Elevator System
Complete digital transformation for elevator operations, projects, contracts, maintenance & payroll with seamless Daftra integration.
Executive Summary
A two-phase ERP transformation designed for elevator installation and maintenance companies.
Hybrid Model
Odoo Operations + Daftra Accounting
- Odoo as operational source of truth
- Parallel accounting in Odoo
- Daftra for VAT/ZATCA compliance
- One-way automatic sync
Unified ERP
Full Odoo including Accounting
- Complete Odoo Accounting
- Opening balances migration
- ZATCA/e-invoicing in Odoo
- Daftra retirement
New Installations
End-to-end project management from contract to handover
Maintenance (AMC)
Scheduled visits, SLA tracking, and technician management
Rehabilitation
Modernization projects with dedicated cost templates
OEM Manufacturing
China supplier coordination under private label
Solution Modules
21 integrated modules tailored for the Elevator Industry
Overview
A complete customer relationship management system designed specifically for elevator companies. Manage your entire sales pipeline from initial inquiry through quotation approval, with specialized tools for capturing elevator-specific requirements.
Key Features
- Lead Management: Capture and qualify leads from multiple sources (website, referrals, tenders) with automatic assignment rules
- Opportunity Pipeline: Visual kanban boards for new installations, AMC contracts, and rehabilitation projects
- Pre-Sales Survey: Structured digital forms to capture building specifications, shaft dimensions, floor count, door types, and electrical requirements
- Quotation Engine: Generate professional quotes with configurable pricing rules based on elevator specifications
- Approval Workflow: Multi-level approval process with automated notifications and escalation
- Customer 360° View: Complete history of interactions, quotes, contracts, and service records per customer
Business Benefits
- Reduce quote preparation time by 60% with automated pricing calculations
- Never lose a lead with systematic follow-up reminders
- Improve win rates with data-driven insights on successful deals
- Seamless handover from sales to operations with all specifications captured upfront
Overview
Transform approved quotations into structured sales orders that serve as the operational starting point for procurement, manufacturing coordination, and project execution. Every order maintains full traceability to the original quote and customer requirements.
Key Features
- Quote-to-Order Conversion: One-click transformation of approved quotations into sales orders with all specifications preserved
- Order Types: Distinct workflows for new installations, AMC services, rehabilitation projects, and spare parts
- Unit Configuration: Each elevator unit linked to the order with complete technical specifications
- Milestone Planning: Define payment milestones and delivery schedules at order confirmation
- Readiness Checklist: Operational checkpoints ensuring all prerequisites are met before project kickoff
- Document Management: Attach customer POs, signed contracts, and approval documents to orders
Business Benefits
- Eliminate manual data re-entry between sales and operations
- Ensure no order proceeds without proper approvals and documentation
- Clear visibility into order backlog and revenue pipeline
- Audit trail from initial inquiry through order fulfillment
Overview
Comprehensive contract lifecycle management for both installation projects and Annual Maintenance Contracts (AMC). Track payment milestones, scheduled visits, SLA commitments, and contract renewals with full audit trail and compliance documentation.
Key Features
- Installation Contracts: Track project milestones, payment installments, and delivery commitments with automatic status updates
- AMC Contracts: Define visit frequencies (monthly/quarterly/annual), response SLAs, and covered equipment
- SLA Management: Configure response times and resolution targets per contract tier (Standard, Premium, VIP)
- Renewal Tracking: Automated alerts 60/30/15 days before contract expiry with renewal proposals
- Coverage Rules: Define what's included (labor, parts, emergency calls) and exclusions per contract
- Contract Templates: Standardized contract templates with configurable terms and conditions
Business Benefits
- Never miss a contract renewal with proactive alerts
- Reduce disputes with clear SLA definitions and tracking
- Improve cash flow with milestone-based payment schedules
- Full compliance documentation for audits and legal requirements
Overview
End-to-end procurement management tailored for elevator companies. Manage relationships with OEM suppliers in China, local vendors, and logistics providers. Track purchases at the unit level with full visibility into costs, delivery status, and documentation.
Key Features
- Supplier Database: Comprehensive supplier profiles including certifications, lead times, payment terms, and performance history
- RFQ Management: Request quotes from multiple suppliers with side-by-side comparison and negotiation tracking
- Purchase Orders: Generate POs linked to specific elevator units and projects with automatic budget validation
- Unit-Level Tracking: Track procurement status per elevator unit (ordered, in production, shipped, received)
- Document Vault: Store supplier invoices, inspection certificates, shipping documents, and customs paperwork
- Cost Analysis: Compare quoted vs. actual costs with variance reporting per supplier and category
Business Benefits
- Reduce procurement costs through better supplier negotiation with historical data
- Eliminate delays with proactive tracking of supplier deliveries
- Accurate project costing with real-time purchase data
- Centralized documentation for customs clearance and audits
Overview
Coordinate OEM manufacturing with your China-based suppliers under your private label. Manage engineering packages, track production status, conduct quality inspections, and maintain full traceability from order to shipment.
