your prospects on the website
- ✓ No internal data leakage outside
- ✓ Sovereign Cybelia Cloud AI or Claude optional
- ✓ Built-in voice (mic + text-to-speech)
AI Colleagues — Agents that work in your place
AI Colleagues are virtual employees configured with a role, a mission and Cybelia Cloud rights. You give them an instruction in natural language. They execute it autonomously in your ERP.
- ✓ Natural-language instruction → autonomous execution
- ✓ Acts under a dedicated user identity (controlled rights)
- ✓ Sovereign Cybelia Cloud AI by default, Claude optional
- ✓ Learning memory — improves with each task
- ✓ Full history, replayable, auditable
supplier invoice entry
without breaks or holidays
(sovereign version included)
nor complex setup
AI Colleagues that act in your ERP like real employees
Imagine an accountant, sales rep, stock manager or assistant that never sleeps, is never absent and executes tasks autonomously in your ERP.
You assign to it: "Process all pending supplier invoices, reconcile them with purchase orders and flag discrepancies above 5 %." It executes, checks amounts, notes anomalies and sends you a report.
You assign to it: "Identify all quotes expired this month, draft a personalised reminder email for each customer and send it."
You assign to it: "Check critical stock levels, create the necessary supplier purchase orders and send them."
You assign to it: "Generate the 60-day cash forecast report and send it to the manager every Monday morning."
You assign to it: "Analyse Helpdesk tickets open more than 48 h without a response, draft a message and chase the technician."
Give it a name, role, mission and precise rights. It receives your instructions in natural language and executes them within the defined scope. Each task is logged and feeds its learning memory.
How does an AI Colleague work?
You write in plain language what the colleague should do.
The AI breaks the task down and plans the steps.
It searches, creates, updates and sends messages in Cybelia Cloud.
The result is displayed, the task logged, the agent learns.
Sales
From first contact to confirmed, delivered and invoiced order.
Quotes & orders
Create, send and track your quotes from a structured product catalogue. Each quote is traceable, versioned and convertible to an order in one click.
- Reusable quote templates You define once a quote template — list of products, usual quantities, commercial terms, layout. For a new similar sale, the template prefills all lines. You only adjust what changes. E.g. an installer creates a "Standard gas boiler" template — each new job site starts from this base.
- Built-in electronic signature You send the quote by email. The customer clicks the link, views the PDF, types their name and signs with the mouse or finger. The signature is stored with timestamp and IP address. The order is confirmed automatically in Cybelia Cloud without any action from you. E.g. quote sent in the morning, signed from the customer's phone in the evening — order created automatically with no chaser.
- Revision versioning When a quote is amended (new version after negotiation), the previous one is kept. You can at any time consult the differences between v1 and v3 and know which version the customer accepted.
- Formal T&Cs with proof of consent Your T&Cs are included at the bottom of the quote PDF. Online, the customer must tick "I accept the T&Cs" before signing. Acceptance is logged with date and time. In a dispute, evidence is immediately available.
- Expiry date and automatic reminder You set a default validity period (e.g. 30 days). Three days before expiry, the system automatically sends a reminder email to the customer. The dashboard lists quotes close to expiry.
- Print without price (field quote) For field prospecting or tenders where you don't want unit prices visible, an option lets you print the quote without the price columns while keeping references and descriptions.
Pricing & discounts
Manage multiple price grids by customer, channel or period. Discounts are framed, tracked and applied automatically according to rules you define.
- Price lists per customer segment You create as many lists as needed: public price, reseller, key account, export, seasonal. Each customer is assigned their list. Prices apply automatically to the quote — no spreadsheet to consult. E.g. a wholesaler automatically applies a 15 % discount to its certified resellers.
- Triple cumulative discount (D1 × D2 × D3) For sectors where layered pricing is common (distribution, trading), each line can carry three discounts applied in sequence. The net price is calculated automatically. E.g. catalogue discount 10 % × volume discount 5 % × campaign discount 3 % = net price calculated in real time.
- Price calculation from target margin Instead of entering a sales price, you enter the target margin (e.g. 35 %). The system calculates the sales price based on the actual purchase price. Useful for bespoke quotes or projects where the margin must be guaranteed.
- Minimum order amount You set a threshold below which an order triggers an alert or is blocked. If a customer places a €45 order against a €100 minimum, the system informs them before validation.
- Time validity of prices A price list can have a start and end date. On expiry, the previous rates resume automatically. Useful for promotional campaigns or annual price reviews.
CRM & opportunity tracking
Manage your sales pipeline with a Kanban view by stage, revenue forecasts and planned chasers for each prospect.
- Visual pipeline by stage Each opportunity is a card you drag from one column to another (New contact → Quote sent → Negotiation → Won/Lost). You see the number of opportunities per stage and the total amount at stake in each column.
