A platform built
around how KeepMe works.
Scentforce is the custom ERP I built for KeepMe Lifestyle — replacing ZigaFlow and a stack of spreadsheets with one system that follows the team’s real workflow from website enquiry to delivery.
Tailored for sales, design,
finance and operations.
Every screen, every status, every approval flow follows the actual process maps from the team. Generic SaaS forces generic workflows — this doesn’t.
Sales
- Opportunity Kanban with AI lead scoring
- Quote builder with line-item PDFs
- Sales orders with auto-numbering
- Customer-facing approval portals
- Two-way Boostkit website lead import
Design
- Job pipeline with 7-stage workflow
- Artwork versioning + internal approval
- External artwork approval portal
- Pre-production sample (PPS) sign-off
- Photo uploads on every checkpoint
Finance
- Invoicing with automated reminders
- Supplier-invoice approval workflow
- Two-way Xero sync, Sage 50 export
- Credit checks via Credit Safe
- Payment tracking & reconciliation
Operations
- Purchase orders + status tracking
- Inbound + outbound deliveries
- QC workflow with pass/fail notes
- Open-order tracker across departments
- Stock management with low-stock alerts
One thread from enquiry to invoice.
A website lead, a phone call, or a referral comes in — and stays tracked end-to-end without a single spreadsheet handover.
- SalesOpportunity
- SalesQuote
- SalesSales order
- DesignArtwork
- DesignPPS
- OperationsProduction
- OperationsDelivery
- FinanceInvoice
Every transition is permission-gated, audit-logged, and visible to every department in real time.
Built for the day’s work.
A walk through three of the most-used screens. Every status, every field, every flow follows KeepMe’s real process maps — not a generic SaaS template.
The day’s work, surfaced
Role-aware widgets show exactly what each team needs the moment they sign in — opportunities awaiting reply, jobs in artwork, overdue invoices, low stock — and every department gets its own view.
Lead to close on a single board
Every opportunity from a website form, a referral, or a Boostkit webhook lands here, AI-scored on arrival. Drag through the stages, every transition audit-logged and visible to the rest of the team.
Quote in minutes, not days
A four-step calculator walks through setup, costs, pricing and summary — handles multi-currency, tier pricing, and quote terms (EXW China, delivered UK, full service). Outputs a branded PDF, captures the customer e-signature, and converts straight into a sales order.
Why bespoke
KeepMe Lifestyle had outgrown ZigaFlow. The platform was built on Wix, charged per seat, and had no real automation, no AI, and no integration with the KeepMe website. Generic SaaS tooling forced generic workflows.
Scentforce is a custom ERP I built specifically for KeepMe’s four-department structure — Sales, Design, Finance, Operations — using the actual process maps from the team. Every screen, every status, every approval flow follows the real shape of the work.
It runs on industry-standard infrastructure (Next.js 16, Convex in EU West 1, Clerk authentication, Vercel hosting), integrates with Xero for accounting, Sage 50 for legacy export, Credit Safe for credit checks, and the KeepMe website for inbound enquiries — all built and supported by Boostkit, who already builds and maintains keepme.co.uk.
Rather than adapting their business to an off-the-shelf system, I built the system around them.
One platform, the depth of a real ERP.
Industry-standard tooling.
Every component chosen for reliability, security, and long-term maintainability — not novelty.