Mastering Odoo: The Ultimate Guide to Successful ERP Implementation & Optimisation

LinkedIn
X
Reddit

Table of Contents

1. Why did we create this guide?

This whitepaper was created for business leaders considering Odoo for their organisation. We’ll guide you through the essential steps to get your implementation off to a strong start and avoid common pitfalls. We aim to provide you with the tools and insights needed to ensure a smooth and successful transition.

Deciding to implement an Enterprise Resource Planning (ERP) system is one of the most transformative and impactful decisions a business can make. Choosing the right solution is critical to success, but ERP implementations are notoriously challenging. Gartner states, “More than 70% of recently implemented ERP initiatives will fail to fully meet their original business use case goals, and as many as 25% of these will fail catastrophically.”

However, when an ERP implementation is done right, it can unlock the three key pillars of business success: reduced costs, increased profits, and enhanced shareholder value. This is achieved by improving operational efficiency, driving revenue growth, and increasing shareholder value.

Odoo is a flexible and powerful ERP system designed to streamline operations, boost efficiency, and accelerate growth. But, like any major project, an Odoo implementation requires thoughtful planning, careful execution, and strategic alignment with your business goals.

Because many ERP implementations fail, we are including several case studies, including some that have gone wrong.  We want to help you understand what’s not so good about Odoo and acknowledge that we have made mistakes (or allowed clients to make bad decisions). 

We’ll begin by covering the importance of preparation: defining your business goals, assembling the right team, and conducting a thorough needs assessment. We’ll tell you what we think is good and bad about Odoo. Next, we’ll explain the value of a Proof of Concept (PoC), allowing you to test Odoo in a real-world environment with your business processes before committing to a full-scale deployment. You’ll also learn how to customise Odoo to fit your business needs without adding unnecessary complexity and how to integrate it with other applications.

To keep your project focused on success, we’ll introduce the Solution Summary Document, a blueprint that outlines key requirements, configurations, and customisations to ensure your implementation succeeds. We’ll highlight the importance of training and change management so your team is fully prepared to embrace the new system and guide you through the steps leading up to a successful Go-Live.

Finally, we’ll outline best practices for the post-implementation phase, including how to monitor performance, refine processes, and plan for ongoing support.

This guide will give you a strategic framework for implementing Odoo. By emphasising the importance of planning, testing, and aligning the system with your business needs, we’ll help you navigate the complexities of ERP deployment and set a solid foundation for success. With a proactive and strategic approach, you’ll avoid common pitfalls, ensure your Odoo implementation delivers measurable benefits, and position your business for long-term growth.

2. Introduction to Odoo

When Fabien Pinckaers created TinyERP in 2004, he probably didn’t imagine it would turn into the Odoo that we know today – a comprehensive, all-in-one Enterprise Resource Planning (ERP) software that offers a wide range of fully integrated business apps to automate and streamline multiple business processes. You can read about how Tiny ERP turned into Open ERP and then became Odoo here).

Odoo is suitable for businesses of all sizes, from startups to large enterprises, across multiple industries. Its modular approach enables companies to start with essential applications, such as accounting, inventory, sales, and manufacturing, and expand their capabilities as needed.  There’s a list of the Odoo apps here.

One of Odoo’s standout features is its open-source foundation, allowing businesses to customise the software to meet specific needs and integrate it with existing systems. Available in both Community (free) and Enterprise (paid) versions (see below), Odoo provides access to a vast ecosystem of applications that cover areas like Sales, Purchasing, Stock Mgmt, Manufacturing and Accounting. Its intuitive interface and mobile compatibility make it easy for teams to adopt, ensuring efficiency whether they are in the office, on the shop floor, in the warehouse, or working remotely.

Odoo is built on a modern technology stack, with Python (which is known for its simplicity and maintainability) as its core programming language. The front-end is powered by JavaScript, providing a dynamic and responsive user interface. This combination ensures that Odoo is both powerful and user-friendly, facilitating rapid feature development and offering an excellent user experience across devices.

The modular design of Odoo allows businesses to select and implement only the applications they need now, with the option to add more as they grow. Whether it’s Inventory management, Sales, Accounting, or project management, each module integrates seamlessly, ensuring efficient operation and improved collaboration.

Odoo is a cloud-first solution, and with Odoo Online, including hosting for no extra charge, it removes the need for complex IT setups. This makes it an ideal choice for businesses seeking cost-effective and hassle-free deployment.

In summary, Odoo empowers businesses to enhance operational efficiency, centralise data, and drive innovation. Backed by a vibrant community of developers, Odoo is continuously evolving, making it a powerful ERP solution for companies aiming to streamline their processes and support long-term growth

3. Odoo Editions: Community & Enterprise

Odoo is available in two versions: Community (CE) and Enterprise (EE) which share a common core.

Odoo Enterprise (EE)Odoo community (CE)
PricingSubscription (price per user)Free
HostingOdoo Online (free), cloud, on-premiseCloud or on-premise
AppsFull suite of integrated appsA few apps are not available in CE, others have limited functionality
(Odoo comparison page)
SourceCore is open source, with proprietary extra features and servicesOpen source
Add-onsYes, except with Odoo Online, free and paidYes, free and paid
SupportOdoo support is included in the subscription price.Fixes are available from GitHub
UpgradeIncluded in subscription (extra charges for customisation)Free upgrade tools are available

Odoo Community edition is fully open-source and free to use, offering a strong foundation for businesses keen to explore Odoo’s functionalities without paying license fees. You will probably need customisation or add-ons unless your requirements are very simple.  It’s particularly well-suited for small to mid-sized enterprises or those starting their ERP journey. 

The Enterprise edition delivers a comprehensive solution with enhanced features, support from Odoo, and advanced apps tailored for more complex business requirements. 

Odoo offers an upgrade path from Community to Enterprise, so if you are happy with your experience but want to switch, it should be straightforward (though this will depend on how many add-ons you are using). 

When deciding between the two editions, consider your budget, specific needs, capabilities and long-term objectives. Whether you choose the Community edition for a lower cost or the Enterprise edition for a fully supported experience, Odoo offers the flexibility to adapt and grow alongside your business.

Hosting

Odoo can be self-hosted (you download it and run it on your own server), or you can choose from a large number of different cloud hosting companies.  Odoo itself offers two options (for Enterprise only): Odoo Online, which provides free hosting but with no customisation allowed (except through Studio), and odoo.sh (from around €50 per month) simplifies the deployment of your ERP system and eliminates infrastructure concerns. We can advise you on the best option for your business.

A global ecosystem

Odoo has an extensive global community with nearly 50,000 third-party apps available in the Odoo App Store and partners in over 176 countries, enabling companies to extend the functionality of their ERP system to meet their specific needs.  However, you need to be aware that Odoo does not do any QA or review on apps, and the quality is quite variable (see below)

This community comprises thousands of developers and users actively contributing to Odoo’s continuous evolution. Whether you’re seeking solutions for specific challenges or looking to enhance your ERP investment, the Odoo community can help you to maximise the benefits of your implementation.

4. What is good about Odoo?

Modular & customisable

The primary advantage of Odoo is in its modular design. With around 50 core applications available, ranging from accounting and inventory management to sales, purchasing, human resources, manufacturing, and customer relationship management (CRM), Odoo provides exceptional flexibility. This modular structure allows businesses to implement only the apps they need, with the option to add more as they grow and evolve.

Odoo can be utilised in several ways: businesses can choose to use it without any customisation (which is a cost-effective option on Odoo Online), or utilise Odoo Studio for straightforward modifications, or opt for more extensive customisations and add-ons tailored to specific needs. While there is a vast marketplace of third-party add-ons available (see below), it’s important to note that their quality can vary.

Integrated business apps

In today’s interconnected business environment, integration between various systems is critical. Odoo stands out for its ability to integrate with various third-party applications, from e-commerce platforms like Shopify and accounting software such as Xero, as well as payment gateways and shipping services. This integration capability can give you a unified view of your operations and eliminate data silos. However, it’s important to understand that integration is never perfect, and it will not handle all use cases.  For example, many accountants in the UK love Xero, but the Odoo Accounting app is fully integrated and may ultimately be a simpler solution.

User friendly

Despite its powerful capabilities, Odoo maintains an intuitive and easy-to-navigate user interface, with a common look and feel. This helps reduce your team’s learning curve, ensuring quicker adoption and fewer disruptions during the transformation process.

Odoo Enterprise has a “responsive” user interface, meaning that it can be used on desktops, laptops, tablets and mobile phones through browsers such as Google Chrome (with PWA apps available). 

