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Odoo 19 implementation case study

One ERP for custom manufacturing and complex equipment rental

An anonymized aggregate, mining and construction equipment provider replaced disconnected, exception-heavy workflows with a unified Odoo 19 operating model.

Engineer-to-order manufacturing Rental lifecycle automation Serial-level traceability No Odoo core rewrite
ODOO 19 CASE STUDYOne platform forcustom manufacturing + equipment rentalAn upgrade-safe solution for an aggregate, mining and construction equipment provider.Engineer-to-order screen clothWeb specification form → CRM approval →automatic BoM → Manufacturing OrderSTANDARD MRP, NO CORE REWRITEComplex rental lifecycleHourly, weekly and monthly plans with swaps,overtime, maintenance, returns and sale conversionSERIAL-LEVEL CONTROL + RECURRING BILLINGImplemented by Prefortune Technologies LLP
2 business modelsCustom screen-cloth manufacturing and equipment rental
1 data modelCustomers, assets, stock, production, service and billing
Standard coreCRM, BoM, MO and rental objects remain maintainable
Exception-readySwaps, overtime, re-rental, damage and sale conversion
Client profile

A hybrid industrial business with two very different operational rhythms

The organization supplies the aggregate, mining, construction and dewatering market. Custom screen cloth is manufactured to order, while a representative rental fleet includes screening and crushing equipment, conveyors, portable pumps, submersible pumps, hoses, fittings and related accessories.

Manufacturing business

Every B2B screen-cloth order can have a unique combination of opening, wire size, material, width, length, hook style, lap and finishing requirements. A ready-made BoM often does not exist when the customer submits the enquiry.

Cutting Edging Curving Hook forming Assembly Quality inspection

Rental business

Assets can be rented hourly, weekly or monthly with included hours. A single contract may contain multiple equipment lines and may encounter swaps, downtime, overtime, maintenance, rate changes, re-rental, return damage or conversion to sale.

Pumps Screens & crushers Conveyors Hoses & fittings Accessories
The complications

Why a standard “configure and go live” approach was not enough

01
No BoM at enquiry time. Website sales could not simply create a standard order because the product definition and manufacturing structure depended on customer specifications.
02
High-variation B2B products. The business needed controlled creation and reuse of raw materials, finished products and BoMs without generating uncontrolled duplicates.
03
Rental readiness was conditional. Equipment availability had to consider reservation status, inspection, COI, lease agreement, credit status and damage/repair state.
04
Billing was not a simple start/end calculation. The process required included hours, 28-day monthly cycles, partial periods, overtime, special customer rates and one-time delivery/pickup charges.
05
Mid-rental changes were common. Swaps, equipment additions/removals, planned maintenance, downtime, rate changes and purchase conversion had to retain audit history.
06
Asset history was fragmented. Each serial number needed a complete story across purchase, rental, inspection, service, maintenance, revenue and current status.
Solution 1

Engineer-to-order screen-cloth manufacturing

A custom front-end configurator captures the specification, while a controlled approval and resolver layer turns the enquiry into standard Odoo records. The customization bridges the gap; it does not replace CRM, BoM or Manufacturing.

Manufacturing flow: from unique specification to production

The customization acts as a bridge around standard Odoo CRM, BoM and Manufacturing.

1

Customer web form

Opening, wire size, material, width, length, hook/lap details

2

CRM enquiry created

Full technical summary and customer context captured automatically

3

Backend verification

Staff validates or adjusts specifications before approval

4

Product + BoM resolver

Match raw screen cloth; create or reuse finished item and BoM

5

Manufacturing Order

Standard Odoo MO created with traceable source and quantities

6

Shop-floor operations

Cutting → edging → curving/hook forming → assembly → quality

Design principle: keep standard Odoo objects and workflows intact; place business-specific rules in a controlled orchestration layer.

Result: unique B2B orders can start online without forcing a pre-existing BoM or modifying Odoo core.

Before

  • Technical details arrived through unstructured conversations.
  • Back-office users manually interpreted specifications.
  • Product and BoM duplication was difficult to prevent.
  • Website ordering could not proceed without a predefined BoM.

With Odoo 19

  • Customers submit a guided specification form.
  • A complete CRM lead is created automatically.
  • Staff verify or revise details before approval.
  • The bridge resolves materials and creates or reuses the correct BoM.
  • A traceable Manufacturing Order follows the standard Odoo flow.
Solution 2

Rental operations designed around real-world exceptions

The standard Rental application was extended with compliance, asset readiness, inspection, maintenance, logistics and billing controls. The result is a single operational chain from rental entry through return, repair and final invoice.

Rental lifecycle and exception management

A controlled rental flow for pumps, screening equipment, conveyors, hoses, fittings and related assets.

