Enhance Odoo System for Fire Protection Firm

## **Scope for Odoo Adjustments** ### **About the Company** We are an engineering company specializing in **fire safety**, offering complete solutions for project design, system implementation, and technical services. We are based in Brazil and our system in Portuguese language. With branches located in **São Paulo, Juazeiro, and Fortaleza**, we serve clients across various regions, ensuring quality and compliance with technical standards. Our work encompasses all the necessary stages to meet client demands, from initial assessments to final delivery. **Our main services include:** 1. **Fire safety projects approved by the Fire Department.** 2. **Implementation of fire safety systems:** - Fire hydrants. - Sprinklers. - Fire alarms and smoke detection systems. 3. **Technical services:** - Fire brigade training. - Technical reports (SPDA, leakage tests, CMAR). - System commissioning. 4. **Advisory services for inspection follow-ups.** ### **Our Commercial Process** The process of lead acquisition and proposal development follows these steps: 1. **Lead Acquisition:** - Leads are generated through our website, landing pages, or referrals, and are managed using Odoo's CRM module. 2. **Demand Analysis:** - We evaluate the projects sent by leads or conduct a requirements assessment with the client. 3. **Proposal Development:** - We quantify the materials and workforce needed for service execution. - We calculate costs in detail, including labor charges, logistics, and profit margins. - The information is consolidated into a proposal and presented to the client. 4. **Project Closing:** - Upon approval, the project moves to the execution and integrated management phase, with inventory and purchase control. Our ODOO system is used to manage leads, sales, inventory, and finances, but there are gaps we aim to address to optimize our workflow. --- ### **Current System Overview** 1. **Lead and Proposal Management:** - CRM is fully configured and operational for managing leads and opportunities. - Proposals are created in Odoo, but material and labor cost calculations are performed externally using Excel spreadsheets. This is what we aim to unify within the system. 2. **Inventory Module:** - Fully configured, with tracking for material entries and exits. - Not connected to proposals or projects, and there is no material traceability by project. 3. **Purchasing Module:** - Suppliers and products are registered in the system. - Purchase orders are not yet generated automatically. 4. **Cost Calculation and Pricing:** - Labor and logistics costs (e.g., transportation, meals, lodging) are manually calculated in spreadsheets. - Pricing for branches (São Paulo, Juazeiro, Fortaleza) is defined but not automated. 5. **Proposal Layout:** - The layout meets client-facing needs but lacks a "background" feature for each proposal item, detailing the materials and costs associated. 6. **Module Integration:** - No connection exists between sales, inventory, and purchases. Approved proposals do not update inventory or trigger purchase orders automatically. --- ### **Improvement Objectives** 1. **Integrated Proposal Development:** - Perform material and labor calculations directly in Odoo, replacing spreadsheets. - Create a technical "background" for each proposal item with: - Material lists, quantities, prices, and inventory status. - Labor cost calculations (wages, allowances, transportation, meals, lodging). 2. **Inventory Connection:** - Link materials in proposal items to the inventory module. - Configure material traceability by project or worksite. 3. **Automated Purchase Orders:** - Configure Odoo to automatically generate purchase orders for out-of-stock items. 4. **Cost Calculation and Pricing:** - Automate labor and logistics cost calculations within Odoo. - Set up automated pricing based on costs and profit margins per branch. 5. **Full Integration:** - Connect sales, inventory, and purchasing to ensure a seamless workflow: - Approved proposals > Inventory updates > Purchase requests. --- ### **Required Actions** 1. **Proposal Module Adjustments** - Replace spreadsheets with Odoo for material and labor calculations. - Add fields for technical details (background) in each proposal item. 2. **Inventory Configuration** - Adjust inventory to track materials by project. - Link materials to proposal items. 3. **Purchasing Automation** - Configure automatic purchase orders for out-of-stock items. 4. **Cost Calculation Development** - Implement formulas for labor and logistics cost calculations directly in the system. 5. **Module Integration** - Ensure seamless functionality between sales, inventory, and purchasing. Immediate improvements should focus on replacing spreadsheets with Odoo for material and labor calculations and adding fields for technical details. The project completion timeline is 20 days. All improvement objectives will be worked on simultaneously to meet the 20-day deadline. Ensure the sales module is fully integrated with the inventory module for real-time updates. The priority is to link the inventory module with the sales and purchasing to ensure traceability by project. The primary metric for success is improved workflow efficiency, minimizing manual tasks and reducing errors. Immediate focus will be on replacing spreadsheets with Odoo for material and labor calculations. The primary purpose of the proposal adjustments is to improve internal efficiency. The lack of real-time integration between modules is a significant challenge that we aim to resolve for better traceability and efficiency.