Cost-Effective & scalable

ERP systems are often associated with high costs, complex implementations, and lengthy deployment times. Odoo challenges this paradigm by offering a cost-effective solution that is accessible to businesses of all sizes. Odoo has one price for all the core applications. As of 2025, Odoo is charging €29.90 per user per month (on an annual contract) for the Enterprise Edition here in the UK (there is a cheaper option on Odoo Online for a single company without Odoo Studio, no APIs and no customisation or add-ons – but including free hosting). Odoo Community is free but has some functionality limitations (see below).   

As your business expands, Odoo scales with you. You can easily add new users, implement additional apps, or integrate more advanced features without a complete system overhaul. This scalability makes Odoo a future-proof investment, capable of supporting your business as it grows and evolves.

What other options are available?

SAP Business One is often seen as a competitor to Odoo.  Their licensing is much more complex than Odoo, but the cost is approximately a multiple of 2-4x per user.  Similarly, Microsoft Dynamics 365 Business Central pricing starts at around double the Odoo price.  Other more expensive ERP options include Netsuite, SAP S/4HANA,  and Oracle Cloud ERP.  Or it’s also possible to go for multiple specialised apps for Accounting, CRM, Logistics, etc.

5. What is not so good about Odoo?

Odoo is fully integrated across all its apps, but in most cases, the individual apps are not as good as “best-of-breed” software (e.g. CRM, eCommerce, Accounting, Planning, PDM, etc).  

  • This is why it is important to do a comprehensive feasibility study to review whether the functionality in Odoo is adequate for your business needs.
  • In some cases, it’s fairly straightforward to integrate Odoo with other applications (e.g. Shopify or Xero) though it is important to evaluate these connectors to ensure they meet your requirements (as with all add-ons). 

For large transaction volumes, a specialist may be needed to “tune” the database.  We can provide details of a successful project to optimise Odoo for Weezy, whose Odoo system had become unusably slow, particularly with barcode scanning.   

Odoo releases new versions every year, which is fine if you are on Odoo Online (no customisation), but adds complexity if you do have customisation.  It is normally recommended to upgrade when your release is no longer supported by Odoo (3 years), but it is possible to wait longer.  We can offer advice on this. 

Odoo documentation is getting better, but it is still lacking in some key areas, which is why it is important to get extra training and assistance   

Odoo itself is a young company, and many of its people are relatively inexperienced with ERP.  This may not matter if you have simple requirements, but it can be a problem if your business is more complex.  It can be very frustrating to be told that Odoo “is meant to work like that”, especially when you have invested a lot of money already on the assumption that it would work for your business.  

Odoo has a large number of partners.  It’s easy to become a partner (you have to pay, but you can earn commission).  However, it can be very frustrating for partners because (1) in many cases, you are competing against Odoo itself, and (2) it’s difficult to get support or assistance (even when you pay for a success pack).  

  • Odoo requires partners to have a certain number of employees who are certified (again, that costs money), but that of itself does not ensure that customers get a good service (the consultant assigned to your project may not be certified, or may have passed the test but lack experience).   
  • If you are not happy with your Odoo partner, it’s easy to switch, but the new partner will need to learn about your business and the configuration and any customisation (which will be easier if you have good documentation).  Switching is no guarantee of success: we know of companies that have switched multiple times!
  • In summary, the relationship between Odoo and its partners is largely transactional: partners pay Odoo both to be a partner and for support, but earn money from commission when their customers buy Odoo licenses.   ERP Talent is not an Odoo partner and so does not earn commission on Odoo licenses (full disclosure: Will Johnson was previously MD of an Odoo Gold Partner in the UK)   

6. Before starting your Odoo implementation

Implementing an ERP system like Odoo is a significant undertaking that can transform your business operations. To ensure a successful implementation, it is important to lay solid foundations. Below are four critical steps to prepare your business before you begin your Odoo journey.

Define your business goals: Aligning ERP objectives with business strategy

Before jumping into the technical aspects of Odoo implementation, it’s crucial to clarify your business goals. A feasibility study will help you ensure that these objectives are realistic and achievable with Odoo’s capabilities.

Key considerations:

  • Identify areas for improvement, like reducing order processing time or improving inventory accuracy.
  • Use the feasibility study to map your objectives to Odoo’s features and confirm whether it can support these goals.
  • Develop a business case, backed by feasibility study insights, to highlight the expected ROI and ensure Odoo aligns with your long-term vision.

Assemble the right team: Internal stakeholders & external partners

An effective ERP implementation requires the right mix of internal stakeholders and external experts. The feasibility study will help identify the necessary skills and resources required for a successful rollout.

Key considerations:

  • Internal team: Include department heads who know the existing processes inside out. Their input during the feasibility study is crucial for identifying where Odoo might need customisation.
  • Project manager: Appoint a project manager who can coordinate efforts based on the complexity and scope outlined in the feasibility study.
  • External partners: Work with experienced Odoo consultants who can interpret the findings from the feasibility study and guide system configuration and customisation.

Map existing processes: Understanding key workflows & pain points

Mapping your existing business processes is one of the most important steps in preparing for an ERP implementation. A feasibility study allows you to identify inefficiencies and determine whether Odoo can fully support your current workflows or if customisation will be required.

Key considerations:

  • Map out existing processes in detail, focusing on critical areas like manufacturing, purchasing, and inventory management. A feasibility study will help pinpoint gaps between your current system and Odoo’s capabilities.
  • Conduct a detailed comparison of how your current ERP handles key tasks versus how Odoo would manage them, ensuring that no critical steps are overlooked.
  • Use the feasibility study to identify processes that can be automated or improved, ensuring Odoo can support them effectively before committing to implementation.

Set clear KPIs: Establishing metrics for success

KPIs will help you measure the success of your Odoo implementation. The feasibility study plays a key role here, helping to establish achievable performance targets based on a thorough analysis of your existing systems and potential improvements.

Key considerations:

  • Set realistic KPIs, such as reducing lead times or improving data accuracy, informed by the feasibility study.
  • Use the study to determine whether these KPIs are achievable with Odoo, based on its capabilities and your business needs.
  • Regularly review and adjust KPIs during implementation, ensuring they stay aligned with the feasibility study’s findings and evolving business goals.

A feasibility study is an essential step in preparing for your Odoo implementation. It helps you map existing processes, compare them with Odoo’s capabilities, and assess whether the system is the right fit for your needs. By conducting a thorough feasibility study, defining clear objectives, and setting measurable KPIs, you lay a solid foundation for a successful ERP project.

Case Study – Why Odoo wasn’t the right fit: A UK electronics manufacturer’s costly lesson 

In 2021, a UK electronics manufacturer found itself at a crossroads. They had decided to replace their legacy ERP system, an outdated platform with no remote access, with Odoo, a modern, cloud-based solution. They selected Odoo for its user-friendly design in the expectation that it would support key processes (after seeing a demo from Odoo).

Company profile

Their customers place orders with them for custom electronics products.  They purchase the components and assemble the product.  It is a significant challenge to source the components, schedule the assembly, and then deliver to customers on time.  As with many businesses, it is critically important to respond to handle exceptions:  for example, if one single component is not available, the job cannot be started, so some of the other components could be released for another job.     

The company believed that Odoo would simplify their operations and improve efficiency, including the way that components are purchased, subcontracting, better reporting, a superior UI and remote access.

The ERP implementation project    

Unfortunately, they made a crucial mistake: they didn’t conduct a thorough feasibility study. The details of their current purchasing and allocation methods were not fully examined, nor were they compared to how Odoo would manage these processes. 

As the project progressed, a major setback occurred: the key user, who had deep knowledge of the legacy system and had led the Odoo evaluation, left the company. This created a knowledge gap that severely impacted the project. Customisations were developed, but they didn’t function as expected, and what was meant to be a smooth implementation became riddled with issues.

After two years and over £150,000 spent (including a prepayment for Odoo licenses for five years), management made the tough decision to abandon the Odoo implementation. Despite initial confidence in the new system, it became clear that Make to Order was too inflexible, and Odoo’s approach to MRP and MPS  was not suitable for the way they operate.  This is a common problem with Odoo – it looks very straightforward with a simple business model, but real businesses often have more complex needs.   

They also found that Odoo Studio would not allow them to do customisation in the way they wanted (it is a useful tool, but has significant limitations in certain areas and is not a substitute for doing development). 

They realised that, although Odoo’s demos were impressive, it wasn’t the right fit for their specific operational needs.   

Had they conducted a proper feasibility study at the outset, many of these problems could have been avoided. A feasibility study would have allowed them to deeply analyse their current system, identify critical requirements, and ensure that Odoo was capable of meeting their business needs before investing a lot of time and money into implementation. 

