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Odoo ERP implementation for a global tech company
The customer aimed to shift from SAP and several custom solutions to ERP software that could support most of their business processes, making their operations more efficient. Itransition analyzed the customer’s unique requirements and implemented Proof of Concept using Odoo software, covering the processes related to accounting and procurement. After validating the platform’s capabilities, we proceeded with a full-scale implementation, configuring workflows and introducing advanced customization tailored to the customer’s needs and objectives.
80%
of targeted workflows automated
75%
of core business processes migrated and standardized
3-4 weeks
change-request cycle, down from 7-9 weeks
4x
increase in active system users
Engagement model
About the customer
Our customer is a global tech company that offers a wide range of cloud services, AI-powered infrastructure tools, content delivery solutions, and security services for digital products. With over a decade of experience and an international client base across finance, healthcare, media, telecom, and other sectors, the company helps businesses keep their digital services scalable, reliable, and efficient.
Industry
Software & Hi-tech
Company type
Private
Headquarters
Europe
Business size
600+ employees
The challenge
Our customer relied on a combination of SAP, BambooHR, and custom systems to manage multiple business operations. While being functional, the IT environment was difficult to evolve: customizations were time-consuming and involved complex workarounds.
As the company expanded, it was important to have a system that supported business processes end-to-end and could be easily adapted to changing requirements.
Besides that, the company had to deal with the following roadblocks:
- Uncertainty around selecting the right SAP alternative
- Internal resistance to change among employees
The solution
At a glance
Itransition’s team proposed a solution built on Odoo software, migrated most of the accounting and procurement workflows as part of the POC implementation, and carried out the full system setup and customizations for accounting, sales, procurement, inventory and warehouse management, HR, reporting, and other business workflows.
Proof of Concept
The project started with Itransition’s team evaluating several platforms as potential SAP alternatives, focusing on functional coverage, adaptability, total cost of ownership, and the ability to support end‑to‑end business processes. The shortlisted solutions included Oracle NetSuite, Microsoft Dynamics 365, and Odoo. Particular attention was paid to integration with existing cloud‑native systems and user adoption, as internal resistance to change was a known challenge. Odoo stood out due to its modular architecture, end‑to‑end process visibility, and comprehensive functional scope. Its flexibility, intuitive user experience, and support for phased adoption made it well-suited to the customer’s fast‑evolving business model, while avoiding the rigidity and legacy complexity typical of other ERP platforms.
To showcase Odoo’s capabilities and achieve greater efficiency than the previous system, we started with a PoC focused on key workflows. After a thorough discovery phase, we configured the following processes in Odoo:
- Invoice management, including the registration, recognition, and processing across PDF, PNG, JPEG, and paper formats
- Accounting data configuration: account charts, journals, default accounts settings, and adaptation of accounting reports to company standards
- Procurement management, including purchase orders, inventory routes, and asset tracking
The customer was highly satisfied with the POC results, which demonstrated greater efficiency and convenience through shorter process cycles and optimized workflows.
Odoo setup & customization
While working with the customer on the requirements, Itransition’s Odoo expert team acted as consultants, recommending ways to execute certain workflows more effectively and efficiently, making them more convenient for end users.
Then we performed a full-scale Odoo implementation, combining the platform’s out-of-the-box capabilities with deep customization to fully cover core business operations – accounting, invoicing, sales, purchasing, inventory and warehouse management, HR, and reporting.
Due to the customer’s highly specific workflows, our team carried out extensive work to adapt standard Odoo processes, ensuring all functional requirements and automation needs were fully addressed:
- One-click intercompany transactions: automatic generation of intercompany sales orders based on a user’s selection of a location, ensuring that corresponding documents are created in the related company within the same group and remain fully linked and updated in real time.
- Bank statement processing: automatic matching of bank transactions to partners using external data sources, ensuring accurate records without manual reconciliation.
- Asset accounting automation: rule-based asset creation and lifecycle management, reducing manual effort for high-volume entries.
- Advanced invoicing workflows: support for both standard and custom invoicing scenarios, automated invoice intake from third-party systems, and additional validation controls to minimize the risk of errors.
- Accounting report generation: automatic generation of structured, calculated, and enriched with specific fields audit-ready reports with pre-processed information, ensuring accurate and complete information is available for auditors without manual downloading, Excel processing, or data preparation.
- Complex service orders logic implementation: extensive customization of Odoo’s Subscription functionality to align with the customer’s workflow, including a tailored approval process, numerous PDF reports with various logic, and dynamically controlled print blocks based on form selections, ensuring full process alignment beyond standard out‑of‑the‑box capabilities.
- Inventory data upload optimization: streamlined execution of inventory operations within a single system, replacing previously manual processing across multiple tools and enabling the same workflow to be completed in just two clicks.
- Automated project processes: seamless linking of Jira and Odoo that allows the mass reservation of products for projects (which is creating a new data center and filling it with the necessary equipment), synchronized data exchange, and real-time status tracking. It allows the customer’s teams to monitor product availability and project progress in a single place, while all operational processes and data synchronization are handled behind the scenes in Odoo.
- Automation of the service sales: standardizing the entire process and creating approval requests by migrating Word‑ and Excel‑based workflows to Odoo, ensuring consistent accounting and strict control points so that each Service Order passes all required stakeholder approvals before it can be sent to the client for signature.
- Resale processes configuration: automatic launch of the document chain upon sales order creation, when a client purchases equipment, triggering corresponding vendor orders and requiring only user confirmation to proceed.
- Integration with 10+ third-party systems, including Adyen payment system, Fixer for getting currency rates, with banks, customized available modules, Bamboo HR, NetBox for managing network infrastructure, the customer’s custom systems, and Jira.
- PayPal integration customization: retrieving partner information based on specific settings via the transaction ID, resolving the previous inability to directly access transaction data, and ensuring consistent handling of standard transactions, refunds, and disputes.
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The outcome
Itransition has partnered with the customer to build a highly customized Odoo-based system tailored to unique requirements and ever-evolving business processes. Through continuous enhancements and workflow updates, we ensure that the platform consistently delivers optimal operational efficiency.
Introducing the Odoo-based system resulted in:
01
Elimination of many manual operations and accelerated invoice processing, from 10 days to just 4 days, due to greatly increased automation coverage in the accounting sector
02
Less time for data preparation for C-level executives thanks to unified, consolidated reporting in the same system across departments
03
High user satisfaction and active contribution, keeping the project dynamic and successful: more than 120 users rely on the system now, compared to just over 30 users before migrating to Odoo.
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