Odoo for B2B Marketing Agency: Elevate Sales, Procurement, and Accounting for Growth

Odoo ERP simplifies the operations of B2B marketing agencies by streamlining complex workflows - from managing large volumes of sales orders and coordinating with multiple vendors to processing a high number of invoices. It provides a complete, scalable system that speeds up operations, boosts efficiency, and drives growth - all in one platform.

Want to see how it works in practice? Let’s delve into our client’s success story and discover what’s possible with Odoo!

Havi Technology has collaborated with one of the largest independent B2B loyalty & incentive program agencies in New Zealand and Australia to implement Odoo ERP. The solution brought together key functions - multi-company management, sales automation, procurement management, and AI-powered OCR processes - into one seamless system tailored to the specific needs of a B2B marketing agency.

Our Client - B2B Loyalty and Reward Agency with A Global Reach

Our client is a major B2B loyalty and incentive program agency, recognised as one of the largest in New Zealand and Australia. They operate multiple legal entities and serve a diverse customer base across New Zealand, Australia, the UK, and Europe.

They specialise in helping businesses create strategic loyalty, incentive, and reward programs to drive customer engagement, boost employee performance, or incentivise channel partners. Their service offerings include an online incentive software platform, merchandise reward catalogues, physical and digital gift cards, prepaid Visa gift cards, travel incentives, and more.

Operating across multiple legal entities and currencies, they required a system that could centralise operations, increase visibility, and scale with their future growth.

Solving Operational Challenges with an Integrated ERP Approach

Handling a wide range of reward options for B2B customers, our client usually processes numerous orders. This requires collaborating with multiple vendors to fulfil diverse customer needs, resulting in a high number of vendor invoices. Manually entering these invoices into the system was time-consuming and prone to errors, causing delays in reconciliation, missed payments, and strained vendor relationships, all while complicating financial tracking.

To enhance sales order efficiency and automate accounting processing, our client sought a robust ERP solution that could seamlessly integrate with their existing incentive and reward management platform. This integration aimed to smooth out its processes, including customer orders, purchase orders, vendor management, accounting, and consolidated reporting.

The illustration below shows several key requirements for the system:

After evaluating various options, the client chose to partner with Havi Technology to implement Odoo ERP, a platform that unified their core operations and seamlessly integrated with their current systems.

The Solution - A Tailored Odoo System for Multi-Company Management, Sales Efficiency, and AI-Powered Automation

Havi Technology partnered closely with the client to understand their business structure, operational challenges, and growth objectives. Then, our experts designed a tailored Odoo ERP solution to fit their workflows, enhanced with custom API integrations and AI-powered OCR automation to streamline paper-based processes.

The implementation was carried out in strategic phases to minimise risk while delivering tangible improvements at every stage, as image below:

Centralised Multi-Company Management

Running separate systems for each legal entity made financial management complicated and messy. We set up Odoo to bring all their companies across Australia and New Zealand together in one central system. Each entity kept its local tax rules and currencies, but financial data was now rolled up into a single source of truth.

Integrated Procurement Management

Procurement workflows also needed a smarter, more connected approach. We help the client consolidate all from vendor management, purchase orders, quotes, and billing into one streamlined system in Odoo. Now, the team can keep better track of orders, supplier commitments, and delivery timelines, without the usual back-and-forth.

Smarter Sales and Project Management

The sales team needed a better way to generate quotes - fast, accurate, and based on real supplier costs, not rough estimates. With Odoo’s new setup, every quote and project now pulls in up-to-date supplier data. They can track margins, monitor project progress, and manage campaign-related expenses in real time.

Incentive Platform Integration

Havi’s technical team developed an API-based solution to integrate the client’s incentive and reward platform with Odoo ERP. This integration allows them to:

• Automatically syncs customer sales orders from the incentive platform into Odoo
• Easily creates vendor purchase orders for reward fulfilment
• Eliminates repetitive admin work and human error

Everything flows smoothly from customer order to vendor delivery.

AI-Powered OCR Automation for Invoice and Purchase Order (PO)

The client also adopted the Odoo Accounting module to manage customer invoices, vendor bills, and expenses efficiently. The system included:

• Consolidated reports across all branches, including profit and loss statements, budget comparisons, GST, timesheets, and analytics.
• Detailed branch-specific financial insights.

Even with their new Odoo system improving in many areas, processes for invoices or purchase orders were still a stubborn bottleneck that risked undoing their gains. With hundreds of supplier invoices pouring in every month, manual processing had become a bottleneck, leading to errors, payment delays, and tension with vendors.

Odoo’s built-in OCR feature was explored, but it soon became clear that its limitations couldn’t meet the client’s scale or complexity. The tool only handled basic vendor bill extraction within the Accounting module and struggled with inconsistent document layouts.

That’s when Havi stepped in with the next step in their digital transformation: a robust, AI-powered OCR automation solution, fully integrated into their Odoo system.

Here’s how our solution goes further and helps the client:

• AI that adapts to various scenarios: Our AI OCR can adapt to various invoice and PO layouts of the client, accurately identify fields like invoice totals, GST, or PO references, adapt to different supplier formats, and improve with use through AI-based learning.
• Works across all business documents: While Odoo’s OCR works well with Accounting, our solution helps the client process vendor bills, purchase orders, quotes, delivery slips, and more, pushing data into the right Odoo workflows. All documents are now stored and organised in Odoo Documents, creating a single source of truth.
• Smart data extraction and validation: Our AI OCR technology helps the client read invoices and POs, pulls out key data, and automatically matches it against purchase orders in Odoo. If discrepancies arise (e.g., mismatched totals, quantities, or missing POs), the system flags these for review.
• Automatic bill creation in Odoo: If everything matches, a bill is created instantly in Odoo, cutting manual work to a minimum.

This automation helped the client process vendor invoices faster, more accurately, and with real-time visibility into their financials, keeping operations smooth and cash flow healthy.

Want to explore in detail about our AI-powered OCR solution? Read this article

With Odoo and AI-powered OCR working hand in hand, they’ve built a business foundation that’s not just more efficient - it’s ready for future growth.

Ready to Transform Your Operations with Odoo?

This project shows just how flexible and powerful Odoo can be — whether you’re running a marketing agency, a global retail brand, a school, or a manufacturing business,

Odoo’s all-in-one ERP system can be tailored to fit your unique needs.

If you aspire to enhance efficiency, streamline operations, and achieve measurable growth, Odoo could be the transformative solution you’re seeking. Let’s talk about how we can build the right solution for you - get in touch with us today!