- Revenue forecast Each opportunity has an estimated amount and a probability rate. The system automatically calculates the forecast revenue for the month and quarter (amount × probability). E.g. 3 opportunities at €8 000 with 70 % probability = €16 800 forecast revenue.
- Mandatory next activity The system doesn't allow an opportunity to sit without a next planned action. Each opportunity must have an activity (call, email, meeting) with a due date. Opportunities "behind on activity" are flagged in red.
- Corporate groups (holding / subsidiaries) If you deal with a parent company and several subsidiaries, you link contacts to their corporate group. The CRM then aggregates opportunities at group level.
- Conversion analysis by source The system records the origin of each opportunity (website, trade show, network, referral…). You identify which channel generates the most converted revenue.
- Sales pivot from customer record A "Sales analysis" button on the customer record opens a pivot table: revenue by product, period, sales rep. With no Excel export.
Customer portal
Your customer has secure access to their documents and orders. They can sign, download, track and pay — without calling your team.
- Self-service order tracking The customer logs in and sees their order status in real time: being prepared, shipped, delivered. They no longer need to call to know where their delivery is. Reduction in inbound tracking calls.
- Document download Quotes, order confirmations, delivery notes, invoices — all documents are available as PDF from the portal, including historical documents.
- Search by customer reference Your customer has their own order reference (e.g. PO-2024-0512). They can enter this reference to find their order directly, without knowing your internal numbering.
- Sales rep propagation to contact When a customer is handled by a sales rep, that rep is propagated to all their contacts. Consistency guaranteed without manual entry.
Automatic flow: from quote signature to collection
When a quote is confirmed (manually or by electronic signature), the entire chain triggers with no additional intervention: stock picking, shipping, invoicing, payment chasing.
Invoicing, Payments & Collection
From invoice issuance to cash collection, with automated reminders and full EU compliance.
Customer invoice issuance
Invoicing is generated from delivered orders or services rendered. It complies with national legal requirements and mandatory electronic formats.
- Invoice generated from the order From a delivered order, you click "Create invoice". All lines (products, quantities, prices, discounts, VAT) are pulled in automatically. You review, validate and send. Manual line entry is eliminated.
- E-invoice (Factur-X / UBL) Your invoices are generated in Factur-X format (PDF with embedded XML data) or UBL 2.1, in line with public e-invoicing obligations and forthcoming B2B requirements.
- Deposit and multi-stage invoicing For a large contract or job, you invoice in several stages: a deposit on order, an interim milestone, then the balance. Each deposit is automatically deducted from the final invoice. E.g. €15 000 job — €4 500 deposit, €7 500 mid-job milestone, €3 000 balance on completion.
- Remaining amount to invoice in real time On every order, a line continuously shows the amount already invoiced and the remaining amount. For businesses delivering and invoicing in stages, this indicator prevents end-of-month oversights.
- Per-customer transmission method Each customer has a preferred receiving method: direct email, customer portal, paper mail, EDI. This preference is recorded once and the right channel is used automatically.
- Compliant sequential numbering Numbering follows national accounting rules: continuous sequence, no gaps, no edits possible after validation. In case of error, only a credit note can correct a validated invoice — protection in case of tax audit.
Collections & automated reminders
The system watches due dates and triggers reminders on a schedule you configure. You no longer have to manually monitor unpaid invoices.
- Progressive dunning levels You configure several escalation levels: level 1 (D+3 past due) = reminder email; level 2 (D+15) = firmer email; level 3 (D+30) = formal demand letter. Each level can trigger a different action (email, postal letter, hold on new orders).
- Collections dashboard A dedicated view lists all overdue invoices, sorted by age and amount. For each line you see the customer, the invoice, the days overdue, and the reminders already sent.
- Full history per customer On each customer record, every reminder sent is logged with date, level and content. In a dispute or customer call, you immediately see when they were chased and for what amount.
- Automatic late-payment interest If your terms incluof thete-payment interest (statutory or contractual rate), the system calculates it automatically from the overdue day. The interest invoice can be generated without manual calculation.
- "Payment in progress" status When a payment is initiated (transfer sent, cheque posted) but not yet received, the invoice moves to "Payment in progress" status. It no longer triggers automatic reminders. This intermediate status avoids untimely chasers.
Payments & SEPA
Prepare your SEPA credit transfer and direct debit files directly from Cybelia Cloud. Manage mandates, rejections and bank reconciliation from a single interface.
- SEPA credit transfers (XML PAIN.001 file) Select the supplier invoices to pay. The system generates a SEPA XML PAIN.001 file compatible with all European banks. You import it into your online banking. All selected invoices are marked paid and the accounting entries are created automatically.
