Odoo Project: Key Features, Real-World Use and Setup in Australia

Odoo Project is an integrated project management module within the Odoo ERP suite. Unlike standalone tools that only manage tasks or deadlines, Odoo Project links projects to sales, timesheets, invoicing, HR, and financial reporting - all in one real-time platform. For Australian businesses, this connectivity addresses a rising challenge: the cost of disconnected systems in managing service delivery, compliance, and profitability at scale.

According to the Productivity Commission, Australian SMEs waste an average of 7 hours per week due to disconnected digital tools, caused by poor integration and duplication efforts (MYOB, 2022). This inefficiency reinforces the need for an ERP-based approach like Odoo. By embedding project management inside a unified ERP suite, it allows Australian businesses to plan, deliver, and invoice seamlessly while ensuring compliance with ATO billing and Fair Work timesheet standards.

In this article, we’ll cover everything Australian business owners and operations leaders need to know:

• Core features that go beyond task tracking, including automation, collaboration, and reporting
• A real-world case study of a New Zealand manufacturer improving production efficiency by 40% (Odoo)
• A clear, step-by-step setup guide tailored for Australian SMEs

And finally, a set of FAQs and insights answering common concerns about integrations, compliance, and deployment.

Whether you’re transitioning from Trello, juggling multiple client jobs, or looking to unify your business stack, this guide offers a localised, practical path to getting started with Odoo Project.

What Are The Core Features Of Odoo Project?

Odoo Project provides end-to-end visibility, automation, and control across four core capabilities: project planning, task workflows, real-time collaboration, and performance reporting. These features are not isolated tools but interconnected modules designed to eliminate fragmentation across Australian SMEs managing complex service, consulting, or production operations.

1. Project Planning & Task Management

Project planning in Odoo is built on flexible visual workflows, structured task control, and multi-project coordination - all in one interface. Whether managing internal deliverables or client engagements, Australian teams can design their own planning pipelines and scale across departments.

The following visual shows the Kanban view available in Odoo Project, offering teams flexible ways to plan and manage tasks across complex delivery pipelines:

Flexible Project Views for Total Visibility

Odoo Project includes multiple built-in views that give teams full operational visibility into tasks, stages, and deadlines. These include:

• Kanban view for stage-based workflows with drag-and-drop
• Gantt view for time-based planning and task dependencies
• Calendar view to manage deadlines at a glance
• List view for batch editing, exports, or status audits
• Large screen view optimised for productivity on widescreens

These visual tools help Australian businesses reduce miscommunication and keep timelines under control.

Task Structuring That Fits Any Business Workflow

Odoo lets businesses structure tasks with full control over hierarchy, sequence, and custom fields. This is especially useful for consulting firms, field service teams, and manufacturers who manage layered scopes:

• Define multi-level sub-tasks for better work breakdown
• Add custom property fields to track relevant task data
• Use dependencies to link tasks and manage sequencing
• Assign team members and followers to each task
• Automate recurring tasks for routine jobs (e.g., maintenance).

Simplified Multi-Project Management

Odoo allows businesses to run multiple active projects without losing clarity or control. This helps SMEs juggle internal initiatives, client work, and service jobs at once:

• Handle multiple active projects simultaneously
• Perform cross-project filtering, searching, and reporting
• Use “My Tasks” view to track responsibilities across projects
• Create private pipelines with custom stages for internal organisation

2. Workflow Automation & Smart Controls

Workflow automation in Odoo Project allows teams to streamline updates, task handling, and notifications without manual effort. This is especially important for time-poor Australian SMEs managing high transaction volumes.

In the next image, you can see how automated task workflows are configured in Odoo, enabling rules that assign users, set deadlines, and trigger updates based on status changes:

Automation Rules to Save Time

Odoo Project supports custom automation rules that reduce repetitive admin tasks and ensure consistent task handling.

• Create rules to assign users, schedule follow-ups, or send alerts
• Trigger workflows based on tags, status changes, or time events
• Configure automation using predefined or custom triggers.

Text Shortcuts & Batch Actions

Odoo enables fast task configuration and bulk updates directly from visual views.

