Training Centre ERP
A training organisation juggles dozens of simultaneous constraints daily. Tripartite agreements where the company pays, the OPCO finances a portion, and the trainee signs. Sessions to schedule by coordinating trainer availability, rooms, and cohorts. Regulatory documents to produce for each training action: summons, attendance sheets, certificates, completion certificates.
And since Qualiopi, each documentation discrepancy becomes a direct risk to your certification: hence to your activity. Administrative teams spend their days switching between the timetable, invoicing software, Excel tracking files, and the audit evidence folder. They manually chase missing attendance records, reconstruct histories when a funder requests supporting documentation, correct allocation errors between payers.
The annual educational and financial report becomes an exercise in archaeological excavation. Meanwhile, trainers await their consolidated timetables and management has no reliable visibility of profitability per training action.
This solution belongs to the Business Operations & ERP family.
Challenges holding back your performance
Excel remains the dominant tool in many organisations. One file for sessions, another for agreement tracking, a third for invoicing. The links between these files break, formulae become corrupted, versions diverge between colleagues. Generic commercial management software does not understand multi-tier billing: they cannot apportion an invoice between an OPCO, a company and a trainee balance.Specialised low-cost tools impose their rigid workflows and produce generic documents that do not reflect your identity. When the Qualiopi auditor requests proof of attendance for a session from March 2023, one must search through three systems. And no one has a consolidated view of turnover actually received versus invoiced versus awaiting OPCO validation.
Our Technical Approach
Our approach stems from a simple observation: within a training organisation, everything is interconnected. A session generates documents, attendance sheets, invoices to multiple parties, and data for the educational report. We model these connections within an ERP system where each piece of information is entered once and propagates its effects throughout. The scheduling of a session automatically triggers the generation of personalised invitations.
Digital attendance recording: on tablet or smartphone: feeds the Qualiopi evidence file in real time. The invoicing system natively incorporates multi-party arrangements: it recognises that for this €3,000 course, the OPCO contributes €2,400, the company €500, and the trainee €100. The educational report portal automatically aggregates all data required by the DREETS.
The document generator produces materials in your corporate style, with up-to-date legal notices. Each Qualiopi indicator finds its evidence without manual searching.
Session Planning
Management of trainers’ schedules, booking of rooms and equipment.
Document Generator
Automatic generation of agreements, invitations and end-of-training certificates.
Digital Attendance Register
Secure electronic signature on tablet to evidence attendance to funders.
Qualiopi Compliance
Native integration of quality indicators required by the National Quality Framework (NQF).
Multi-Tier Invoicing
Automatic breakdown of invoices between the employer, the OPCO and the remaining balance.
Pedagogical Assessment Portal
One-click generation of the mandatory annual Educational and Financial Report.
Technical Architecture
Enter once, let the rules schedule, read a single view: this foundation is shared across the family — you will find it in Workshop & After-Sales Management and in Management Systems (PMS).
- Session PlanningManagement of trainers’ schedules, booking of rooms and equipment.
- Document GeneratorAutomatic generation of agreements, invitations and end-of-training certificates.
- Digital Attendance RegisterSecure electronic signature on tablet to evidence attendance to funders.
- Qualiopi ComplianceNative integration of quality indicators required by the National Quality Framework (NQF).
- Multi-Tier InvoicingAutomatic breakdown of invoices between the employer, the OPCO and the remaining balance.
- Pedagogical Assessment PortalOne-click generation of the mandatory annual Educational and Financial Report.
Smooth and frictionless integration
The ERP interfaces with your existing accounting system through standardised export: no need to change your accounting software. If you already use a planning tool or CRM, we build the gateways to avoid double data entry. The migration of historical data: past sessions, current agreements: is carried out through structured import, with contradictory validation.
Your current document templates are incorporated and adapted within the generator. Deployment is undertaken by module, often beginning with planning and attendance recording, before activating multi-tier invoicing.
Audit of Current Flows
Mapping of your administrative processes, standard documents, billing structures and daily friction points with your teams.
Configuration and Data Migration
Configuration of the ERP according to your specifications, creation of document templates, import of essential historical data.
Progressive deployment
Go-live by module with team training. First planning and attendance recording, then invoicing and reporting.
Autonomy and development
Skills transfer for routine configurations. Responsive support for regulatory changes and new requirements.
Measurable results for your organisation
- Administrative preparation time per session reduced from 45 minutes to 10 minutes on average
- Zero documentary non-conformity across the last 6 Qualiopi audits of our clients
- Invoicing timeframe reduced from 15 days to 48 hours following session completion
- Annual educational and financial report generated in 2 hours instead of 2 weeks
- Recovery rate for attendance records increased from 78% to 98% thanks to digitalisation
- Real-time view of invoiced, collected and outstanding turnover by funder
Clarifying your decision-making
Our agreements and documents have very specific formats imposed by certain funders. Can your generator adapt accordingly?
The document generator works from configurable templates, which covers the formats imposed by your funders. Clarendis integrates your existing frameworks and their required clauses. You retain control over the templates and can modify them without technical intervention.
We have 8 years of historical data in our current system. How do you manage data migration?
Data migration starts from an analysis of your existing structures, followed by a joint decision on what must move: sessions from the last three years for Qualiopi, current agreements, contacts. The import runs in batches with cross-verification, and older data remains accessible in your previous system.