- SEPA direct debits (SDD) with mandates For customers paying by direct debit, you register their mandate (mandate reference, IBAN, BIC). At each due date, the direct-debit file is generated automatically.
- Default payment method per customer You record once on the customer record their usual payment method (transfer, direct debit, cheque, card) and payment terms (30 days, end of month, cash). This data is reused automatically.
- Semi-automatic bank reconciliation You import your bank statement (CSV, OFX or direct sync). The system automatically suggests matches between statement lines and recorded payments. You validate the correct suggestions in one click.
- Sync with major banks Direct connection with major European banks. New transactions appear in the reconciliation interface without manual import.
Purchasing & Suppliers
Steer your supplies, control the consistency of received invoices and master your cash outflows.
Supplier orders
From internal purchase request to PO sent to supplier, with approval workflow, receipt and invoice control.
- Internal purchase request A team member identifies a need and creates a purchase request. It is submitted to the manager for approval. Once validated, it is turned into a purchase order and sent to the supplier. No off-system purchases — every spend is traced.
- Approval workflow by threshold You define rules: purchases under €500 are approved by the department head; over €2 000, owner approval is required. The system notifies the relevant approver and holds the order until validation.
- Stored supplier conditions On each supplier record, you store their conditions: usual lead time, minimum order, payment terms. This data applies automatically to each order.
- Partial receipt and backorder tracking If a supplier delivers partially (e.g. 8 units of 10), you record the partial receipt. The purchase order stays open for the remaining 2 units. The system flags pending backorders.
- 3-way matching (order / receipt / invoice) When you receive a supplier invoice, the system automatically compares it to the purchase order and the goods receipt. If quantities or prices don't match, an alert is raised. E.g. order of 100 units at €12 — the invoice shows 102 units at €12.50. The discrepancy is flagged immediately.
- Analytical allocation from the order Each purchase line can be allocated to a project, job site, cost centre or department. This allocation propagates to receipt and invoice. The actual cost of each project is known in real time.
Import & OCR of supplier invoices
Reduce manual entry of received invoices. The system automatically extracts data from PDFs, whether structured (Factur-X) or unstructured (scanned paper invoices).
- Automatic import Factur-X / UBL If your supplier sends an invoice in Factur-X format (PDF with embedded XML) or UBL 2.1, the system reads the data directly from the XML file: supplier, registration number, lines, amounts, VAT, IBAN. The invoice is created in seconds with no manual entry.
- AI-assisted OCR For unstructured PDF invoices (scanned paper, image PDF), the OCR module uses AI to extract the data: supplier header, product lines with references, quantities, unit prices and total. The AI handles varied layouts with no rules to program.
- Support for specific supplier formats Some suppliers (e.g. Kramp) use proprietary PDF formats with non-standard column separators. Supplier-specific extraction rules are configured, enabling reliable reading of product lines. E.g. Kramp invoice with 45 lines extracted automatically, cross-referenced with your internal catalogue.
- Pre-validation review After extraction, all data is shown in a verification form. You correct any extraction errors before validating the invoice. No accounting entry is created without your explicit validation.
Stock & Logistics
Manage your stock levels, plan replenishments and steer your shipments with precision.
Stock management
Real-time valued stock, with full traceability of movements — from supplier purchase to customer delivery.
- Real-time valuation (weighted average or FIFO) Each movement (in, out, internal transfer) is valued instantly using the chosen method: weighted average or FIFO. Your stock value is available at all times without waiting for the monthly close.
- Automatic replenishment rules For each product, you set a minimum stock and a target maximum. When stock drops below the minimum, a purchase request is automatically generated for the usual supplier. E.g. M8 screw stock drops below 100 units → purchase request for 500 units created automatically.
- Batch and serial-number traceability For products subject to traceability (food, medical, electronics, equipment under warranty), each unit or batch is tracked from stock receipt to delivery. In a recall, you identify in seconds which customers received a defective batch.
- Cycle counts by zone Instead of a full annual stocktake (costly and disruptive), you schedule cycle counts by location or category. Each week, an area is counted. Discrepancies are caught continuously with no downtime.
- Substitute products For each product, you define one or more substitutes. If the ordered product is out of stock during picking, the picker automatically sees available substitutes and can offer them to the customer.
- Product states (active, end-of-life, obsolete) Each product has a status in its life cycle. An "end-of-life" product remains sellable but is no longer reordered. An "obsolete" product is hidden from catalogues and quotes.
Picking & shipping
Picking lists are generated automatically from orders. Each shipment is documented with the necessary logistics information.
- Automatic picking list As soon as a customer order is confirmed, a picking list is created in the stock module. It lists products to pick, their locations and quantities. The picker validates as they go — stock is updated in real time.
