Project Name
Odoo 19 ERP Implementation for an Infrastructure and Construction EPC Company
Our client is an established infrastructure and construction company engaged in large-scale Engineering, Procurement, and Construction projects. The organisation handles the complete project lifecycle, from bid preparation and vendor procurement through to site construction, material logistics, and project handover. Operations span multiple concurrent active projects managed through dedicated project site teams and a central head office.
Core business functions include tendering and contracts management, supply chain and procurement, HR and payroll across multiple project sites, and project accounting. As project volume grew rapidly, the Excel-based operational model that had served the business at a smaller scale became a structural barrier, with every function operating in isolation and management unable to get a real-time, consolidated view of any aspect of operations across active projects.
The business faced fragmented, manual processes across tendering, procurement, HR, payroll, and project finance, limiting efficiency and real-time control.
- Tendering Managed Entirely in Excel: Bid costing was built manually across multiple workbooks with no version control or audit trail, increasing the risk of formula errors, version conflicts, and inconsistent bid pricing.
- Manual Vendor Comparison and L1 Selection: Procurement teams manually collected and compared vendor quotes for each bid, making the process time-consuming and error-prone, with no automated cross-currency comparison.
- No Structured Procurement System: Purchase orders, FAT tracking, and shipment status were managed through emails and spreadsheets, providing limited visibility into material movement and delivery milestones.
- Disconnected HR Records Across Multiple Project Sites: Employee records were stored across separate files with no central database, document expiry tracking, or structured onboarding workflow.
- Attendance Captured Manually With No Payroll Integration: Site attendance was recorded manually and collected by payroll teams, requiring additional effort to validate and consolidate data before processing.
- Payroll Computed Manually Every Month Without Controls: Monthly payroll lacked structured approvals, audit trails, duplicate-processing controls, and automated overtime calculations, increasing operational risk.
- No Real-Time Project Cost Visibility: Finance teams manually consolidated data from multiple sources to generate project cost reports, resulting in monthly visibility instead of real-time insights.
Ksolves, an AI-first Odoo development company, implemented Odoo 19 Enterprise across five integrated areas, connecting the project lifecycle from bidding and procurement to HR, payroll, and financial reporting.
- CRM - Bid Pipeline Management: A CRM-based bid pipeline tracks opportunities from invitation to contract award, giving leadership real-time visibility into the full tender portfolio.
- Tendering and Contracts: Structured tendering covers BOQs, vendor management, automated L1 selection, currency conversion, multi-level bid costing, and automated contract numbering, replacing Excel-based processes.
- Supply Chain and Procurement: An end-to-end workflow manages POs, technical submittals, FAT scheduling, shipment release, customs clearance, site delivery, and inventory updates through system-based milestones.
- Human Resources: Centralised employee records, document storage, expiry alerts, onboarding workflows, and multi-site management provide HR with a single, auditable employee database.
- Leave and Attendance: Grade-based leave entitlements, approval workflows, and site attendance tracking were integrated with payroll, eliminating manual attendance consolidation.
- Payroll: Automated overtime, deductions, payslips, and approval workflows replaced manual payroll with a controlled and traceable process from attendance to disbursement.
- Accounting: Vendor invoices, payments, project costs, payroll entries, and P&L reporting were integrated into Odoo, enabling real-time project cost tracking without manual consolidation.
Technology Stack
| Category | Technology |
|---|---|
| Platform | Odoo 19 Enterprise Edition |
| Module | CRM, Tendering and Contracts, Supply Chain and Procurement, Human Resources, Leave and Attendance, Payroll, and Accounting |
The implementation delivered measurable improvements in project control, process efficiency, data accuracy, and real-time operational visibility.
- Bid Costing Structured and Auditable: Every bid is now built in Odoo with automated L1 vendor data feeding the costing sheet, replacing linked Excel workbooks with no version control or audit trail.
- Automated L1 Vendor Selection With Currency Conversion: The Vendor Management System automatically identifies the lowest-price supplier with built-in currency conversion, simplifying cross-currency vendor comparisons and reducing errors.
- End-to-End Supply Chain Visibility From PO to Site Delivery: A system-enforced workflow tracks procurement from PO and technical submittals through FAT, shipment, customs clearance, and site delivery, replacing email- and phone-based tracking.
- Centralised HR Records With Automated Document Expiry Alerts: Employee records are now maintained in one Odoo database with document storage and expiry alerts, replacing disconnected site-level files and improving multi-site visibility.
- Payroll Automated With Full Audit Trail and Approval Controls: Automated overtime, deductions, payslips, and approval workflows replaced manual payroll, providing a controlled and traceable process from attendance to disbursement.
- Real-Time Project Cost Visibility: Project-wise accounting provides live cost tracking throughout the month, replacing manual consolidation and enabling faster mid-project financial decisions.
Ksolves transformed the EPC company’s project operations from fragmented, manual processes into a connected and auditable workflow with Odoo 19 Enterprise. Tendering, procurement, HR, payroll, and accounting now operate on a unified platform with automated workflows and real-time project visibility. The result is greater control across every project function, reduced manual effort and errors, and faster access to the financial and operational insights needed to make timely decisions.
Are Your Bids Still Being Built in Excel With No Version Control or Audit Trail?
