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Industry

Painting & Coating/Construction

Project Type

ERP Implementation

Location

Vancouver, British Columbia, Canada

Timeline

6 Months

Team Size

7

Executive Summary

Aglowid IT Solutions Inc. partnered with New York Painting & Coating Ltd. (NYPC), a 30-year-old multi-crew painting and coating contractor based in Vancouver, to modernize operations across residential and commercial projects throughout British Columbia. With 400+ field workers and a 25-person administrative team, NYPC had outgrown its fragmented mix of SiteDocs, Excel, Outlook, and QuickBooks, resulting in disconnected workflows, manual handoffs, limited visibility, and operational delays. Aglowid implemented a full-scale Odoo ERP for painting & coating contractor ecosystem covering project management, field operations, HR, compliance, accounting, procurement, and AI-powered financial workflows. The solution unified operations across 8 departments, automated 12 critical field-to-finance workflows, and standardized processes from project mobilization to financial reconciliation. As a result, NYPC gained real-time operational visibility, reduced manual dependency, improved cross-department coordination, and established the scalability and compliance controls needed to manage its growing multi-site project portfolio.

Business Challenges

Prior to the Odoo engagement, NYPC's operational model presented five compounding challenges that were directly limiting project throughput, compliance reliability, and financial accuracy:

  • Disconnected Operational Workflows : Crew mobilization, FLHA submissions, material requisitions, progress billing, and subcontractor invoice approvals were managed across SiteDocs, Excel, Outlook, and QuickBooks with no integration layer. Each department operated independently, creating manual handoff points that introduced latency, errors, and accountability gaps between field and office.
  • Manual Data Entry and Record Duplication : Safety forms, site inspection checklists, Request for Change Orders (RCOs), Extra Work Confirmations (EWCs), and inventory requests required redundant data entry across multiple systems. This not only consumed significant administrative bandwidth but also created discrepancies between what was logged in the field and what was visible to the Project Coordinator and Accounting team.
  • Absence of Real-Time Project Visibility : Project Coordinators and Leadership had no centralized dashboard to monitor Schedule of Values (SOV) completion percentages, crew attendance status, PPE certification compliance, or material consumption across sites. Visibility required manual phone calls, email threads, or waiting for end-of-day reports.
  • Fragmented Communication Across Departments : RFI tracking, Architectural Supplemental Instructions (ASI), color scheme approvals, and equipment redeployment between sites all depended on email chains and spreadsheets. There was no structured escalation path, no automated reminder system, and no audit trail linking communication records to their respective project records.
  • Limited Integration Between Field Activities and Financial Controls : Progress draw invoicing, holdback calculations, subcontractor payment processing, and lien period tracking were handled manually by the Accounting team with no structured linkage to field milestone data. Billing cycles were delayed, approval chains were informal, and there was no automated QuickBooks sync to prevent double-entry.

Objective

The core mandate of this ERP implementation was to digitally unify NYPC's field operations, project management, safety compliance, procurement, and financial workflows onto a single, scalable platform without disrupting active job sites or existing approval hierarchies. The engagement was framed around seven strategic objectives:

  • Field-to-Payroll Integration : Integrate NYPC's existing mobile clock-in/out application with Odoo Timesheets to automate labor hour capture, payroll calculation, and job costing, eliminating manual timesheet reconciliation.
  • Safety Compliance Automation : Leverage AI-driven OCR to process Field Level Hazard Assessment (FLHA) forms, identify task-based risk categories, and push personalized, crew-specific WhatsApp safety reminders daily.
  • Centralized Procurement and Inventory Control : Establish a centralized inventory management system with live stock visibility, project-to-warehouse transfer tracking, equipment maintenance logs, and PPE issuance records.
  • Digitized Project Coordination : Equip Project Coordinators with structured digital workflows for project creation, Schedule of Values (SOV) setup, color scheme approval routing, document management, and milestone tracking.
  • Automated Financial Operations : Deploy AI-powered invoice capture for vendor and subcontractor invoices and implement a controlled, one-way QuickBooks integration gated by multi-step leadership approval.
  • Role-Specific WhatsApp Communication : Configure department-level WhatsApp Business API integrations for HR notifications, safety compliance reminders, quality control alerts, and client payment follow-ups.
  • Scalable Multi-Project Infrastructure : Introduce standardized project templates, automated workflow triggers, and role-based dashboards enabling NYPC to onboard new projects and scale crews without proportional administrative overhead.