This hard-earned lesson underlined the importance of thoroughly evaluating any new system against existing processes before making a commitment, helping to avoid costly mistakes later on. 

7. The importance of a Proof-of-Concept (PoC)

In order to maximise the success of your implementation, it’s essential to validate that Odoo is the right fit for your organisation before committing to a full-scale deployment. This is where a PoC becomes invaluable.

What is a PoC, and why is it important for an Odoo implementation?

A PoC is a feasibility study, a trial run of the ERP system, tailored to your specific business requirements, conducted in a controlled environment. It allows you to test Odoo’s functionalities against your business processes and workflows, providing a hands-on evaluation of the system’s capabilities. The primary goal of a PoC is to demonstrate that Odoo can meet your operational needs and deliver the expected benefits before you proceed with a full implementation.  More information

Why is a PoC essential?

  • Risk mitigation: A PoC helps identify potential issues and challenges before they arise in a live environment, significantly reducing the risk of project failure.
  • Informed decision-making: By seeing Odoo in action, you can make more informed decisions about whether to proceed with the implementation or consider alternative solutions.
  • Customisation validation: A PoC allows you to test customisations and configurations specific to your business processes, ensuring they work as expected and do not cause unforeseen issues.

Benefits of conducting a PoC before full-scale deployment

  1. Validating system compatibility: A PoC ensures that Odoo’s functionalities align with your business needs. You can evaluate how well the system integrates with your existing infrastructure and whether it supports your specific operational requirements. This step is crucial for avoiding disruptions during full-scale deployment.
  2. Cost & time efficiency: Implementing an ERP system can be costly and time-consuming. A PoC enables you to identify any major roadblocks early, potentially saving significant resources. If the PoC reveals that Odoo is not a good fit, you can pivot your strategy without having incurred the full cost of implementation.
  3. Stakeholder buy-in: A successful PoC can help secure buy-in from key stakeholders, including senior management and end-users. Demonstrating how Odoo will work in your business environment helps build confidence and support for the project, which is crucial for its success.
  4. Clarifying requirements: The PoC process often highlights additional requirements or desired functionalities that were not initially considered. By identifying these needs early, you can refine your project scope and avoid costly changes later in the implementation process.
  5. Training & familiarisation: A PoC provides an opportunity for your team to get hands-on experience with Odoo. This early exposure helps users become familiar with the system, reducing the learning curve and improving user adoption when the system goes live.

How to design a PoC to test critical functionalities of Odoo

To get the most value from a PoC, it’s essential to design it effectively. Here’s how to structure your PoC to test the critical functionalities of Odoo:

  1. Define clear objectives: Start by identifying the key business processes and functionalities you need to test. This could include areas such as inventory management, sales order processing, or financial reporting. Establish clear objectives for what you want to achieve and measure during the PoC.
  2. Simulate real-world scenarios: Create test scenarios that reflect your actual business operations. This might involve processing a typical sales order, managing inventory levels, or running financial reports. Use real data whenever possible to see how Odoo handles your unique requirements.
  3. Include key stakeholders: Involve representatives from all departments that will use the system. Their feedback during the PoC is invaluable for identifying potential issues and ensuring the system meets their needs. This also helps in securing their buy-in for the full implementation.
  4. Test customisations & integrations: If you anticipate needing custom modules or integrations with other systems, include them in the PoC. This helps verify that these customisations function as expected and do not disrupt core system functionalities.
  5. Document findings & next steps: At the end of the PoC, compile a detailed report outlining what worked well, any issues encountered, and recommendations for the full implementation. Use this document as a blueprint for your deployment strategy.

A PoC is a vital step in the Odoo implementation process, providing a low-risk way to validate the system’s capabilities and fit for your business. By investing time and resources into a well-designed PoC, you can mitigate risks, streamline the implementation process, and ensure that Odoo will deliver the desired benefits. This approach sets a solid foundation for a successful ERP journey, ensuring your business achieves its strategic goals with confidence.

Case Study: How a Proof-of-Concept (PoC) helped a scaling startup assess Odoo’s viability

A fast-growing startup in London, with multiple sales channels, was looking for a scalable solution to streamline its operations. The company had been managing its business using spreadsheets, which had become cumbersome and inefficient as they grew. To address these challenges, they considered Odoo to simplify their processes, improve inventory tracking, and allow the management team to focus on strategy and growth.

Recognising the complexity of their needs, the startup opted to conduct a PoC to determine if Odoo was the right solution for their business. This strategic approach not only allowed them to assess Odoo’s capabilities but also triggered vital conversations around the solution design.

The role of the PoC in assessing Odoo’s viability

The PoC was conducted over a series of sessions, primarily with a senior member of the management team who had been managing the business using spreadsheets. This individual needed to get away from checking spreadsheets at the start of every day to focus on the company’s broader strategy and growth. The PoC centered on validating whether Odoo could replace the existing, fragmented systems and serve as a unified platform for the startup’s business needs.

The PoC addressed their multiple sales channels and focused on critical areas like inventory tracking, which included managing batch numbers and expiration dates. During these sessions, key users—those who were actively managing business operations through spreadsheets and other tools—were engaged to review Odoo’s workflow using real data. This hands-on approach allowed the team to evaluate how Odoo handled the startup’s unique challenges.

By using real-life scenarios and data, the PoC enabled the startup to test Odoo’s features in a way that reflected their day-to-day operations. Rather than assuming that Odoo could handle all aspects of their business, they took a practical approach by running specific tests to ensure compatibility with their processes.

Key outcomes & insights from the PoC

  1. Validation of Odoo’s fit: Through the PoC, the team confirmed that Odoo could effectively handle many of their business processes, particularly the management of inventory across various business channels. The workflows were tested and validated, giving the team confidence in Odoo’s ability to streamline these operations.
  2. Triggering important conversations: The PoC also sparked important discussions around the design of the overall solution. By engaging key users and reviewing their real-world challenges, the team was able to identify areas where Odoo excelled and areas where it fell short. This resulted in the decision to complement Odoo with frePPLe, an open-source planning solution that is integrated with Odoo and which could better address the demand and inventory forecasting. A subsequent frePPLe PoC was conducted to validate this additional tool also using real data.
  3. Minimising implementation time & complexity: The insights gained during the PoC significantly reduced the risk of missteps during the final implementation. The company was able to clearly define their system requirements upfront, streamline the integration process, and avoid unnecessary complexity. With key issues identified and resolved early on, the final implementation was more efficient and less time-consuming.

The PoC proved to be a vital part of the startup’s decision-making process. It allowed the company to validate Odoo’s suitability as a technology, engage in meaningful discussions about system design, and identify any gaps before fully committing to implementation. By involving key users and using real data, the company was able to ensure that the system was aligned with their operational needs, minimising the overall implementation time and complexity.

In the end, the PoC not only confirmed that Odoo was a good fit for many aspects of their business but also highlighted the need for complementary solutions, ensuring a more robust, tailored solution that supported the company’s rapid growth.

8. Configuring & customising Odoo

Odoo has a comprehensive suite of applications, but every business has its own unique processes and challenges.

To ensure the system aligns with your specific business needs and that it enhances (rather than complicates) your operations, it’s essential to review what configuration is needed and whether you need customisation.  

  • Some people will tell you that you should never customise Odoo, others might advise you to do customisation that is not really necessary for your business. 
  • It’s important to approach this logically to get what’s best for your business.    

Identifying the Odoo apps that you need

Odoo’s modular structure allows you to select and implement only the applications and features that are relevant to your business. It’s crucial to start by identifying the core apps that support your primary operations. These typically include:

    • Sales & CRM: For managing customer relationships, sales pipelines, and orders.
    • Purchasing
    • Inventory & Manufacturing: To manage inventory flows, production processes, and logistics.
    • Accounting & Finance: For managing invoices, payments, and financial reporting.
    • Project management
    • Human resources (HR): To handle employee records, payroll, and performance tracking.

Steps to identify the right apps:

  1. Map out business processes: Document the key processes in your organisation and identify which apps support each process.
  2. Engage stakeholders: Consult with department heads and key users to understand their functional needs and pain points.
  3. Prioritise needs: Focus on essential apps first and plan for additional features in subsequent phases to avoid over-complication.

Tailoring Odoo workflows to match your business processes

Once you have selected the necessary Odoo apps, the next step is to tailor the workflows to fit your operations. Odoo provides a flexible framework for customising workflows, forms, and reports. This flexibility allows you to replicate your existing processes within the system or to optimise them where necessary.