- Automatic parcel volume calculation You enter the dimensions (L × W × H) and weight of each product. On each delivery note, total volume and total weight are calculated automatically. E.g. order of 24 boxes of 0.04 m³ each = 0.96 m³ shown automatically.
- Propagation of delivery notes Special instructions entered on the quote ("deliver between 8 am and 12 pm", "access through back door", "contact Mr Smith") are automatically carried over to the picking list and delivery note.
- Multi-address management A customer can have one billing address and several delivery addresses (different sites, jobs, depots). Each order shows the relevant delivery address.
- Analytical allocation of stock issues Each stock issue is automatically allocated to the relevant project, site or customer. At month end, you see exactly the value of materials consumed per project.
Accounting & Finance
Integrated accounting compliant with GAAP-equivalent standards, with VAT reporting, bank reconciliation and financial pilot tools.
General accounting
Entries are generated automatically from invoices and payments. Accounting is permanently up to date and exportable to your accounting firm.
- European chart of accounts The chart of accounts complies with the country accounting plan (classes 1 to 8), compatible with the VAT return modules. Installed at initial setup — no manual account entry.
- Automatic entries Each invoice validation, payment, credit note, discount or transfer generates the accounting entries without human intervention. The general ledger is up to date in real time. Your accountant accesses consistent data without waiting for end-of-month entry.
- Product column on entries In the general ledger and trial balance, each sales entry shows the relevant product. You filter the ledger by product to see all sales of an item over a period — with no Excel export.
- Stock information on entries For valued stock movements, the accounting entry carries the product reference, quantity and location. Reconciliation between physical stock and accounting stock accounts is made easier.
- Accounting audit-file export The accounting audit-file export is generated in one click in the format expected by the tax authority. In case of audit, you provide this file immediately. Your accountant can also import it into their review software.
- Fiscal year locking After closing a fiscal year, you lock it. No further entry can be made on a closed period, even by mistake. Protects the integrity of historical data.
VAT & tax returns
Check and prepare your VAT returns from interactive reports. Rates, accounts and fiscal positions are preconfigured for European businesses.
- Interactive tax plan This report shows, for each tax account, the debit, credit and balance amounts for the chosen period. Collapsible by group (output VAT, input VAT, 20 %, 10 %…). You check the amounts before filing your VAT return without any export.
- VAT balance by period Select a month or a quarter: the report immediately shows total output VAT, total input VAT and the balance due (or credit to carry forward). Filterable by journal.
- Automatic fiscal positions Based on the customer status (domestic individual, EU business with VAT number, non-EU customer), the system automatically applies the right fiscal position: domestic VAT, intra-EU reverse charge, export exemption. No rate error possible if the customer is correctly filled in.
- Company registration numbers on documents Your company's and your customers' registration numbers are stored on their records. They appear automatically on invoices, quotes and official documents — in line with national legal obligations.
- Fee disclosure (third-party payments) The module automatically generates the data needed for fee disclosure filings (fees, commissions and freelance payments to third parties). Relevant third parties are identified from the accounting without manual extraction.
Cash & bank reconciliation
Import your bank statements and reconcile them with recorded payments. Reconciliation is semi-automatic and learns.
- CSV / XLSX import of bank statements You download your statement from your bank and import it. The system recognises the columns (date, description, amount) and creates the reconciliation lines. Compatible with the formats of all major European banks.
- Direct sync with fintech banks If you use a modern fintech bank, the API connection automatically imports all new transactions. You don't have to export a file — transactions appear directly in the reconciliation interface.
- Smart reconciliation rules You create rules: "any transaction labelled 'OFFICE RENT' with amount €1 200 → post to account Rents". These rules apply on each import and speed up processing of recurring transactions.
- Cash reports The cash position (actual balance + expected receipts - planned disbursements) is calculated from pending invoices and scheduled payments. 30- and 60-day view without spreadsheets.
Projects, Services & Contracts
Plan your projects, track actual hours, manage recurring contracts and steer profitability in real time.
Project management
Each project is broken down into tasks, assigned to team members, scheduled over time and tracked in terms of progress and workload.
- Gantt / Timeline view Each task is shown as a bar on a calendar. At a glance you see whether deadlines are met, where the critical path runs, and which tasks can be brought forward without affecting the delivery date.
- Roles and resource allocation You define the roles needed for each project (Project Manager, Technician, Consultant, Subcontractor). Each task is associated with a role and a person. The system flags tasks with no owner.
- Forecast workload view Before assigning a resource to a new task, you consult their load over coming weeks. If they're already at 100 % in week 12, you avoid overallocation without a coordination meeting.
- Default stages per project Each project can have its own task stages ("To plan → In progress → Waiting on customer → Done"). These stages are independent from other projects.