Key Modules Implemented

The implementation was delivered across seven sequential phases, each building on the last to create an interconnected operational ecosystem. Below is a summary of each module with its primary Odoo apps and key deliverables:

  • Core System Deployment & Data Onboarding : Odoo Enterprise setup across Projects, HR, Inventory, Field Service, Accounting, CRM, Purchase, and Documents. Migrated employee, vendor, customer, and fleet master data. Integrated WhatsApp API and built custom digital forms including FLHA, RCO, EWC, RFI, and QC workflows. Structured centralized inventory catalog.
  • Project Initialization & Color Approval : Standardized Day-1 project creation workflows using CRM, Documents, and Studio, including SOV configuration, client-facing color scheme approval workflows, automated reminder sequences, and procurement-trigger notification automation.
  • Cross-Department Mobilization & Pre-Site Execution : Implemented automated inter-department workflows for HR, Inventory, Purchase, Accounting, and Field Service teams. Enabled crew assignment automation, pre-mobilization readiness tracking, PO generation, and FLHA template distribution.
  • Daily Field Operations & Workflow Automation : Enabled clock-in/out synchronization, digital pre-inspection workflows, FLHA completion loops, QC form submissions, deficiency management, digital approval chains, inventory-linked field operations, and 12 automated WhatsApp/email workflow triggers across daily site activities.
  • Financial Controls & Compliance Enablement : Configured payroll automation with overtime, holiday pay, and BC compliance rules. Enabled SOV-based progress billing, subcontractor invoice approval workflows, holdback/lien period automation, and certification tracking.
  • AI Automation & Accounting Integration : Implemented AI-powered OCR invoice capture, controlled one-way QuickBooks synchronization post-management approval, subcontractor payment workflows, and real-time accounting integration monitoring dashboard.
  • Dashboards, Access Control & Go-Live : Delivered 5 department-specific dashboards, RBAC-based access control for users, User Acceptance Testing (UAT), go-live validation workflows, and production deployment sign-off.

Solution Overview

Aglowid implemented Odoo for NYPC as a centralized operational platform tailored for large-scale painting and coating operations. The solution unified field execution, project management, finance, compliance, and communication workflows into a single connected system designed around NYPC’s existing SOPs and operational structure.

  • Field Operations Layer : The field operations layer digitized workforce tracking, safety reporting, inspections, and quality control processes using Odoo Field Service and custom mobile app integrations. GPS-based geofenced attendance synced directly with payroll and job costing, while digital FLHAs, pre-inspection reports, QC forms, and deficiency tracking streamlined site execution and accountability across crews and project zones.
  • Project Management Layer : Project onboarding and execution workflows were centralized through Odoo Projects, CRM, and Documents. The system managed project setup, SOV tracking, crew allocation, billing structures, holdback conditions, and compliance documentation. Automated approval workflows and client reminders improved coordination between project, procurement, and inventory teams.
  • Financial Controls Layer : The financial layer automated progress billing, holdback calculations, invoice approvals, and vendor invoice processing. AI-powered OCR extracted invoice data from OneDrive, while approval-gated QuickBooks integration ensured controlled accounting operations, audit readiness, and reduced manual reconciliation.
  • Communication & Compliance Layer : WhatsApp Business API integrations and workflow automations enabled real-time communication across field crews, HR, accounting, and QC teams. Automated alerts for safety compliance, missed punches, inspections, certifications, and payment follow-ups reduced manual coordination and improved operational consistency across active job sites.

Architecture & Implementation

The solution was built on Odoo Enterprise 18 hosted on Odoo.sh, creating a centralized and scalable ERP environment for NYPC’s field operations, project execution, financial workflows, and compliance management. The architecture was designed around three core principles: centralized operational visibility, role-based access control, and approval-driven financial governance.

#1: Platform Architecture

  • The implementation combined Odoo Enterprise modules, third-party integrations, AI automation, and custom field mobility features into a connected operational ecosystem.
  • Odoo Enterprise 18 for Projects, HR, Inventory, Accounting, CRM, Purchase, Payroll, Documents, and Field Service
  • Odoo.sh managed cloud hosting with staging environment, automated backups, and CI/CD deployment pipeline
  • WhatsApp Business API integration for automated HR, safety, QC, and accounting notifications
  • AI-powered OCR invoice extraction from OneDrive with PO matching workflows
  • Approval-gated QuickBooks integration for controlled accounting synchronization
  • GPS-based mobile clock-in/out integrated with Google Maps API and Odoo Timesheets
  • Rule-based RBAC security with department-specific access controls across 18 licensed users