Key areas for workflow review:

  • Sales order process: Customise the sales process stages, approval workflows, and notifications to align with your sales strategy.
  • Inventory management: Adjust stock movement rules, automated reordering points, and warehouse configurations to match your logistical needs.
  • Accounting: Setup your Chart of Accounts and analytic accounts, configure tax rules, financial periods, and reporting templates to comply with local regulations and internal reporting standards.

Steps for effective workflow customisation:

  1. Review existing processes: Conduct a detailed review of your current processes to understand what works well and what needs improvement.
  2. Use Odoo Studio: Leverage Odoo Studio, a built-in tool that allows non-technical users to customise forms, fields, and workflows without coding.
  3. Use the testing environment: Implement and test custom workflows in a testing/staging environment before deploying them to the live system to ensure they function as expected.

Best practices for customisation without over-complicating the system

It’s important to avoid over-complicating the system. Excessive customisation can lead to increased costs, longer implementation times, and a more complex system that is harder to maintain and upgrade.

  1. Start simple: Begin with the standard features and only customise where there is a clear business need. Often, standard Odoo functionalities can be adapted to suit most requirements with minor tweaks.
  2. Avoid heavy custom coding: Use Odoo’s built-in tools like Studio for simple customisation, or check whether configuration or hidden features might help. Reserve custom coding for scenarios where no other solution exists, and ensure it is well-documented.
  3. Focus on user experience: Customisations should simplify processes for users, not add unnecessary steps. Ensure that all changes are intuitive and enhance productivity.
  4. Plan for upgrades: Customisations should be designed to be upgrade-friendly. Odoo regularly releases new versions, and heavily customised systems may face challenges during upgrades. Minimise code changes to core apps to facilitate smoother transitions.
  5. Document everything: Keep detailed records of all customisations, including the rationale, implementation details, and any dependencies. This documentation is invaluable for training, troubleshooting, and future enhancements.
  6. Source code: As a customer you should insist on having access to the GitHub repository that contains the source code for your customisation. 

Customising Odoo to fit your business needs is a crucial part of the implementation process. By carefully selecting the right apps, tailoring workflows, and following best practices, you can create a system that supports your unique operations while remaining user-friendly and maintainable. Remember, the goal of customisation is to enhance efficiency and streamline processes, not to complicate them. With the right approach, you can leverage Odoo’s flexibility to build a powerful, customised ERP solution that drives your business forward.

Our experience with customisation

It’s all too easy to embark on customisation full of optimism based upon rather vague ideas about how Odoo could be made to work better.  The biggest challenge is that you have at least three different groups of people involved:

  1. Key Users – who know what they currently do, and what they want, and who will be asked to do User Acceptance Testing to confirm that the customisation works correctly.
  2. A Business Analyst who attempts to document the requirements and proposed solution, and will then need to test it.
  3. Developers who will need to do the technical design, write the code and do unit testing

A good Functional Requirements Document (FRD) will tie this all together and build the foundation for successful customisation.  

  1. It describes the current and proposed workflow and business objectives (with a flowchart if it is helpful)
  2. It lists the Use Cases and expected results
  3. The proposed solution is described with screenshots 
  4. Database changes are listed
  5. The technical solution is summarised.
  • The key user(s) should be able to understand and validate the first three items.
  • The key user(s) should confirm that the Use Cases are correct and complete
  • The developers must understand the use cases, proposed solution and database changes and use that to write the Technical Solution.
  • The Business Analyst must review the Technical Solution (or there may be another role for a senior developer to check that this matches the requirements)    

What often happens is that the FRD is too confusing for the key user(s), but rather than challenging or asking questions, they will approve it in the expectation (hope) that what is delivered will be what they want, and if it isn’t, then fixes/changes will be done.

  • If it has been quoted as “Fixed Price” there will probably be a dispute when these changes/fixes are requested.
  • If it is being done as “Time & Materials”, the changes/fixes may be done, and it will probably go over budget, which will become an issue later.
  • The worst outcome is that there are multiple iterations of changes and fixes, and the cost keeps escalating.

Another common problem is that the developer doesn’t actually understand the FRD and writes code based on their own assumptions and past experience.  Sometimes this is actually successful, but (unsurprisingly) it often doesn’t end well.

To be frank, this is one of the biggest risks of offshoring (or outsourcing) development, and it makes it all the more important that the FRD is used properly.   

  • From personal experience, we can confirm that if you don’t ensure that the FRD is fully reviewed and understood by the key user(s), this creates huge problems, right up to the failure of the project.
  • Likewise, we have learned that allowing developers to start coding without a good understanding of the solution to be developed is a big mistake!         

Case study – Allan J Hargreaves: leveraging Odoo for a plant equipment company in Lancashire

Allan J Hargreaves Plant Engineers Ltd (AJH) design, manufacture and upgrade plant equipment for the rail and construction industry, so safety and traceability are critical.  The company enhanced its operational efficiency and productivity by leveraging Odoo for inventory management, field service, manufacturing, and purchasing processes.

Integrating SolidWorks CAD with Odoo

AJH were already using SolidWorks for product development and computer-aided design (CAD). A third-party connector was deployed to seamlessly transfer Bills of Materials (BoMs) and drawings from SolidWorks to Odoo. This integration streamlined data flow and ensured accuracy and real-time updates across systems.

Customisation was done to attach the latest version of CAD drawings to purchase orders in Odoo when they were emailed to suppliers. This meant that the purchasing teams and suppliers knew exactly what was needed and the correct parts were ordered.

This significantly reduced miscommunications and errors, improving efficiency of manufacturing processes. By combining Odoo’s comprehensive ERP functionalities with the advanced design capabilities of Solidworks, AJH improved its operational workflows and positioned itself for future growth. This integration highlights the power of tailored solutions in driving business success and the value of customisation in achieving specific organisational goals.

Linking multiple Odoo apps (Projects & Manufacturing)

Another part of the Odoo solution was to create a project (from a template) for upgrading these machines and then customisation was developed to add the functionality to create a linked Manufacturing Order for the project and Work Orders for selected project tasks.

  • This made it easier to visualize the whole project, whilst also using Bills of Material for the parts and other standard Odoo Manufacturing functionality.
  • A third-party add-on was used to show the sub-tasks more clearly

Assets & Field Service

  • Machines are tracked as “assets” throughout their working life, including in the Odoo Field Service app.
  • Field Service Worksheets were utilized to record who had done what, and to generate documents with signatures.

9. Odoo Add-Ons & third-party modules

Odoo has many tens of thousands of third-party add-ons. 

  • Remember that add-ons are not available if you are using Odoo Online for hosting.  You can switch to odoo.sh or another hosting platform (at extra cost) if needed, though this can be a little complex due to the extra intermediate versions that are only available for Odoo Online (e.g. if you are on v18.2, that won’t be available on odoo.sh and extra effort would be required to install it for third-party hosting). 
  • Third-party add-ons may only be available for Enterprise or only for Community (or may work on both), and only for some versions (e.g. for v17 and not v18).  Also, it’s important to understand that whereas all the core Odoo apps are designed to work together, it would be impossible to test an add-on with all other add-ons, and there may be conflicts.
  • If you wish to upgrade to a new Odoo version, you will normally have to purchase add-ons again for the new version, and there may not be an upgrade script.  However, it is also possible that the old version will work with minor changes and/or the new version will not need an upgrade script. 

Most add-ons can be found on the Odoo app store, but Odoo does not do any quality assurance or checking, and you will find that some are poor quality (or copies of other apps).  

Many add-ons are very inexpensive, but the more complex add-ons will cost €500 – €1,000.  Typically, they come with 90 days of support, after which you will need to pay either for an extended support agreement or by the hour. A few add-ons are charged monthly (including support).

  • If you are interested in the more expensive add-ons, you may be able to get temporary access to a test database to evaluate them.  Otherwise, you will have to rely on the documentation, screenshots and videos that are available.

The Odoo Community Association (OCA) has its own app store, and generally, these add-ons are of good quality (as well as being free).  Normally, these have been developed by OCA members such as CamptoCamp and Akretion, sometimes for one of their customers, and will have been designed for the Community edition.  Bugs and enhancement requests are logged in GitHub (and you can view this to check status).  You may be able to evaluate OCA add-ons on runboat or you can download them and test them.     

Some Odoo partners will refuse to install add-ons because of the variable quality and the complexity of dealing with third-party developers, or may use them but take on support directly.

ERP Talent will be happy to advise you on using add-ons, and we can share our experiences (good and bad).

