How a marketing agency automated their project billing with Odoo

Project Fact Sheet

The challenge – expensive tool-zoo hinders operations and business overview 

Our customer decided to implement Odoo in order to overcome the following pain points: 

• Various standalone solutions with high license fees: Our customer struggled with using and managing numerous stand-alone solutions, each collecting high license fees. This not only increased costs but also hindered the seamless management of their operations.
• Lots of overhead due to manual data transfer between systems: Our customer faced difficulties due to the absence of integrations between their various systems. As they used isolated solutions for each business process, they had to transfer data manually which was cumbersome, prone to errors and increased operational complexity.
• Missing the big picture: The absence of a centralized system meant that our customer had scattered data across multiple platforms, making it challenging to obtain a comprehensive view of their business information.
• Disconnection between Sales and Project Management: Our customer faced challenges because their sales and project delivery processes were not well connected. This caused problems with budget allocation for project tasks, as it wasn’t linked to sale orders or time tracking. As a result, they had internal communication issues and were less efficient in fulfilling customer orders.

The solution – replace redundant stand-alone solutions & create fully integrated processes

We implemented Odoo 15 for our customers as their single source of truth to unify processes and integrate existing systems into one:

• Custom Odoo App for Budget Allocation: We helped our customer in optimizing their project management by developing a custom Odoo-based budget allocation solution. This specialized module automates the creation of distinct project tasks with predefined budget allocations when certain products or services are sold. This enabled our customer to effectively oversee multi-team projects, maintain precise cost tracking, and adapt to fixed pricing models. It also provides them with the flexibility to adjust budget allocations at both the project and task levels to accommodate customer preferences.
• Automated Order-to-Invoice Processes for Various Product & Invoicing Types: We aided our customer in establishing an efficient flow of transactions from order placement to invoice creation and delivery.  Through the customization of billing intervals for subscription products and the automation of billing processes – including the generation of annual subscription invoices – we enabled them to reduce their high manual overhead and enhance process accuracy.
• Integrating Sales and Projects: We leveraged the connectivity of Odoo’s apps to enable seamless data flows between the sales and project teams. This ensured that critical data was seamlessly handed over across lead-to-invoice workflows, ultimately resulting in more efficient project delivery. 
• Odoo Salesforce Integration: We helped our customer integrate Salesforce with Odoo to maintain access to their existing CRM data and seamlessly centralize it all in one single system.

The result – full overview, reduced operational cost & efficient project delivery 

After switching to Odoo, our customer rapidly realized significant benefits:

• Unified solutions & significant cost reduction: Our customer achieved significant cost reductions by consolidating multiple platforms into a single centralized system, replacing various expensive standalone solutions with Odoo. This transition not only minimized expenditures but also facilitated access to data and eliminated the need for excessive manual work.
• Gain full Business overview: Consolidating all customer data into a single system provided our customer with a comprehensive overview. It optimized their way of working as all information was unified within a single system, eliminating the fragmentation across various data sources like CRM and invoicing systems and subsequently reducing any inaccuracies or high manual overhead.
• Connecting Sales Processes & Project Delivery: As a result of a both custom budget allocation solution and Odoo’s own connectivity features, our customer was able to not only connect sales and project management but also automate associated processes from billing to invoicing. This enhanced delivered project times and reduced both the risk of errors as well as high manual overhead.
• Improved Reporting Functionalities: Our customer further benefited from a unified data source, as it enabled robust reporting capabilities. This allowed for a comprehensive and interconnected view of leads, billing, and the entire workflow from lead generation to invoicing.