- 1509, 15/F, Apec Plaza, Kwun Tong, HK
- 2117-9474
- sales@potocohk.com
A business management system should not mean five vendors, five support contracts and five sets of logins. Potoco Systems builds custom business systems for Hong Kong SMEs — ERP, HR, payroll, inventory and CRM — on Odoo 19, installed on a machine in your own office. A one-off setup fee, then a monthly fee banded by how many modules and users you run — the smallest configuration starts at around HK$500 a month.
Most growing Hong Kong companies end up needing the same five building blocks. You rarely need all of them on day one — you start with the one that hurts most and add the rest as you grow.
Most SMEs in Hong Kong still run their people on manual work: leave balances in a spreadsheet, attendance on a clock-in sheet or a WhatsApp message, and payroll rebuilt from scratch every month. Nobody enjoys that work and it never gets faster, so it is normally where we begin.
HR, payroll and leave are also the cheapest place to start, because they are configuration rather than invention — the local statutory logic (MPF, IR56B/IR56E, leave pay under section 713) is already built. That is why the entry configuration starts at around HK$500 a month, a far easier decision than committing to a full ERP project on day one.
Sales, purchasing and inventory come later. Those are genuinely more involved, so they are priced against the customisation they need rather than against the entry band.
Because every module sits on one database, a quotation becomes a sales order, the order moves stock, payroll posts the salary entries, and the same customer record is visible to sales and support. Nothing is typed twice and nothing has to be reconciled between systems.
| System | What it does | Learn more |
|---|---|---|
| ERP | Quotations, orders, purchasing, stock and accounting in one flow | Custom ERP for Hong Kong SMEs |
| HR | Employee records, leave, attendance, MPF and IR56B/IR56E | HR system Hong Kong |
| Payroll | Monthly payroll, statutory leave pay, payslips and payment records | Payroll system Hong Kong |
| Inventory | Multi-warehouse stock, transfers, reorder points and stock takes | Coming soon |
| CRM | Leads, follow-ups and customer history on the same database | Coming soon |
We add capability in the order that pays for itself soonest. Most companies follow the same path:
Each stage stands on its own and pays for the next, so you are never betting the business on one large project landing.
Potoco systems are not cloud subscriptions. We install the system on a machine inside your own office — Linux and Docker, with the application, the PostgreSQL database and the Nginx web server running as separate containers — and your staff reach it over your own network. Nothing is hosted on somebody else’s servers.
You do not need a server room or an IT department: we install the system and look after it as a managed service.
There are two parts. A one-off setup fee covers configuring the system around your business and installing it on your own machine. After that a monthly fee covers ongoing support, maintenance and updates.
The monthly fee is banded by how much system you actually run — the number of modules and the number of users. The entry configuration, built around HR, payroll and leave, starts at around HK$500 a month. A bigger team is more people to support, so the fee moves up a band rather than onto a per-seat licence.
Larger work is priced differently. Sales, purchasing and inventory take real customisation, so those stages are quoted against the scope of work rather than the entry band — and always quoted before you commit.
What you never pay is a software licence. Odoo 19 Community Edition is open source, so there is no per-seat licence on top — the monthly fee is for the work we do, not for permission to use the software. There is also no locked-in multi-year contract, so you can start with one module and add the others once the first has paid for itself.
The details that break generic software in Hong Kong are the local statutory ones, and they are built in rather than bolted on:
No. Most companies start with HR, payroll and leave, then add sales, purchasing and inventory later. Every module runs on the same database, so adding one later does not mean re-entering data.
For most SMEs the ERP module covers quotations, orders, purchasing and the accounting entries that follow from them, which removes the double entry between sales and accounts. Year-end reporting can still sit with your accountant, and the data exports to them.
Because we configure a standard platform instead of writing from scratch, a single module is usually live in a few weeks, and each additional module is quicker once the first is running.
No. The system is delivered and maintained by us as a managed service, so your team uses it rather than administers it. It runs alongside an existing IT support arrangement if you have one.
Tell us which of the five systems costs you the most time, and we will show you what a first stage would look like. Call +852 2117 9474 or email sales@potocohk.com.
Potoco Systems is a Hong Kong-based IT service provider specializing in managed IT services, network security, and Microsoft 365 solutions. We help businesses streamline their IT operations with expert support and enterprise-grade technology.
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