10. Integrating Odoo with other systems

You may have existing systems (such as Shopify, Xero or CAD) that you need to continue using, or you may have decided that you need other systems alongside Odoo (such as advanced planning tools).  Integrating Odoo with these systems provides an automatic flow of information across your business operations. A well-integrated ERP system ensures that data from various sources is synchronised, enhancing visibility and improving decision-making. This section provides an overview of Odoo’s integration capabilities, how to assess your integration needs, and common challenges you may encounter during the process.

Key integration features:

  • APIs: Odoo provides a robust RESTful API that allows developers to connect Odoo with other software applications, enabling custom integrations tailored to your business needs.
  • Built-in integration:  including DHL and other shipping providers, plus Amazon.
  • Third-Party connectors: Odoo’s ecosystem includes numerous third-party connectors that facilitate integration with popular tools, such as payment gateways, eCommerce platforms, accounting and CRM systems (see below).
  • Data import/export: Odoo supports importing and exporting data in various formats (e.g., CSV, Excel), which can be useful for migrating data from legacy systems.

Assessing integration needs

Before embarking on your Odoo implementation, it’s crucial to assess your integration needs. Understanding which systems require integration and how they interact with your core business processes will guide your integration strategy.

Common systems to integrate:

  • CRM systems: If you use a separate CRM, integrating it with Odoo can ensure that customer interactions and sales data are consistent across platforms.
  • eCommerce platforms: For businesses selling online, integrating eCommerce platforms (like Shopify or Magento) with Odoo enables automatic updates of inventory levels, order processing, and customer information.
  • Accounting software: If you currently use a different accounting solution, integrating it with Odoo can streamline financial reporting and ensure that all financial data is centralised (but using Odoo Accounting will be simpler)
  • CAD systems like SolidWorks can be integrated with Odoo so that you have an updated Bill of Materials and even the drawings (see Case Study above) 
  • Marketing tools: Integrating marketing automation tools can help you track customer engagement and lead generation efforts more effectively.

Steps to assess integration needs:

  1. Identify key systems: List all systems currently in use and their functionalities.
  2. Evaluate data flow: Determine how data flows between these systems and identify any gaps that Odoo could fill.
  3. Engage stakeholders: Consult with team members from different departments to understand their integration needs and pain points.

Common challenges & how to overcome them

While integrating Odoo with existing systems can provide significant benefits, it’s not without challenges. Being aware of these challenges can help you prepare and address them effectively.

Common integration challenges:

  1. Data quality issues: Inconsistent or outdated data can lead to integration failures. Ensure that the data is cleaned and standardised before integration.
    • Solution: Conduct a thorough data audit to identify and resolve discrepancies before the integration process begins.
  2. Complexity of legacy systems: Older systems may not support modern integration methods, making it difficult to establish connections.
    • Solution: Evaluate whether legacy systems need to be updated or replaced. Sometimes, investing in a new solution may be more beneficial than trying to integrate outdated systems.
  3. Resistance to change: Employees may be resistant to adopting new systems or workflows.
    • Solution: Listen to the users and understand the business needs (which may not be the same as what the users want). Communicate the benefits of integration clearly and provide training to help users adapt to the new processes.
  4. Technical limitations: Some systems may have limitations that hinder integration, such as a lack of APIs or support.  Odoo’s own APIs are comprehensive and powerful, but deep knowledge of Odoo is required to understand how to utilise them effectively and efficiently.
    • Solution: Engage with experts who can help you overcome these limitations, whether through custom development or alternative solutions.  Ensure that “edge cases” and large volumes are tested, and be aware that a badly-written interface could create severe performance problems.
  5. Testing & validation: Inadequate testing can lead to integration issues post-deployment.
    • Solution: Develop a robust testing plan that includes end-to-end testing of all integrated systems to ensure everything functions as expected.

Integrating Odoo with your existing systems is a strategic move that can enhance your overall operational efficiency. By understanding Odoo’s integration capabilities, carefully assessing your integration needs, and addressing common challenges proactively, you can ensure a smooth and successful integration process. The goal is to create a cohesive, integrated set of applications empowering your business to make informed decisions and operate more effectively.

 

Case Study: A manufacturer’s journey with Shopify & Odoo across multiple countries

After a quick evaluation (due to an urgent deadline), this global haircare and skincare company selected the most popular Shopify / Odoo connector for use in one of their international businesses.  

Unfortunately, they encountered several challenges with the design and performance of the connector.

One factor was their decision to use variants (colour/size) in Shopify but not in Odoo.  Technically, this worked, but some functionality was lost – products had to be created separately in both systems, so replacing an automatic function with a manual process that was prone to human error.   

It also became clear that this connector had not been designed to support the Shopify Fulfilment Network (a service whereby Shopify’s logistics partners hold stock and arrange delivery) ,and this required additional customisation to be done by the developers of the add-on.  

As the number of transactions grew (especially around Black Friday), this highlighted some issues with odoo.sh, and Odoo had to intervene to force the software vendor to redesign some elements of the connector.

There were also operational issues which caused stock balances in Odoo and Shopify to be different, which created problems in the Connector when processing orders.    

With hindsight, many things should have been done differently.  It was a mistake to assume that the best-selling connector would have full integration functionality, and it was probably unwise to assume that the interface would work smoothly without using variants in Odoo.  

 

Case Study: An e-commerce company using Odoo APIs without understanding them

This company employed a third-party to integrate its Order Management System with Odoo.  This created huge performance issues within Odoo, preventing users from accessing the system.  

After review by experts, it became clear that the connector was calling the same API repeatedly to update multiple fields individually, rather than one call for multiple fields.  At the start of the implementation, the order volume was relatively low, so the poor performance was not noticed, but as this increased, the system became extremely slow at certain times of the day, which turned out to be when the API was running.

Based on recommendations from these experts, the third-party developers were able to rewrite their interface and the performance problems were solved.         

11. Documenting the Odoo Solution

Problems caused by a lack of documentation 

Anyone who has worked on an ERP implementation will be aware that consultants and developers usually prioritise immediate deliverables over writing documentation. People prefer to jump on calls and address issues in real-time rather than invest the time needed to create detailed documents. This makes it difficult for the organisation to maintain a clear understanding of project requirements, workflows, and customisations. Vital information is often lost, leading to confusion and miscommunication later in the project lifecycle.

Customers frequently resist paying for documentation, viewing it as an unnecessary expense rather than an essential component of the implementation process. This can lead to documentation being neglected, especially if budgets are tight. Sometimes documentation is left until later or is rushed, incomplete, or inadequate.  It may be missing critical details, which will impact the project’s success and create challenges in user training, system upgrades, and ongoing maintenance.

The absence of comprehensive documentation can become particularly problematic:

  • When key stakeholders leave the project, their insights, decisions and knowledge are not adequately recorded for future reference. 
  • If a new technology partner is appointed, the lack of documentation can lead to significant knowledge gaps and continuity issues. 
  • When new team members join, they may struggle to understand the existing system, its configurations, and the rationale behind certain decisions. 

This can result in costly mistakes, duplicated effort, and prolonged project timelines when someone new eventually works to piece together the fragmented information. 

Ultimately, the failure to prioritise documentation not only jeopardises the initial investment but also hinders the organisation’s ability to adapt and thrive in an ever-changing business environment. The cumulative effect of these issues can significantly undermine the effectiveness of the ERP system and hinder the organisation’s ability to achieve its strategic objectives.

ERP Talent’s approach to documentation 

In the ever-evolving landscape of ERP implementations, our approach at ERP Talent might be distinctly “old school,” emphasising the importance of comprehensive documentation as a cornerstone of successful projects. 

While many Odoo consultants may focus on speed and immediate problem-solving, prioritising quick fixes over thorough understanding, we believe that a well-documented process is vital for long-term success. Our commitment to detailed documentation ensures that every aspect of the project, from requirements gathering to system configuration, is meticulously recorded. This practice not only facilitates clear communication among stakeholders but also creates a valuable reference for future enhancements and troubleshooting.

Having said that, there are many modern tools available for documentation.  This does not have to be a Word or Google Doc; if you are willing to invest in something like gluu for Business Process Management (BPM).

This dedication to thorough documentation sets us apart from many of our competitors in the Odoo consulting space. While others may tout their ability to deliver rapid results with minimal paperwork, we firmly believe that neglecting documentation can lead to misunderstandings, increased costs, and project delays down the line. By prioritising comprehensive documentation, we equip organisations with the tools they need to navigate their ERP systems confidently, ensuring continuity even when key stakeholders leave or when upgrades are necessary. Our approach reflects a deep understanding of the complexities involved in ERP implementations, allowing us to provide clients with a level of service and reliability that less diligent consultants simply cannot match.

