° IT service provider, Germany
An IT service provider moved from Odoo Enterprise to Community, eliminated per-user licence costs and now runs its whole business in one system: sales, sprints, client portal, accounting, payroll, documents, its own infrastructure and AI users with clearly set rights.
The starting point
The company ran Odoo Enterprise and paid a licence for every user, so the system grew more expensive with every new hire. The client portal was a separate application that synchronised tasks with Odoo, and keeping both in step cost more effort than it saved. E-mails to clients came from yet another service, and servers were tracked outside the ERP.
What we changed
Switch to Community
We migrated the company from Odoo Enterprise to Community, with all data and customisations. Since then, there have been no per-user licence fees.
Sales and projects
Sales runs through one pipeline, from the first contact in the CRM to quote, order and invoice. Projects run in sprints on a sprint board, time is tracked with a timer and weekly timesheets, and quotes and documents are signed in Odoo.
Client portal and support
The client portal was rebuilt inside Odoo: clients see their tickets, approve an estimate before work starts, sign quotes and buy hour packages. Support e-mails become tickets.
Accounting and payroll
The complete accounting lives in Odoo: bank transactions arrive through a live bank connection, the VAT return (Umsatzsteuervoranmeldung) is prepared and checked in Odoo, and the annual financial statements (Jahresabschluss) come from the same data. Dunning, fixed assets with depreciation, budgets and cash flow planning are part of it, and payroll is exported to DATEV.
Documents, website and infrastructure
Documents are stored in Nextcloud and linked to Odoo, and the company website runs in the same Odoo. Servers, containers and backups are managed in Odoo, and findings from patch monitoring become tasks.
AI users
AI users work in Odoo alongside the team. For each of them the company decides which information in Odoo they may access and who they may talk to.
The result
- ° Odoo runs with no licence per user, migrated from Enterprise with all data.
- ° Projects on a sprint board, with time tracked by timer and weekly timesheets.
- ° Bank transactions arrive live; VAT return, annual statements and cash flow planning come from the same data.
- ° The client portal is part of the same system, with nothing to synchronise.
- ° Servers and backups are managed where the projects are, and findings become tasks.
- ° AI users with clear rights: what information they see and who they talk to.
Services
What it looks like in everyday work
The workflows of this project as they run in Odoo, shown with example data from our demo systems.
A task moves from the backlog into the sprint, the timer records the hours in the weekly timesheet, the customer approves the result in the portal and the hours are invoiced by effort.
Before the period is closed, checks find what is missing, the advance VAT return figures are filled in, the ELSTER file is created for upload and the tax office's debit is matched automatically.
New transactions arrive from the bank automatically, Odoo suggests the matching invoice, all clear matches are reconciled in one step and rules post the rest, until the bank and the books agree.
Before and after
Before
- Odoo Enterprise, with a licence per user
- Client portal as a separate application, synchronised
- Client e-mails from another service
- Servers tracked outside the ERP
After
Odoo
- CRM and sales
- Sprint board and time tracking
- Client portal and support
- Accounting, advance VAT returns, annual statements
- Payroll, documents and website
- Infrastructure
- AI users with rights
Connected to
- Bank: live transactions
- Nextcloud: documents
- Mailbox: support e-mails become tickets
- DATEV: payroll export
Next step
Ready to take the first step?
Tell us where it hurts in a free initial consultation, or try Odoo yourself first.