A company-wide Odoo platform for the Top Services Group
CONSENSO brings the previously scattered processes of several Top Services Group companies together in one shared Odoo environment. From CRM and quotations through workforce scheduling to mobile service recording, the result is a single continuous process and data foundation for both administration and field teams.
At a glance
Initial Situation
Before Odoo was introduced, the various group companies worked with several separate Bexio instances, Abacus for payroll processing and further specialist and HR systems. On top of that, numerous processes were managed via Excel, Google Sheets, Google Drive and bespoke applications.
The systems were not consistently connected to one another. Customer and master data had to be entered and maintained in several places. The same customer could exist multiple times across different databases, which made group-wide reporting possible only with considerable effort.
Workforce scheduling, time tracking, holiday administration and the processing of work reports were likewise shaped by manual steps and partly paper-based procedures. For the administration this meant significant effort. At the same time there was no central view of which employees were deployed at which customer and when, or which services and materials had been delivered and used in the process.
Solution with Odoo
CONSENSO is bringing the previously scattered processes together step by step in a shared Odoo environment spanning several companies.
The end-to-end process begins with new customer acquisition and the creation of the quotation. Once the order is confirmed, the required jobs are scheduled and assigned to suitable employees. A custom-developed skill matching capability takes the necessary qualifications and abilities into account.
A mobile application was developed for operational work and connected to Odoo. In it, employees see their personal work schedule with the jobs assigned to them. For each job, the address, work instructions and order-specific checklists are available. Working time can be started and stopped directly at the customer's site. A location-based check ensures that time is only recorded within a defined radius of the job location. Materials used are assigned directly to the respective job and can then be processed further with the order.
Once a job is complete, employees document the work carried out digitally. Where required, the work report can be confirmed and signed directly by the customer. Recurring services are managed through Odoo Subscriptions.
Alongside the operational customer and job processes, central HR, payroll and administrative processes are also integrated into the new system landscape.
Result
- A shared data foundation for several group companies
- Less redundant customer and master data
- An end-to-end process from new customer acquisition to completed job
- Qualification-based assignment of employees
- Digital time tracking and service documentation directly at the customer's site
- Fewer paper-based reports and less manual rework
- Better traceability of jobs, working hours and materials used
- Group-wide transparency over customer relationships and services delivered
- Closer connection between field service, administration, HR and finance
- A scalable system foundation for the group's further development
Project at a glance
- Industry
- Cleaning, landscaping, electrical installation and building-related services
- Project type
- Multi-company ERP implementation with a custom mobile application
- Project status
- Live
- Project scope
- Several group companies plus mobile field staff
- Highlights: Skill-based job management, mobile time tracking and centralised HR processes
Competencies
- Custom Application Development
- Datenkonsolidierung
- ERP-Implementierung
- Mobile Workforce Management
- Odoo Multi-Company
- Payroll & HR
- Personaleinsatzplanung
- Prozessautomatisierung
- Skill Matching
About the company
The Top Services Group brings together specialist companies in cleaning, landscaping and electrical installation. The group serves private and business customers in Basel, Baselland, the Fricktal and the wider north-west of Switzerland.
A substantial part of its work is performed directly at the customer's site. That makes reliable workforce scheduling, clear work instructions, mobile documentation of the services delivered and correct downstream processing of the job data especially important.
Odoo apps used
Core apps: Contacts · CRM · Sales · Planning · Project · Timesheets · Subscriptions · Helpdesk
Purchasing and operations: Purchase · Inventory · Barcode · Documents · E-signature · Website and Portal
Finance and HR: Accounting · Employees · Payroll · Attendances · Time Off · Expenses
Collaboration and organisation: Discuss · Calendar · To-do
Integrations and custom extensions
- Multi-company configuration for several group companies
- Custom skill matching for qualification-based job scheduling
- Mobile application for operational staff
- Synchronisation of work schedules and job information between Odoo and the mobile application
- Mobile start and stop time tracking
- Location-based plausibility checks on time entries
- Digital work instructions and job-specific checklists
- Recording of materials used directly on the job
- Digital work report with optional customer signature
- Processing of recorded times and services in the downstream Odoo processes
Next development steps
- Continued accounting consolidation across the group companies
- Expansion of group-wide financial and management reporting
- Step-by-step optimisation and automation of further administrative processes
- Further development of the mobile processes based on experience from day-to-day operations
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.