Running a sales and warehouse without a solid system can turn every morning into a mini operational crisis. One day, there's a shortage of goods, even though "there definitely was one"; the next, someone issues a document to the wrong warehouse, and suddenly chaos ensues that no one can explain. If this sounds familiar, you're not alone – many companies reach a point where Excel and intuition simply aren't enough.
It's precisely in situations like these that Subiekt GT becomes a real asset. It's a system that can organize sales, inventory, and documents so that the owner finally has full control over the processes. In this article, I'll show you who finds Subiekt GT most effective, what problems it solves in practice, and a step-by-step implementation process. As Subiekt GT partners, we have the opportunity to implement this system in small and medium-sized businesses on a daily basis, so we'll share our experience to help you make an informed decision. And if you decide it's the right solution for your company, we can handle the entire implementation and take care of subsequent maintenance.
Why do sales and inventory fall apart in many companies without a good system?
Business owners often assume that sales and inventory can be managed "leisurely" – in Excel, a notebook, or simple programs that were still in use when the company had one warehouse manager and a few regular customers. The problem begins when the scale grows and processes fail to keep pace. Even before the formal "system implementation" occurs, the first warning signs appear.
The most common is a lack of up-to-date inventory. Goods are there, but no one knows where they are. Or, conversely, the warehouse is empty, even though documents suggest everything should be on the shelves. This stems from scattered information: some employees enter data into spreadsheets, others update them only upon issue or delivery, and still others have no access to a single source database at all. In such a situation, errors are easy to make, and each error costs money – time, returns, and often customer trust.
Another common problem is disorganized sales. Different document formats, multiple data re-entries, incorrect prices, and a lack of consistent discounts or sales policies are commonplace in companies that lack a system that can quickly, automatically, and accurately process sales documents. As a result, employees waste time on corrections, managers lose control of margins, and owners lose patience.
Added to this is the growing number of sales channels. Customers shop in-store, by phone, through e-commerce, and marketplace platforms. Without a single source of truth about stock, orders, and prices, conflicts arise: two different warehouses reserve the same product, and online orders "confirm availability" when in reality it doesn't. This is the point at which a company feels it's running on fumes.
The final, but often most costly, problem is the lack of a link between sales and accounting and billing. Data is transferred manually or with delays, making it difficult to control payments, settle accounts with customers, and forecast cash flow. Without a central system, each department "knows their own," but no one sees the whole picture.
It's the sum of these small crises that compels companies to seriously consider a system that will organize documents, inventory, sales, and warehouses. Subiekt GT was created precisely for these situations – where rapid organizational improvement is needed without implementing a heavy ERP system. As Subiekt GT partners, we see this every day: the "pre-implementation" moment almost always looks the same. Chaos escalates until the owner finally decides it's time for a system that will finally bring everything together into a single, coherent whole.
What is Subiekt GT and who was it designed for?
Subiekt GT This is one of the most popular sales and warehouse systems in Poland, which for years has been helping companies organize their sales documents, inventory, and customer service processes. This solution was created with SMEs in mind – simpler and faster to implement than a full ERP, yet comprehensive enough to provide complete control over sales and warehouse operations. For many companies, this is a natural step from spreadsheets and simple programs towards professional, stable software based on a Microsoft SQL Server database.
Subiekt GT operates within the InsERT GT family, meaning it can be easily integrated with other accounting and HR programs (e.g., Rachmistrz GT, Rewizor GT, Gratyfikant GT, or Gestor GT). This eliminates the need for companies to build an ecosystem of several separate systems – most essential processes can be handled in a single, cohesive environment. This is especially important where sales and accounting must work seamlessly together and regulations require regular updates (e.g., KSeF).
Who is Subiekt GT best for? Primarily for retail and service companies that need more than just an invoice tool. Brick-and-mortar stores, online stores, wholesalers, small manufacturing plants, and companies operating multiple warehouses – these are the most common scenarios. Subiekt GT handles goods, sets, reservations, price lists, discounts, and warehouse documents efficiently, ensuring clear, fast, and procedurally compliant sales processes.
Another key advantage of the program is its ergonomics. Subiekt GT is intuitive, transparent, and requires no lengthy training. Even those without extensive experience with sales systems can quickly learn the basics, and advanced features are available when the company truly needs them. This is an important feature for companies that want to operate efficiently rather than invest time and resources in extensive implementations.
The most important functions of Subiekt GT in the daily work of the company
Subiekt GT stands out above all because it organizes sales and inventory on a practical level, not just a technical one. It's a system that allows for faster customer service in everyday work, reduces errors, and provides employees with the tools they need to operate efficiently. Below, you'll find the most important areas that truly impact company efficiency.
