Software retrofits offer a cost-effective and flexible alternative to completely modernising a warehouse. After all, software is where the greatest potential for improvement lies. Modern solutions can control existing systems more efficiently, optimise processes and integrate new requirements without replacing the physical infrastructure. A software retrofit, therefore, unlocks new potential for existing systems.
Kai Reinhard and Hartwig Schulz discuss the attractive option of making your system fit for increasing demands.
Many warehouses still use systems (WMS) that no longer meet today’s digital intralogistics requirements. Greater automation, flexible ERP interfaces, and the integration of modern systems such as AGVs, shuttles, or sensor technology require adjustments at the control and management levels. However, it is not always necessary to modernise the entire warehouse. In many cases, it is sufficient to update the software and adapt it to new circumstances. This boosts performance and paves the way for future expansions. Because one thing is certain: a complete system replacement (‘Big Bang’) carries considerable risks. It involves operational downtime, high one-off investments and complex changes that can place a heavy strain on operations.
Fig. 1: The central function of the WMS, with interfaces to the ERP system and various automated warehouses
Software retrofits offer a reliable and cost-effective solution here. The phased replacement of existing systems reduces risks and allows for continuous modernisation. Initially, the new WMS is implemented in parallel with the legacy system and integrated with the existing interfaces.
Once testing is complete, the switchover takes place in stages. It is only in later phases that subordinate systems, such as automated warehouses, conveyor technology, or AGV/FTS connections, are gradually replaced. This ensures operational reliability, predictable investment and future-proofing – without the need to interrupt live operations.
The retrofit principle
The GEBHARDT software modules ElseWare and StoreWare are based on a multi-stage modernisation concept comprising three core elements:
Phase 1: phased migration
First, the WMS software itself is modernised and integrated with the existing interfaces to ERP systems and automated warehouses. During this phase, the new system runs in parallel with the legacy system. Intensive testing phases ensure that the switchover occurs without disrupting live operations. Only after successful testing are the production processes gradually switched over to the new WMS.
Phase 2: modular integration
Following the stable roll-out of the new software, the step-by-step integration of subordinate systems takes place:
• Automated warehouse technology (e.g. high-bay warehouses, conveyor systems)
• Driverless transport systems (AGV/FTS)
• Shuttle and order-picking systems
This step-by-step migration reduces risks and enables continuous optimisation, as each stage is tested in ongoing operations before the next stage follows.
Phase 3: open architecture
Once modularisation is complete, an open, future-proof WMS is available.
Fig. 2: Illustration of the individual phases of a retrofit
The new architecture allows for the easy integration of future technologies, such as:
• Cloud services and IoT platforms.
• Sensors and data analysis for optimising material flows.
• Expansion with new warehouse or transport solutions without complex interface projects.
A clear advantage lies in the ability to control and test every single step. This ensures the warehouse remains productive at all times.
Benefits for operators and partners
For the operator, a software retrofit using this approach means:
• Minimised risk thanks to a phased migration and extensive testing phases before each migration step.
• Predictable investment costs by dividing the project into stages, rather than incurring high one-off costs.
• Continuous availability of all warehouse processes, as live operations continue without downtime during the migration.
• High flexibility for future technologies thanks to a modular, open system architecture that can be easily adapted and expanded.
For GEBHARDT, this approach offers:
• Visibility as an innovation partner in the WMS market through the implementation of modern, sustainable retrofit strategies.
• Practical relevance and credibility through successful projects in complex, live warehouse environments.
• Enhanced reputation as a provider of scalable, future-proof solutions with high integration capability.
Paving the way for the future: A look ahead
A software retrofit not only lays the groundwork for a smooth transition from legacy software to a modern system architecture, but also paves the way for continuous development, rapid response to market demands and the gradual digitalisation of intralogistics.
In a future-proof WMS, this means:
• Flexible integration of cloud services for scaling and cross-site control.
• Seamless IoT and sensor integration for real-time transparency and proactive fault detection.
• Data-driven optimisation of all warehouse processes through AI-supported analytics and machine learning algorithms.
• Easy expandability to include new technologies such as autonomous warehouse vehicles, robotics or dynamic shuttle systems.
Fig. 3: Thanks to the modular design, companies can introduce technologies step by step without jeopardising ongoing operations. Each extension is validated in test environments before being transferred to production in a controlled manner. This creates a future-proof architecture that can be flexibly adapted to new requirements.
GEBHARDT StoreWare
GEBHARDT StoreWare is a true all-rounder. This software solution integrates GEBHARDT’s Material Flow System (MFS), Warehouse Management System (WMS) and visualisation system within a single platform. Our customers benefit from a wealth of data, all of which is centrally available. The system is user-friendly and intuitive to operate. Each module of GEBHARDT StoreWare is also available separately.
This article was also published in 2026 in the book “Warehouse Management Systems”, edited by the Fraunhofer Institute for Material Flow and Logistics and published by Huss-Verlag.