Key Features
- Engineering Package Management: Version-controlled technical drawings, specifications, and BOM with supplier access portal
- Production Tracking: Real-time status updates per unit (queued, in production, QC inspection, ready to ship)
- Quality Control: Define inspection checkpoints with photo documentation and sign-off requirements
- Private Label Management: Branding specifications, packaging requirements, and labeling standards per customer
- Change Order Control: Formal process for engineering changes with impact assessment and approval workflow
- Supplier Communication: Integrated messaging with full audit trail of all production-related discussions
Business Benefits
- Reduce manufacturing errors with clear engineering package control
- Catch quality issues early with mandatory inspection checkpoints
- Full traceability from customer order to manufactured unit
- Protect your brand with standardized private label requirements
Overview
Complete visibility into the logistics journey from factory to installation site. Track shipments, manage customs clearance, coordinate with freight forwarders, and ensure timely delivery of elevator units to meet project schedules.
Key Features
- Shipment Tracking: Real-time tracking of sea/air freight with carrier integration and ETA updates
- Customs Management: Document checklist for import clearance (commercial invoice, packing list, certificates of origin)
- Milestone Tracking: Key logistics stages (departed factory, port arrival, customs clearance, delivered to site)
- Multi-Shipment Handling: Manage partial shipments and consolidated containers across multiple projects
- Freight Cost Tracking: Log shipping costs, customs duties, and handling fees per shipment
- Delivery Coordination: Schedule site deliveries with customer notifications and crane/unloading arrangements
Business Benefits
- Avoid project delays with proactive shipment monitoring
- Smooth customs clearance with complete documentation
- Accurate landed cost calculations for project profitability
- Better customer communication with real-time delivery updates
Overview
Intelligent inventory management for elevator spare parts, components, and consumables. Ensure technicians always have the parts they need while minimizing carrying costs and preventing stockouts that delay maintenance and installations.
Key Features
- Multi-Warehouse Management: Track stock across main warehouse, vehicle inventory, and project sites
- Part Catalog: Comprehensive spare parts database with manufacturer codes, interchangeability, and elevator model compatibility
- Automatic Reordering: Configurable minimum stock levels with automatic purchase requisition generation
- Consumption Tracking: Parts used per maintenance visit or project automatically deducted from inventory
- Serialized Tracking: Serial number management for high-value components (motors, controllers, drives)
- Valuation & Costing: Real-time inventory valuation with FIFO/average costing methods
Business Benefits
- Reduce emergency procurement with proactive stock management
- Lower inventory carrying costs with optimized reorder points
- Accurate job costing with automatic parts consumption tracking
- Full audit trail for warranty claims and defect tracking
Overview
Transform every elevator installation order into a managed project with full lifecycle visibility. Track each elevator unit from contract signing through engineering, manufacturing, shipping, installation, and final handover with stage-gate controls.
Key Features
- Project Templates: Pre-configured project structures for new installations, modernizations, and rehabilitations
- Stage-Gate Workflow: Defined stages (Engineering → Manufacturing → Shipping → Installation → Commissioning → Handover) with approval gates
- Unit-Level Tracking: Each elevator unit tracked individually within the project with its own status and specifications
- Gantt Charts: Visual timeline view showing planned vs. actual progress across all project stages
- Resource Allocation: Assign project managers, site supervisors, and installation teams to projects
- Document Repository: Centralized storage for drawings, permits, inspection reports, and handover documents
Business Benefits
- Complete visibility into all active projects from a single dashboard
- Early warning of delays with stage-gate milestone tracking
- Standardized delivery process ensures consistent quality
- Historical project data for accurate future estimation
Overview
Manage the complete on-site installation process from site preparation through testing, commissioning, and formal customer handover. Coordinate installation crews, track daily progress, and ensure quality standards are met at every stage.