Creating a solution summary document for Odoo implementation

We strongly recommend a Solution Summary Document to support your Odoo implementation process, serving as a comprehensive blueprint that aligns your business objectives with the capabilities of the Odoo system. This document not only facilitates a smoother implementation but also ensures that all stakeholders are aligned on expectations and requirements.

The purpose & benefits of a solution summary document

The primary purpose of the Solution Summary Document is to provide a clear, detailed overview of how Odoo will be tailored to meet your business needs. It acts as a reference point throughout the implementation, ensuring that every aspect of the project remains focused on achieving the desired outcomes.

Benefits include:

  • Clarity & alignment: By detailing business requirements and expected functionalities, the document ensures that all stakeholders, from management to end-users, have a shared understanding of the project’s objectives.
  • Risk mitigation: Clearly outlining configurations and customisations helps identify potential issues early, allowing for proactive solutions and reducing the likelihood of project delays.
  • Foundation for training: The document serves as a basis for training materials, ensuring that users understand how the system will work in relation to their specific roles and responsibilities.

Key components

A well-structured Solution Summary Document should include several key components:

  1. Business requirements
    • A detailed description of the business processes that Odoo will support. This should include workflows across departments such as sales, finance, inventory, and customer service.
    • Specific objectives that the implementation aims to achieve, such as improved efficiency, better reporting capabilities, or enhanced customer satisfaction.
  2. Configurations
    • Details on the standard configurations that will be set up in Odoo, including user roles, permissions, and any specific settings that need to be adjusted to align with your business processes.
    • A list of key apps that will be utilised, such as Sales, CRM, Inventory, and Accounting, along with an explanation of their relevance to your operations.
  3. Customisations
    • An overview of any custom features or modifications that will be necessary to meet specific business needs. This could include bespoke reports, user interface adjustments, or additional workflows that are not supported out of the box.
    • Documentation of how these customisations will be developed, tested, and integrated into the system.
  4. Integrations
    • A clear outline of any third-party systems or applications that need to be integrated with Odoo. This includes eCommerce platforms, CRM systems, or accounting software.
    • Assessment of integration requirements, including data flow and communication protocols between systems.

How a solution summary sets the foundation for successful implementations

The solution summary document plays a pivotal role in ensuring that your Odoo implementation is successful. By providing a detailed roadmap of what needs to be achieved, it:

  • Guides project execution: With clearly defined objectives and requirements, the project team can effectively allocate resources, manage timelines, and track progress against milestones.
  • Enhances communication: The document serves as a communication tool, keeping all stakeholders informed and engaged throughout the implementation process. Regular updates can be made to the document as the project evolves, ensuring everyone is aligned.
  • Facilitates change management: As new processes are introduced, the Solution Summary Document helps prepare employees for changes by outlining what to expect from the new system. This can be invaluable in creating training programs and support materials that aid in user adoption.

Creating a comprehensive Solution Summary Document builds a strong foundation for the Odoo implementation process. By clearly defining business requirements, configurations, customisations, and integrations, this document not only lays the groundwork for a successful project but also helps ensure that the new system aligns with your business objectives. Investing time in this document will pay dividends by facilitating a smoother implementation, reducing risks, and ultimately supporting your organisation’s growth and efficiency.

12. Hosting & Infrastructure

It’s tempting to believe that a cloud ERP such as Odoo simplifies hosting to the point that you don’t need to think about it.  That’s partially true, but unfortunately, it’s far from unknown for Odoo customers to run into serious problems with performance.

  • Odoo Online includes free hosting, but you have to remember that you are using a shared server, and there is no guarantee that scheduled jobs (sometimes called CRON jobs) will run at the correct time.  Odoo also sets limits on how long scheduled jobs can run, and if they exceed this, they will be ended without warning.
  • Most companies on Odoo.sh will also be using a shared server, with the same limitations.  It is possible to pay for a dedicated server, but the cost is prohibitive.
    • Odoo pricing for odoo.sh is based upon the concept of “workers” rather than memory or processor power.  This means that upgrades are somewhat inflexible (and the first extra worker is a doubling in price)  
  • The above two options do not provide true High Availability, though in practice, your Odoo instance will usually continue working with minimal interruption even if the server fails.
  • If you need true High Availability and more control (or are using Odoo Community edition), you should consider self-hosting or (more likely) providers such as AWS or Google.  In addition, there are specialist providers for Odoo hosting.

We have worked on several projects for companies suffering from chronic performance problems with Odoo.

Switching hosting providers to improve Odoo performance

Sometimes it’s best to switch from odoo.sh to a specialist hosting provider to get more granular control over server configuration at a lower cost. Due to the complexity of their requirements and the number of interfaces, Odoo.sh was sometimes unacceptably slow for this startup. The solution was in two parts: helping them to optimise their customer order interface (developed by a third party) and switching the server hosting.        

Case Study – Weezy’s VC-fueled quick-commerce chaos with Odoo  

Another, more complex and urgent project was for Weezy, a startup that was disrupting UK grocery delivery with sub-15-minute delivery times in London. Rapid scaling with 700 staff, multiple warehouses, and thousands of orders pushed Odoo to its limits. Barcode scanning lagged, inventory tracking fell back to pen and paper, and customer experience suffered. We deployed a crack team to refactor the codebase, upgrade infrastructure, and streamline operations. It worked. Weezy was sold to Turkish rival Getir for over £100m in 2021. Unfortunately, Getir then dropped Odoo as they had their own system and then exited the UK market in 2024. 

13. Project Management

Project Management is essential for any project (whether it’s constructing a building or implementing an ERP system).  A good Project Manager (PM) adds real value and reduces risk, whereas a bad PM can endanger the project.  

Project plan

It’s essential to have a project plan with all the tasks and a timeline that is kept updated.  This can be done in a spreadsheet or in an app, or many Odoo partners will use Odoo itself (with invoices created based on timesheets recorded by consultants). 

Some projects have Go-live dates that are regarded as business critical (e.g. the start of a new financial year or the shutdown of an old system).  This creates added risk, but if it is managed well, it can be beneficial because it forces users to focus on what is really essential, leaving things that are “nice to have” for later.   

Issue list & Scope changes

All projects have Issues.  These can be gaps that need to be addressed, problems encountered during the implementation, new requirements, etc. They need to be listed, with 

  • Criticality and urgency
  • Available options
  • Decision
    • Mitigation/ Workaround
    • Scope change 

It’s common to have scope changes during an implementation, and critical to ensure that these are properly managed, bearing in mind:

  • Extra cost and impact on the budget.
  • Extra time required and impact on the project plan timeline/go-live date.
  • Risks (either of making the change or not making it).
  • Impact of delaying the change.

Status report

For small to medium projects, this report needs to be brief and concise, focusing on:

  1. Work done
  2. Work planned
  3. Sign-off or approval that is needed from the client.
  4. Issues (with current status)
  5. Scope changes
  6. Timeline (with changes highlighted)
  7. Budget (with any potential overruns highlighted)

Taking the time to think about all of this – and document it – should be very valuable for the PM.  And (crucially) anyone reading the report should be able to tell whether the PM understands the project.  

If you (as the client) have doubts about this, you should raise it with the PM and/or management. Some key problems are:

  • Status reports that contain old information and new information mixed up together.
  • Too many words but a lack of clarity (to be frank, this may be a sign that the PM is hiding bad news).
  • Untidy and unfocused reports   

The report needs to be shared with all key stakeholders.

Status review meetings

These can be extremely useful if done well.  They should be kept brief and focused on progress, identifying open issues, any “blockers” and risks to the budget or timeline.  Participants need to have read the status report and be ready to make decisions or take action as required.  These decisions and actions need to be documented to avoid confusion and misunderstanding, and should be reviewed at the next meeting.

A successful project is a joint undertaking and the PM should be the ‘glue’ that brings together the project team, the client and the users.

14. Training and user adoption 

Implementing a new system like Odoo is not just about technology; it’s also about people. Ensuring that your team is well-prepared and supported is crucial for a successful deployment. This section outlines how to prepare your team, best practices for training and how to manage the changes and the resistance you may encounter.

Preparing your team for the new system

Successful Odoo implementation requires your team to understand the new system and how it will impact their daily operations. Preparation is key to minimising disruption and maximising the benefits of the new ERP system.

  1. Identify key users: Start by identifying key users who will become champions of the new system. These individuals should represent various departments and functions, as they will play a crucial role in facilitating communication and training within their teams.
  2. Develop a change management and communication plan: You need to know how the transition to Odoo will be managed. This plan should include timelines, key milestones, and communication strategies to keep everyone informed.
  3. Communicate early & often: Transparency is vital. Keep your team informed about the reasons for the change, what to expect during the transition, and how it will benefit the organisation. Regular updates can help alleviate anxiety and even build excitement around the new system.

