Introduction

The proposal is to move from existing systems for websites, accounting, CRM, purchasing and inventory into Odoo ERP. The Operations Hub would provide an end to end project to migrate existing data and configure and customise the Odoo platform to individual requirements. We would also provide training for the parts of the system that need to be used on a daily basis alongside the comprehensive online training provided by Odoo. As part of this proposal we would also provide ongoing user support for the use of Odoo via our dedicated helpdesk in Chester. 

Project Approach

Key to the succesful implementation of Odoo will be the import of existing data from the various systems into Odoo. We would initially carry out the build of a demo environment and import data to allow testing to take place. I estimate this process to take 1 day to prepare, and we would need to decide on the best source for the initial import of contact data as a starting point.

Moving on from this stage we would then complete the configuration of the individual apps based on the workflows within the business as detailed in the sections below.

Websites to Odoo

Recreating the current sites within Odoo would be highly recommended to leverage the full capacity of the system. This spans accross features available through multiple apps within Odoo. Specifically I believe there would be great benefit to the business in utilising ecommerce as well as leveraging the features around marketing, customer engagement and management information relating to website interaction which is very insightful with realtime views of website traffic, link tracking and much more. Time would need to be taken to mirror the existing ecommerce product URL's to ensure any backlinks are not effectively. We would complete an SEO survey for both sites to ensure this part of the process doesnt cause any negative impact due to the change. Whilst it does involve some initial effort, the ongoing benefits are significant and due to the pricing model in Odoo it is likely that a saving can be made due to the removal of specific ongoing hosting costs. 

Inflow to Odoo Apps

There is a supported export process from Inflow which appears to allow for complete export of the data we require. We would carry out an initial data export/import process to ensure all of the data required is available as well as configuring Odoo to work with the existing business workflows. This is likely to utilise more than one App within Odoo and it is understood that this process will need to allow for historic data recorded against customer information being brought over to the new system, not just contact information.

HubSpot to Odoo Apps

Similarly to Inflow, there is a supported process for exporting data from HubSpot which we are experienced in completing. We would complete this process alongside building the functionality currently used within HubSpot in terms of website integration.

Mailchimp to Odoo Marketing

We would carry out migration of existing contact data from Mailchimp to Odoo marketing apps and carry out the initial configuration to allow Leona to utilise email marketing through Odoo moving forward. 

Xero to Odoo Accounting

The accounting app within Odoo is one of the bigger parts of the platform and time would need to be taken to import existing data from Xero alongside configuring the system to meet individual requirements. This would include importing the complete chart of accounts, opening balances and providing support to Mary through the initial period of processing in Odoo. I would recommend the start of a new VAT quarter would be the best time to complete the change, and I would also recommend retaining Xero on the lower cost Starter subscription for a short period to ensure any relevant data can be exported and provided to external accountants at year end along with the remaining period managed through Odoo. 

Sage Payroll to Odoo Payroll

Migration of payroll data from Sage in Odoo Payroll is relatively straight forward, however there is a requirement for a third party integration currently in order to get realtime information and FPS submissions through to HMRC. There is a one off cost for this integration which is £671 plus VAT for 10-49 employee payrolls. There is also an ongoing monthly cost of £2.00 per employee to provide the gateway submissions.

Summary

As I mentioned during the presentation of Odoo, The Operations Hub are in the early stages of our partnership journey with Odoo and with that in mind we are looking at providing pricing that is probably not commercially viable in the long term whilst we build a portfolio of succesful projects. We are also being selective with the customers and projects we are proposing as we want the early implementations to deliver significant gains to customers. Chester UK Ltd was one of the first businesses I thought of as we started to really see the benefits from our own use of Odoo, and I remember very clearly Chris expressing the desire for a solution that was seamless and connected for many years! 

I anticipate completing a project of this size will take our team between 10 and 20 days in total. We would all be involved in various parts of the implementation and it would be the only project of this scale we would be working on to ensure we can deliver it as smoothly as is humanly possible. I would be managing the project throughout and your main point of contact. We would no doubt need to lean on Mary and Leona as well as someone the Sales team during the process, but what we are proposing here is to provide a complete project implementation with the least impact for the business as is possible.