- Built-in project wiki Each project has a documentary space (wiki) where you write meeting minutes, procedures, important decisions and access info. Accessible directly from the relevant task.
- Actual profitability per project At any time, for each project you compare: budgeted hours vs actual hours, planned material cost vs actual cost, forecast margin vs current margin. If a project drifts, you spot it during execution.
Timesheets & time-and-materials billing
Employees enter their hours directly in Cybelia Cloud. These hours feed invoicing, profitability calculation and payroll exports.
- Time entry per task Each team member enters hours directly on the relevant task: date, duration, description. Entry takes under a minute per item. Accessible from the browser, mobile app or directly from the timer built into the task.
- Calendar view of timesheets Timesheets are viewable as a weekly calendar (like an agenda). You immediately see full days, low-entry days and any oversights.
- Billing on completed tasks only To avoid invoicing undelivered work, you configure that an order line can only be invoiced if the associated task is marked "Done". Invoicing exactly reflects the work delivered.
- Recurring service contracts For maintenance, support or management subscriptions, you create a recurring contract. Each month or quarter, Cybelia Cloud automatically generates the renewal order and invoicing. E.g. monthly maintenance contract at €350 → order and invoice created automatically on the 1st of each month.
- Timesheet export On demand, you generate a PDF report of timesheets by project, period and employee. Usable to justify invoicing to the customer or for payroll.
Helpdesk & service management
Centralise customer requests (after-sales, support, intervention), define service levels, and bill processing hours directly from the ticket.
- Multi-channel ticket creation A ticket can be created from: an incoming email (automatically converted), a form on your website, the customer portal or manually by your team. All sources land in the same processing queue.
- SLAs and processing times You define response commitments by ticket type: "Critical: response within 2 h", "Standard: response within 24 h". The system automatically calculates remaining time and flags overdue tickets in red.
- Linked to contract or product Each ticket is linked to the relevant order, product or maintenance contract. You immediately see whether the customer is under warranty, whether a support contract is active, and what jobs have already been done on this equipment.
- Billing of service hours The hours spent on a ticket (diagnosis, jobs, calls) are entered directly. If the work is out of warranty or out of contract, an invoice is generated from the ticket in one click.
- Knowledge base Solutions to recurring problems are written once in the knowledge base and attached to the relevant ticket. When a similar problem reappears, the technician finds the answer in seconds.
Human Resources & Time Management
Centralise employee information, manage expenses, working time and sales commissions from a single system.
Employee records & HR documents
Each employee has a centralised digital folder containing their contractual info, administrative documents and payroll data.
- Complete employee record The record centralises all the information: personal details, contact info, job title, department, manager, bank details (IBAN for salary transfer), social security number. This data feeds payslips and statutory exports.
- DMS document field on the employee record Directly on the HR record, you attach the employee's documents: employment contract, amendments, business registration for freelancers, professional certifications, ID card. One click away.
- Standardised job titles You create a list of job titles used in your company. Each employee is assigned a title from this list. This standardisation is used for payroll exports and statutory filings.
- Distinct first and last name The system handles first name and last name separately for all natural persons. Enables correct alphabetical sorting, personalised salutations and easier GDPR compliance.
Expense reports
Employees record expenses from their phone. The manager approves, accounting integrates, payroll reimburses — with zero paper exchange.
- Mobile entry with receipt photo The employee photographs the receipt or invoice from the Cybelia Cloud mobile app. They enter the amount, category (meal, travel, lodging) and the relevant project. The supporting document is archived digitally.
- Hierarchical approval workflow The expense report is submitted to the manager. They receive a notification, review receipts and approve or reject. After approval, it goes to accounting. Each step is logged with date and approver.
- Analytical tags on expenses Each expense report can be tagged with one or more analytical tags ("Trade Show 2024", "South Region prospecting", "Training"). These tags allow grouping and analysis of expenses across transversal axes.
- Direct payroll integration Once approved, expense reports are automatically passed to payroll. Reimbursement is included in the monthly payslip, with the detail of each expense.
Sales commissions
Automatically calculate commissions due to your sales reps based on actual sales, with rules configurable per person or per team.
- Configurable commission rules You define the rules: flat rate (e.g. 3 % of invoiced turnover), tiered rate (3 % up to €50 000, 5 % beyond), or calculation on actual margin. Each sales rep can have their own rules.
- Trigger on invoicing or on payment Depending on your commercial policy, commission is calculated either on the invoice date, or only when the customer payment is received (a more prudent rule for risky customers). Configurable per rule.
- Automatic payroll integration At month end, calculated commissions are automatically passed to each sales rep's payroll module. The amount appears as a separate line on the payslip.
- Sales rep dashboard Each sales rep sees in real time their accruing, validated and already-paid commissions. This transparency reduces disputes and motivates the sales team.
