Industry
Hardware Business
Company
BS AGENCY
Location
West Bengal, India
Established
2011
About BS AGENCY:
BS AGENCY is a hardware business based in West Bengal, India, managing sales, purchases, inventory, accounting, and dealer operations. The company works with a dealer network and manages commercial processes such as discounts, incentives, and loyalty activities.
As the business grew, its reliance on Excel files and disconnected processes made it necessary to establish a more structured system. The project focused on bringing core operations together, improving dealer management, and creating a stronger foundation for future growth.
"Softhealer helped us move from Excel-based processes to a more organized ERP system. The implementation addressed our accounting, dealer management, discount, and dealer self-service requirements, making our day-to-day operations easier to manage."
Management,
BS AGENCY
Type of Project
Excel
Odoo ERP
Odoo Implementation Overview
- Services Offered:
- Odoo Implementation, Odoo Customization, Odoo Migration, Odoo Training, Odoo Support, Mobile Apps
- Odoo Applications Used:
- Sales, Purchase, Inventory, Accounting
- Other Applications (Integrations):
- Tally Integration
- Hosting And Edition:
- Odoo 18 Enterprise, Cloud Hosting
- Timeline Of Implementation:
- 3 Months
Key Challenges Faced
BS Agency was managing its operations through Excel files and disconnected processes. This created challenges across business data, financial operations, and dealer management.
Fragmented Business Data
Sales, purchase, inventory, and accounting information was maintained through disconnected Excel files. Existing data also needed to be transitioned into the new ERP environment without disrupting business records.
Manual Invoicing and Accounting Processes
Invoicing and accounting activities relied on manual processes. This increased the risk of errors and limited timely access to financial information.
Unstructured Cash Discount Management
Cash discounts offered to dealers and customers were not managed through a structured process. Tracking, applying, and reconciling discounts required manual effort.
Manual Dealer Target and Incentive Management
Dealer targets and incentive calculations were handled without a centralized workflow. This created inconsistencies in tracking dealer performance and calculating incentives.
Unstructured Dealer Loyalty Management
Dealer loyalty activities and points were not managed through a structured system. There was no centralized process for maintaining and tracking the loyalty program.
Limited Dealer Self-Service
Dealers depended on the internal team to place orders and access invoices and account statements. They also had limited direct access to loyalty points and incentive information.
Solutions Offered
To address these challenges, Softhealer implemented Odoo ERP for hardware business with customized dealer workflows.
Centralized ERP Operations
- Implemented Odoo Sales, Purchase, Inventory, and Accounting to bring the company's core operations onto a centralized ERP platform. The existing Excel-based processes were reorganized within Odoo 18 Enterprise to manage sales, purchases, inventory, and accounting in one system.
Tally-to-Odoo Data Migration
- Successfully migrated the required business data from Tally to Odoo as part of the Odoo ERP implementation. The migration supported the transition to the new ERP environment without data loss.
Tally Data Integration
- Established the required integration between Tally and Odoo to connect business data across the systems. This supported the continued exchange of relevant information during the transition to the new ERP environment.
Customized Dealer Discount Workflow
- Developed a customized workflow for cash discount management, including automation and tracking of discounts offered to dealers and customers. The process was configured to support consistent discount application and reconciliation.
Dealer Target and Incentive Configuration
- Configured customized dealer management workflows for setting targets and calculating dealer incentives. The setup provided a structured process for managing dealer targets and incentive requirements.
Dealer Loyalty Program Implementation
- Implemented a dealer loyalty program with loyalty point tracking as part of the customized dealer management in Odoo. The workflow was configured to maintain dealer loyalty information within the system.
Dedicated Dealer Mobile App Development
- Developed a dedicated mobile app for dealers to place orders directly and access invoices and account statements. The Odoo mobile app for dealers also enabled real-time tracking of loyalty points and incentives.
Need Better Control Over Hardware and Dealer Operations?
Bring Tally data and day-to-day business processes into one connected ERP environment.
Discuss Your Requirements
Key Outcomes and Success Metrics
48%
Better Dealer Engagement through targets, incentives, and loyalty programs
35%
Greater Dealer Self-Service with the dealer mobile app
30%
Better Discount Control through automated cash discount tracking
Impact Created
The Odoo ERP implementation improved how BS AGENCY manages operations, finances, and dealer relationships.
- Sales, purchase, inventory, and accounting activities are now managed through a centralized Odoo ERP for hardware business.
- The transition from Excel files to Odoo 18 Enterprise established a structured system for managing core operations.
- Real-time access to consistent business information improved operational visibility and supported more informed decision-making.
- Centralized Odoo Accounting structured invoicing and accounting activities while reducing reliance on disconnected manual processes.
- Automated invoicing reduced processing time, manual effort, and the risk of errors, supporting smoother cash-flow management and a more consistent customer experience.
- Automated cash discount management provided clearer tracking of discounts offered to dealers and customers.
- Structured tracking and reconciliation improved control over discounts and helped reduce potential revenue leakage.
- Automated dealer targets, incentives, and loyalty programs created a structured approach to managing dealer relationships.
- The dealer loyalty program and incentive workflows supported stronger dealer engagement and encouraged longer-term relationships.
- The dealer mobile app enabled dealers to place orders directly and access invoices and account statements without depending on back-office support for routine requests.
- Real-time access to loyalty points and incentives improved dealer self-service and made the order-to-cash process faster and more efficient.
- The Migration from Tally to Odoo established a modern, integrated platform for managing core business operations.
- The Odoo ERP implementation created a scalable foundation that can support the business as its operational requirements grow.
After Implementation – What's Next?
Implementing Odoo 18 is only the first step. Here's how Softhealer continues to support BS AGENCY as its operations grow and evolve.
User Training & Onboarding
Help teams use the system confidently and follow updated workflows.
Continuous Optimization
Improve workflows and configurations based on changing operational needs.
Support & Maintenance
Provide ongoing assistance, issue resolution, and system maintenance.
Scalability & Growth
Support future expansion through additional modules, integrations, and enhancements.
