Haply Robotics Cuts Software Costs 50% with Odoo ERP
Intro: Haply Robotics Cuts Software Costs 50% with Odoo ERP
Solution Architecture
Functional Area | Modules Core Operations | Sales, CRM, Purchase, Inventory Manufacturing | Manufacturing (MRP), Shop Floor, Quality, Barcode Finance & Control | Accounting, Expenses, Timesheets Service & Support | Helpdesk, Repairs, Appointments Projects & People | Project, Employee Kiosk Custom Solutions | QuickBooks Online Sync, Warranty Registration, Device Library, BOM Importer, and more (see Custom Developments)
Plus, integrations with: QuickBooks Online, real-time API dashboards
Key Pain Points
Tool Sprawl & Data Silos: Close to 20 separate software tools, three accounting systems, HubSpot for CRM, ClickUp for project management, and an array of specialized apps, none of which talked to each other. Every hand-off meant manual data transfer, duplicate entry, and version conflicts. Annual software licensing alone cost approximately $40,000.
Spreadsheet-Driven Processes with No Control: Core processes lived in spreadsheets owned by different individuals, with no centralized permissions, version control, or audit trail. Simple questions took 3-day email chains to resolve.
No Manufacturing Traceability: As a hardware manufacturer shipping precision devices with serial numbers and warranties, Haply lacked end-to-end traceability from BOM through production, QC, delivery, and after-sales service.
Slow Reporting & Poor Visibility: Investor reporting preparation took 14 days. Leadership had no real-time view of the pipeline, production status, or delivery progress, since data had to be manually stitched together from disconnected systems.
Our approach
We followed a clear, structured process across six phases:
Understand and map the processes
We studied inventory receiving, POS and daily billing, supplier orders and payments, and customer record management.
Configure Odoo modules
We implemented Inventory for automatic stock updates, POS for faster checkout, Purchases for supplier management, and Contacts for customer records.
Build and adjust
We set up automatic stock updates with every sale and purchase, POS screens optimised for speed, clear purchase order tracking, and organised customer data.
Test and validate
Before going live, the team tested real sales scenarios, verified inventory counts, and reviewed reports.
Train the team
Staff were trained on daily POS operations, stock receiving, purchase tracking, and basic reporting.
Go-live and support
After launch, we answered user questions, resolved small issues, and improved processes based on feedback.
Key Implementation Highlights
- Serialized Manufacturing with Full After-Sales Traceability Haply ships precision haptic devices where every unit matters. OneStopOdoo implemented the full manufacturing chain, BOM management (with a custom BOM Importer for fast engineering updates), Shop Floor execution, Quality checkpoints, and barcode-driven inventory, with lot and serial tracking end to end. A custom Lot/Serial CSV Export API and serial-number validation on order lines ensure every device is traceable from component receipt to customer delivery and beyond.
- Custom Warranty Registration & Claims Module: Hardware sold into hospitals, labs, and industrial sites needs airtight warranty management. OneStopOdoo built a purpose-built Warranty Registration module tied directly to sales orders and the eCommerce cart, enabling:
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- Automatic warranty date computation from delivery, with standard and extended warranty support
- Warranty status visibility on every device and customer record
- Claims tracking linked to the Repairs and Helpdesk modules for a closed-loop after-sales process
- Warranty and claims analytics (total warranties, claims, invoices) for management reporting
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- QuickBooks Online Synchronization: Rather than forcing a risky big-bang accounting cut-over, OneStopOdoo developed a robust QuickBooks Online sync engine covering customers, products, invoices, taxes, and payment states, with duplicate detection, tax mapping from Intuit, automated token refresh, and queued background jobs for reliability. This lets finance operate seamlessly during the transition while consolidating three legacy accounting tools.
- Device Library for Demo & Loaner Units: A custom Device Library module manages Haply’s fleet of demo and evaluation devices, validating quantities and serial numbers on movement lines so marketing, sales, and engineering always know where every unit is.
- Real-Time Operations Dashboard via API: Using Odoo’s API, OneStopOdoo built a custom company-wide dashboard surfacing CRM stages, sales orders, deliveries, manufacturing progress, quality stages, and shipping status on a 75-inch office display. Internal status questions dropped immediately, and the visibility pressure cleaned up master data within two days.
- Governance, Security & Audit Framework: To replace the spreadsheets-with-no-permissions era, the implementation included a full audit log framework, login audit trails, automatic user logout, controlled global-delete access, protected employee private data, and data recycling rules, giving a scaling hardware company enterprise-grade data governance.
Key Implementation Highlights
Result
Results & Impact
Management now has real-time visibility across sales, stock, and purchases.
Custom Developments Delivered
Company-wide customizations across Sales, Purchase, and Finance: delivered-product tracking, unit price and totals computation, supplier purchase links, out-of-scope tax handling, sensitive data access controls
Warranty registration on sales orders and eCommerce, claims tracking, extended warranty, warranty status computation
Bidirectional sync of customers, products, invoices, and taxes with duplicate detection and queued jobs
Conclusion
OneStopOdoo is a certified Odoo Silver Partner helping businesses connect ERP, accounting, data, and operations into one structured system. We implement solutions that reduce manual work, improve financial accuracy, and bring clarity across teams. From bookkeeping to reporting and system integration, we support day-to-day operations and long-term growth for clients across the USA and Canada. Our focus is to build systems that work consistently as your business scales.
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