Sales and commercial documents
Subiekt GT enables complete sales management – from the first quote to the final invoice. The program can issue VAT invoices, receipts, corrections, goods issue notes, goods receipts, goods issue notes, and purchase orders, and the document creation process is quick and intuitive. The system automatically retrieves customer data, monitors inventory levels, and suggests appropriate prices. This eliminates the need for employees to manually enter information, and the risk of errors is virtually zero.
Keyboard shortcuts, clear document lists, and the ability to quickly navigate between sales stages make everyday work much easier. The company gains a consistent customer service process—regardless of who is issuing the document.
Warehouse, stock levels and reservations
A well-functioning warehouse is one of the most important foundations for stable sales. Subiekt GT allows you to constantly monitor inventory levels, manage multiple warehouses simultaneously, manage receipts and deliveries, and plan deliveries. The program automatically updates quantities after issuing documents and also allows you to reserve goods for specific orders.
In practice, this means fewer "is this product really available?" calls, fewer returns related to incorrect releases, and better communication between sales and the warehouse. If your company uses barcodes, Subiekt GT supports scanners and external devices, further speeding up your workflow.
Price lists, discounts and pricing policy
Subiekt GT allows for precise pricing and discount management. The program allows you to set multiple price levels, assign individual rates to selected customers or customer groups, and create time-limited promotions. Each sales document automatically downloads the appropriate prices, eliminating the need for employees to manually check everything.
This is especially important for companies that work simultaneously with retailers, wholesalers, business partners, and online sales. Subiekt makes it easier to maintain price consistency and predictability without the risk of someone "misplurging."
Customer records and CRM elements
The system features extensive customer and supplier records, including purchase history, receivables, notes, documents, individual discounts, and full contact information. This database helps the team operate efficiently and effectively – employees can immediately see if a customer is overdue, which products they purchase most frequently, and what documents have been previously issued.
These types of CRM functions also make it easier to build relationships with customers and better handle complaints and returns.
KSeF, e-invoices and document security
Subiekt GT is ready to support the National e-Invoice System, allowing companies to issue and send documents in compliance with current regulations. The program also allows you to generate PDF documents, send them via email, and archive them in a consistent and organized manner.
Data security is supported by Microsoft SQL Server, which forms the foundation of the system. This allows companies to configure regular backups, define user permissions, and control document access. In many cases, this is the first significant step towards professional data management.
In summary, Subiekt GT provides your company with tools that visibly organize sales, inventory, and documents from day one. The program's greatest strength lies in its combination of ease of use and real-world support for processes that ensure the smooth operation of the entire enterprise. If these areas require organization in your company, Subiekt GT could be a very sensible option.
Subiekt GT implementation and integration (from the IT partner's perspective)
Although Subiekt GT is one of the simpler systems to implement, it's worth approaching it in a structured manner to avoid problems later on. The entire process usually runs smoothly, as the program doesn't require extensive infrastructure or lengthy implementation projects. The most important thing is proper data preparation and matching the configuration to the company's actual processes.
In practice, implementation begins with a brief needs analysis: how many workstations will be used in the system, what the warehouse looks like, what documents the company issues most often, and whether integration with accounting or an online store is necessary. Based on this, modules, user permissions, and the SQL database workflow are selected. The next step is configuring document numbering, price lists, warehouses, and related settings. KSeFIf your company is transitioning from another system, you can migrate your products, customers, and some sales history to quickly get started in the new environment.
Subiekt GT integrations are simple, which is one of its major advantages. The program works with warehouse equipment, fiscal printers, payment terminals, and accounting systems from the InsERT GT family. If your company operates in e-commerce, Subiekt GT can be linked to a store platform or ordering system, ensuring orders and inventory levels are updated automatically. This eliminates the need for employees to manually enter data, and the risk of errors in product availability is virtually zero.
Subiekt GT implementation is relatively quick, and integrations allow you to immediately streamline your daily workflow. Companies that switch from Excel or simple warehouse management programs typically see improvements within a few days. If you're wondering whether Subiekt GT can fit your workflow, we're happy to help you assess which features and integrations will provide the most benefits.
Costs, licenses and when Subiekt GT is a good choice (and when it's time for ERP)
The decision to choose a sales and warehouse system rarely comes down to price alone. In practice, it's about matching the tool to the company's situation – its scale, the complexity of its processes, and how quickly these processes will evolve. Subiekt GT is a simpler and more affordable solution than ERP systems, yet powerful enough to reliably manage sales, warehouses, and documents in most retail and service companies.
How Subiekta GT licenses work
Subiekt GT is licensed on a per-seat basis. This means that the basic license covers a specified number of users, and additional seats can be purchased as needed. This model is transparent and predictable – the company pays only for what it actually uses. It's worth noting that the system runs locally on Microsoft SQL Server, requiring a server environment or a powerful host computer.
In addition to Subiekt itself, modules and extensions are also available, such as Sfera (automations and integrations), POS functions, warehouse add-ons, and extensions from the InsERT GT family. Not every company needs these, so it's worth assessing which processes should be automated from the start and which can be implemented later. Many companies start with a pure Subiekt GT and only expand the system with additional features after a few months.