Key Features
- Site Readiness Checklist: Verify shaft preparation, electrical connections, and access requirements before installation begins
- Installation Stages: Track progress through defined stages (mechanical installation, electrical wiring, door installation, car finishing)
- Daily Progress Reports: Mobile-friendly forms for technicians to log daily work, issues, and photos
- Testing & Commissioning: Structured test protocols with sign-off requirements for safety tests, load tests, and speed tests
- Punch List Management: Track and resolve snag items before final handover
- Handover Package: Generate complete handover documentation including test certificates, manuals, and warranty information
Business Benefits
- Reduce installation time with standardized processes and checklists
- Ensure safety compliance with mandatory test sign-offs
- Improve customer satisfaction with professional handover documentation
- Real-time visibility into field operations for management
Overview
Comprehensive AMC (Annual Maintenance Contract) management system. Automatically schedule preventive maintenance visits, dispatch technicians, track visit outcomes, and ensure SLA compliance across your entire elevator portfolio.
Key Features
- Automatic Scheduling: Generate maintenance schedules based on contract terms (monthly, bi-monthly, quarterly visits)
- Technician Dispatch: Assign visits to technicians based on skills, location, and workload with route optimization
- Mobile Visit App: Technicians complete checklists, log findings, capture photos, and record parts used via mobile device
- SLA Tracking: Monitor response times and visit completion against contracted SLA targets
- Emergency Call Management: Log and track breakdown calls with priority escalation and response time monitoring
- Equipment History: Complete maintenance history per elevator including all visits, repairs, and parts replaced
Business Benefits
- Never miss a scheduled maintenance visit with automatic scheduling
- Improve first-time fix rates with complete equipment history at technician's fingertips
- Demonstrate SLA compliance to customers with detailed reports
- Optimize technician productivity with intelligent scheduling and routing
Overview
Full-featured accounting module providing operational financial visibility within Odoo. Designed for a phased transition from Daftra, starting with management reporting and moving to full ZATCA-compliant accounting in Phase 2.
Key Features
- Customer Invoicing: Generate invoices from sales orders and contracts with automatic revenue recognition
- Vendor Bills: Record supplier invoices linked to purchase orders with three-way matching
- Payment Processing: Track customer receipts and supplier payments with bank reconciliation
- Project Costing: Track costs per project/unit for profitability analysis
- Daftra Integration: One-way sync of accounting transactions to Daftra during transition period
- ZATCA Readiness: Phase 2 preparation for Saudi e-invoicing compliance and VAT reporting
Business Benefits
- Real-time financial visibility without waiting for month-end close
- Accurate project profitability with integrated cost tracking
- Smooth transition from existing accounting system
- Future-ready for Saudi regulatory compliance
Overview
Centralized human resources management for your entire workforce. Maintain comprehensive employee records, organizational structure, and HR documentation while providing the foundation for payroll, attendance, and resource planning.
Key Features
- Employee Database: Complete employee profiles including personal details, emergency contacts, bank information, and documents
- Organizational Structure: Define departments, teams, reporting lines, and job positions with visual org charts
- Contract Management: Track employment contracts, probation periods, renewals, and terminations
- Document Management: Store and track expiry of IDs, visas, driving licenses, and certifications per employee
- Skills Matrix: Record technician skills and certifications for intelligent job assignment
- Employee Self-Service: Portal for employees to view payslips, request leaves, and update personal information
Business Benefits
- Single source of truth for all employee information
- Never miss document renewals with automated expiry alerts
- Assign the right technician to each job based on skills
- Reduce HR administrative burden with employee self-service
Overview
Streamline your hiring process from job posting to onboarding. Track candidates through interview stages, collaborate on hiring decisions, and seamlessly convert successful applicants into employees.
Key Features
- Job Positions: Define open positions with required skills, experience, and job descriptions
- Application Tracking: Kanban view of candidates moving through stages (New → Screening → Interview → Offer → Hired)
- CV Management: Centralized storage of resumes, cover letters, and certificates per applicant
- Interview Scheduling: Schedule interviews with calendar integration and automated candidate notifications
- Evaluation Forms: Structured interview feedback forms for consistent candidate assessment
- Offer Management: Generate offer letters and track acceptance status
Business Benefits
- Reduce time-to-hire with streamlined recruitment workflow
- Make better hiring decisions with structured evaluation criteria
- Never lose track of promising candidates
- Seamless transition from candidate to employee record
Overview
Accurate time and attendance tracking for office staff, field technicians, and installation crews. Support multiple check-in methods and integrate seamlessly with payroll for precise salary calculations.
