ERP for the Hardware & Service Equipment is essential for a Saudi Arabia–based industrial company that provides end-to-end onsite support services, including fault diagnosis, board replacement, UPS testing, preventive maintenance, cleaning, and system startup. As their service footprint and operational scale grew, managing day-to-day activities across sales, procurement, inventory, projects, and finance became increasingly complex.
To streamline operations, QWY implemented Odoo ERP to unify core business functions into a single integrated system, reducing manual effort, improving visibility, and supporting scalable growth while maintaining high service quality.
Business Challenges
As the organization expanded, several operational challenges began to surface:
- Heavy dependence on manual processes for sales, purchase, inventory, and accounting.
- Time-consuming workflows that slowed down decision-making.
- Higher chances of errors and data mismatches.
- Limited flexibility and customization in their existing software.
- An outdated user interface that affected usability and productivity.
Recognizing that their existing tools could no longer support future growth, the company decided to move to a modern, scalable ERP platform.
Solution
The company partnered with QWY Software to implement Odoo ERP, customized to align closely with their operational and service-driven business model. QWY worked collaboratively with the client to understand their workflows and configured Odoo to support both operational efficiency and financial accuracy.
The implementation covered the following key modules:
Sales Management
- Customer service management
- Quotation and order processing
- Seamless integration with CRM, Inventory, and Accounting
- Improved visibility into sales pipelines and customer interactions
Purchase Management
- Request for quotation (RFQ) handling
- Purchase approvals and order tracking
- Goods receipt and batch management
- Billing and purchase returns
Accounting & Compliance
- Accounts receivable and payable
- Journal entries and cost center management
- Configurable payment terms
- Advance payments and settlements
- Trial balance, Profit & Loss, and Balance Sheet reporting
- Saudi Phase 2 ZATCA compliance, statutory reports, and tax readiness
Inventory Management
- Real-time stock tracking and valuation
- Stock picking and packing workflows
- Mobile-enabled warehouse operations
Contacts Management
- Centralized customer and supplier database
- Improved communication and relationship management
Expense Management
- Project-linked expense tracking
- Budget vs. actual cost monitoring
- Automated approval workflows
- Real-time insights into project profitability
Project Management
- Better visibility into ongoing service projects
- Improved collaboration and accountability
- Faster, data-driven decision-making
- Seamless integration between operations, finance, and teams
Customizations & Technical Highlights
- Odoo 18 Enterprise implementation
- Cloud-based deployment
- Custom workflows and approval logic
- Automated alerts and email notifications
- Custom document templates across modules
- Fully configurable system aligned to business needs
Training & Deployment
QWY ensured a smooth transition by conducting hands-on training sessions for the internal teams. The deployment was carried out in a phased and structured manner, with continuous post-go-live support to address operational challenges and ensure maximum adoption.
Results & Impact
The ERP implementation delivered tangible business improvements:
- Streamlined Operations: Sales, purchase, inventory, projects, and finance now operate on a single platform.
- Improved Financial Accuracy: Automated accounting reduced errors and improved compliance.
- Better Inventory Control: Real-time visibility helped optimize stock and reduce delays.
- Scalability: The system easily adapted to growing service volume and operational complexity.
- Faster Decision-Making: Centralized data enabled quicker and more confident business decisions
Conclusion
This Odoo ERP implementation helped streamline the organization’s core operations by bringing sales, purchase, inventory, projects, expenses, and accounting into a single, integrated system. The shift reduced manual effort, improved data accuracy, and enabled faster, more informed decision-making across teams. With better inventory control, smoother service execution, and reliable financial reporting, the business is now well-positioned to scale while maintaining its commitment to quality and service.
QWY Software, headquartered in Trivandrum, Kerala, brings extensive experience in delivering ERP solutions across industries such as manufacturing, trading, retail, logistics, e-commerce, and service-based businesses. With expertise in Odoo implementation, Odoo customization, consulting, mobile app development, AI-driven solutions, and custom software services, QWY continues to help organizations modernize operations and achieve sustainable growth. Businesses looking for a reliable ERP partner can connect with QWY Software to explore solutions tailored to their unique operational needs.
