Universal Business Platform
Your whole business in one system. Your data – yours alone.
Sales, inventory, purchasing, manufacturing, finance and customers – in one place. Every company works in its own, separate database. That is how Romfeya UBP is designed – by a cybersecurity team.
14 days of access to a demo environment with sample data in Bulgarian, English and Russian
Software Hosted in Europe
A European DIGITAL SME Alliance label for Romfeya UBP – valid until 7 October 2027.
The platform
One system instead of five applications
All modules work on the same data. The order knows about the stock, manufacturing knows about the order, and the invoice knows about both.
Sales & Documents
Quotation, order, invoice – following your own chain, with VAT per line and automatic numbering.
View moduleInventory
Stock, lots with the full chain of movements, and a notification as soon as an item falls below the minimum.
View modulePurchasing
Lead times by supplier and an alert with a rising level when an order is late.
View moduleManufacturing
Recipes, job cards with barcodes, step-by-step scanning and actual cost.
View moduleFinance
Cash registers, bank accounts, cash orders, VAT ledgers and reports with Excel and PDF.
View moduleCRM
Leads, tickets and all correspondence with the customer – in one log.
View moduleHuman Resources
Employee files, positions and departments with descriptions, a work calendar.
View moduleBI Analytics
Dashboards by area and role that work directly on your data.
View moduleAI assistant
You ask in plain language and get an answer from predefined reports – with no access to the database.
View moduleAnd across all of them: Roles and permissionsAudit of every changeNotificationsPrint templatesInbox with OCRIntegration APIMultilingual interface
How it works
Follow one deal, entered only once
From the customer’s first email to the VAT ledger, the data moves through the system without anyone retyping it. What happens automatically is up to you – in the settings.
The customer’s email becomes a ticket
The system reads the company mailbox and turns new emails into tickets – within about two minutes. The sender is linked to the counterparty by their email address, and the potential deal is tracked as a lead, stage by stage.
Automatic: the email is recorded in the unified interaction log.
The quotation becomes an order with one click
Conversion carries the header, lines, prices and taxes over to the next document in the chain and keeps a trail of the document it came from.
Automatic: VAT is calculated per line, and the number is assigned automatically – with no duplicates.
The order generates a production request
When the automatic production order is enabled for the document type, the system plans the items that have a recipe – net of what is in stock – and queues the jobs in order of execution.
Automatic: the breakdown to raw materials and a notification on an actual shortage.
What is missing gets ordered and tracked
If there is an actual shortage, the system can create the purchase order to the item’s main supplier by itself – or you issue it yourself, with an expected date. Delivery control – when it is switched on – notifies you if the deadline is slipping. On delivery the goods are received into stock – with a lot number, when the item is tracked by lot.
Automatic: the purchase order to the main supplier and the daily check of deadlines – when enabled; the alert level rises with the delay.
The invoice issues the goods from stock and records the receivable
The order is converted into an invoice and a goods note – with one click or, when enabled, automatically. When a final status is set, the document becomes immutable, the goods leave the warehouse, and the receivable enters the customer’s ledger – in a single transaction.
Automatic: the issuing of the invoice – when enabled; the stock and financial movements on finalisation.
The payment settles the receivable
The bank receipt or the cash receipt order reduces what the customer owes and increases the balance of the bank account or the cash register.
Automatic: the movement goes into the cash ledger and the partner ledger.
The deal is already in the VAT ledger
The invoice is in the VAT sales ledger for the period without anyone having entered it there. The report is exported to Excel or printed to PDF.
Automatic: every finalised invoice goes into the ledger for its period.
What happens automatically is up to you
Automation is a matter of configuration – for each document type and for manufacturing. Here are the four links that the path above rests on.
Order → production request
With the setting enabled, saving the order creates the request and plans the items that have a recipe – net of what is in stock.
builtJob → inventory documents
On completion the system issues the documents you have specified in the settings, records the serial numbers and calculates the cost.
builtDocument → next document
Conversion carries over the lines, prices and taxes and keeps a trail. With one click – or on its own: the invoice, for example, is issued automatically.
builtShortage → purchase order
If there is an actual shortage, you get a notification, and what is missing is ordered from the item’s main supplier – when enabled, without you having to chase it.
builtManufacturing
The shop floor scans. The system calculates.
The operator scans the barcode on the job card. When the job is completed, the system issues the documents for what was consumed, what was produced and the scrap, records the serial numbers and updates the item’s cost.
- Requirements broken down to raw materials – taking stock on hand and scrap into account
- A job card with a barcode for the job and for every step
- Cost allocated between the outputs by weighting
- Colour-coded tool health
Purchasing and inventory
You hear about the problem before it becomes a problem
Every 30 minutes – by default – the system compares stock levels with the minimum. When delivery control is switched on, once a day it reviews the purchase orders and raises the alert level if the delay is growing.
- Expected date – promised by the supplier, from the order or from the lead time
- Alert levels and escalation to a designated person
- A log of every automatic check
- Lots with all the documents that received or issued them
CRM
All correspondence with the customer – in one place
Emails from the company mailbox become tickets. You reply from the system, in the same thread. The consent register records who consented to what, and when.