When is Subiekt GT a good choice?
Subiekt GT is best suited for companies that need a robust sales and warehousing system but don't yet need to implement a complex ERP system. It performs particularly well in four scenarios:
Trading and service companies with a simple or moderately complex sales structure.
If your processes are based mainly on handling commercial documents, stock control, reservations, price lists and settlements, Subiekt GT ensures very good work ergonomics.Online stores and multi-channel companies.
The program can be connected to e-commerce platforms, allowing for automatic synchronization of orders and inventory levels. This is a huge advantage over Excel spreadsheets or simple invoicing systems.Companies cooperating with accounting offices.
Subiekt allows you to easily export data to accounting—especially if your office uses solutions from the InsERT GT family, but not only. This allows sales and accounting to work seamlessly, eliminating the need to manually retype documents.Companies that need order but don't want a major implementation.
Subiekt GT can be launched quickly and gradually expanded. It's a solution that provides stability without the need to invest in a lengthy implementation project.
In short: if a company is currently lost in stock levels, prices, document numbering, orders and settlements – Subiekt GT usually solves these challenges within the first weeks of operation.
When Subiekt GT may not be enough – and when it's time for ERP
Despite its extensive capabilities, Subiekt GT is not an ERP system, so not every scenario can be replicated. There are situations where a better choice would be enova365, Comarch Optima or another full ERP system. This most often applies to companies:
With many departments and an extensive organizational structure.
If sales, warehouse, accounting, HR and production must work in one coherent system, Subiekt GT will not cover all functions.With advanced manufacturing, BOMs, technologies and cost calculations.
Subiekt GT can handle simple sets, but not full production with planning, routing and document flow.Those in need of workflow, advanced automation or extensive analytics.
Subiekt GT provides basic reporting but is not a replacement for a full analytical environment.Companies growing towards multiple locations and hundreds of thousands of documents per month.
Subiekt GT can handle a large database, but ERP offers greater scalability in the long term.
In such cases, Subiekt GT can be a good transitional stage, but not the final destination. For many dynamically growing companies, the best path is to implement Subiekt "for now," and in the next 2-3 years, consider migrating to an ERP that will comprehensively support all departments of the company.
See also our articles on alternatives to Subiekta GT – enova365 and Comarch ERP Optima. Comprehensive and reliable guides.
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When your accounting office serves dozens of clients, every day begins to resemble a game of Tetris – data, documents, and deadlines must line up perfectly…
Frequently asked questions about Subiekt GT
Subiekt GT is a locally installed system, but it can be easily accessed remotely. In practice, a VPN connection, remote desktop, or terminal server are most often used, allowing users to connect to the system as if they were working on-site. The only requirements are appropriate access security and a stable server that can support simultaneous work by several people. With proper configuration, the system operates smoothly even when part of the team is working remotely or in different locations.
Yes, Subiekt GT is ready to support the National E-Invoice System. It allows you to issue, send, and receive documents compliant with the National E-Invoice System, as well as archive them. This allows your company to meet its regulatory obligations without having to manually enter data or use additional tools. In practice, most e-invoicing processes are automated, significantly reducing errors.
Yes, we help companies through the entire process—from needs analysis, through installation and configuration, to user training and subsequent support. We ensure the system is tailored to real-world sales and warehouse processes, and after implementation, it operates stably on a daily basis. Our team can also provide technical support, updates, and SQL database maintenance.
We work both locally and remotely. We serve companies in Warsaw and surrounding towns, such as Ożarów Mazowiecki, Pruszków, Błonie, Łomianki, and Piastów. Thanks to our remote work, we also provide implementations and consultations for companies in other regions of the country. This means you can count on support regardless of your company's location.
Typically, it takes from a few days to a few weeks, depending on the number of workstations, the processes being configured, and the scope of integration. If the company doesn't migrate a large amount of data, basic work can begin very quickly. Full operational fluency usually occurs within the first 1-2 weeks.
Yes, although the scope of the migration depends on the target system. Customer data, product records, and portions of sales history can be exported and transferred. When migrating to an ERP (e.g., enova365 or Comarch Optima), a brief analysis is performed to determine the best data conversion method.
Subiekt GT is a tool that can instantly organize key areas of a company's operations – sales, inventory, documents, and settlements. It's quick to implement, intuitive in everyday work, and flexible enough to grow with the company, without the need to immediately invest in a large ERP system. For many companies, Subiekt GT is the first "serious" step towards stable, organized operations.
If you feel your company could benefit from more control over inventory, prices, documents, and sales processes, Subiekt GT could be the perfect solution. As an official partner of this system, we help you choose the right configuration, implement it, and take care of subsequent maintenance. If you'd like to see if this program will work for your company, we'd be happy to help. we will guide you through the entire process step by step.
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