Impact International BV

Impact International BV

Customer profile

Impact International BV designs and produces retail displays and instore solutions for leading brands. Its public website presents the company as a specialist in store experience, engineering, production, roll-out and retail support. That profile reflects a business where creative concepts must be translated into workable deliverables, from shop-in-shop concepts to floor displays and other branded presentations. It is a setting in which retail experience and execution need to remain closely aligned from the first commercial discussion to final delivery.

This type of organization depends on strong coordination between customer-facing work and internal operations. A project does not stop at the quotation stage, because sales decisions affect planning, purchasing, documentation and financial handling. Teams need access to the same information throughout the process, even when they work on different parts of a project. That makes shared process visibility especially important, because the value of the system lies not only in recording data, but in connecting daily work across departments.

Reason for change

Before the Odoo project, Impact International BV was working with Dynamics NAV in a very basic setup. According to the implementation material, important activities also took place outside the ERP environment, including invoicing and project planning. As a result, employees had to rely on a combination of systems, files and manual handovers to move work forward.

That fragmented setup made it harder to keep information consistent across the full customer and project lifecycle. The moment when the company had to move toward a new variant of the existing system created a natural opportunity to reassess its software landscape. For Impact International BV, that meant looking beyond a technical replacement and focusing on process redesign. The key objective was one integrated business system that could support current operations more coherently while also offering room for expansion, additional functionality and a more future-proof way of working across the business.

Challenge

The main challenge was to support a project-based business model without losing operational and administrative control. In a company that designs and produces displays, sales, execution, purchasing and logistics are closely intertwined. A quotation may lead to fulfillment through inventory processes or through a project route, depending on the nature of the work. This requires connected commercial and operational flows so that information can move forward without repeated manual entry or disconnected follow-up.

Another part of the challenge concerned document handling and internal support processes. The project material notes that the company works with large files, which increases the need for structured document management. At the same time, timesheets, expenses, employee records and shared knowledge also needed a better place in the system landscape. The task was therefore broader than replacing ERP alone. It was about creating one workable environment for core business processes as well as the supporting processes around them.

Odoo solution

Impact International BV chose Odoo as the platform to bring these different business areas together. Based on the project scope and solution descriptions, the implementation combines commercial apps, project management functionality, operational support and internal collaboration tools in a single environment. This approach matches the company’s wish to reduce fragmentation and create a process framework where data, documents and follow-up relate naturally to one another instead of being spread across separate tools.

The solution also focuses on practical usability rather than software availability alone. Master data for customers, suppliers, other contacts, products and product categories is prepared for migration through import templates, creating a structured starting point for the new environment. From there, teams can work from a central data foundation for sales, projects and administration. Because large files are part of the operational reality, the planned setup also takes local server needs into account as part of the overall solution direction.

Apps and processes

In the commercial and operational flow, CRM and Sales support the path from lead to quotation and on to confirmed orders. Once an order is approved, it can be followed up through project execution or through operational handling connected to Inventory and Purchase. Invoicing then supports the financial completion of work in a way that is better connected to the upstream process. This creates a more coherent flow than the previous situation, where parts of the process were managed outside the ERP system.

For service delivery and coordination, Project and Timesheets are especially relevant. Projects can be created and managed in phases, tasks can be followed up and time can be registered against project work. In addition, Documents, Expenses, Employees and Knowledge support the broader internal organization. Together they provide cross-functional process support , covering project documentation, supplier documents, expense handling, employee information and shared knowledge in one connected Odoo environment for everyday work.

Result

The clearest realized outcome is that Impact International BV has established a concrete route toward a more integrated way of working, with Odoo as the central platform. Processes that previously depended on a basic ERP setup plus separate tools are being brought together in one system landscape. That provides a stronger base for consistent handling of customer records, product data, project follow-up and documentation, while also supporting smoother cooperation between teams that depend on shared information.

The intended business value lies in better overview, stronger handovers and more controlled execution from quotation through project work to administration. It also creates room to develop processes further as the organization grows and its needs evolve. Expected improvements include better control of project operations , a more centralized document flow and stronger alignment between sales, purchasing, timesheets and administrative follow-up, all within a system designed to support a connected and scalable way of working.