01 — Odoo Phase 1

Business Process Interview Plan

Documenting SpringTech's current business processes and NetSuite usage so the Odoo 19 implementor understands how we work.

Replacing NetSuite across CRM, Sales, Accounting, Invoicing, Expenses, Sign, Inventory, Manufacturing, Purchase, Employees, Time Off, and Timesheets.

Facilitator Nish
Format Google Meet + Screen Share
Total Sessions 10
Total Time 12.5 hours
Audience Odoo Implementor
02 — E2E Process Scope

What's in Phase 1

Standard end-to-end business processes mapped against Phase 1 module coverage. In-scope processes will be documented through the interview sessions.

End-to-end business process map showing revenue, supply chain, finance, people, and service processes
In Scope — Phase 1
  • L2C Lead to Cash
  • Q2C Quote to Cash
  • O2C Order to Cash
  • M2O Market to Order
  • P2P Procure to Pay
  • S2P Source to Pay
  • P2P Plan to Produce
  • D2O Design to Operate
  • F2D Forecast to Deliver
  • P2I Plan to Inventory
  • R2R Record to Report
  • A2R Acquire to Retire
  • H2R Hire to Retire
Out of Scope — Phase 1
  • C2C Concept to Customer
  • I2O Idea to Offering
  • R2R Recruit to Retire
  • I2R Issue to Resolution
  • R2S Request to Service
  • Return to Resolution
  • Defect to Resolution
03 — Session Schedule

10 Sessions, 12.5 Hours

BU sessions first (so the implementor understands how each business unit operates), then shared services.

Business Unit Sessions
01

Construction — Joinery

Yasar, project coordinator, delivery/installation lead

Joinery 90 min 02

Hospitality — Bedding

Ifham Razie, Mithun, sales coordinator

Bedding 90 min 03

Hospitality — Joinery

Ifham Razie

Joinery 90 min 04

Branded Retail — Bedding

Sherif Mohamed, Shopify/showroom ops

Bedding 90 min 05

OEM Retail — Bedding

Sam

Bedding 90 min
Shared Service Sessions
06

Purchase & Sourcing

Lerris, Ajeesh

Shared 60 min 07

Inventory & Warehouse

Lerris, warehouse supervisor

Shared 60 min 08

Finance & Accounting

Waseem, accounts team

Shared 60 min 09

HR, Time Off & Timesheets

Prakash

Shared 60 min 10

Expenses & Approvals

Waseem, Nish

Shared 60 min
Session 01

Construction — Joinery

How we win, manage, deliver, and bill joinery projects for real estate developers

90 min Yasar + team Joinery
Part A — How We Win Work 20 min
Covers: Lead to Cash (L2C), Quote to Cash (Q2C)
  1. Walk us through how a construction project lands — from first contact to signed contract. What does a typical deal look like?
  2. Where do leads come from today? (Tenders, referrals, direct outreach?)
  3. How do you quote a project? Is there a standard pricing model or is every project custom-quoted?
  4. What does the approval flow look like before a quote goes out? Who signs off?
  5. How is this tracked today — NetSuite, spreadsheets, CRM?
  6. Show us how you create a quote in NetSuite Screen share
Part B — How We Manage the Order 25 min
Covers: Order to Cash (O2C), Design to Operate (D2O)
  1. Once a project is won, what happens next? Walk us through the first week after contract signing.
  2. How do you break a project into individual items (kitchens, doors, cabinets)? Where is that BOM/scope defined?
  3. How are POs raised for materials? Context: "All POs placed manually at start of project"
  4. How do work orders get created? Who decides what to produce and when?
  5. How do you track project status today — which items are in production, ready, delivered?
  6. Show us the project/order in NetSuite Screen share
Part C — How We Deliver & Bill 30 min
Covers: Joinery Delivery Process (MIR / WIR / TOC / DLP)
  1. Walk us through the delivery lifecycle stage by stage: Ready in Stock → Delivered (DO) → Delivered Billed (MIR) → Installed → Installation Billed (WIR) → TOC → DLP
  2. What triggers each stage transition? Who is responsible?
  3. How does the billing work at each stage? What documents are generated?
  4. Explain the retention structure — advance, progressive payments, TOC (50%), DLP (50%)
  5. What's the typical payment terms with developers?
  6. What are the biggest pain points? Context: "Speed up MIR" and "Speed up WIR" flagged as improvements
  7. Show us an invoice and a delivery order in NetSuite Screen share
Part D — Pain Points & Wishlist 15 min
  1. What breaks or slows you down most in the current process?
  2. What manual workarounds do you do that you wish the system handled?
  3. What reporting do you need that you don't have today?
  4. Anything you want Odoo to do differently from NetSuite?
← Back to schedule
Session 02