Best practices for training & user adoption

Effective training ensures users feel confident and competent in using Odoo. Here are some best practices to consider:

  1. Tailored training programs: Develop training sessions tailored to different user roles. Each department will have unique needs, so focus on the specific functionalities that will benefit them most.
  2. Alternate training methods: Incorporate different training methods, such as hands-on workshops, online tutorials, and written documentation. This approach caters to different learning styles and allows users to absorb information in ways that work best for them.
  3. Encourage hands-on practice: Allow users to engage with Odoo in a controlled environment before going live. This could involve a sandbox environment where they can experiment without affecting live data.
  4. Provide ongoing support: Establish a support system that users can use post-implementation. This could include a help desk, FAQs, and user guides. Regular follow-up sessions also help reinforce learning and address any ongoing questions.
  5. Gather feedback: Encourage users to provide feedback on the training process and the system itself. This feedback can be invaluable for refining training materials and identifying any additional support needed.

Managing change & addressing resistance

Change can be met with resistance, and addressing this proactively is key to successful implementation. Here are strategies for managing change effectively:

  1. Acknowledge concerns: Listen to your team’s concerns or anxieties about the new system. Acknowledging these feelings shows empathy and can help build trust.
  2. Highlight benefits: Clearly explain the benefits of the new system, both for the organisation and for individual users. Help them understand how Odoo will make their jobs easier and more efficient.
  3. Involve employees in the process: Involving employees in the implementation process can foster a sense of ownership. Encourage them to share their insights during the planning, training, and testing phases, which can help them feel more invested in the new system’s success.
  4. Provide strong leadership support: Leaders must strongly support the new system implementation. Employees need to be encouraged to embrace the change and actively participate in training.  Sometimes this will need to go beyond encouragement to insisting that the change is happening and employees must be ‘on board’.  
  5. Monitor & iterate: After the implementation, continue to monitor user adoption and system performance. Be prepared to adjust based on feedback and challenges, demonstrating your commitment to continuous improvement.

Training and user adoption are crucial components of a successful Odoo implementation. By preparing your team, following best practices for training, and addressing resistance to change, you can foster a positive environment that encourages user adoption and maximises the benefits of your new ERP system. Investing in these areas will smooth the transition and help ensure that Odoo delivers the expected returns on investment, ultimately driving your business forward.

Case Study: Supporting Datumpin’s self-implementation with tailored Odoo training

Datumpin is a pioneering embedded intelligence company focused on improving the uptime and reliability of complex industrial equipment. It serves global customers across industries such as water and semiconductors. They had begun using Odoo and were making good progress, but they realised they needed expert guidance to get the most out of it. A key goal was to build up their Odoo expertise rather than being dependent on an Odoo partner.

To achieve this, we developed a tailored training and implementation program. This included an on-site visit to their manufacturing facility, where we conducted a series of workshops. These sessions focused on reviewing the bills of materials (BOMs) and checking product availability dates, defining manufacturing routes, and ensuring they could efficiently manage their operations within Odoo. The result was a more self-sufficient team, fully equipped to maximise the system’s potential and streamline its manufacturing processes.

‘’Thank you for an excellent start to our Odoo training and mentoring with ERP Talent, it was precisely the style, content and approach that I wanted.’’ 
Phil ChandlerPrincipal Engineer

15. Planning your Odoo Go-Live

The Go-Live phase marks a significant milestone in your Odoo implementation journey. It’s the point at which your team begins using the new system in real time, making it crucial to ensure that everything is meticulously planned and prepared. This section outlines the final preparations needed before going live, details a comprehensive Go-Live checklist, and emphasises the importance of having support and troubleshooting plans in place.

Final preparations before going live

Before you switch on Odoo for your entire organisation, several critical preparations need to be completed to ensure a smooth transition:

  1. Data migration: Ensure that all necessary data has been accurately migrated from your old systems to Odoo. This includes verifying that data integrity is maintained and that all essential information is accessible in the new system.
  2. User access & permissions: Confirm that user roles and permissions are properly configured in Odoo. Each team member should have access to the features and information relevant to their job functions.
  3. Testing: Conduct thorough testing to ensure that all functionalities work as expected. This includes running through key business processes and scenarios to identify any issues that must be addressed before going live.
  4. Training completion: Ensure all users have completed their training sessions and feel confident using the new system. Address any lingering questions or concerns they may have.
  5. Communication: Keep communication lines open leading up to the Go-Live date. Remind all team members of the transition schedule and what they can expect on the day of the switch.

Creating a detailed Go-Live checklist

A well-organised Go-Live checklist can help ensure that nothing is overlooked during the transition. Here are some key items to include:

  1. Data validation
    • Confirm data accuracy and completeness.
    • Ensure all relevant data has been migrated and is accessible.
  2. System configuration
    • Verify that all system settings align with business requirements.
    • Check that customisations and integrations are functioning as intended.
  3. User readiness
    • Ensure all users have completed training.
    • Confirm that user roles and permissions are properly set up.
  4. Testing completion
    • Conduct final system tests to confirm functionality.
    • Review results and address any remaining issues.
  5. Backup plans
    • Establish a backup of all critical data and system configurations.
    • Prepare contingency plans in case of unexpected issues during Go-Live.
  6. Support & resources
    • Ensure that support staff are available to assist users on Go-Live day.
    • Distribute user guides and resources for quick reference.
  7. Post-Go-Live follow-up
    • Schedule follow-up meetings to assess user experience and address any issues that arise post-implementation.

Ensuring support & troubleshooting plans are in place

Even with thorough preparation, challenges can arise during the Go-Live process. Having a solid support and troubleshooting plan is essential to address these issues effectively:

  1. Establish team: Assign a dedicated support team to handle questions and troubleshoot problems during the initial Go-Live period. This team should be well-versed in Odoo and familiar with your organisation’s specific configurations.
  2. Communication channels: Establish clear communication channels for users to report issues or seek assistance. This could include a dedicated support email, chat system, or help desk ticketing system.
  3. Rapid response protocols: Develop protocols for how quickly issues will be addressed. Users should know that their concerns will be taken seriously and resolved promptly.
  4. Post-Go-Live review: Schedule a review meeting after the Go-Live period to assess how the transition went, discuss any problems encountered, and gather feedback for future improvements.
  5. Continuous support: Ensure ongoing support is available beyond the immediate Go-Live phase. Regular check-ins with users can help identify areas for further training or adjustments to the system.

Planning your Odoo Go-Live is a critical step that requires thorough preparation and attention to detail. By ensuring final preparations are complete, creating a detailed Go-Live checklist, and establishing robust support and troubleshooting plans, you can facilitate a smoother transition to your new ERP system. With the right strategies in place, you’ll set the stage for a successful Odoo implementation that enhances your business operations and drives growth.

16. Post-Implementation best practice

Once your Odoo system is live, the focus shifts to optimising its performance and ensuring that it continues to meet your business needs. The post-implementation phase is crucial for realising the full potential of your ERP investment. This section outlines key best practices for monitoring system performance, gathering user feedback, fostering continuous improvement, and addressing support and maintenance considerations.

Monitoring system performance & user feedback

  1. Regular performance reviews: Establish a routine for monitoring system performance, including response times, uptime, and any issues that arise. Use Odoo’s built-in analytics tools to track performance metrics and identify areas for improvement.
  2. User feedback mechanisms: Create channels for users to provide feedback on their experiences with the system. This could include surveys, suggestion boxes, or regular check-in meetings. User insights are invaluable for identifying pain points and areas needing adjustment.
  3. Engagement with key stakeholders: Regularly engage with stakeholders to discuss the system’s impact on their operations. This not only helps gauge satisfaction levels but also fosters a sense of ownership among users, encouraging them to contribute to ongoing improvements actively.

Continuous improvement: Refining processes & adding new apps

  1. Identify areas for improvement: Use the feedback gathered to pinpoint inefficiencies or challenges within the current system. Focus on refining workflows and processes to better align with evolving business needs.
  2. Evaluate additional apps: As your business grows, consider integrating additional Odoo apps that can enhance functionality. Regularly assess whether new apps, such as advanced reporting tools, project management, or industry-specific solutions, could add value.
  3. Frequent training & support: Provide ongoing training sessions to update users on new features or functionalities. This not only boosts confidence but also helps maximise the system’s capabilities.
  4. Stay informed about updates: Keep abreast of Odoo’s updates and new releases. Regular updates can introduce enhancements and features that improve system performance and user experience.