Communication & Marketing
Segment your customers, send targeted campaigns and analyse results — without external tools.
Email marketing & mailing lists
Create email campaigns from Cybelia Cloud, on lists that are segmented and updated automatically according to criteria from your customer base.
- Automatic dynamic lists You create a list with filter criteria ("all customers who bought product X in the last 6 months and based in London region"). The list updates automatically with each send — you don't have to maintain it manually.
- Contacts linked to the Cybelia Cloud base Recipients come directly from your contact base (customers, prospects, suppliers). Any change of contact details is immediately reflected — no second database to maintain.
- Resend to non-openers After a campaign, you identify recipients who didn't open. You can resend the same email with a different subject in one click, without recreating the campaign. Significantly improves overall read rate.
- Tags on orders for segmentation You can tag your orders with custom labels ("VIP customer", "urgent site", "discount granted"). These tags are usable as segmentation criteria for your marketing campaigns.
Internal notifications & activities
Your team receives the right events at the right moment, without going through internal emails or external messaging.
- Real-time push notifications As soon as an important event happens — payment received, quote signed, overdue ticket, stock below minimum — the relevant person gets a notification in their Cybelia Cloud interface. They appear in real time without page refresh.
- Centralised activity dashboard A Kanban view groups all planned activities for the logged-in user: calls to make, emails to send, quotes to chase, documents to approve. It replaces sticky notes and informal memos.
- Channel message notifications Every internal discussion in Cybelia Cloud (on a quote, task, invoice) triggers a notification for participants. You follow case progress directly in the attached thread — no searching in your inbox.
Cross-cutting infrastructure
DMS, website, workshops, spare-parts distribution and EDI/API connectors — building blocks common to all trades.
Document Management System (DMS)
All your documents — contracts, invoices, drawings, certifications — are centralised in a structured space, linked to the relevant Cybelia Cloud objects and accessible by the right people.
- Document field on each business object Every Cybelia Cloud object (invoice, order, employee record, journal entry, project) has a document field. You attach files directly where they make sense, without filing them in a network folder disconnected from business context.
- Shared document space with permissions Beyond documents attached to objects, a structured DMS space (folder tree) stores cross-functional documents: internal procedures, templates, technical drawings. Rights are defined by team or role.
- Full-text search You enter a keyword (customer name, case number, term contained in a Word or PDF document). The engine returns all documents containing this term, regardless of location.
- Document versioning When a document is edited and re-uploaded, the previous version is kept. You access the full history with modification dates and authors. Restore a previous version in one click.
Synchronised website & e-commerce
Your Cybelia Cloud website shares the same database as your ERP. Catalogue, stock, orders and customers are synchronised in real time — no double entry.
- Synchronised product catalogue Any product you create or edit in the ERP is immediately available on the website (if you make it public). Price, description, photos, technical references — a single entry covers both environments.
- Real-time stock on the site The availability shown on the site matches actual stock in Cybelia Cloud. A product taken from stock for a B2B order is no longer offered on the site for an online order. No overselling possible.
- Online orders integrated into the ERP flow An order placed on the website follows exactly the same flow as a manually created order: confirmation, picking, shipping, invoicing. No "separate e-commerce module" — it's the same system.
- Sovereign analytics tracker The sovereign Cybelia Cloud analytics tracker is built into every page. Traffic data stays on your infrastructure, hosted in the EU, in line with GDPR — no leak to Google Analytics or other third-party trackers.
- 100 % white-label site Your site is fully under your brand: design, style guide, legal notices, footers, metadata. No external technical reference is visible on your public pages. Your visitors see only your identity.
Sector-specific features
Specialised modules meet the specific needs of construction/energy-grants, distribution and subscription-based businesses.
- Energy grants integrated into quotes (construction / renovation) You configure energy grant amounts by work type (loft insulation, heat pump, MVHR system). On the quote, the grant is shown and the net amount due is calculated automatically. The customer sees their real cost after subsidy. E.g. condensing boiler at €4 200 — energy grant €800 — net amount due €3 400 incl. VAT shown on the quote.
- National renovation subsidy and multi-funder In addition to energy efficiency grants, you include the applicable national renovation subsidy (based on work type and household income). The quote shows the total aid and the final net amount due. Management of multiple grant operators with their own terms.
- Product dimensions (L × W × H) for distribution Each product can have its physical dimensions stored. These dimensions feed shipping volume calculations, packaging choice and technical datasheets. Essential for distributors of materials or bulky equipment.
- Subscription management and deferred accounting For service contracts billed in advance (annual subscriptions, licences, rents), the deferred-revenue module handles prepaid expenses and income. Each month, the share is automatically posted to the correct period.
Mechanical repair workshops
Cybelia Cloud ERP is tailored for workshops that repair, overhaul and maintain: automotive, boats, agricultural tractors, construction equipment, motorcycles.
- Repair order linked to customer and equipment Each job is logged on a record: customer, equipment (registration, serial number, model, year), mileage or engine hours at intake. The full history of jobs on an equipment is one click away. E.g. a multi-brand workshop manager finds in 10 seconds all jobs done on a farmer customer's tractor over the last 3 years.
- Workshop quote with parts and labour The quote combines spare-parts lines (with catalogue reference) and labour lines (flat-rate or actual time). The customer signs electronically from their phone. Once approved, parts are reserved and the work order is created for the technician.
- Technician time entry per job Each technician logs hours directly on the repair order: start, end, work description. Actual time is compared to the planned flat-rate time. At month end, you know exactly what each job cost in labour.
- Parts consumption on the repair order The technician records the parts taken from stock for each job. Stock is updated in real time. The final invoice is generated automatically from the order — all parts consumed and time spent are already filled in. E.g. boat service — 5 L engine oil, oil filter, fuel filter, belt — all entered on the order, invoiced automatically.
- Reminder alerts and next service You set service intervals by equipment type (oil change every 10 000 km or 12 months). The system automatically generates reminders to the relevant customers as the due date approaches. That's recurring revenue with no sales effort.
- Manufacturer warranty vs out-of-warranty work Each registered equipment has its purchase date and warranty term. When a service request is logged, the system immediately shows whether the equipment is under warranty — and distinguishes manufacturer-reimbursable jobs from chargeable customer jobs.
Distribution de pièces détachées & transporteurs
For spare-parts distributors (auto, agricultural, marine, industrial), Cybelia Cloud ERP handles the multi-supplier catalogue, per-customer pricing and shipping with major carriers.
- Multi-supplier catalogue with cross-references The same part may have multiple references depending on suppliers (OEM, aftermarket, own brand). Cybelia Cloud handles these cross-references: the sales rep searches by customer or manufacturer reference and immediately finds the best-priced part in your stock.
- Grilles tarifaires par type de client Public price, garage price, dealer price, key-account price — each segment has its own grid with automatic discounts. An identified business customer automatically gets their price without manual calculation.
- Carrier connection (Royal Mail, DHL, UPS, etc.) From the delivery note, you generate the carrier label directly: Royal Mail, DHL Express, UPS, FedEx, TNT, GLS, DPD. The tracking number is automatically recorded on the order and emailed to the customer. E.g. 15 orders shipped in 20 minutes — one label generated per order, one tracking email sent automatically.
- Supplier lead times and availability management On each customer order, if the part is not in stock, the system shows the usual supplier lead time and the estimated availability date. You inform the customer immediately.
- Partial delivery and backorder management For orders with several references, you ship what is immediately available and handle the backorder automatically. The invoice is issued in proportion to delivered lines.
- Parts returns and exchanges A customer returns a non-conforming or mistakenly ordered part: you create a return note from the original order. Stock is reintegrated, the credit note is generated and the refund is tracked.
EDI & API — Supplier and third-party system connections
Cybelia Cloud ERP offers EDI and API connectors to sync your supplier catalogues, automate your orders and connect any external system to your ERP.
- Supplier catalogue import (EDI / file) Your suppliers provide their catalogues in CSV, Excel, XML or EDIFACT? Cybelia Cloud includes an import module that automatically updates references, purchase prices and new parts in your internal catalogue. E.g. 200 000-reference Kramp catalogue updated monthly via automatic import.
- Supplier orders automated via EDI When stock reaches the reorder threshold, the purchase order can be sent directly via EDI (ORDERS EDIFACT, XML, REST API) with no human intervention. The supplier acknowledges, and the confirmation is integrated automatically.
- Open REST API for custom integrations Cybelia Cloud exposes a full, documented REST API. You can connect any third-party system: external e-commerce site, field mobile app, till software, marketplace platform, BI tool.
- Marketplace connection (Amazon, etc.) Your stock and orders sync with the main marketplaces. An order placed on Amazon is automatically created in Cybelia Cloud, stock is decremented and shipping is triggered in the same flow as your direct orders.
- POS software integration If you have a physical sales counter or a workshop till, the integrated POS module or till connectors sync counter sales with your stock in real time. Takings flow up to accounting automatically.
- Tailored support for specific integrations Each integration need is unique. The Cybelia Cloud team analyses your data format and target system, and proposes a tailored connector — developed and maintained as a component integrated into your ERP.
Separate point solutions, generic ERP or Cybelia Cloud ERP — which model to choose?
