Client & Project Overview
Our client, a family-owned switch and electrical components manufacturing company based in Bhiwadi, Rajasthan, has been operating in the market for over 25 years. Known for producing high-quality modular switches, sockets, and MCB enclosures, they serve more than 120 dealers and OEMs across India. Over the years, their commitment to quality and service earned them a loyal customer base.
However, success came with growing pains. As orders increased, the backend operations — once manageable — became a bottleneck. The managing director, who had been relying on paper-based records, Excel files, and isolated software for accounting, began to feel the pressure of late deliveries, misplaced inventory, and customer dissatisfaction. Recognizing the need for an integrated system, the management team decided to embark on a digital transformation journey with Odoo ERP, aiming to streamline operations, reduce human error, and improve responsiveness.
The project began with a shared vision: to automate core manufacturing and business operations, while enabling data-driven decision-making for future growth.
Challenges & Objectives
At the time of engagement, the client was experiencing several operational inefficiencies:
- Manual Production Planning: Orders were scheduled manually, often leading to resource conflicts or idle machinery.
- Disparate Systems: Sales orders, procurement, and stock management operated in silos, resulting in poor communication and lack of traceability.
- Frequent Stock-Outs: Inaccurate inventory led to missed production runs and backorders.
- Delayed Invoicing: Invoices were generated manually post-dispatch, sometimes days after delivery.
- Limited Visibility: Management lacked access to real-time performance metrics across departments.
The goal was to automate at least 80% of their workflows, reduce operational overhead, and build a centralized, transparent system that would empower both the floor staff and the leadership.
Scope of Work
Our engagement spanned a comprehensive ERP deployment with phased rollouts to ensure smooth transition and adoption. The major components included:
- Sales & CRM: Lead tracking, quotation automation, and sales order approval workflows.
- Purchase Management: Automated RFQs, vendor price comparison, and procurement planning.
- Inventory Management: Real-time stock visibility, barcode-based tracking, multi-warehouse support.
- Manufacturing (MRP): BOM configuration, work order automation, production scheduling, and routing.
- Quality Control: Lot-based quality checks, defect tracking, and inspection reports.
- Invoicing & Accounting: Automated billing, customer payment tracking, and ledger integration.
- Reporting & Dashboards: Custom KPI dashboards for management, departmental performance, and forecasting.
Our team worked closely with internal stakeholders to ensure that the digital solution was not only technologically sound but also practical and aligned with how their business operated on the ground.
Solution Design & Implementation
We began with a detailed process discovery phase to map their current workflows, pain points, and user behaviors. This was followed by gap analysis and blueprinting to determine the best-fit Odoo modules and configurations.
Highlights of the implementation included:
- BOM-Driven MRP Automation: We set up multi-level BOMs and linked them with routing rules and capacity planning. The system could now auto-generate work orders based on confirmed sales.
- Procurement Automation: The system monitored reorder levels and triggered RFQs to pre-approved vendors. Historical price tracking enabled smarter negotiations.
- Barcode-Based Inventory: Every inward and outward movement was tagged with a barcode, allowing real-time tracking, minimizing shrinkage, and improving dispatch accuracy.
- Sales Order Workflow: A custom approval process was implemented for large-value orders. The sales team could generate quotations, and upon approval, trigger downstream procurement and manufacturing.
- Integrated Invoicing: Once goods were dispatched, the system auto-generated invoices and linked them with ledger entries and payment reminders.
The implementation took approximately four months, with two parallel sprints to roll out manufacturing and sales modules first, followed by accounting and inventory.
Execution Challenges
The implementation was not without roadblocks. We encountered:
- Resistance from Floor Teams: Many production workers and supervisors were used to handwritten job cards and were apprehensive about using tablets and barcode scanners.
- Inconsistent Master Data: Part codes, vendor records, and BOMs were inconsistent, requiring intense data cleaning and standardization.
- Cultural Shift: The organization had never worked in a data-driven way before. Educating users on system-generated reports versus gut-feeling decisions took time.
We tackled this through focused change management workshops, user-specific training, and frequent demos. Importantly, we empowered internal champions from each department who became early adopters and trainers for their teams.
Results & Impact
The post-implementation period brought visible and measurable benefits:
- 80% of operational workflows automated, freeing up managerial bandwidth for strategic decisions.
- 65% reduction in production scheduling time, with better capacity utilization.
- 70% drop in dispatch delays, owing to real-time inventory and automated logistics triggers.
- 95% invoice accuracy and a 40% improvement in payment collection cycle.
- Improved dealer satisfaction, with timely deliveries and proactive updates.
- Single source of truth for inventory, financials, and production — accessible through role-based dashboards.
The client now experiences more agility, improved collaboration between departments, and a newfound confidence in scaling up production without operational chaos.
Client Feedback & Innovations
“For the first time in 25 years, I can see my business at a glance — no delays, no chasing updates, and no surprises. It’s not just software, it’s peace of mind.” Ajay Gupta, Managing Director
Post-implementation, the client has initiated two innovation pilots:
- IoT integration to monitor machine uptime and energy usage.
- Mobile CRM for their sales team, allowing remote order placement and dealer visit tracking.
These initiatives are a testament to how the organization has embraced a digital-first mindset.
Key Learnings & Project Team
This project reaffirmed that successful ERP adoption is 20% tech and 80% empathy. The breakthrough didn’t come from features, but from listening — to pain points, habits, fears, and hopes.
We learned that manufacturing companies, especially those with legacy processes, require more than a functional system — they need handholding, training, and contextual adaptation.
Project Team:
- ERP Functional Consultant — Oversaw process mapping and module configurations.
- Manufacturing Expert — Led the MRP and shop-floor automation module.
- Technical Lead — Managed integrations and custom workflows.
- Change Champion (Client-side) — Coordinated internal adoption and feedback.
The success of this project stands as a powerful example of how thoughtful ERP implementation can future-proof traditional businesses, creating operational clarity, business agility, and customer trust.
As an ERP implementation expert since more than a decade we would like you to have a check on the Odoo for manufacturing and how it can help you achieve operational success. If you have any question or queries related to the same, just drop a line at sales@apagen.com and we will be more than happy to help.
