SMS srl

Client description

Worksphere designs and furnishes functional and aesthetic workspaces, combining ergonomics, design, and performance. The company manages tailored projects for professional clients, from lead generation to final delivery.

Industry

Professional workspace design & fit-out

Apps used

CRM, Sales, Accounting, Invoicing, Analytic Accounting, Documents

Objective

To centralize commercial, financial, and analytical processes within Odoo in order to improve project oversight, ensure data reliability, automate invoicing, and closely monitor estimated vs actual profitability.

Challenge

Before using Odoo, Worksphere relied on several disconnected tools to:

• Manage commercial opportunities

• Create complex quotes (via pCon)

• Invoice customers and suppliers

• Analyze actual project profitability

This fragmentation resulted in: Limited global visibility Frequent double data entry Significant time loss at each stage

Solution

The Odoo integration was structured around five key pillars:

1. CRM & opportunity tracking

2. • Full CRM setup in Odoo

   • Lead, contact, and sub-contact management

   • Activity tracking directly linked to quotations

3. Quotation import from pCon

4. • Structured import with management of sales/purchase prices and discounts

   • Unique quote ID system for full traceability

   • Clearly structured quotations: sections, descriptions, VAT rates

5. Project profitability analysis

6. • Dual view: estimated vs actual profitability

   • Training provided for reading analytic reports

   • Automatic assignment of analytic accounts to each invoice

     
     

7. Invoicing & data entry

8. • Customer and supplier invoices generated directly in Odoo

   • Automated invoice entry using OCR-enabled PDF reading

   • Automated bank reconciliation (CODA)

9. Centralized & localized accounting

10. • Full setup of Belgian localization

    • Shared responsibilities: general accounting (Thomas), project analytics (Bruno)

Results

• All workflows centralized in Odoo

• Reliable tracking of project profitability

• Fast and accurate invoice generation with integrated controls

• Improved collaboration across sales, project, and accounting teams

• Time saved at every stage, with fewer duplicate entries