Today we will see how Apagen transformed a Noida spare parts maker’s purchase & billing with Odoo ERP, driving 35% faster procurement and stronger vendor relationships.
Client Overview
- Industry: Automobile Spare Parts Manufacturing
- Size: Mid-sized SME with 150+ employees
- Location: Noida, India
The client is a well-known automobile spare parts manufacturer, supplying to OEMs and aftermarket distributors across India. With a strong foothold in Noida’s industrial belt, the company is a critical supplier in the automotive supply chain ecosystem.
The Challenge
Before Odoo implementation, the client’s Purchase Department struggled with:
- Manual Procurement Processes → Purchase orders were tracked on spreadsheets, leading to errors and delays.
- Lack of Vendor Transparency → Difficulty in tracking vendor performance, delivery timelines, and billing accuracy.
- Inventory-Purchase Disconnect → Purchase planning was reactive, often leading to stock-outs or over-purchasing.
- Vendor Billing Bottlenecks → Manual invoice reconciliation created backlogs, affecting supplier relationships.
Consequences:
- Delayed procurement cycles.
- High carrying costs due to excess inventory.
- Missed production deadlines because of stock shortages.
- Frustration among vendors due to billing disputes.
Objectives & Expectations
The client wanted to:
- Streamline the purchase process with better vendor and order tracking.
- Integrate procurement with inventory, ensuring real-time material availability.
- Automate vendor billing to reduce manual workload and disputes.
- Improve supplier relationships with timely, accurate billing and transparent communication.
KPIs defined:
- 30% reduction in purchase cycle time.
- 20% faster vendor payment processing.
- 15% decrease in stockouts within six months.
Scope of Work
Apagen’s engagement covered:
- Departments: Purchase & Inventory Management, Vendor Billing.
- Modules Implemented: Odoo Purchase, Inventory, and Vendor Bills.
Processes Automated:
- Purchase requisition to approval workflow.
- Vendor bill validation and payment scheduling.
- Inventory-purchase alignment for material planning.
Complexity:
- Multi-vendor environment.
- Custom approval workflows.
- Compliance with GST invoicing rules.
Solution Implementation
Apagen deployed a customized Odoo solution for manufacturing tailored to the client’s needs:
- Purchase Module → Automated requisition approvals, vendor RFQs, and order confirmations.
- Inventory Module → Real-time stock visibility, automated purchase triggers for low-stock items.
- Vendor Billing Module → Seamless integration with vendor orders, enabling automatic invoice validation.
Custom Features:
- Vendor performance dashboard with on-time delivery metrics.
- GST-compliant invoice management.
- Multi-level approval workflows for large purchases.
Execution Challenges
Roadblocks:
- Resistance from purchase executives used to spreadsheets.
- Initial data migration errors in vendor master and pricing lists.
- Need for training finance teams on automated billing flows.
Resolutions:
- Conducted hands-on workshops for purchase staff and finance users.
- Iterative data cleansing and validation during migration.
- Created step-by-step SOPs for vendor billing reconciliation in Odoo.
Results & Business Impact
Quantitative Gains:
- 35% faster purchase cycle times due to automation.
- 25% reduction in vendor payment delays, improving supplier trust.
- 20% decrease in stockouts, minimizing production halts.
- 15% lower carrying costs through optimized purchase planning.
Operational Impact:
- Seamless integration between purchase and inventory departments.
- Improved vendor relationships via transparent billing and timely payments.
- Real-time procurement analytics for smarter decision-making.
Client Feedback
“With Apagen’s Odoo solution, our purchase team has moved from chasing spreadsheets to working with real-time data. Vendor billing disputes have reduced drastically, and our procurement cycle is now faster and more transparent. This has had a direct positive impact on production planning and supplier confidence.”
— Purchase Head, Noida Spare Parts Manufacturer
Key Innovations
- Custom Vendor Performance Dashboard for on-time delivery tracking.
- GST-compliant, automated vendor billing system.
- Multi-level purchase approval workflows designed for SME flexibility.
- Seamless Purchase-Inventory-Billing integration that aligned all three functions in one ERP ecosystem.
This success story highlights how Apagen’s Odoo expertise transformed the client’s Purchase Department into a lean, efficient, and transparent function.
By automating procurement, aligning inventory, and streamlining vendor billing, the client achieved measurable operational excellence.
The client now plans to extend Odoo modules to Sales, Manufacturing, and CRM, creating a fully integrated ERP ecosystem for end-to-end operational visibility.
Want to bring in this kind of operational efficiency, drop us a line at sales@apagen.com or call us on +91 9971800665.
