Modernising Business Systems for Sustainable Growth
For many growing businesses, the systems that initially supported early success eventually become obstacles. Data scattered across disparate locations, reliance on paper-based processes, and the added complexity of new sites or acquisitions can weigh heavily on operational efficiency. Astrak, a UK-based global specialist supplier and manufacturer of undercarriage parts, wear components, and attachments for heavy earthmoving and tracked construction machinery, faced these challenges firsthand.
Over recent years, Astrak has transitioned from an on-premises ERP system to Oracle NetSuite, consolidating finance, operations, and customer relationship management (CRM) onto a unified cloud platform. This strategic shift reflects a broader trend among mid-sized enterprises seeking agility, scalability, and real-time insight in their technology infrastructure.
Stephen Cope’s Leadership in Technology Transformation
Before Stephen Cope joined as Chief Information Officer, Astrak had already embarked on modernising its technology through a comprehensive vendor selection process. The company selected NetSuite primarily for its cloud-based ERP capabilities. “When I first joined Astrak, they were already one and a half years into that journey,” Cope recalls. “They had implemented NetSuite and had all this data, but they didn’t really know what to do with it. I joined the business and built out the processes and reporting from there.”
Cope’s role evolved from head of IT to CIO, particularly after private equity acquired the business. The rollout of NetSuite, led by a UK implementation partner, took approximately nine months and initially focused on the UK entity, with other European operations in Ireland, France, Germany, and Denmark integrated subsequently.
Customising Systems to Fit Operational Needs
Astrak’s approach to technology implementation avoids forcing the business to conform to a rigid, off-the-shelf template. Instead, it leverages an in-house business transformation team consisting of developers and administrators who tailor NetSuite’s functionalities to the company’s specific requirements.
“We do customise a lot to fit our needs, and that’s one of the benefits with NetSuite. It’s so flexible. The connectivity is there as well, so we can plug it into other systems with APIs,” Cope explains. This flexibility enables seamless integration across various operational facets, fostering efficiency and adaptability.
Efficiency Gains in Finance and Operations
One of the most significant benefits has been seen in the finance department. Month-end closes have become markedly faster and more efficient. “It’s so much easier now to do the month-end close,” says Cope. “It’s getting quicker and quicker as we approach zero-day close with AI.”
Operational improvements are equally notable. Warehouse, logistics, and workshop teams utilise NetSuite’s built-in warehouse management system, eliminating the reliance on paper processes. “It’s all digital. There’s no longer paper going around the warehouse getting lost,” Cope highlights.
Real-time dashboards across all Astrak sites give senior leaders immediate insight into profitability, shifting sales incentives from purely revenue-based targets to profitability-focused goals. “That insight straight away is a game changer,” Cope adds.
Harnessing AI for Targeted Marketing Campaigns
Astrak’s innovative use of artificial intelligence exemplifies how modern ERP platforms can add strategic value beyond core operations. The company employs an agentic AI tool connected to NetSuite via the NetSuite AI Connector Service to identify overstocked and obsolete parts—what Cope terms “cash sitting on shelves.”
This intelligence allows Astrak to match surplus inventory precisely with customers whose machinery requires those parts, enabling highly personalised marketing campaigns. “Rather than saying ‘here’s a promo on all our items’, we can be really personalised,” Cope explains. “We can say: we have this item for your machine, in stock, ready next day.”
Astrak’s approach aligns with NetSuite’s ‘AI Your Way’ philosophy, which empowers businesses to integrate familiar external AI tools with their ERP data or utilise AI functionalities natively within NetSuite, tailoring the AI experience to their specific operational workflows.
Scaling Growth Without Increasing Overhead
Growth metrics underscore the success of Astrak’s digital transformation. When Cope joined seven years ago, the company’s turnover was approximately £30 million. This figure has more than quadrupled, reaching around £125 million following private equity investment and subsequent expansion.
“They were so impressed that we had a modern tech stack and a modern ERP, and had all the data, all the reporting and all the insights,” Cope notes regarding the private equity firm’s decision to invest.
Every newly acquired business is integrated promptly onto the NetSuite platform, maintaining “one source of truth” and streamlined processes. This approach avoids the administrative burden of managing multiple disparate systems and supports efficient scaling without proportional increases in overhead costs.
Looking Ahead: Embracing Autonomous ERP
Future developments announced at NetSuite’s SuiteWorld event resonate with Astrak’s strategic vision. Features such as SuiteAgent Studio will enable teams to create custom AI agents with tailored instructions, triggers, and permissions, automating workflows on their own schedule or in response to business events.
Additionally, AI Workspaces will centralise collaboration between people, agents, information, and approvals. For example, the Autonomous Close workspace aims to assist finance teams in identifying and resolving accounting discrepancies throughout the period, progressing towards a zero-day financial close.
“I’m really excited about NetSuite Next and the agents,” Cope shares. “Having a workspace where our finance and operations teams can create their own agents to go into workflows will hopefully remove some of the manual work they currently have to do.”
Advice for Growing Businesses
Cope offers practical guidance to businesses evaluating their technology readiness. “Definitely go with an ERP system that’s cloud-based. That’s number one. Then connectivity is really key as well,” he advises. “Businesses make the mistake of buying an off-the-shelf ERP and then having to adapt to its processes. You should never have to shoehorn your operations into the system, because it’ll never line up perfectly.”
As AI-driven automation advances from answering queries to performing complex tasks, Astrak’s experience highlights a crucial lesson: companies that consolidate their data, processes, and teams on a single platform are best positioned to unlock the full potential of autonomous ERP.