Key Features
- Multiple Check-in Methods: Support for biometric devices, mobile app GPS check-in, and manual entry
- Field Attendance: Technicians check in/out at customer sites with GPS location verification
- Timesheet Management: Record hours worked per project/task for job costing
- Leave Management: Request, approve, and track annual leave, sick leave, and other absences
- Overtime Tracking: Automatic calculation of overtime hours based on work schedules
- Attendance Reports: Daily, weekly, and monthly attendance summaries with late/absent highlighting
Business Benefits
- Accurate payroll with verified attendance data
- Visibility into technician locations and availability
- Better resource planning with leave visibility
- Reduce time theft with GPS-verified check-ins
Overview
Complete payroll processing with Saudi WPS (Wage Protection System) compliance. Configure salary structures, process monthly payroll, handle deductions, and generate bank-ready files for salary transfers.
Key Features
- Salary Structures: Configure basic salary, housing allowance, transportation, and other allowances per employee category
- Automatic Calculations: Compute gross pay, deductions (GOSI, loans, absences), and net salary automatically
- WPS Compliance: Generate WPS-compliant files (SIF format) for bank upload and Qiwa reporting
- Payslip Generation: Professional payslips with full breakdown available to employees via self-service portal
- Loan Management: Track employee loans with automatic monthly deductions until repayment
- End of Service: Calculate end-of-service benefits according to Saudi labor law
Business Benefits
- 100% WPS compliance for regulatory requirements
- Reduce payroll processing time from days to hours
- Eliminate calculation errors with automated processing
- Complete audit trail for all payroll transactions
Overview
Executive dashboards and operational reports providing real-time visibility into every aspect of your business. From sales pipeline to installation progress to maintenance KPIs - make data-driven decisions with confidence.
Key Features
- Executive Dashboard: High-level KPIs including revenue, active projects, maintenance portfolio, and cash position
- Sales Analytics: Pipeline value, conversion rates, quote-to-order time, and sales team performance
- Project Status Board: Visual overview of all projects by stage with delay alerts and milestone tracking
- Maintenance KPIs: SLA compliance rates, first-time fix rates, average response times, and technician productivity
- Financial Reports: Project profitability, cost variance analysis, and accounts receivable aging
- Custom Reports: Build your own reports with drag-and-drop report builder
Business Benefits
- Real-time visibility into business performance
- Identify issues early with automated alerts and thresholds
- Data-driven decision making at every level
- Reduce report preparation time with automated dashboards
Overview
Professional helpdesk system for managing customer inquiries, breakdown calls, and service requests. Track every interaction, ensure SLA compliance, and build stronger customer relationships through responsive support.
Key Features
- Multi-Channel Intake: Receive tickets via phone, email, WhatsApp, or customer portal with automatic ticket creation
- Ticket Classification: Categorize by type (breakdown, inquiry, complaint, request) and priority with automatic routing
- SLA Engine: Define response and resolution times by priority and contract tier with escalation rules
- Equipment Linkage: Instantly see elevator details, maintenance history, and contract coverage when handling tickets
- Knowledge Base: Common issues and solutions for faster resolution and consistent answers
- Customer Communication: Send updates via email/SMS with customer portal access to ticket status
Business Benefits
- Improve customer satisfaction with faster response times
- Never lose a customer request with centralized tracking
- Demonstrate SLA compliance for contract renewals
- Identify recurring issues for preventive action
Overview
Leverage artificial intelligence to enhance customer communication, automate routine responses, and provide intelligent insights. Improve response quality and speed while maintaining a personal touch in all customer interactions.
Key Features
- Smart Response Drafting: AI suggests professional responses to customer inquiries based on context and history
- Thread Summarization: Automatically summarize long email threads and ticket histories for quick context
- Sentiment Analysis: Detect customer sentiment to prioritize urgent or frustrated customers
- Template Intelligence: Smart templates that auto-fill with relevant project/customer details
- Translation Support: Instant translation for communication with international suppliers and customers
- Communication Analytics: Insights into response times, communication patterns, and customer engagement
Business Benefits
- Respond to customers 3x faster with AI-assisted drafting
- Maintain consistent professional communication across the team
- Never miss important details with intelligent summarization
- Improve customer satisfaction with faster, more relevant responses
Overview
Unified internal communication platform that keeps all work-related discussions organized and searchable. Replace scattered WhatsApp groups and emails with structured channels linked to projects, customers, and departments.
Key Features
- Contextual Discussions: Every project, ticket, and record has its own discussion thread with full history
- Team Channels: Department and team channels for announcements, questions, and collaboration
- @Mentions & Notifications: Tag colleagues to get their attention with smart notification preferences
- File Sharing: Share documents, images, and files within discussions with preview support
- Search Everything: Full-text search across all discussions to find past decisions and information
- Mobile Access: Stay connected with mobile app for on-the-go communication
Business Benefits
- Eliminate information silos with centralized communication
- Find any past discussion or decision in seconds
- Reduce meeting time with asynchronous collaboration
- Full audit trail of who said what and when
Overview
Unified scheduling system for your entire operation. Coordinate pre-sales surveys, installation schedules, maintenance visits, and internal meetings in one shared calendar with conflict detection and resource optimization.
