Project Based Odoo ERP for a Medical and High Tech Equipment Distributor, From Approved Quote to Signed Handover Act

When a single order is built from dozens of components, and the sales, purchasing and installation data all live in separate tables, the full picture gets lost fast. For this supplier of medical and high tech equipment, working mostly through public tenders, we built an Odoo based system where everything revolves around one thing, the approved quote.

Challenge

Most of this company's sales happen through public procurement. What they sell is rarely a single device. It is a complex package that still has to be installed. Before, every deal had to be assembled by hand. The team raised supplier requests separately, planned the installation work on its own, and prepared the goods acceptance and handover acts manually. The process ate up a lot of time. Mistakes kept creeping in. And there was almost no link between one document and the next. On top of that, supplier price lists arrived as Excel files, which meant prices had to be recalculated by hand every single time.

Solution

We built a project based ERP with a clear configuration model at its core. Now a salesperson sees the whole composition of a deal in one window, the products, the suppliers, the serial numbers and the delivery dates. The moment a quote is approved, the system automatically creates a project, a sales order and purchase requests grouped by supplier. The whole team can follow each item in real time, from order to delivery at the client site, so nothing is scattered across different places anymore.

One project number ties the entire deal together. It connects the purchases and the installation work under the same reference. From that data the system generates a Lithuanian goods acceptance and handover act automatically, with all the required serial numbers, quantities and VAT calculations. The salesperson stays in control of which lines make it into the final document. Supplier prices are now worked out automatically by set markup coefficients, and Excel price lists can be imported in bulk instead of being keyed in line by line. The system is also fitted to the realities of public procurement, since it lets the team track tender numbers and contract signing dates against each deal.

The approach was deliberately incremental. We started from the part of the process that caused the most friction, the manual handover acts and the disconnected purchasing, and built outward from there. Because the configuration model was clear from the start, each new piece, the multi supplier purchase grouping, the coefficient based pricing, the procurement tracking, slotted into the same structure rather than becoming another standalone workaround. That kept the system coherent as it grew.

Result

The approved quote became the single source of truth. A process that used to be assembled by hand turned into a clear sequence that runs from the sale all the way to the signed handover act. Documents that were once disconnected now share one project reference, so the team can answer questions about any deal without digging through separate files. Pricing that used to mean manual recalculation now happens on its own. And the acceptance acts that took real effort to prepare are produced straight from the system, correct and ready to sign.

The system is fully implemented and works for the client. It runs on the company's own server and the whole team uses it day to day for all their operations.