• Use text shortcuts in Kanban view to set tags, deadlines, and priorities
• Perform batch actions such as delete, share, archive, or export
• Apply edits across multiple tasks in one step via List view.

3. Communication & Collaboration

Collaboration in Odoo Project is embedded at the task level, enabling teams to work together without switching tools. This is essential for distributed teams and businesses working with contractors or external partners.

Shown here is the collaborative task interface, where teams can share updates, track progress, and communicate in real-time through Odoo’s Chatter and activity log features:

Real-Time Collaboration Inside Tasks

Odoo supports collaborative editing, live messaging, and full activity history directly within each task.

• Use Odoo’s native HTML editor for live content co-editing
• Record all communication via the Chatter log: emails, notes, calls
• Add mentions, media, and reactions to streamline interaction
• Set up group chats or 1:1 messaging within the task.

Communication Integration & Notifications

Odoo centralises all communication - email, SMS, alerts - so nothing falls through the cracks.

• Enable email integration to log customer replies automatically
• Use SMS or email templates for status updates or reminders
• Create custom alerts based on role, task priority, or activity
• Provide portal access for clients to collaborate and track progress

4. Reporting & Insights

Odoo Project delivers actionable performance insights through native dashboards, pivot views, and advanced analytics. For Australian SMEs, this means faster decisions and fewer surprises.

Displayed on the following screen is the project profitability dashboard, which offers a clear side-by-side view of revenue earned and costs incurred for each project phase or task:

Comprehensive Project Reporting

Built-in reporting tools show exactly how projects are performing in real time.

• Generate project status reports in a few clicks
• Track budgeted vs actual costs and revenue
• Access project profitability views

Advanced Analytics Tools

Odoo goes beyond standard dashboards with deep analytics that business leaders can act on.

• Use burndown charts to visualise completion rates
• Analyse task distribution with graph views
• Create custom metrics with pivot tables
• Share filters and views with teams using the dashboard engine

How does Odoo Project connect with the rest of your business stack? While core features manage tasks and teams internally, the real power of Odoo Project emerges when it integrates with your sales, helpdesk, invoicing, and planning functions. To replicate this efficiency at a local level, the next section provides a practical, Australia-specific setup guide for Odoo Project - covering planning, task logic, time capture, and billing integration.

Integrated Workflows That Connect Odoo Project to the Full Business Stack

Odoo Project integrates directly with essential business modules, such as Sales, Timesheets, Field Service, and Accounting, to centralise task execution, budgeting, staffing, and support into one system. For Australian SMEs spanning construction, consultancy, and services, this full-stack integration replaces fragmented tools with a unified and traceable workflow.

The below snapshot illustrates how Odoo Project synchronises with other core apps, such as Sales and Field Service, to provide a unified, system-wide view of task dependencies and performance:

1. Convert sales orders into projects automatically

By integrating Odoo Sales with Odoo Project, organisations can instantly generate structured projects as soon as a sales order is confirmed (see how Odoo Sales works across pipelines, pricing, and sales orders in Odoo Sales in Australia). This automation includes task creation, role assignment, and delivery timelines - all mapped directly from the sales quote. It removes manual handovers between commercial and delivery teams, especially valuable in fast-moving B2B environments like digital agencies and engineering consultants.

2. Track billable hours with timesheets

Odoo Timesheets links with Project to capture task-level effort and ensure accurate time-based billing. Team members can log hours live or in retrospect, with all timesheet entries tied directly to the relevant project. To understand how timesheets tie to ATO-compliant invoices, see our Odoo Invoicing for Australia guide.

For Australian service businesses subject to ATO audit standards or client billing reviews, this provides clear audit trails and cost control without relying on third-party trackers.

3. Manage on-site work with field service

Odoo Field Service syncs with Project to embed site-based jobs within broader project scopes. Each field visit is registered as a project task, complete with technician notes, material usage, and customer signatures, enabling firms in trades or equipment servicing to keep operational data aligned between the office and the field.

4. Allocate staff and resources effectively

Resource scheduling in Odoo Planning is directly tied to Project task loads, enabling smarter utilisation across multiple assignments. Managers can visualise availability, assign time slots to tasks, and rebalance workloads dynamically. This is crucial for businesses in Australia dealing with workforce shortages or shifting contract demands, like marketing studios or architectural firms juggling concurrent jobs.

