CODEerts
Case study: Finance & Accounting
Replacing the settlement spreadsheet
A German franchise network calculated multi-tier franchisee payouts in a legacy Excel workbook, and keyed in vendor invoices by hand. We moved both into Odoo.
Industry
Franchise operations and finance
Region
Germany
Odoo
Version 19 on Odoo.sh
Scope
Document automation, settlement engine
The challenge
What was not working.
Vendor invoices arrived as PDF attachments on email and were retyped by hand. Franchise settlement, meaning what each franchisee is owed across several tiers, lived in a sprawling spreadsheet that nobody fully owned. Every cycle meant high-volume manual parsing and a finance process that could not begin until the workbook was finished. The spreadsheet was both the bottleneck and the single point of failure.
What we built
The work, in detail.
Hands-free document intake
A pipeline that intercepts incoming vendor emails, parses the PDF attachments automatically and creates the matching records in the backend, with no manual entry step.
A settlement engine in place of the workbook
The legacy spreadsheet logic was rebuilt as a calculation engine inside Odoo, handling high-volume parsing and the multi-tier franchise settlement computations directly.
Wired into the financial core
We restructured the Accounting and Invoicing flow so settlement output feeds the financial cycle directly, using custom backend logic and dynamic view domains rather than a separate export.
Automated the downstream cycle
Invoice validation, credit notes and payout tracking now trigger from the settlement result instead of being re-entered by hand.
The result
What changed.
The spreadsheet dependency removed from settlement entirely
Invoice intake became hands-free, straight from email
Vendor email through to franchisee payout runs as one connected flow
Stack
What it runs on.
- Odoo 19 on Odoo.sh
- Accounting
- Invoicing
- Custom settlement engine
- PDF parsing
- Email gateway
Questions
About work like this.
Can Odoo read invoices out of email automatically?
Yes. An incoming mail gateway can hand attachments to a parser that creates the record and attaches the source PDF, so the document and the entry stay together and nobody retypes anything.
Is a spreadsheet settlement model safe to rebuild in Odoo?
It is usually safer in Odoo than in the workbook. The rules become versioned, auditable and testable, and the calculation runs against live records instead of a copy that has to be refreshed.
What happens to the old calculations during a rebuild like this?
We reproduce the existing logic first and reconcile it against historical cycles, so the new engine is proven to match before it becomes the source of truth.
More work
Other things we have shipped.
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Read the case studyReady to make Odoo work the way your business does?
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CODEerts
CODEerts is a team of certified Odoo experts and full-stack engineers. We implement, customise and support Odoo ERP, then build the software around it.
