In the fall of 2021, it became apparent that Finn-ID's own system and work management were becoming somewhat cumbersome. It was time to apply their own slogan “We cut unnecessary work in half!” to themselves and reduce their own unnecessary work. The challenge was tackled using Odoo.
Finn-ID provides services for smooth internal logistics, solutions for production challenges, and healthcare device and software solutions. Additionally, Finn-ID offers mobile robots, data collection and speech control solutions, marking and printing software, and devices. To maintain this comprehensive set of services, Finn-ID trains the use of systems, acquires, rents, leases, and sells devices, which they also install, maintain, and recycle. They also engage in a significant amount of consultative project work.
As the operations are diverse, separate software programs had been adopted for each task. Many tasks were handled by individuals specially trained for that particular task.
Significant savings with Odoo
CEO Janne Pyrrö estimates that by abandoning their old ERP and multiple separate software programs and replacing them with Odoo, Finn-ID achieved approximately €100,000 in one-time savings. Additionally, with reduced licensing costs, Finn-ID saves about €5,000 per month continuously.
"Our operations involve a complex array of products and services. We used many different systems and dozens of Excel sheets for work and project planning. A large portion of these Excel sheets was replaced with Odoo. All functions were made available with a single license fee. This ensures that costs will not spiral out of control as we expand our operations," says Pyrrö.
Odoo has streamlined and facilitated work so much that Pyrrö estimates it has brought savings equivalent to two person-years. Because the interface is real-time, user-friendly, and visible to everyone, job roles have been expanded, and versatility has increased. New employees also easily learn to use Odoo without extensive training.
With Odoo, everything is under control
In Odoo, all tasks are handled in one system, providing everyone access to the necessary information. Odoo easily provides information on the status of each task, customer, or invoice.
"Odoo shows directly who is responsible for different tasks and what the situation is. Odoo has reduced unnecessary email communication because discussions and communication take place directly in Odoo tasks or, for example, in invoices. Reminders can also be scheduled in Odoo. This keeps everything well in control," says Pyrrö.
Creating a general overview and obtaining detailed information is fast because drilling down into the data is easy.
"In our previous system, it was strangely difficult to extract a sales report. Odoo brought relief to this as well. From the sales reporting view, I can now, with one click, get information on the status of sales and order processing. Cash flow forecasting is also easy now," says Pyrrö.
Implementation was so fast, it was almost scary
Finn-ID adopted Odoo exceptionally quickly. The presence of a full-time, skilled Project Manager facilitated the process. Additionally, the company had ample experience in various integrations, which made transferring master data from the old system to Odoo easier.
Odoo modules were introduced gradually but at a fast pace. Modules currently in use include those for sales, customer registry, customer device registry, maintenance and service contracts, rentals, financial management, projects and their hours, field service, helpdesk, purchases, travel expenses, warehouses, manufacturing, maintenance, and reporting.
The expansion of Odoo implementation is still ongoing, with plans for e-commerce and wholesaler integrations on the to-do list.
"In hindsight, our pace might have been a bit too fast in the beginning, and it might have been useful to consider some steps more carefully. The incredible expertise of SprintIT's Project Manager Leo and Finance Project Manager Sari ensured the success of the project despite the tight schedule."
The accounting company matters!
Pyrrö has one crucial piece of advice for future Odoo implementers: "Make sure your accounting company is familiar with Odoo. That's where we took a step back. Our first accounting company couldn't utilize Odoo properly. At that point, instead of cutting unnecessary work in half, it might have doubled."
The accounting company was later switched to an Odoo partner-recommended accounting firm. Now, things have started to flow more smoothly, and confidence is high in the upcoming collaboration.
Real-time billing in field service
Finn-ID's installers and maintenance personnel made a significant digital leap with the implementation of Odoo's field service module.
Previously, maintenance technicians went to the customer with a paper work order. They manually recorded the used spare parts, photographed the serial numbers of the devices, and wrote down the mileage. The information was manually entered into the system, and invoicing occurred only when they returned to the office next time. The delay from the job to invoicing could be from a week to two. Pyrrö speculates that a significant amount of billing might have been missed in this process.
Now, all information is recorded at the customer's location, and invoices are sent without delay.
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