How Ethos Cannabis Scaled 16 Locations with MainStem + Microsoft Dynamics
And Killed Their QuickBooks Chaos for Good
Picture this: You're a fast-growing cannabis operator with multiple locations and even more QuickBooks files. You're drowning in vendor emails, Slack orders, and credit card receipts. Finance is basically playing detective every month—plus you're trying to move everything into Microsoft Dynamics.
That was Ethos Cannabis before they discovered MainStem. Here's how they built a rock-solid purchasing workflow, streamlined data into one ERP, and never looked back.
The Mess Ethos Faced
- Multiple QBO Instances: Each location had its own QuickBooks file—scattering data and creating a headache for finance.
- No Unified Procurement: Orders were placed via email threads, personal cards, even text messages. That's a recipe for rogue spending.
- Microsoft Dynamics Migration: Ethos wanted a robust ERP, but had to ensure minimal downtime (and zero confusion for staff).
"We basically wanted to scale without losing our minds," they told us.
Where MainStem Fit In
- One Dashboard for All Orders: Instead of living in Slack or emails, every purchase request went through MainStem—giving Ethos real-time visibility.
- Automated Approvals + Audit Trails: No more "Who approved that $2K packaging order?" mysteries. Everything was logged, coded, and visible.
- Seamless Flow into Dynamics: MainStem served as the procurement backbone, sending clean data over to their new ERP the moment they were ready.
Result? No more frantic hunts for credit card receipts. Finance saw exactly who bought what, for how much, and why.
The Upside of Zero Downtime
Ethos didn't have the luxury of "pausing" their business. Their retail and cultivation sites kept operating at full speed—even during the switch. By letting MainStem shoulder the procurement chaos, the actual Dynamics deployment felt less like a meltdown and more like a standard update.
The Numbers: Faster Growth, Fewer Fires
- Reduced Rogue Spend: Approval workflows alone eliminated unauthorized one-off orders.
- Time Saved: No more double data entry or cross-checking multiple QBO files—Ethos reclaimed hours every week.
- Built for Expansion: When they add new locations, the system is already set up to handle them—no patchwork spreadsheets needed.
Are You Ready for the Same Relief?
If you're juggling multiple QuickBooks files or patchwork purchasing processes, take a page from Ethos Cannabis. MainStem + Microsoft Dynamics turned procurement chaos into one well-oiled machine.
Want to see how it could work for you?
Run our 60-second ROI calculator or drop us a line. Because growth shouldn't feel like a never-ending spreadsheet puzzle.
