Building Ayon for a fabrication company
The company was running on an Excel-based workflow. The process was already established, but Excel couldn’t keep up and there were gaps between steps. Human errors were common: raw materials ordered twice, wrong items ordered.
We started building Ayon in November 2025. Real users have been on it since August 2026, and now the whole office uses it every day: sales, purchasing, warehouse, production, HR, payroll and accounting.
We started with purchasing
That’s where most of the time went and where errors cost the most.
Before, canvassing wasn’t a formal step. It happened between the purchase request and the PO, with purchasing staff coordinating every supplier and different engineers by hand. POs were typed again from the chosen quotes.
Now every request goes through a canvass sheet. Supplier quotes sit side by side per line. Each line shows if it’s already ordered or already in stock, and the same item asked for by several projects is bought once. When lines are decided, the system groups them into one prefilled PO per supplier.
So far: 171 canvasses, about 1,950 supplier quotes compared, and over 660 purchase orders through approve, order, receive and pay.
Then materials
They were ordering steel sheets by piece count, and leftover pieces weren’t tracked.
Ayon has a cutting optimizer now. It plans the parts onto standard 4×8 sheets, shows how much of each sheet is used, and puts usable offcuts back into stock with their size and location. The canvass offers those offcuts before anyone orders new material. There are over 700 of them tracked today.
Then the warehouse
Stock was in a notebook. We turned photos of the notebook pages into 78 stock lots and 499 offcut rows, catching pages that were sent twice so nothing was counted double.
Warehouse staff aren’t always near a computer when deliveries arrive, so they got a phone app. It installs from the browser. They receive against the PO, photograph the delivery receipt, print a QR tag for items that need one, and scan the tag later to release it to a job.
Don’t make people change what already works
Staff were already sending overtime requests in a Viber group chat. Instead of asking them to stop, Ayon reads the chat and files each request for HR to approve. We tested the parser on 123 real messages: it found all 26 requests.
The same idea runs through the rest. Item descriptions are free text, so Ayon reads the grade, shape and size from the text instead of forcing a perfect catalog. Production photos posted in the group come in with a suggested job.
Each part went live when it was ready
We didn’t wait for the whole system. Each part went live as soon as it was ready, so the staff were already using it while we built the rest. That’s also how we found what mattered: staff message us in the group chat when something is off.
Every change goes to staging first. Automated tests must pass before it can reach production. Deploys are automatic and smoke-checked, and if one fails, we get an alert right away. Most fixes ship the same day.
What it covers today
- Sales: quotations with approvals and e-signatures, sales orders, deliveries
- Engineering: purchase requests per project with cost summaries
- Procurement: canvass, purchase orders, job out, price book, vendors
- Inventory: receiving, stock per location, offcuts, releases, consumables, tools
- Production and QC: what’s ready to work, what’s waiting on a supplier, QC checks with photos
- HR and payroll: attendance from the biometric devices, leave, overtime, payslips and government reports
- Accounting: receivables, vouchers, collections
See every part of Ayon. Ayon isn’t for resale, but if your shop has the same gaps, tell us what’s slowing you down.