Odoo Customization for Workflow Migration

I need to migrate from Tradify to Odoo. I have the workflows mapped out and know what needs to be done, I require someone to build it before we start with the implementation and adoption phase.

Odoo Modules Required:
- Sales
- Inventory
- Accounting
- Projects

Customization Needed in:
- Sales processes
- Inventory management
- Projects

Ideal Skills and Experience:
- Proven experience in Odoo implementation and customization
- Strong understanding of sales and inventory workflows
- Ability to translate mapped workflows into functional Odoo modules
- Excellent problem-solving skills and attention to detail

Here is a more detailed brief:

Your Industry - Electrical Contracting & Renewable Energy
Describe your needs -
We are an electrical contracting and solar installation company based in South Africa. Our work consists of approximately:
• 50% solar installations (multi-day to multi-week projects, typically R50k – R1m)
• 30% electrical service jobs
• 20% maintenance contracts / SLAs
Our team is currently around 10 people and we expect to scale to roughly 20 staff in the near future.
We are looking to implement Odoo as the operational backbone and single source of truth for the business.
Current Software Stack
• Xero – accounting (we would like to keep this)
• Tradify – job management and technician workflow
• Various manual processes and spreadsheets
Tradify works well for technician reporting but has major limitations around automation, procurement workflow, and inventory management.
Detailed Workflow (Required System Behaviour)

1. Inquiry Intake

Inquiries come from:
• Website form
• Email
• Phone calls

Email and website inquiries arrive in a shared Outlook mailbox.

Required system behaviour

When an inquiry is received:
1. Create a record automatically in Odoo CRM
2. Assign a unique inquiry / ticket number
3. Send automatic reply email

Example auto-reply:

Thank you for your inquiry.
We have received your request and our team is reviewing it.
We will contact you shortly.

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2. Job Creation

An administrator contacts the client to:
• Gather details
• Arrange a site assessment if required

Virtual Site Assessment (Important)

We currently use a Google virtual site assessment form but it is rarely used.

We would like Odoo to:
• Send a branded digital site assessment form
• Client completes the form
• Submitted data automatically populates in the Odoo job

This should eliminate many physical site visits for residential systems.

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3. Scheduling Required

The coordinator:
• Schedules the assessment
• Assigns a technician.

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4. Scheduled

When scheduled:

The system should automatically send emails to:
• Technician
• Client

Including:
• Appointment date
• Time
• Site details.

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5. In Progress – Site Assessment

Technician arrives at the client and:
• Uploads photos
• Adds site notes
• Uploads measurements
• Records findings

Currently this is done in Tradify notes.

Required behaviour

Technician submits a Job Service Report (JSR).

When the job status moves to Quote Required:

The system should automatically:
• Notify the sales team
• Assign the job to a salesperson

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6. Quote Required

Sales builds the quote using:
• Existing quote templates
• Product library
• Supplier pricing.

Quote must be approved by a technical person before sending.

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7. Quote Sent

Client receives:
• Quote document
• Panel layout
• System design
• Finance options (if applicable).

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8. Quote Accepted

When client accepts the quote:

System should automatically:
1. Send “Thank you for your order” email
2. Request deposit payment
3. Move job to Awaiting Deposit
4. Notify procurement team

Message to procurement should indicate:

Quote accepted – awaiting deposit. Prepare for ordering.

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9. Stock Ordering & Processing

Procurement:
• Requests stock from suppliers
• Generates Purchase Orders
• Tracks incoming deliveries.

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10. Stock Receiving

Stock arrives at our store.

Requirements:
• Barcode scanning
• Stock receiving
• Inventory allocation to project.

Sometimes large items (solar panels) are delivered directly to the client site.

Even in this case:

Stock must still be allocated to the project in Odoo inventory.

We are open to using barcode scanners in vehicles if required.

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11. Stock Fully Received

When all project materials are received:

The system should automatically send the client an email:

All project materials have been received.
Our team will contact you shortly to schedule installation.

Alternatively this can trigger when the job moves to Scheduling Required.

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12. Installation Scheduling

Coordinator:
• Plans installation teams
• Confirms dates with client.

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13. Scheduled Installation

System should send:
• Confirmation email to client
• Job assignment to technicians.

Also send automatic reminder email one day before the appointment.

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14. Installation Work

Technicians:
• Log time worked
• Upload progress photos
• Submit daily progress reports.

We track:
• Billable hours
• Non-billable hours.

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15. Additional Work Requests

Sometimes clients ask for additional work while technicians are on site.

Technicians must be able to:
• Create a Quote Request from mobile
• Sales team should be automatically notified.

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16. Completion of Installation

Technicians upload:
• Compliance test results
• Final installation photos.

Job moves to COC Required.

Manager reviews and issues Certificate of Compliance.

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17. Quality Call

Coordinator calls the client to confirm satisfaction.

If client is satisfied:

Job moves to To Be Invoiced.

When status changes:

System automatically sends a Google Review request email.

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18. Invoicing

Invoice is generated and sent to client.

Invoices must sync to Xero.

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19. Post-Installation Automation

For solar installations:

System should automatically create a service reminder.

One year after installation:

Send automated email:

Your solar system is nearing its annual service date.
Would you like us to provide a quote for an annual service?

Reminder should be sent 2 weeks before the anniversary date.

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Core Requirements

The freelancer must assist with:
• Odoo system architecture
• CRM pipeline setup
• Project workflow setup
• Automation rules
• Inventory setup
• Procurement workflow
• Barcode scanning
• Xero integration
• User training
• Documentation.

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Automation Priority

Automation is critical.

We want to minimize manual admin by automating:
• email responses
• job stage triggers
• notifications
• recurring reminders
• review requests
• procurement alerts.

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What We Want From the Freelancer

Please include:
1. Your experience with Odoo implementations
2. Examples of workflow automations
3. Whether you recommend Odoo Community or Enterprise
4. Implementation approach
5. Estimated timeline.

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Implementation Phases

Phase 1
CRM + Inquiry automation + Sales pipeline

Phase 2
Quotes + Procurement + Inventory

Phase 3
Technician workflow + mobile usage

Phase 4
Automation + reporting + optimization

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Final Note

We are not looking for basic Odoo setup.

We are looking for someone who can design and implement a structured operational system that automates as much of the workflow as possible. We have an AI first policy to ensure all human tasks remain with humans but repetitive tasks must be automated.

Please include examples of similar work done in your bids. Looking forward to your proposals!