Support & maintenance considerations

  1. Dedicated support resources: Ensure that users know where to turn for help. Clear communication about support resources, whether from an internal IT team or an external support partner, is essential.
  2. Maintenance schedule: Develop a regular maintenance schedule to perform updates, backups, and performance checks. Proactive maintenance can prevent issues before they arise and ensure the system runs smoothly.
  3. Documentation & knowledge sharing: Maintain comprehensive documentation of system configurations, customisations, and processes. This resource can be invaluable for troubleshooting and onboarding new team members.
  4. Plan for scalability: Your ERP needs may change as your business evolves. Regularly review your system’s scalability to ensure it can adapt to growth or shifts in business strategy.

Post-implementation is a vital phase that should not be overlooked. By monitoring system performance, actively seeking user feedback, and committing to continuous improvement, you can ensure that your Odoo system remains an asset to your organisation. Moreover, addressing support and maintenance considerations will help you sustain system efficiency and effectiveness over time. Embracing these best practices sets the foundation for long-term success, enabling your business to fully leverage Odoo’s capabilities.

17. Upgrades & maintenance

Odoo system maintenance

Core system

Your Enterprise subscription includes support from Odoo, but in our experience, this will not always help you to solve your problems.  In part, this is because Odoo will make design decisions based upon what they consider to be “best practice” and that may conflict with how you operate, so you may need some advice from an Odoo expert either to advise on workarounds or to assist Odoo to understand the issue.

Customisation   

If customisation has been implemented correctly, maintaining the Odoo system after deployment should require minimal effort.  However, poor (or missing) documentation and inadequate testing can change that so that you will need support.  

Third-party add-ons

Odoo itself offers maintenance for third-party add-ons, priced at €16 per 100 lines of code per month, which is not really affordable, especially if you have thousands of lines of code. 

  • The add-on vendor may offer support on an ad-hoc basis or a contract.  Or it may be possible to address bugs on a case-by-case basis with a responsive developer to manage costs effectively.

Support costs

Some companies attempt to sell costly maintenance packages and service-level agreements (SLAs) for Odoo.  In our experience, these are not attractive to Odoo users, but they can be a way to budget for your Odoo system, especially if you have some flexibility in how you use the services you are purchasing.   

Odoo upgrade process

New versions of Odoo are normally released every 3 years, and Odoo provide support and fixes for three versions, so (for example) Odoo 16 was released in October 2022 and support will end in October 2025.  

In practice, older versions tend to be more stable, so you can choose not to upgrade if you don’t need the features in the newer versions, but you won’t get support from Odoo.

Odoo provides an upgrade service (included in the cost of your Enterprise subscription). This is only available about 3 or 4 months after the release of the new version, so (for example) if you want to upgrade from v16 to v19, you should probably plan for that in early 2026. 

There are some important differences depending on the hosting platform you use.

Odoo Online

  • No customisation is allowed, so upgrades are straightforward.  
  • You should probably upgrade regularly and Odoo will not allow you to stay on old versions for too long because the servers are shared. 
  1. Request a test upgrade
  2. Check the results (if you find problems, report them to Odoo, and you may have to do another test upgrade).
  3. Request the production upgrade (which will require some planned downtime).
  • Odoo has special intermediate versions for Odoo Online (e.g. 18.1 in January 2025, 18.2 in March 2025).  These are not available on other platforms
  • Fixes are automatically installed by Odoo, normally on Monday morning.

Odoo.sh hosting

  • As with Odoo Online, odoo.sh has a built-in option to request an upgrade (Odoo documentation) and the process will be similar to the self-hosted or third-party hosting (see below) 
  • Fixes are automatically installed by Odoo, normally on Monday morning. 
  • Typically, Odoo will stop supporting older versions on odoo.sh around 5 years after release, meaning that you have to upgrade or switch to another hosting platform.

Self-hosted databases & third-party servers like Google Cloud, AWS & Digital Ocean

  • For other hosting platforms (or self-hosted), an upgrade request can be made (Odoo documentation), and fixes are not automatically installed but are available.

If you have customisation or third-party add-ons, the upgrade process is more complex (for odoo.sh / self-hosted / AWS etc.):

  1. Check the new release to identify changes and the impact on customisation and add-ons.
    • Review bugs in GitHub for the new release
  2. Contact vendors for third-party add-ons to check on availability for the new version (you will have to buy the add-on again).
  3. Estimate the effort and risk of upgrading
    • Some customisation may be incompatible with the new version, and extra effort could be required to re-design or redevelop.
    • It may be possible to drop some customisation or add-ons (either because it is no longer essential or there is new functionality that can be used). This is a great opportunity to try to simplify your Odoo setup!
    • For third-party add-ons if there is not a new version available:
      • it may be possible to find someone else to make the changes or
      • you might be able to select another add-on.
  4. Decide whether to upgrade now.  
  5. Request a test upgrade
  6. Changes to customisation and add-ons (you could start this earlier.
  7. When the Test Upgrade is complete – test this with the changes in a new GitHub repository.
  8. Rework/report problems to Odoo.
  9. Request another test upgrade (this may be needed even if there are no problems because Odoo does make changes to the upgrade scripts, so if the rework and testing take several weeks, this is the safer option).
  10. Request a production database upgrade.
    • Downtime will be required.
    • The new versions of customisation and third-party add-ons must be deployed at the same time.
    • Key users should check that the new version is working correctly for critical processes.    

As a general rule, the cost of the upgrade typically amounts to around one-third of the initial customisation price. 

By adhering to this structured process, we ensure that your Odoo upgrade is efficient, cost-effective, and tailored to your business needs, enabling you to take full advantage of the latest features and improvements available on the platform.

18. In conclusion

As we wrap up this guide to a successful Odoo implementation, let’s recap the key points that will help ensure your ERP journey builds a strong foundation for the future of your business.

Recap of Key Points

  1. Understanding Odoo: It’s important to recognise the strengths and weaknesses of Odoo.  It is a low-cost cost versatile and scalable ERP solution that can help you to enhance operational efficiency, but you need to understand how it can work best for your business.
  2. Prepare accordingly: Before diving into the implementation, it’s important to define your business goals, assemble the right team, conduct a feasibility study, and establish clear KPIs.  These steps set the foundations for success.
  3. The importance of a Proof-of-Concept (PoC): Conducting a PoC allows you to validate the functionality and how to adapt Odoo to meet your specific business needs.
  4. Odoo configuration is important, and expertise will help to avoid costly mistakes. 
  5. Customisation & integration: Decide whether you need to tailor Odoo to fit your business processes and integrate it with existing systems.  Getting this right is critical (too much customisation can be a costly mistake, but sometimes it is the only way to deliver a working system, in which case it needs to be done properly).
  6. Project management: Project management, supported by clear planning, issue tracking, scope control, concise reporting and focused review meetings, is critical to reducing risks and ensuring project success.
  7. Training Odoo is user-friendly and quite simple, but your team will need training to use it effectively, and we recommend Live Training that is tailored to your business
  8. Change management & planning for Go-Live: Switching from an older system (or spreadsheets) requires planning to reduce risk.  A well-structured go-live plan, complete with checklists, ensures a smoother transition to the new ERP.
  9. Post-Implementation best practice: The early days of your ERP system can be critical.  There will (most likely) be problems, but we can help you find solutions quickly.  If you encounter system performance problems, these need to be addressed.  You need to listen to users and address issues before people lose confidence in the system.

Final advice for a successful Odoo journey

Define your objectives clearly, involve key stakeholders from the outset, and be open to adjustments as you learn from each phase of the journey.

Why you should take advantage of strategic planning & professional guidance from ERP Talent

Professional guidance can make all the difference to your Odoo journey. Partnering with ERP Talent brings you experience, insights and expertise to enable you to be successful. Our experienced consultants specialise in helping you to make Odoo fit your unique requirements and ensuring that best practices are followed throughout the implementation process.

Choosing ERP Talent means you benefit from a dedicated team that understands how business works in multiple sectors and the intricacies of Odoo and what it can (and cannot) do. We don’t just implement solutions; we help you maximise the platform’s potential to drive efficiency and growth.

Your Odoo implementation is not just a project, it’s a transformative opportunity for your business. With careful planning and the right support from ERP Talent, you can utilise Odoo to enhance productivity, grow your business and support continuous improvement. Let us join you on this journey and discover how an effective ERP system can significantly benefit your organisation.

The UK's Premier Odoo Training Company

Contact us today to discuss your Odoo training & consulting needs
Book Consultation

Join the ERP Talent network

We help businesses hire pre-vetted, on-demand ERP Talent from anywhere in the world.

Hire ERP Talent
Apply as Talent
Hire ERP Talent
Hire ERP Talent
Scroll to Top