Odoo-based contract and mandate management for FS Partners
CONSENSO developed an Odoo extension for FS Partners that represents its complex interim and mandate business in one end-to-end process. Customer contracts, external consultants, projects, margins, remuneration and time tracking are connected centrally.
At a glance
Initial Situation
An interim mandate often consists of several contractual and financial relationships. FS Partners concludes a contract with the client for the deployment of an interim manager, for example. At the same time there is an agreement with the external consultant who delivers the service at the client.
Depending on the mandate, further people may be involved — a partner responsible for the mandate, an intermediary, an internal or external consultant, a person who brought in the lead, and further participants with a defined share of the remuneration.
Individual terms apply to every mandate. The client price, the remuneration of the interim manager deployed, the margin for FS Partners and any placement or lead shares have to be coordinated and calculated correctly.
Time tracking also places particular demands. The external consultants work directly at the client and sometimes from home. Their hours have to be assigned to the correct mandate, processed further by FS Partners and used for invoicing.
A classic Odoo project structure alone did not fully represent these specific contract, role and margin relationships.
Solution with Odoo
With Contract & Mandate Management, CONSENSO developed a custom Odoo extension for the mandate business of FS Partners.
The mandate is the central connecting element. It brings together the client, the consultant deployed, the partners involved, the associated contracts, the project and the commercial terms.
For a mandate, FS Partners can manage both the agreement with the client and the contract with the external consultant. The various contractual relationships within the same piece of business are therefore traceably connected.
The costing logic covers the agreed client price, the expected project margin, the hourly or daily rate of the interim manager, placement shares, partner participations, remuneration for lead generation and further mandate-related costs and revenue shares.
Based on the terms stored, Odoo calculates the remuneration and margins relevant to each mandate. The logic can be configured differently by role, mandate and contract model.
The external interim managers and consultants do not have to be set up as full internal employees with access to the entire Odoo environment. CONSENSO set up portal access for this purpose. The external service providers can record their working hours directly against the relevant mandate — whether they worked on site at the client or remotely.
The hours recorded are connected immediately to the mandate and its associated project. They are therefore available for review, calculation and invoicing without separate Excel lists or manual transfers.
The custom industry solution deliberately builds on existing standard Odoo functionality. Projects, timesheets, employees and other core functions remain standard. The customer-specific extension mainly adds the views, relationships and calculation logic needed for the interim mandate business.
Result
- A central view of all parties and contracts within a mandate
- An end-to-end connection from CRM through contract, project and service to invoicing
- Structured management of complex multi-party relationships
- Traceable calculation of prices, margins and remuneration
- Fewer manual calculations outside the ERP system
- Direct assignment of working hours to the correct mandate
- Easier collaboration with external interim managers
- Portal access without broad internal system access
- Fewer Excel lists and manual data transfers
- Use of proven standard Odoo functionality instead of entirely isolated specialist software
- A scalable foundation for different mandate and placement models
- Better transparency over the profitability of individual mandates
Project at a glance
- Industry
- Interim management and business consulting
- Project type
- Odoo implementation with a custom industry solution
- Project status
- Mandate solution implemented and in productive use
- Project scope
- CRM, contract management, mandates, projects, time tracking, invoicing and HR processes
- Business model: Placement and support of interim managers and specialist executives
- Highlights: Multi-party contracts, flexible remuneration models and portal access for external consultants
Competencies
- Contract Management
- Interim Management
- Mandate Management
- Margin Calculation
- Odoo Custom Development
- Odoo Standard Extension
- Portal Timesheets
- Project Management
- Workflow Automation
About the company
FS Partners is a Swiss boutique for finance and interim management. Since 2009 the company has supported clients with experienced executives and specialists for time-limited mandates. The focus lies in particular on CFO, finance and transformation assignments; today's offering also covers further executive interim roles.
FS Partners does not operate as an anonymous placement platform but works with a selected network of personally known interim managers and experts. The specialists deployed take on temporary leadership responsibility, support transformations or bridge staffing gaps at clients.
The business model requires precise management of the relationships between client, FS Partners and the interim manager deployed.
Odoo apps used
Core apps in the mandate process: CRM · Sales · Project · Timesheets · Contacts
Contracts and documents: Documents · E-signature · Website and Portal
Finance: Accounting · Invoicing
HR management: Employees · Recruitment · Time Off · Payroll
Organisation and collaboration: Calendar · Appointments · To-do · Discuss
Custom Odoo app: Contract & Mandate Management
Integrations and custom extensions
- A custom Odoo app for contract and mandate management
- A central mandate file for clients, consultants, partners and further participants
- Linking of several contracts within one mandate
- Representation of different contract and role relationships
- Mandate-based calculation of prices, costs and margins
- Calculation of remuneration for external interim managers
- Handling of placement and lead shares
- Flexible conditions logic per mandate and role
- Portal access for external consultants
- Mandate-based time tracking through the Odoo portal
- A direct connection between time tracking, project and invoicing
- Use of standard Odoo functionality for projects, timesheets and employees
- Customer-specific views and workflows for the interim business
Which Odoo apps fit your company?
In a conversation we will clarify whether we already have experience in a similar situation, and what a sensible entry point could look like.