Challenge The client offered tailored corporate wellness and medical services based on complex retainer contracts that included variable service hours and monthly fixed fees. They used decentralized spreadsheets for scheduling medical appointments and manual time-sheets to calculate service usage. This led to frequent disputes over retainer balances, errors in variable service billing, and administrative bottlenecks.

Odoo Solution ochre.digital implemented Odoo Project and Odoo Timesheets tightly integrated with Odoo Subscriptions (for retainer management) and Odoo Accounting. The system was customized to track service consumption against pre-paid client contracts. The implementation focused on:

• Using Odoo Subscriptions to manage complex recurring retainer fees and contract terms.

• Utilizing Odoo Timesheets to allow medical and administrative staff to log service hours against specific client projects.

• Automating the calculation of variable billing when service hours exceeded the monthly retainer limits.

Key Results

• Accurate Retainer Management: Replaced error-prone spreadsheets with the automated Odoo Subscriptions module, giving both the client and the sales team real-time visibility into the remaining retainer balance.

• Streamlined Billing: Automated the entire invoicing process. Fixed retainer fees were billed automatically, and excess service hours were accurately calculated and invoiced via the Timesheet module, reducing billing errors by 80%.

• Operational Clarity: The service delivery team gained a clear, centralized view of client contracts, ensuring that service scheduling and resource allocation were always compliant with the terms of the signed agreement.