#2: Data Architecture

  • The data architecture centralized operational, workforce, financial, and inventory records into a single ERP ecosystem. Master data migration included employee records, customer and vendor databases, fleet assets, inventory catalogs, and project-specific SOV structures.
  • Employee certification and crew assignment tracking
  • Inventory categorization for paints, PPE, spray equipment, and tools
  • Product-level UoM and tracking configurations
  • Vendor and procurement mapping aligned with NYPC workflows
  • Project-level SOV and billing structures

#3: Role-Based Access Control (RBAC)

  • Role-based access controls were implemented using Odoo Studio security rules to ensure department-scoped visibility and operational governance across all workflows.
  • Leadership access for approvals, executive dashboards, and financial oversight
  • HR-controlled access for workforce, payroll, certifications, and crew assignments
  • Project Coordinator access for project setup, SOV management, and document control
  • Field Coordinator access for inspections, FLHAs, QC logs, and field reporting
  • Accounting-controlled access for invoices, approvals, payments, and QuickBooks synchronization
  • Inventory and Safety access for stock operations, PPE monitoring, and compliance workflows

Workflow

The implemented workflow followed a closed-loop operational cycle covering project mobilization, field execution, compliance management, change handling, billing, and project closure. All workflows were centralized within Odoo to ensure real-time visibility, approval tracking, and operational accountability across departments.

1

Project Setup & Mobilization

The Project Coordinator initiated the project in Odoo with complete operational data including client details, GPS-enabled job site, crew assignments, SOV structure, billing terms, holdback rules, and compliance documents. Color approval workflows were managed through CRM with automated client reminders via WhatsApp and email until approval was received. Once approved, HR, Procurement, Inventory, Safety, and Accounting workflows were automatically triggered for mobilization readiness.

2

Workforce & Site Activation

Supervisors activated job sites through GPS-based mobile clock-ins linked to Odoo Timesheets. HR validated certifications and crew assignments, while Safety teams published project-specific FLHA templates and PPE readiness requirements before work commencement.

3

Daily Field Execution

Field Coordinators completed digital pre-inspections covering surface readiness, drywall quality, HVAC clearance, and cleanliness standards before painting activities began. Crews executed work based on SOV tasks, while automated WhatsApp reminders enforced FLHA submissions, QC timelines, and end-of-day site diary completion. Resource requests for materials, manpower, or tools were routed automatically to the relevant departments.

4

Quality Control & Deficiency Management

QC inspections with photographic evidence were completed for each project zone. Failed inspections automatically generated rework tasks with resolution deadlines assigned to responsible crews. Deficiency logs tracked unresolved items by zone, activity, and crew, while automated alerts prevented billing progression until critical deficiencies were resolved.

5

Change Orders & Project Administration

RCOs, EWCs, RFIs, ASIs, and site instructions were managed through multi-step approval workflows inside Odoo Documents. All approvals were timestamped and routed through designated supervisors, coordinators, project managers, and leadership stakeholders to maintain operational governance and document traceability.

6

Billing & Project Closeout

Progress billing was generated based on approved SOV completion percentages, with automated holdback calculations and lien period tracking. AI-powered OCR processed subcontractor invoices with PO matching and approval workflows before QuickBooks synchronization. Once billing, deficiencies, and holdback conditions were completed, the project was closed with a complete audit trail of operational, financial, and compliance records.

Outcome

The Odoo ERP implementation delivered measurable operational improvements across NYPC’s field operations, project management, finance, compliance, and workforce coordination. Within two months of go-live, the organization transitioned from fragmented manual processes to a centralized, automation-driven operational model.

  • 75% Faster Project MobilizationProject setup and mobilization timelines were reduced from 1-2 business days to just a few hours through standardized onboarding workflows, automated department triggers, and centralized project templates. Digital inspections, GPS-based attendance, and automated task coordination improved execution consistency across active job sites.
  • 82% FLHA Compliance RateDigital FLHA submissions, automated WhatsApp reminders, certification expiry alerts, and centralized compliance tracking significantly improved safety operations. Safety compliance shifted from reactive monitoring to a proactive daily operational process across all active sites.
  • 3x Faster Progress Billing CyclesSOV-based billing automation reduced progress draw processing from 5-7 business days to 1-2 days. Approval-driven workflows accelerated invoice reviews while improving financial visibility and billing accuracy.
  • 77% Reduction in Invoice Processing TimeAI-powered OCR automation eliminated manual vendor invoice entry by extracting invoice data directly from OneDrive and matching it against purchase orders and approval workflows before QuickBooks synchronization.
  • 55% Reduction in Administrative OverheadOperational automations across HR, QC, accounting, inventory, and field coordination significantly reduced manual follow-ups, repetitive data entry, and inter-department coordination efforts, allowing office teams to focus on higher-value operational activities.
  • Real-Time Operational Visibility Across DepartmentsLeadership, Project Coordinators, Safety Officers, Inventory teams, and Accounting operated from a centralized source of truth for the first time. Real-time dashboards provided live visibility into workforce attendance, project progress, deficiencies, approvals, billing status, and operational risks.
  • Scalable Multi-Site Operations Without Additional HeadcountStandardized workflows, role-based dashboards, and automated approvals enabled NYPC to onboard and manage multiple active job sites simultaneously without increasing administrative staffing requirements.