Key Features
- Multi-Calendar Views: Personal, team, and resource calendars with day, week, and month views
- Maintenance Scheduling: Automatic scheduling of AMC visits based on contract terms and technician availability
- Installation Planning: Schedule installation stages with crew assignments and equipment booking
- Survey Appointments: Book pre-sales site surveys with customer confirmation and reminders
- Resource Booking: Reserve vehicles, tools, and equipment alongside personnel scheduling
- Sync & Integration: Two-way sync with Google Calendar and Outlook for personal schedule integration
Business Benefits
- Eliminate scheduling conflicts with real-time availability checking
- Optimize technician routes with geographic scheduling
- Reduce no-shows with automated customer reminders
- Better resource utilization with visibility into all schedules
Overview
Professional company website integrated with your operations. Provide customers with self-service access to project status, service requests, and documentation while showcasing your elevator solutions to prospective clients.
Key Features
- Company Website: Professional responsive website showcasing your services, projects, and company information
- Customer Portal: Secure login for customers to view their projects, contracts, and maintenance schedules
- Project Tracker: Real-time visibility into installation progress with milestone updates and photos
- Service Requests: Online form for customers to submit maintenance requests and track ticket status
- Document Library: Customer access to contracts, certificates, manuals, and inspection reports
- Content Management: Easy-to-use CMS for updating website content, news, and project showcases
Business Benefits
- Professional online presence that builds customer confidence
- Reduce customer inquiry calls with self-service status access
- Differentiate from competitors with transparent project tracking
- 24/7 service request submission improves customer satisfaction
Implementation Timeline
Structured 11-week delivery for Phase 1 operations.
Kickoff & Discovery
Workshops with Sales, Engineering, Installation, Maintenance, Finance, HR
Project Plan & NotesBlueprint Sign-off
Master data design and validation for all activities
Approved BlueprintBase Configuration
Projects, Sales, HR + Odoo Accounting parallel setup
Config BaselineElevator Module
Units, cost structure, contracts, maintenance development
Module Release v1Sales Process
Pre-sales survey, cost estimation rules, security/access
Sales Flow ReadyEngineering Workflow
Drawings/specs + OEM supplier coordination statuses
Tracking ReadyWPS Export
Payroll export and test scenarios
WPS Wizard ReadyDaftra Connector
Auto sync Odoo Accounting → Daftra + testing
Integration TestedUAT & Migration
Data migration, UAT execution, dashboard validation
UAT Sign-offGo-Live & Hypercare
Production deployment and post-launch support
Phase 1 LiveInvestment Summary
Transparent pricing structure for complete ERP transformation.
Phase 1 Implementation
One-Time Investment
Annual Support
Recurring Costs
Phase 2 (Optional)
Future Migration
Suggested Payment Terms
Technical Architecture
Modular "Operational ERP" architecture with Odoo as the central hub.
Users
Odoo (Elevator Module)
External Systems
Integration Data Flow (Phase 1)
| Data Entity | Odoo Trigger | Action | Daftra Destination |
|---|---|---|---|
| Customer Invoice | Invoice Posted | POST /invoices |
Sales Invoice (Official) |
| Vendor Bill | Bill Posted | POST /bills |
Purchase Bill |
| Payment | Payment Posted | POST /payments |
Payment Receipt |
Support & SLA
Comprehensive post-implementation support and service levels.
Critical
System down / business stoppage
Major
Feature impaired, workaround exists
Minor
Cosmetic, non-blocking issues
✓ Support Includes
- Incident handling (errors, issues)
- Bug fixes within delivered scope
- Minor configuration adjustments
- User guidance and questions
- Daftra sync component support
✗ Support Excludes
- New feature development
- Major workflow changes
- Third-party service outages
Decision Matrix
Compare Phase 1 Hybrid vs Phase 2 Unified ERP approaches.
| Dimension | Phase 1: Hybrid | Phase 2: Unified |
|---|---|---|
| Compliance Risk | Low (Daftra for ZATCA/VAT) | Medium (full Odoo readiness) |
| Implementation Speed | Faster (ops first) | Slower (ops + finance) |
| User Adoption | Easier (finance keeps existing) | More change for finance |
| Financial Reporting | Split (Daftra + Odoo) | Unified in Odoo |
| Long-term Cost | Higher until Daftra retired | Lower after migration |
Recommendation
Given active Daftra subscription and need for rapid operational control: