Client Overview: IPA Solutions
IPA Solutions is a leading technology-driven services company specializing in delivering customized enterprise solutions to its clients. As the company scaled and expanded its client portfolio, it faced increasing challenges in managing event budgets, vendor invoices, participant registration, and expense tracking across multiple projects.
To address these issues, IPA Solutions envisioned a centralized Expense Management System integrated within Odoo Community Edition v18, tailored to streamline workflows, automate approvals, and provide comprehensive insights into event-related expenditures.
IPA Solutions partnered with KoderXpert Technologies LLP to design and develop a custom Odoo-based solution that extended the platform’s native event management and expense modules.
Challenges Faced
Before implementing Odoo, IPA Solutions faced several operational hurdles:
Manual tracking of event expenses using spreadsheets, causing delays and duplication.
No centralized platform for participants, vendors, invoices, and expense data.
Disjointed workflows for budget approvals, event proposals, and vendor payments.
Lack of real-time visibility into event budgets, expenditure, and financial reporting.
Inefficient vendor coordination with no structured mechanism for submitting proposals and invoices.
Absence of automated reporting, causing delays in financial decision-making.
Challenges Faced
Before implementing Odoo, IPA Solutions faced several operational hurdles:
- Manual tracking of event expenses using spreadsheets, causing delays and duplication.
- No centralized platform for participants, vendors, invoices, and expense data.
- Disjointed workflows for budget approvals, event proposals, and vendor payments.
- Lack of real-time visibility into event budgets, expenditure, and financial reporting.
- Inefficient vendor coordination with no structured mechanism for submitting proposals and invoices.
- Absence of automated reporting, causing delays in financial decision-making.
Goals & Objectives
The objectives behind developing the Expense Management System were:
Centralize expense data for all events within a single ERP system.
Automate the workflows for budgeting, approvals, invoice generation, and expense submissions.
Improve transparency and real-time visibility into event-related costs.
Integrate vendors and participants through a structured registration and proposal process.
Implement multi-level approval hierarchies to ensure accountability and control.
Enable comprehensive reporting for stakeholders to analyze event performance and financial impact.
Goals & Objectives
The objectives behind developing the Expense Management System were:
- Centralize expense data for all events within a single ERP system.
- Automate the workflows for budgeting, approvals, invoice generation, and expense submissions.
- Improve transparency and real-time visibility into event-related costs.
- Integrate vendors and participants through a structured registration and proposal process.
- Implement multi-level approval hierarchies to ensure accountability and control.
- Enable comprehensive reporting for stakeholders to analyze event performance and financial impact.
KoderXpert designed and deployed a customized Odoo v18-based Expense Management System, enhancing core modules and integrating advanced workflows:
Core Odoo Modules Implemented
Solution Provided by KoderXpert
Events Management
Centralized event creation, registration, and proposal submission.
Website Module
Participant registration, event publication, and attendee engagement.
Accounting & Invoicing
Vendor invoice management and payment tracking.
Expense Module
Real-time tracking of event-wise expenses and automated reporting.
Our Implementation Process
Step-1
Discovery & Planning
Conducted workshops to understand IPA Solutions’ existing workflows.
Identified gaps in event creation, budgeting, and expense management.
Step-2
ERP Design & Customization
Enhanced the Events module to manage participants, vendors, and proposals.
Designed custom approval workflows for budgets and expenses.
Step-3
Website Integration
Built a seamless participant registration portal with QR-based ticketing.
Enabled vendor login for submitting proposals and invoices.
Step-4
Expense & Budget Management
Configured budget line definitions, real-time updates, and multi-level approvals.
Linked all expense entries directly with respective events.
Step-5
Reporting & Dashboards
Developed automated PDF reports for:
Minutes of Meeting (MoM)
Budget Utilization
Expense Summaries
Enabled event-wise analytics dashboards for financial visibility.
Step-6
Testing & Go-Live
Conducted end-to-end UAT.
Trained IPA Solutions’ staff and finalized phased deployment.
KoderXpert designed and deployed a customized Odoo v18-based Expense Management System, enhancing core modules and integrating advanced workflows:
Core Odoo Modules Implemented
Solution Provided by KoderXpert
Events Management
Centralized event creation, registration, and proposal submission.
Website Module
Participant registration, event publication, and attendee engagement.
Accounting & Invoicing
Vendor invoice management and payment tracking.
Expense Module
Real-time tracking of event-wise expenses and automated reporting.
Our Implementation Process
Discovery & Planning
- Conducted workshops to understand IPA Solutions’ existing workflows.
- Identified gaps in event creation, budgeting, and expense management.
ERP Design & Customization
- Enhanced the Events module to manage participants, vendors, and proposals.
- Designed custom approval workflows for budgets and expenses.
Website Integration
- Built a seamless participant registration portal with QR-based ticketing.
- Enabled vendor login for submitting proposals and invoices.
Expense & Budget Management
- Configured budget line definitions, real-time updates, and multi-level approvals.
- Linked all expense entries directly with respective events.
Reporting & Dashboards
- Developed automated PDF reports for:
Minutes of Meeting (MoM)
Budget Utilization
Expense Summaries - Enabled event-wise analytics dashboards for financial visibility.
Testing & Go-Live
- Conducted end-to-end UAT.
- Trained IPA Solutions’ staff and finalized phased deployment.
Key Features Delivered
Participant & Vendor Management
Automated participant invitations via branded HTML email templates.
Vendor proposal submissions via secure login portals.
Budget Management
Granular budget line creation for each expense category.
Real-time tracking of allocated vs. used budgets.
Expense Management
Vendor expense submission with invoice uploads.
Automated multi-level approvals for expenses.
Website & Event Integration
Participant registration with QR code-enabled ticketing.
Event publication and attendee engagement via Odoo website.
Document Automation
Minutes of Meeting (MoM) PDF generation and automatic attachment.
Customized Bills and Invoice formats adhering to company branding.
Key Features Delivered
Participant & Vendor Management
Automated participant invitations via branded HTML email templates.
Vendor proposal submissions via secure login portals.
Budget Management
Granular budget line creation for each expense category.
Real-time tracking of allocated vs. used budgets.
Expense Management
Vendor expense submission with invoice uploads.
Automated multi-level approvals for expenses.
Website & Event Integration
Participant registration with QR code-enabled ticketing.
Event publication and attendee engagement via Odoo website.
Document Automation
Minutes of Meeting (MoM) PDF generation and automatic attachment.
Customized Bills and Invoice formats adhering to company branding.
Results & Impact
50% reduction in administrative effort through automation of event workflows.
Real-time financial insights across events, vendors, and budgets.
Improved vendor coordination with seamless expense and proposal submissions.
Comprehensive event-wise analytics and expense reporting.
Higher stakeholder satisfaction due to transparent financial tracking and control.
Results & Impact
50% reduction in administrative effort through automation of event workflows.
Real-time financial insights across events, vendors, and budgets.
Improved vendor coordination with seamless expense and proposal submissions.
Comprehensive event-wise analytics and expense reporting.
Higher stakeholder satisfaction due to transparent financial tracking and control.
“KoderXpert has completely transformed how we manage events and their associated expenses. From budgeting to vendor payments, everything is now automated, accurate, and centralized. Their customization of Odoo has given us real-time visibility and streamlined processes like never before.”
Conclusion
Through the successful deployment of a customized Expense Management System on Odoo v18, IPA Solutions streamlined its event planning, budgeting, expense tracking, and reporting.
With KoderXpert Technologies LLP as the implementation partner, IPA Solutions now operates on a centralized, automated, and scalable platform, enabling better financial control and supporting future business growth.
KoderXpert continues to deliver on its promise:
Transforming Ideas into Digital Excellence.
Conclusion
Through the successful deployment of a customized Expense Management System on Odoo v18, IPA Solutions streamlined its event planning, budgeting, expense tracking, and reporting.
With KoderXpert Technologies LLP as the implementation partner, IPA Solutions now operates on a centralized, automated, and scalable platform, enabling better financial control and supporting future business growth.
KoderXpert continues to deliver on its promise:
Transforming Ideas into Digital Excellence.