5. Track and reinvoice project expenses

Project-related expenses logged through Odoo Expenses flow into the corresponding Project record, streamlining review and invoicing. Whether it’s a contractor’s travel cost or a subscription tied to a delivery phase, businesses can attach documentation, approve claims, and convert them into client-facing invoices. This reduces financial leakage for project-heavy organisations with variable third-party costs.

6. Convert support requests into project tasks

When integrated with Odoo Helpdesk, Odoo Project transforms escalated tickets into defined deliverables. This helps managed services providers or software firms formalise support that evolves into development work. Each escalated ticket becomes a task in a tracked project, preserving communication history and ensuring no billable action is missed.

7. Connect projects across ERP modules

Odoo Project is natively embedded across the full ERP suite, such as CRM, Accounting, Invoicing, and HR, making it a central hub for operational execution and visibility. This eliminates tool-switching and unlocks total clarity across teams and ledgers:

• CRM: Link opportunities to delivery outcomes
• Accounting: Track project profitability and costs via analytic accounts

Australian businesses often invest in digital tools one piece at a time - sales here, time-tracking there - only to end up with disconnected systems and duplicated work. But when Odoo Project is tightly integrated across the full business stack, the difference is immediate. Efficiency gains, real-time insights, and tighter cost control aren’t just theoretical - they’re measurable. The following case from a New Zealand manufacturer shows exactly how that looks in practice.

Real-World Success: How an NZ Manufacturer Boosted Efficiency with Integrated Odoo Apps

A New Zealand-based manufacturer, Alumi Group Ltd, improved production order efficiency by 40% by implementing Odoo Project as part of a fully integrated business suite. This transformation was driven by the urgent need to eliminate manual bottlenecks, unify teams, and streamline production and sales workflows - delivering measurable results without heavy customisation.

Alumi Group Ltd is a window and door manufacturer with warehousing operations in Auckland and China, and supply chains spanning Malaysia. Like many SMEs in the region, they faced pandemic-driven disruptions that exposed the limitations of disconnected tools and manual workflows.

The Challenge Manual Bottlenecks Slowed Projects and Accuracy

Before Odoo, production documentation was handled by a single team member juggling data from spreadsheets and legacy systems. Sales, warehouse, and finance teams lacked a unified view of each order. With over 100 SKUs and 400+ product units per job, project scoping and communication were fragmented, slowing down manufacturing and increasing error rates.

The Solution: Odoo Project Centralised Workflows and Increased Efficiency by 40%

Alumi adopted Odoo for its ability to unify project tracking with sales, production, and finance - all within one cloud-based system. The Odoo Project module played a central role in connecting teams, automating updates, and improving visibility.

Key improvements included:

• Project-Sales Integration: Sales orders from Odoo Sales are directly linked to project briefs. All departments - from customer service to warehouse - can access real-time updates through the Project app.
• Real-Time Collaboration: Tasks are visible and synchronised across production, finance, and customer support. With each team working off the same project framework, there is no duplication or guesswork.
• Automated BOMs and POs: Using data from CRM and eCommerce, Alumi now auto-generates bills of materials and purchase orders within projects, saving hours of manual entry.
• Inventory and Stock Movement: The warehouse team organises stock using Odoo Inventory, fully integrated into each project flow.
• Timesheet-Linked Manufacturing: Production teams log work hours via Odoo Timesheets, feeding into project budgets and client invoicing automatically.

The Result: A 40% improvement in production order efficiency, with real-time traceability from sales to manufacturing completion. Teams now focus on execution, not data reconciliation. As the Co-founder of Alumi put it:

“Odoo is an omnidigital tool for SMEs who want to harness the power of a modern ERP solution but don’t necessarily know where to start.”
Yuan Gao, Co-founder of Alumi

Alumi’s transformation wasn’t driven by custom code - it leveraged out-of-the-box apps with smart integration. The company’s transformation illustrates the value of upgrading beyond manual or siloed tools. To see what’s new in the latest version, check our guide to the best features in Odoo 18.

The next step is understanding how Australian SMEs can replicate this model. Below is a practical setup guide tailored for businesses navigating local compliance, resource planning, and end-to-end visibility.

Odoo Project Setup Guide for Australian Businesses

To set up Odoo Project effectively, Australian businesses must configure five core components - project structure, task logic, time tracking, invoicing integration, and performance reporting. Each layer builds operational clarity and traceability into project delivery, while complying with local reporting, payroll, and client service standards. Below is a practical guide based on official Odoo documentation and tailored for the operational conditions of SMEs in Australia.

The following diagram outlines the key setup stages for Odoo Project, guiding Australian SMEs through project creation, task management, and integration with timesheets and invoicing tools:

For the latest tutorials and UI walkthroughs, refer to the official Odoo Project documentation, which complements the setup steps outlined here.

1. Project Management Setup

Setting up your project foundation in Odoo begins with creating a central workspace where stages, user access, and workflows are defined. The Project app lets you launch a new project, assign managers, and determine who can see and edit tasks, whether internal users or clients, via the portal.

• Add custom stages (e.g., Draft, In Progress, QA, Completed) using the Kanban editor
• Set user roles and access permissions based on responsibility
• Tag tasks with categories like region, department, or priority
• Assign team members and followers so all updates are logged in Chatter

This setup serves as the control tower for all upcoming planning, collaboration, and billing.

2. Task Management

Task management in Odoo is the mechanism by which daily work is scoped, tracked, and delivered. Tasks can be added manually or generated automatically through Sales, Helpdesk, or web forms.

• Use the rich text editor to document requirements, links, checklists, or file uploads
• Create subtasks for granular workflows like approvals or technical steps
• Automate repetitive jobs with recurring tasks and templates
• Define dependencies to sequence complex operations (e.g., internal builds before delivery)
• Enable “My Tasks” dashboards for individual workload visibility
• Use keyboard shortcuts in Kanban for rapid configuration and prioritisation

This structure enables team-wide accountability and transparent progress tracking.

3. Time Management

With the native Timesheet module, Odoo Project enables real-time or retrospective logging of work hours, crucial for time-based billing and Fair Work compliance in Australia.

• Use timers or manual entry to track work hours per task or project
• Link time entries to customer invoices and internal cost centres
• Require manager approval for timesheet validation and auditability
• Compare estimated vs. actual hours to monitor overrun or underutilisation

This integration replaces siloed timesheet tools while maintaining full project context.

4. Invoicing Integration

Odoo links Projects to the Invoicing and Accounting modules, enabling accurate and automatic billing flows aligned with ATO standards.

• Select billing methods per project: fixed price, hourly, or milestone-based
• Convert validated timesheets directly into draft invoices
• Link sales orders and deliverables to task progress
• Automate invoice generation when a task or phase is marked as done

This removes the need for billing spreadsheets and ensures audit-ready invoicing.

5. Reporting and Analytics

Odoo’s project reporting tools allow managers to make data-backed decisions on progress, efficiency, and profitability.

• Use burndown charts to track how fast tasks are completed against the plan
• Filter tasks by assignee, deadline, or project stage using graphs and pivot tables
• Monitor financial KPIs like budget variance, billable vs. unbilled time
• Build role-based dashboards to track real-time status across all active projects

Does Odoo Project fit your business model or technology stack? The next section addresses frequently asked questions for Australian businesses considering an Odoo deployment, covering editions, integrations, and compliance considerations.

Frequently Asked Questions About Odoo Project

Odoo Project raises several practical questions for Australian teams, particularly around licensing, system structure, third-party integration, and compliance. Below are clear answers to the most common queries we receive from clients evaluating Odoo for project-based delivery.

1. Is Odoo Project Management available in the free Community version?

Yes, Odoo Project is available in the free Community version, making it accessible to startups or small businesses with basic project tracking needs. However, the Community edition lacks several critical features that are often essential for Australian businesses aiming to grow or scale, such as external API access, official Odoo support, regular updates, and advanced customisation capabilities. For Australian teams managing client jobs, budgets, and resource allocation, Enterprise features are often critical to scale and compliance.

2. What’s the difference between a project, task, subtask, and milestone?

In Odoo Project:

• A Project is the highest-level structure that groups related work under a shared outcome (e.g., a client contract or internal initiative).
• A Task is a distinct unit of work within the project, assigned to users or roles.
• A Subtask divides a larger task into actionable items, enabling clearer delegation and sequencing.
• A Milestone marks key checkpoints - typically aligned with billing, delivery, or client reporting stages.

This structure ensures that Australian SMEs can organise deliverables, assign responsibility, and monitor progress with full granularity.

3. Can Odoo Project integrate with my existing tools, e.g. Xero, Outlook, custom apps?

Yes, Odoo Project can connect with commonly used tools such as Xero, Outlook, and internal business apps. Integration can be achieved through:

• Pre-built connectors with standard functionalities
• Tailored integration via APIs
• Custom development support from an official Odoo partner in Australia

This flexibility ensures project visibility is maintained across accounting, communication, and internal systems - whether you’re syncing invoices and payments with Xero, aligning task deadlines with Outlook calendars, or building custom connectors for internal workflows.

4. Can Odoo Project support ATO-compliant invoicing and timesheet workflows?

Yes, Odoo Project, when paired with Odoo Invoicing for Australia, enables automated, ATO-compliant invoicing workflows from validated timesheets and milestones. This integration streamlines the billing process and ensures audit-ready documentation for Fair Work and ATO requirements.

• Invoices can be generated from approved timesheets or milestones and exported in formats compatible with ATO standards.
• Timesheet records are linked to analytic accounts for clear audit trails and budget tracking.
• Employee hours can be reviewed, approved, and reported on by project or task, ensuring traceability and alignment with Fair Work obligations.

This ensures that professional service firms, NDIS providers, and contractors can maintain traceability while meeting national regulatory standards.

If you’re wondering whether your project tools are truly helping you grow, the next section explores why fragmented systems often fail Australian SMEs. It will also explain how integrated project tools like Odoo deliver better compliance, alignment, and efficiency at scale.

Why Odoo Project Management Matters to Australian Businesses

Odoo Project matters because it addresses the real operational gaps many Australian SMEs face: fragmented tools, duplicated effort, and poor visibility between quoting, task delivery, and billing. By unifying these elements into a single, live system, Odoo enables better outcomes - from faster job turnaround to ATO-compliant timesheet and invoice records.

• Addressing common project challenges in Australian SMEs: Many small to mid-sized businesses in Australia face delays, duplicated effort, and manual errors due to disconnected quoting, task tracking, and invoicing. These challenges are particularly evident when sales processes aren't integrated. In this case, Odoo Project connects seamlessly with Odoo Sales, enabling sales orders to convert into structured project pipelines automatically.
• Bridging project, finance & compliance in one platform: With built-in timesheets, invoicing, and analytic accounts, Odoo links service delivery to budget tracking and ATO-compliant billing, ensuring operational visibility and financial control from quote to payment.
• The risks of fragmented systems in Australian operations: Many Australian businesses operate with lean teams spread across sites, subcontractors, and remote staff. When spreadsheets, Trello boards, and disconnected tools are used to manage critical project data, it becomes harder to meet Fair Work recordkeeping obligations, align with ATO audit trails, or track project profitability. Fragmentation limits real-time visibility, placing businesses at risk as they scale. With Odoo Accounting integrated, every task, timesheet, and invoice is recorded against live analytic accounts, giving finance teams a clear view of project profitability. Explore its pros, pricing, and financial tracking power in our Odoo Accounting Software guide.

To sum up, Odoo Project equips Australian businesses with a powerful, integrated system to manage tasks, time, teams, and billing - clearly and compliantly. Whether you’re streamlining delivery or scaling up, this platform bridges project execution with business outcomes.

Are you ready to explore Odoo for your team? Book a free consultation with Havi Technology - a trusted Odoo Partner across Australia and New Zealand.

References:

• Odoo. Project Profitability Documentation. Odoo 18.
• Odoo. Odoo Project & Timesheets Tutorial.
• Odoo. Out-of-the-Box Odoo Solution Ups Production Order Efficiency By 40% For Alumi
• MYOB (2022). The Digital Disconnection Challenge.
• Productivity Commissions, Australian Government (2023). 5-year Productivity Inquiry: Australia’s data and digital dividend