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Here&Now365: Media Planning Software in 3 Months
How we built a full media planning and buying platform on Frappe Framework — from inception to go-live in record time.
About the Project
Here&Now365 is an award-winning multicultural marketing agency. We previously helped them deploy ERPNext in 6 weeks — replacing spreadsheets and QuickBooks with a unified platform for CRM, projects, and finance.
As their media buying operation grew, they needed a purpose-built system to manage campaign planning, spot scheduling, supplier costs, and performance tracking — all integrated with ERPNext for financial workflows. We built it on Frappe Framework and delivered it in 3 months.
Delivery
3 Months
Inception to go-live
DocTypes
22
Purpose-built documents
Reports
3
Spot schedule, cost analysis, metrics
Integration
ERPNext
Sales & purchase orders
The Challenge
Spreadsheet-Based Planning
Campaign budgets, spot schedules, and supplier costs were managed across spreadsheets — making it impossible to track spend, margins, and delivery in real time.
Disconnected Financial Workflow
Media bookings had no link to ERPNext's sales and purchase order workflow — meaning double-entry and reconciliation for every campaign.
No Performance Tracking
Campaign metrics (impressions, clicks, reach) were tracked separately with no connection to costs — making ROI analysis manual and unreliable.
The Solution
We built a bespoke media planning and buying app on Frappe Framework — with 22 purpose-built DocTypes covering the full campaign lifecycle, integrated with ERPNext for financial workflows.
Hierarchical Campaign Structure
A three-level hierarchy (Plan → Campaign → Insertion) that mirrors how media agencies actually work — with budget flowing top-down and costs rolling up automatically.
Weekly Spot Scheduling
Granular spot-by-spot scheduling with per-day quantities, time bands, and ad formats — automatically decomposed into daily cost records for accurate analysis.
Multi-Stage Approval Workflow
A 6-state approval workflow (Draft → Internal Approval → Customer Approval → Approved) with role-based permissions for Media Users, Executives, and Managers.
Flexible Rate Calculations
Nine rate types (CPM, CPC, CPA, per-spot, flat, per-day) with automatic quantity and cost calculations — supporting every billing model used in media buying.
ERPNext Sales & Purchase Orders
One-click Sales Order and Purchase Order creation from campaigns — with custom fields linking back to media plans for full traceability.
Cost & Performance Analytics
Three built-in reports: day-by-day spot schedules, pivot-table cost analysis with period grouping, and metric comparison (planned vs. delivered) with configurable charts.
The Results
3 Months
From inception to production
22 DocTypes
Purpose-built for media planning
Zero
Manual spreadsheet tracking
Full
ERPNext financial integration
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