Hospitality — Bedding

How we sell, produce, and deliver mattresses, beds, and protectors to hotels

90 min Ifham + Mithun Bedding
Part A — How We Win Work 20 min
Covers: Lead to Cash (L2C), Quote to Cash (Q2C)
  1. Walk us through a typical hotel bedding deal — from first contact to PO. How long is the sales cycle?
  2. How do you find hotel opportunities? (Existing relationships, new openings, renovation cycles?)
  3. How are hotel mattresses specified? Does the hotel give you specs or do you propose?
  4. How do you quote — per unit, per room, per project? What determines pricing?
  5. How does the Hypnos vs Huxberry brand choice affect the sales/quoting process?
  6. How do you handle protector replenishment orders vs. new project orders — same process or different?
  7. Show us a hotel quote in NetSuite Screen share
Part B — How We Manage the Order 25 min
Covers: Order to Cash (O2C)
  1. Once a hotel PO is confirmed, what happens? Walk us through order entry to production handoff.
  2. How are BOMs managed for bespoke hotel mattresses? (Custom sizes, firmness, fabrics?)
  3. How do you handle multi-property orders (e.g., hotel group ordering for several locations)?
  4. International orders (Maldives, Seychelles, Kenya) — how does the process differ from local UAE delivery?
  5. Show us an order in NetSuite Screen share
Part C — How We Deliver & Bill 30 min
Covers: Order to Cash (O2C), Forecast to Deliver (F2D)
  1. Walk us through delivery — from factory to hotel site. Who coordinates logistics?
  2. How does international shipping work? Who handles freight, customs, documentation?
  3. How do you invoice — on delivery, on installation, milestone-based?
  4. Is there retention on hospitality projects the way there is in construction?
  5. How do recurring protector orders work — annual PO, standing order, ad hoc?
  6. How do you forecast demand for protector replenishment?
  7. Show us an invoice in NetSuite Screen share
Part D — Pain Points & Wishlist 15 min
  1. What breaks or slows you down most?
  2. What manual workarounds exist?
  3. What reporting do you need?
  4. Anything you want Odoo to handle differently?
← Back to schedule
Session 03

Hospitality — Joinery

How hotel joinery differs from construction joinery — sales, delivery, and billing

90 min Ifham Razie Joinery
Part A — How We Win Work 20 min
Covers: Lead to Cash (L2C), Quote to Cash (Q2C)
  1. How does hotel joinery work differ from hotel bedding? Is it the same sales cycle or separate?
  2. Is joinery cross-sold into existing bedding clients, or does it come through separate channels?
  3. How do you quote hotel joinery — per room, per item, per project?
  4. What's the typical scope? (Tables, desks, TV consoles, luggage cabinets — anything else?)
  5. Does the same person at the hotel procure both bedding and joinery, or different departments?
Part B — How We Manage the Order 25 min
Covers: Order to Cash (O2C), Design to Operate (D2O)
  1. Once a hotel joinery order is confirmed, does it follow the same process as construction joinery or is it different?
  2. How are BOMs structured for hotel furniture vs. apartment kitchens/doors?
  3. Are POs and work orders managed the same way as construction?
  4. How do you handle design/spec approval with hotel clients?
Part C — How We Deliver & Bill 30 min
Covers: Order to Cash (O2C), Design to Operate (D2O)
  1. Does hotel joinery follow the same MIR/WIR/TOC/DLP lifecycle as construction joinery?
  2. If not, walk us through the delivery and billing stages.
  3. How does international delivery of joinery items work?
  4. What are the payment terms for hotel joinery?
  5. Is installation included? Who manages the installation team for hotel projects?
Part D — Pain Points & Wishlist 15 min
  1. What's different about hotel joinery that the implementor needs to understand?
  2. Where do the construction joinery process and hotel joinery process diverge in the system?
  3. What reporting do you need specific to hospitality joinery?
← Back to schedule
Session 04

