Oil & Gas Solutions
ERPNext for Oil & Gas
Manage upstream, midstream, and downstream operations with ERPNext configured for oil & gas: MRO inventory, preventive maintenance, procurement approvals, project tracking, field operations, and audit-ready governance controls.
From drilling sites to refineries to distribution terminals, PrimoERP delivers end-to-end implementation with industry best practices built in.
Oil & Gas Operational Challenges ERPNext Solves
No real-time visibility into critical spares across multiple sites and warehouses
Manual procurement approvals causing delays in emergency repairs
Preventive maintenance schedules missed due to spreadsheet-based tracking
Breakdown maintenance with no work order history or root cause analysis
Contractor and subcontractor management via email and phone calls
Project cost overruns with no milestone tracking or variation order control
Lack of audit trails for inventory movements, approvals, and work orders
HSE incidents tracked in siloed systems with no integration to operations
ERPNext Across Oil & Gas Operating Models
Upstream Operations
Drilling sites, well maintenance, field services, rig spares inventory, contractor management, and HSE incident tracking.
Midstream Operations
Pipeline integrity, pumping stations, compressor maintenance, multi-location spares, and asset lifecycle management.
Downstream Operations
Refinery maintenance, tank farm inventory, distribution terminals, quality control, and finished goods logistics.
Field Operations
Mobile work orders, GPS tracking, offline capability, field approvals, and real-time sync to central ERP.
Support Services
Workshops, warehouses, procurement, finance, HR/payroll, document control, and compliance reporting.
Capital Projects
CAPEX project tracking, subcontractor management, milestone billing, variation orders, and cost control.
Oil & Gas Use Cases
MRO Inventory Management
Critical spares tracking by serial/batch, min/max levels, multi-warehouse visibility, and automatic reorder triggers.
Preventive Maintenance
Scheduled maintenance plans, work order generation, resource allocation, completion tracking, and MTTR/MTBF reporting.
Breakdown Maintenance
Emergency work orders, approval workflows, spare parts issue, downtime tracking, and failure analysis.
Procurement & Approvals
Vendor onboarding, RFQ, purchase approvals, 3-way matching, and spend analytics by site/asset.
Contractor Management
Subcontractor work orders, service entry sheets, time tracking, invoice reconciliation, and performance analytics.
Asset Lifecycle
Asset registration, depreciation, maintenance history, condition monitoring, and retirement workflows.
MRO Inventory & Spares Management
Serial/batch tracking for high-value rotating equipment and critical spares
Min/max inventory levels with automatic purchase request generation
ABC classification and criticality tagging (A=critical, B=important, C=standard)
Multi-warehouse support for central stores, site warehouses, and field vans
Inter-warehouse transfer workflows with approvals and tracking
Expiry management for consumables, chemicals, and calibrated items
Vendor-wise lead times, pricing, and preferred supplier setup
Consumption analytics by asset, work order, and site
Maintenance & Asset Management
Preventive maintenance (PM) schedules based on time, usage, or condition
Auto-generate work orders from PM schedules with parts lists and procedures
Breakdown maintenance with priority levels and emergency approval routing
Permit-to-work (PTW) workflows for high-risk activities
Work order lifecycle: planned → approved → issued → in-progress → completed → closed
Spare parts reservation and issue tracking per work order
Labor, contractor, and equipment time tracking
MTTR, MTBF, and equipment availability reporting
Projects & Contract Management
Project master with budget, milestones, and deliverables
Subcontractor purchase orders and service contracts
Milestone-based billing and payment schedules
Variation orders with approval workflows and budget impact analysis
Material procurement linked to project BOQ and cost codes
Time and expense tracking by project phase
Progress reports and earned value analysis
Project completion documentation and handover checklists
Procurement & Approval Workflows
Material requisition (MR) to purchase order (PO) workflow
RFQ process with vendor comparison and award tracking
Approval routing based on value thresholds and budget authority
Emergency procurement with retrospective approvals
3-way matching: PO vs. goods receipt vs. invoice
Vendor onboarding with qualification and performance tracking
Blanket orders and call-off releases for consumables
Spend analytics by category, vendor, site, and cost center
Oil & Gas Ecosystem Integrations
SCADA/IoT systems (import sensor data, trigger work orders from alerts)
CMMS/EAM (sync asset data and maintenance schedules)
Accounting systems (QuickBooks, Xero, SAP FI)
HR/Payroll (ADP, Workday, local payroll providers)
GPS/Fleet management (track field vehicles and equipment)
Document management (link specs, drawings, and procedures to assets)
HSE systems (incident reporting and corrective actions)
Field apps (mobile work order entry and offline sync)
Implementation
Oil & Gas Data Migration
Migrating operational data from legacy systems requires domain expertise. We extract, validate, and transform your data for ERPNext.
- Asset masters with hierarchy, location, and criticality
- Spare parts catalog with min/max levels, costs, and vendor linkages
- Vendor masters with pricing, lead times, and qualification status
- Opening stock balances by warehouse with serial/batch details
- Historical work orders and maintenance records (where needed)
- Budget and cost center structures for project and site accounting
- User roles and permissions for multi-site operations
- Document library migration (specs, procedures, drawings)
Security & Governance Controls
Role-based access control (RBAC) with segregation of duties
Approval workflows for procurement, work orders, and budget variations
Audit logs tracking every inventory movement, approval, and modification
Document version control and change management
User session management with timeout and password policies
Data export controls and activity monitoring
Granular permissions per site, warehouse, and cost center
Aligned to common governance practices for operational integrity
Audit trail for every transaction
Multi-tier approval workflows
Segregation of duties
Oil & Gas Implementation Playbook
Phase 1: Discovery – Map operational workflows, identify integrations, assess governance needs
Phase 2: Design – Configure asset hierarchy, spares catalog, approval workflows, and reporting
Phase 3: Pilot – Run parallel maintenance and procurement at one site to validate setup
Phase 4: Data Migration – Import assets, spares, vendors, stock, and work order history
Phase 5: Training – Role-based training for stores, maintenance, procurement, and approvals
Phase 6: Go-Live – Cutover operations with hypercare support and field assistance
20+ oil & gas implementations
3-6 month average timeline
Post-launch hypercare included
Typical Outcomes
25-35% reduction in unplanned downtime via preventive maintenance discipline
30-40% improvement in critical spares availability (reduced stockouts)
20-30% faster procurement cycle times with automated approvals
Real-time multi-site inventory visibility (vs. weekly spreadsheet reports)
Better cost control on projects and shutdowns
Improved contractor and vendor management
Comprehensive audit trails for governance and compliance
Oil & Gas ERPNext FAQ
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Schedule ConsultationReady to Modernize Oil & Gas Operations?
Whether you operate upstream drilling, midstream pipelines, or downstream refineries, ERPNext can streamline maintenance, inventory, and governance. Let's discuss your setup and build a roadmap.