Project Name
Odoo ERP Implementation for HVAC Field Service Management
The client is a leading service-based company specializing in HVAC repair and maintenance. It required an ERP system that could handle complex, location-based field operations. Their goals included effective technician appointment scheduling, tracking on-site inventory, managing customer memberships, and processing payments via card terminals in the field. With extensive industry experience, Ksolves designed and deployed a highly customized Odoo ERP environment to address each operational need precisely.
The key challenges faced by the client are as follows:
- Transforming Task Management into Process-Oriented Workflows: They faced difficulty transforming general tasks into structured, process-driven workflows within Odoo Projects, which hindered process adherence and consistency across service operations.
- Capturing HVAC System Details at Customer Sites: Needed a streamlined method to record and manage detailed HVAC installations per customer location.
- Implementing Partner-Specific Location Tracking: Struggled to customize location tracking in Sales, Purchase, and Helpdesk modules for different partners.
- Managing Subscription Services and On-Truck Inventory: Faced inefficiencies in scheduling recurring services and tracking real-time truck inventory.
- Integrating Stripe Terminal for On-Site Payments: Required seamless integration of Stripe terminals for quick, in-person payments by field staff.
- Setting Role-Based Access for Field and Office Teams: Controlled module access based on roles was needed to maintain security and clarity for diverse teams.
Ksolves implemented the following features to solve the client’s challenges:
- Custom Workflow for Field Technicians: Designed a guided workflow with custom views and action buttons, fully integrated with Odoo’s native project-task framework to simplify technician task handling.
- Equipment Record Management: Built a structured database to capture detailed information about HVAC systems, including make, model, and installation history—organized per service location for easy reference.
- Location-Based Contact System: Enhanced tracking by integrating interactive location maps and custom partner fields, enabling precise monitoring of service locations across Sales, Purchase, and Helpdesk modules.
- Daily Appointment Scheduler: Developed auto-populated dashboards displaying each technician’s daily schedule, dynamically synced with service requests and technician availability.
- On-Truck Inventory & Stock Requests: Enabled technicians to manage inventory directly from their trucks, with the ability to raise vendor RFQs when stock levels fall below the threshold.
- Stripe Terminal Integration: Integrated Stripe payment terminals directly into the Odoo interface, allowing technicians to generate invoices and collect payments instantly on-site.
- Membership Management System: Automated appointment scheduling based on membership tiers, whether on-demand or recurring service plans, while prioritizing requests accordingly.
- Real-Time Field Reporting: Provided tools for technicians to log job durations, create estimates, issue invoices, and share digital service reports with customers in real time.
- Centralized User Management: Delivered a unified ERP interface that grants seamless access and control for both office personnel and field technicians, ensuring centralized operations across departments.
We transformed the client’s operations by replacing a patchwork of disconnected tools with a single and powerful Odoo ERP platform. The solution streamlined appointment scheduling, improved inventory visibility, and brought transparency to field operations through detailed system logs and automated workflows. Payment collection is now effortless with Stripe integration, and membership management has become fully automated with intelligent follow-ups. Right from their ERP dashboard, the client now manages operations across multiple regions and teams more efficiently than ever before.
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