- Planning
- Requirements analysis
- Development
- Testing
- Infrastructure setup
- Operations
One system for staff, invoicing and project profitability at a software outsourcing company
Bunbu is a software outsourcing company based in Hanoi, working mainly with clients in Japan. Every month, the company needs a clear picture of which engineers are on which projects, which projects have been invoiced, and which ones are profitable.
Previously, this information was scattered across separate Excel files. The same data had to be entered more than once, and the files often fell out of sync. Invoices are issued in three currencies (VND, USD and JPY), so a single wrong exchange rate or tax rate meant the invoice had to be redone. In 2019, the company built CRM Extend to bring all of this into one system.
CRM Extend is used by six groups: management, accounting, project managers, team leaders, HR and sales. Project managers assign engineers to projects month by month, with an allocation percentage for each. Accounting can duplicate last month's invoices in one click, and the system then generates a PDF stamped with the company seal and emails it to the client. Every night, the system works out each project's profit by subtracting labor, overhead and equipment costs from revenue.
Because the system holds sensitive financial and HR data, security is a top priority. Users sign in with two-factor authentication (2FA) or with a passkey, which requires no password. Access is limited by role, so each person sees only the data relevant to their job. The system also logs every sign-in and every data change, so activity can be audited and traced whenever needed.
The system has been in use since 2019 and has been improved continuously over the years. Since August 2026, an AI agent connected through MCP has reviewed each month's invoices before they go out. It flags projects that are missing an invoice, as well as errors in invoice numbers, exchange rates and VAT.
- Client
- Bunbu (internal system)
- Industry
- Software outsourcing
- In use
- Since 2019
- Technology
- Ruby on Rails, MySQL, Hotwire, MCP Server, AI Agent