- Leads by stage and conversion to a counterparty
- A unified log: emails, website chat, social networks comments
- A consent banner above every ticket
- The “right to be forgotten” – in two steps, with a full trail
BI and AI assistant
Ask your data – in plain language
The dashboards work directly on the company’s database, with no data transfer. The AI assistant answers through predefined reports – they start at 13 and the set is extended through configuration. It does not write queries, does not change data, and sees only what your role is allowed to see.
- Dashboards by area: CRM, manufacturing, finance, sales, management
- By default, counterparty names are replaced with pseudonyms before they reach the model
- Conversations are not stored
- With your own key and a provider of your choice
Security
Security is not a module. It is the foundation.
Romfeya UBP is published by a cybersecurity company. It shows in the way the system is built.
A separate database for every company
The company’s documents, files and reports are in its own database. A request is executed only against the database from the user’s session.
Deny by default
A role sees only the menus and actions explicitly allowed. A new user starts with no role.
Two-factor authentication
Every user can turn on a code from an app. Five wrong attempts lock the account for 15 minutes.
Audit of every change
Who changed what, and when – recorded in the same transaction as the change itself.
Encrypted keys
Passwords and tokens for external services are stored encrypted and are not shown again.
AI with no access to the database
The model chooses from predefined reports. The query is run by the system – after the permissions are checked.
Built in Bulgaria
Made for the way business is done in Bulgaria
VAT engine
Several rates in one document, reverse charge for EU counterparties, customs duties and excise by document type.
The familiar documents
Cash receipt and cash payment orders, VAT ledgers, a cash book – with Excel and PDF.
Checks on entry
IBAN and BIC are validated on saving. The company’s details keep their history over time.
Multilingual by design
The interface is available in Bulgarian, English and Russian, and every user picks their own language. A new language is added by translation – with no change to the code. The documentation is available in the same three languages.
Made to measure
Your company, your brand
Your staff log in through a screen with your logo. Documents are produced from your own templates. And if your business has something particular to it, we build a module just for that.
- A branded login screen – the company’s logo, banner and text
- Colour themes that every user chooses for themselves
- Print templates for every document type and status
- Custom modules available only to your company
Transparency
Nothing hidden. Including what is yet to come.
The functional specification and the user guide are open to anyone with a website account. Every feature is marked as built, partial or planned – so you know what you are buying.
| Feature | Status |
|---|---|
| Delivery controlalert levels, escalation, log | built |
| Lotsa register and the full chain of movements | built |
| Production request from the ordercreated automatically, when enabled – for the items that have a recipe, net of what is in stock | built |
| Purchase order to the main supplier for what is missingcreated automatically, when enabled – on an actual shortage | built |
| Automatic issuing of the next document in the chainthe invoice, for example; when enabled – or with one click, with a full trail | built |
| Inbox and OCRrecognises 5 fields; a draft for review | partial |
| Price listsscreens and application in documents | planned |
| Reply via Viber, Facebook and Instagramtoday these channels are only recorded in the log | planned |
Getting started
From the demo to the first document
You explore
You get 14 days of access to a demo environment with sample data and try the system at your own pace.
We configure
We create your company’s database and set up the documents, taxes, roles and print templates.
We prepare the team
We enter the master data and the opening stock and show everyone their part of the work.
You work
You issue your first document. Updates and the protection of the system remain our responsibility.
Questions and answers
What we are usually asked
Does it replace our accounting software?
No. Romfeya UBP handles operational accounting – cash registers and bank accounts, cash orders, VAT ledgers and reports with opening and closing balances. It has no chart of accounts, no profit and loss account and no balance sheet. The year-end closing stays with your accountant.
Can it be installed on our own server?
No. The system is offered only as a cloud service. Updates and protection are our responsibility, and you work through a browser.
Does it work on a phone and a tablet?
Yes. The interface adapts to the screen and opens in the browser on any device, with no app to install.
What languages does it work in?
The interface is translated into Bulgarian, English and Russian, and every user chooses their own language. The system is multilingual by design: the texts are in a shared translation registry, so a new language is added by translation – with no change to the code.
Can we connect it to our online shop?
Yes. The integration API provides the catalogue of items and groups, accepts customers and orders, and returns their status. Orders come in as drafts that an operator confirms.
What does the AI assistant see?
Only what your role is allowed to see. It does not write queries against the database; it chooses from predefined read-only reports – there are 13 to start with, and the set is extended through configuration. Before the data reaches the model, counterparty names are replaced with pseudonyms by default. Conversations are not stored.
The assistant works with your own key to a provider of your choice and is switched off until you configure it.
What happens to our data if we leave?
It is your choice: you receive your data in a machine-readable form and then we delete it, or we delete it straight away. The choice is stated in writing within 30 days of termination. The procedure is described in the data processing agreement.
How much does it cost?
The base package costs €500 a year, including VAT, for one user. Full functionality, modules and more users are added on top – the prices and a calculator are on the Pricing page.
See it for yourself
Request 14 days of access to a demo environment with sample data and explore the system at your own pace.