Quote & rental entry

Customer, contacts, equipment, plan and special rate

Compliance gates

COI, signed lease, credit hold/COD and manager override

Reserve & prepare

Availability status, serial/lot reservation, PDI and photos

Deliver

Our truck, third party or pickup; delivery receipt/signature

Active rental

Hourly, weekly or monthly; included hours and 28-day cycles

Return & inspect

Pickup, return hours, off-rent checklist and pictures

Final bill & close

Overtime, damage, missing items, transport and final period

IN-RENTAL EXCEPTION ORCHESTRATION

Equipment swap

Pause affected period, replace asset, coordinate dual delivery/return and preserve contract history.

Maintenance trigger

Included service hours, customer request, failed inspection or usage threshold creates maintenance/repair work.

Add / remove equipment

Change equipment during the contract without resetting the original billing cycle.

Rate adjustment

Apply a revised line price for a future period while preserving prior invoices and audit history.

Rental-to-sale

Stop rental billing, process credit adjustment where needed, and create a linked equipment sale.

Re-rental

Create vendor PO and route vendor equipment directly to the customer with correct delivery logistics.

Every serial number retains purchase, rental, service, inspection, revenue and availability history.

Compliance & availability

COI expiry, signed lease, credit hold, COD, equipment condition and manager overrides determine whether a rental can proceed. Equipment statuses prevent unavailable assets from being rented.

Inspection & service

PDI captures all-side photos, hours, serial number and service information. Failed pre-delivery or return checks create maintenance or repair work with supporting documents.

Billing & accounting

Recurring 28-day invoices, weekly/daily proration, overtime, damage, missing items, logistics charges and revenue-based depreciation are handled without losing the contract history.

Technical approach

Customization around Odoo—not inside its core

Business-specific screens, rules and automations sit in an orchestration layer. Standard Odoo records remain the system of record, making the implementation easier to test, support and upgrade.

Solution architecture: custom experience, standard Odoo coreThe implementation isolates business-specific logic so upgrades and ongoing support remain manageable.Experience layerWeb specification configuratorCaptures custom screen-cloth parametersRental workspaceCompliance, PDI, swaps, returns and billing reviewDashboards & notificationsExpiries, availability, invoices and inspectionsOrchestration bridgeValidation rulesApprovals, blocking conditions and manager overridesResolvers & automationProduct/BoM matching, MO creation and work triggersAudit linksSource documents, serial history and cross-module traceabilityStandard Odoo 19 applicationsWebsite • CRM • Sales • RentalCommercial front officeInventory • Purchase • ManufacturingSupply, stock and productionQuality • Maintenance • RepairsAsset readiness and serviceAccounting • Invoicing • DocumentsBilling, controls and evidenceUPGRADE-SAFE: NO DIRECT CORE MODULE REWRITE
Odoo 19 module footprintA connected application landscape supports both business models without duplicate data entry.WebsiteCustom enquiry formCRMTechnical lead recordSalesQuotation / orderRentalPlans and contract lifecycleInventorySerials, lots, statusManufacturingBoM and MOPurchaseRe-rental and supplyQualityPDI and return checksMaintenance / RepairService work and downtimeAccountingRecurring and final billingDocumentsCOI, lease, photos, checklistsContactsCustomer and rental contacts
Key capabilities delivered

Connected control across quote, production, asset readiness and cash collection

Manufacturing automation

Guided specification capture, CRM creation, product resolution, duplicate-aware BoM creation/reuse, automatic MO generation and operation-based execution.

Rental status control

Available, quoted, reserved, on rent, down, awaiting inspection and other operational statuses connected to reservation and utilization reporting.

Serial and lot traceability

Serialized equipment and lot-tracked hoses/fittings retain transaction, inspection, service, maintenance and revenue history.

Multi-role workflow

Sales, warehouse, QC, maintenance and accounting users receive role-specific activities, notifications and validation steps.

Document evidence

COI, lease versions, delivery signatures, PDI photos, return checklists, repair evidence and training documents remain attached to the right business records.

Exception-safe billing

Recurring invoices can coexist with pauses, swaps, equipment changes, special rates, final partial periods and one-time charges.

Operational outcomes

A unified, maintainable operating model

✓
Faster handoff from enquiry to production. Technical requirements no longer need to be re-entered across CRM, product, BoM and MO records.
✓
Better rental readiness control. Compliance, inspection and equipment status are evaluated before commitment and delivery.
✓
Clearer responsibility. Sales, warehouse, QC, service and accounting work from the same rental and asset history.
✓
More reliable billing. Recurring periods, overtime and exception charges are reviewed from a controlled process.
✓
Improved asset traceability. Serial-level history supports availability, maintenance and profitability decisions.
✓
Upgrade-friendly customization. The standard Odoo core remains intact while the bridge layer carries company-specific logic.
“The strongest design decision was not to rebuild Odoo. We created the missing bridge between a highly configurable customer request and standard Odoo transactions, then applied the same principle to complex rental exceptions.”— Implementation approach, Prefortune Technologies LLP
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