Revolutionizing Fish Farming: The ERPNext Success Story at Victory Farms Kenya

Overview

Victory Farms is the fastest-growing fish farm in sub-Saharan Africa. It started in 2016 when Joe and Steve, along with the help of skilled locals, placed their first fish cages in Roo, a rural village in Homa Bay County, Kenya.

Today, the company is the largest tilapia producer in the region. They manage everything—from farming to sales—and run 89 branches across Kenya. Their long-term goal is to help feed 2 billion people in Africa over the next 20 years.

Client:

Victory Farms Kenya

Industry:

Fish Farming

Services:

Kenya HRMS, POSAwesome, Inventory, CRM & Accounting

Via:

https://victoryfarmskenya.com

Challenge

Before using ERPNext, Victory Farms faced many problems due to the lack of automation:

  • Most tasks were done manually using Excel sheets.
  • Data entry and reporting took a lot of time.
  • Reports were not available in real-time.
  • They used a separate system (Zenx) for accounting and finance.
  • It was hard to find and track data quickly when needed.
  • Fish weighing was done manually, and the data was then added manually to Excel.
  • Different departments could not access a shared database.
  • HR processes were handled using documents, with no system in place.

Solution

Solufy stepped in and implemented ERPNext to improve Victory Farms’ operations. Here’s how we helped:

Automation: The business processes were automated, reducing conflicts and errors.

  • Data Management: All data is now stored in a well-organized and searchable format in the system.
  • Real-Time Reports: Management can now access real-time reports with just a few clicks.
  • Custom HRMS: A customized HRMS and payroll system was developed to comply with Kenya’s labor laws and company standards.
  • POS Integration: POSAwesome was installed and integrated with the microfinance system.
  • Inventory & Warehouse: Inventory and warehouse processes are now smooth and well-managed.
  • Time Management: Weekly time-off tracking and a centralized timesheet management system were created.
  • Accounting Integration: ERPNext now handles all accounting and finance, replacing the previous Zenx system.
  • Weighing Scale Integration: The fish weighing scale is directly connected to ERPNext, eliminating manual data entry.
  • Department Collaboration: All departments can now access real-time data from each other, enhancing internal communication.

 

Results

✅ 100% Elimination of Manual Data Entry for weighing and HR tasks.

📊 Faster Reporting: Real-time insights are now available for leadership decision-making.

🎯 Better Accuracy: Human errors have significantly reduced thanks to automation and system-driven processes.

👥 Improved HR Operations: Attendance, leave, and payroll are now managed efficiently.

🚀 Higher Productivity: Staff now spend less time on manual work and more on value-driven tasks.

🔄 Seamless Department Communication: Teams collaborate better with centralized, real-time data access.