Three ways to organise the IT system of your business, three service levels, three very different realities for your company. Here is what it changes in practice.
| Separate point solutions (Sage, etc.) | vs | Generic ERP + integrator | vs | Cybelia Cloud ERP |
|---|---|---|---|---|
| ✗Several software tools (accounting, quotes, stock, payroll) that communicate via CSV exports — permanent risk of double entry | ~Unified platform but customisation and setup at your expense — unpredictable budget | ✓Unified verticalised European platform — one database, data shared across all modules | ||
| ✗Country setup at your expense on each software — VAT, public e-invoicing, SEPA to recombine | ~The integrator configures the country setup — count several weeks to months of billed services | ✓Everything preconfigured: chart of accounts, VAT, SEPA, public e-invoicing, Factur-X, fee disclosure, company IDs | ||
| ✗Total cumulative cost: separate licences + interfaces + maintenance × N software tools | ~Licences + integrator fees + maintenance — budget often above the initial estimate | ✓All-inclusive subscription, predictable, suited to SMEs — no licence surprises | ||
| ✗Multiple contacts (vendors, resellers, support) — information loss between them | ~Single point of contact at the integrator, but they rarely know your industry | ✓Single point of contact, multilingual, who knows your configuration and your sector | ||
| ✗Sector modules (energy grants, repair, spare parts, EDI): to buy separately or non-existent | ~Available but selection, testing and integration at the integrator's expense — billed by the day | ✓Sector modules already integrated and tested: energy grants, workshop, spare parts, supplier EDI | ||
| ✗Hosting to manage per software or on your own infrastructure — scattered responsibility | ~Hosting often outsourced or not controlled by the integrator | ✓EU hosting included, daily backups, managed updates | ||
| ✗Supplier PDF invoices: manual entry in each affected software | ~OCR sometimes offered as a paid option, without contextual AI or learning | ✓AI OCR included — sovereign Cybelia Cloud AI + optional Claude + hybrid rules. Automated PDF invoices | ||
| ✗Autonomous AI agents: non-existent in traditional point solutions | ~Chatbot sometimes available, but without action capability in the ERP or learning | ✓AI Colleagues included — autonomous agents with role, controlled rights, memory and execution of real tasks | ||
| ✗Hosting and GDPR compliance often foreign or opaque | ~Hosting varies by vendor — often outside the EU | ✓Sovereign EU hosting, native GDPR compliance, data that stays within EU borders |
FAQs
The questions decision-makers ask before choosing an ERP — with direct answers.
For a small or mid-sized business, the central choice is between separate point solutions (Sage accounting, quoting software, stock software…) and an integrated platform. Cybelia Cloud ERP centralises everything in one system: sales, invoicing, stock, accounting, projects and HR share the same data. A quote entered once automatically generates the order, delivery and invoice — without re-entry between software.
Oui. Cybelia Cloud ERP natively integrates: chart of accounts, country-specific VAT return with interactive tax plan, Factur-X format for e-invoicing, SEPA files (SCT and SDD) for payments, public e-invoicing portals for government contracts, company registration numbers on all documents, and fee disclosure forms. The accounting export file (audit-ready format) is generated in one click for tax inspections.
Yes, and this is one of the sectors for which Cybelia Cloud ERP is particularly well-suited. The energy-grants module integrates national renovation subsidy and grant amounts directly into quotes: the net remaining amount is calculated automatically and clearly shown to the customer. Job sites are managed as projects with tracking of hours, materials and profitability. Electronic signature lets the customer approve the quote on site from their phone.
Cybelia Cloud ERP generates invoices in format Factur-X (PDF with embedded XML data) — the standard retained by EU countries for inter-business e-invoicing. For government contracts, the UBL 2.1 format compatible with public portals Public e-invoicing portal is available. These formats are enabled by default with no extra development. On the receiving side, supplier invoices in Factur-X format are read automatically — data is extracted without manual entry.
Sage and EBP are specialised software (accounting, payroll, invoicing) that need exports/imports to talk to each other. Cybelia Cloud ERP is a unified platform: a single database, a single interface. A validated invoice automatically generates the accounting entries. A received payment reconciles the invoice without intervention. Accounting stays current at all times, with no synchronisation between separate modules.
It is important to distinguish technical installation of the actual go-live. Verticalisation enables fast technical installation (a few minutes to load modules, create user groups, configure scheduled jobs). Going live — configuring your product catalogue, importing your customer base, calibrating business rules (commissions, energy grants, price lists), training the teams — then takes a few weeks depending on company size and activity complexity. The Cybelia Cloud team supports you with a structured roadmap.
Yes. Cybelia Cloud ERP is hosted on servers physically located in the EU. Your data stays within EU borders. The system is GDPR-compliant: per-user access rights, full audit trail of all changes, personal data export on demand. Backups are automatic and daily.
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