Tech Stack

Core ERP Platform

  • Odoo Enterprise 18
  • Projects, HR, Inventory, CRM, Accounting, Purchase, Payroll, Documents, Field Service, Studio

Cloud Infrastructure

  • Odoo.sh managed cloud hosting
  • Staging environment with CI/CD pipeline
  • Automated backups and deployment management

Communication & Automation

  • WhatsApp Business API
  • Automated HR, safety, QC, and payment notifications
  • Department-level workflow automations

AI Automation Layer

  • AI-powered OCR invoice processing
  • Automated PO matching and invoice extraction
  • OneDrive-based invoice capture workflows

Accounting Integration

  • QuickBooks Online integration
  • Approval-gated accounting synchronization
  • Invoice and payment status sync

Field Mobility & GPS Tracking

  • NYPC mobile app(Android, iOS)
  • Google Maps API integration
  • GPS geofenced clock-in/out workflows
  • Odoo Timesheets and payroll sync

Security & Customization

  • Odoo Studio customization
  • Role-based access controls (RBAC)
  • Custom FLHA, QC, RCO, and EWC workflows
  • Operational dashboards and approval automation

Critical Success Factors

Aglowid implemented Odoo for NYPC as a centralized operational platform tailored for large-scale painting and coating operations. The solution unified field execution, project management, finance, compliance, and communication workflows into a single connected system designed around NYPC’s existing SOPs and operational structure.

Team

  • Project Manager - 1
  • Business Analyst - 1
  • Functional Consultant - 1
  • QA Specialist - 1
  • Odoo Developers - 3

Our Clients

Client Testimonials

Rhonda Dibachi

CEO - HeyScottie

United States

Working with Aglowid was a game changer for us. We needed a partner who could understand the complexity of our AI automation goals and move quickly from concept to execution. They delivered a robust solution that not only met our requirements but opened doors to new possibilities. Truly professional and highly capable.

Daniel Gonell

Digital Strategy Consultant - New Minds Group

United States

I brought Aglowid's team in to support a major digital transformation project for one of our clients. Their depth in data architecture and front-end engineering helped us accelerate delivery and exceed expectations. They don’t just execute - they think critically and offer valuable insights every step of the way.

Katelyn Gleason

CEO and Founder - Eligible

United States

What impressed me most was their ability to adapt quickly to the unique demands of the healthcare space. Aglowid helped us refine our platform with performance upgrades and backend improvements - all without disrupting our users. Reliable, detail-oriented, and refreshingly easy to work with.

Robert Sirianni

CEO - Weapon Depot

United States

We needed a development team that could handle both the scale and complexity of a large eCommerce platform. Aglowid built a secure, fast, and user-friendly experience - both for web and mobile. Their communication was clear, and delivery was consistently on point.

Will Ferrer

Founder/CEO - Tempest House

United States

Aglowid stepped in as a true development partner. From initial product scoping to post-launch support, they handled full-stack development with precision and care. Whether it was mobile, backend, or AI-based features - they always brought smart solutions to the table.

Antoine de Bausset

CEO - BEESPOKE

France

They are great at what they do. Very easy to communicate with and they came through faster than I hoped. They delivered everything I wanted and more! I will certainly use them again!

Neil Lockwood

CO-FOUNDER - ESR

Australia

Their team of experts jotted down every need of mine and turned them into a high performing web application within no time. Just superb!

Craig Zappa

DIRECTOR - ENA PARAMUS

United States

"I would like to recommend their name to one and all. No doubt" their web app development services cater to all needs.

Let’s Get In Touch

    Accrediations

    Aglowid IT Solutions INC.

    Five Greentree Center, 525 RT 73 NT STE 104,
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    Ahmedabad - 380060, India