Location/Region: Qatar
Industry: Frozen Food Distribution
Apps implemented: Sales, Inventory, Invoicing, Custom Module: Delivery Batch Management, Cash Management, Custom Reports
Software Replaced: Spreadsheets
Company size: 20
Version: Odoo V17 Community
Hosting type: AWS
Our client is a growing business in the Frozen Food Delivery industry in Qatar. They manage daily order intake through multiple communication channels such as phone, WhatsApp, and email. Their operations span across a head office (Sales and Delivery Management) and a remote warehouse where products are stored and dispatched.
The Challenge before Odoo
Before implementing Odoo, the company relied heavily on manual processes and spreadsheets for order management. This led to several operational challenges:
- Decentralized Order Tracking: Orders were registered manually in Excel, leading to duplication, delays, and errors.
- Lack of Coordination: Sales, delivery, and warehouse teams were disconnected, leading to miscommunication.
- Inefficient Delivery Scheduling: Delivery schedules were managed manually with no systematic batch planning or route optimization.
- Limited Visibility: Managers had no real-time view of order status, delivery completion, or pending reschedules.
- Manual Invoicing and Cash Reconciliation: Invoicing was time-consuming and verifying cash collected from drivers was cumbersome.
The Transformation after Odoo
1. Unified Order Intake
We implemented the Sales module to allow internal users to create orders via a streamlined form that captures:
- Customer name, address, contact
- Products and quantity
- Delivery date and preferred time
- Payment mode (COD / Prepaid)
2. Delivery Batch Planning
We created a custom module for the Delivery Manager to:
- Create and assign delivery batches (morning/evening)
- Assign multiple orders to drivers
- Assign vehicle numbers and generate batch manifests
- View and update the delivery status per order (Delivered, Not Delivered, Rescheduled)
3. Warehouse Integration
The system sends pick and pack instructions automatically to the warehouse once a delivery batch is created:
- Order items are grouped per customer
- Drivers and vehicle details are visible to warehouse team
- Packing slips and pick lists are auto-generated
4. Driver Manifest & Tracking
Drivers receive:
- A printed manifest with order numbers, customer names, addresses, and payment status
- A checklist for cash collection and customer signatures
At the end of the day, they:
- Submit the signed delivery sheets
- Hand over collected cash to the Delivery Manager
5. Delivery Status & Cash Reconciliation
- Delivery Manager marks delivery outcomes (Delivered / Failed with reason)
- Rescheduling can be triggered for undelivered orders
- Cash collected is reconciled against invoices and batch reports
- Accounting entries are automatically updated in Odoo
6. Seamless Integration with Tally ERP 9
To maintain continuity in financial reporting, we integrated Odoo with their existing Tally ERP 9 system. The goal was to ensure:
- Invoices, payments, and credit notes generated in Odoo are pushed automatically to Tally
- Customer ledgers remain consistent between operations and accounting teams
- Daily or scheduled sync to avoid duplication and manual reconciliation
Integration Features:
- Automated export of Sales Invoices, Purchases, Receipts, Payments, and Journal Entries to Tally
- Mapped Odoo accounts with corresponding Tally ledger names
- Created a middleware/API-based bridge to handle format and data transformation
- Ensured compliance with GST and statutory reporting formats used in Tally
Quick Summary
Area | Before Odoo | After Odoo Implementation |
Order Intake | Manual Excel sheets | Centralized in Odoo Sales module |
Delivery Scheduling | Manual and unstructured | Batch-wise structured with driver assignments |
Warehouse Coordination | Manual communication via Email | Auto-generated pick lists and driver manifests sent via Odoo Email |
Delivery Status Tracking | Manual notes | Real-time status updates per order |
Cash Handling | Manual cash reconciliation | Automated tracking and reconciliation invoice when driver do the collection |
Rescheduling Undelivered | Missed or delayed | Tracked and rescheduled with reason logs |
Invoicing | Manual | Auto-generated and linked to deliveries |
Accounting Sync | Manual entries in Tally | Auto-sync with Tally ERP |
Financial Accuracy | Human error & delays | Real-time, GST-compliant entries |
The Impact on the client's company
With the Odoo implementation, the company achieved:
- 40% faster order processing
- 100% transparency in delivery operations
- Reduction in delivery failures and missed reschedules
- Seamless coordination between warehouse and sales teams
- Accurate and auditable cash handling and invoicing
This transformation helped the business scale operations while maintaining customer satisfaction and internal control.
