Case Study: Toyota custom ERP/CRM system
ScaLex is an ERP system developed for the Business Car Group, the largest car dealer in Eastern Europe, representing such brands as Toyota and Lexus. The company has lots of sales and maintenance centers across the Eastern Europe.
Project details:
About the Client:
ScaLex is an ERP system developed for the Business Car Group, the Largest car dealer, representing such brands as Toyota and Lexus. The company has Lots of sales and maintenance centers across the country. These solutions became outdated, didn’t meet the modern business requirements of the company, represented uncoordinated tech platforms whose support and improvements were expensive and inefficient.
Industry: Business & Finance, Transport
Team size: 10 members (5 Senior Developers, 3 Middle Developers, 1 Front-end Developer, 1 QA Engineer, Part-time Scrum-Master)
Project duration: 2+ years
Business challenge
The project aim is the automation of all car dealers business processes, including:
- customer support during a new car purchase (test drive, insurance, credit, trade-in, additional equipment, registration in the motor licensing and inspection department);
- customer support in car service (repair, servicing, spares);
- spares purchasing and registration;
- accounting and human resource management;
- data analysis.
Our solution
To hasten the system development and implementation, and to reduce the time between the first release and receiving feedback from real users, we chose Ruby on Rails 4.0 and the Scrum methodology to use. The system supports various databases: PostgreSQL and MySQL. Native JavaScript and Bootstrap were employed to create interactive UI. To automate the work with Clients, we developed the most popular module — CRM. The module includes virtual desktops for each employee role interacting with the dealer’s Clients. The desktop includes a set of tasks concerning customer support. For services and document circulation automation, we developed such modules as “Service”, “Spares”, “Accounting”.
Streamlining car dealership operations
The CRM module was the most crucial part of this project, encompassing the creation of virtual desktops tailored for various employee roles. These desktops facilitated efficient customer support and streamlined task management. Additionally, the modules developed for service, spares, and accounting significantly automated the document circulation and service processes.
Additional features:
- navigation in the system without browser page reloads;
- flexible security system for user access rights management;
- interface for interaction with the customer’s previous systems;
- advanced data analysis tools for enhanced business decision-making;
- real-time inventory management for spares and services.
When looking for a strategic IT-partner for the development of a corporate ERP solution, we chose SumatoSoft. The company proved itself a reliable provider of IT services.
Business value
Before:
- Manual and inefficient processes for car sales and services.
- Disjointed and outdated IT solutions spread across separate program.
- High operational costs and slow sales cycles.
- Limited data analysis capabilities hindered strategic decision-making.
- Inconsistent inventory management leading to supply chain delays.
After:
- Sales staff manage the full purchase flow – test drive, financing, trade-in, and registration – on a single role-specific CRM desktop, with no manual handoffs.
- One unified platform replaced multiple systems that had been running in parallel for over a decade across all 20 dealer centers.
- Sales cycles shortened by 30%, with deals progressing through defined stages rather than scattered tools and personal spreadsheets.
- Managers query real-time analytics dashboards instead of requesting manual data pulls, reducing reporting turnaround from days to hours.
- Spare parts inventory turnover improved by 25% as the operations team gained live stock visibility across all locations.