Branded Retail — Bedding

How Huxberry sells through e-commerce, showroom, and wholesale channels

90 min Sherif + ops Bedding
Part A — How We Sell 25 min
Covers: Lead to Cash (L2C), Market to Order (M2O)
  1. Walk us through the three channels: e-commerce (Shopify), showroom, wholesale. How does each work day-to-day?
  2. Shopify/E-commerce: When an order comes in on huxberry.com, what happens? Who processes it? How does it get to the factory?
  3. Showroom: Walk us through a customer visiting the showroom — how is the sale captured, where does the order go?
  4. Wholesale: How do wholesale orders come in? Is there a different pricing/quoting process?
  5. How do you manage product catalogue and pricing across the three channels?
  6. Is there any Shopify-to-NetSuite integration today?
  7. Show us how orders appear in NetSuite for each channel Screen share
Part B — How We Fulfill 25 min
Covers: Order to Cash (O2C)
  1. How does fulfillment work for each channel? E-commerce (pick/pack/ship), showroom (pickup vs delivery), wholesale (bulk to warehouse)
  2. How do you track which orders are pending, shipped, delivered?
  3. How do returns and exchanges work for each channel?
  4. How is inventory allocated across channels? Can Shopify oversell?
Part C — How We Bill & Collect 25 min
  1. E-commerce: Payment at checkout — does the invoice auto-generate?
  2. Showroom: How are payments taken? Cash, card, credit terms?
  3. Wholesale: What are the payment terms? How do you track receivables?
  4. How are refunds processed across channels?
  5. Show us an invoice flow in NetSuite for each channel Screen share
Part D — Pain Points & Wishlist 15 min
  1. What breaks or slows you down most?
  2. What's your biggest Shopify-to-ERP headache?
  3. What reporting do you need by channel?
  4. Anything you want Odoo to handle differently?
← Back to schedule
Session 05

OEM Retail — Bedding

How we land and serve big-box retailers with white-label bedding products

90 min Sam Bedding
Part A — How We Win Work 20 min
Covers: Lead to Cash (L2C), Quote to Cash (Q2C)
  1. Walk us through landing a new big-box retailer account — from first meeting to first PO.
  2. How does the quoting/tendering process work with retailers like Homes R Us or Home Center?
  3. How do you price white-label products? Cost-plus, target price from retailer, competitive bid?
  4. What does a retailer need from you to list a product? (Samples, specs, compliance docs, packaging specs?)
  5. How is this tracked today — NetSuite, spreadsheets?
Part B — How We Manage Orders 25 min
Covers: Order to Cash (O2C)
  1. Once a retailer relationship is live, how do ongoing orders work? Standing POs, ad hoc orders, seasonal?
  2. How are SKUs managed — does the retailer define the spec or do you propose?
  3. How are BOMs structured for white-label products? Standard BOMs with retailer-specific packaging?
  4. How do you handle multiple retailers wanting similar but not identical products?
  5. Show us an OEM order in NetSuite Screen share
Part C — How We Deliver & Bill 30 min
  1. Walk us through delivery — factory to retailer warehouse/store. Who handles logistics?
  2. Does the retailer require specific delivery documentation (ASN, packing lists, barcodes)?
  3. How do you invoice — per delivery, monthly, per PO?
  4. What are typical payment terms with big-box retailers?
  5. How do you handle defects/returns from retailers?
  6. Show us the invoicing flow in NetSuite Screen share
Part D — Pain Points & Wishlist 15 min
  1. What breaks or slows you down most?
  2. What manual workarounds exist?
  3. What reporting do you need — by retailer, by product, by margin?
  4. Anything you want Odoo to handle differently?
← Back to schedule
Session 06 — Shared

Purchase & Sourcing

How we buy materials — from requisition to payment, local and international

60 min Lerris + Ajeesh Shared
Part A — How We Buy 20 min
Covers: Procure to Pay (P2P) — Requisition to PO
  1. Walk us through how a purchase starts — who requests it, how is it approved?
  2. Is there a formal requisition process or do people go straight to PO?
  3. How do you decide which supplier to use? Is there an approved vendor list per material?
  4. How are POs created in NetSuite today? Screen share
  5. Who approves POs and what are the approval thresholds?
  6. How do you handle international POs vs. local POs — any difference in the process?
Part B — How We Receive & Match 20 min
Covers: Receive → Invoice → Pay
  1. Walk us through goods receipt — what happens when a shipment arrives at the factory?
  2. How do you handle partial deliveries? (e.g., fabric order arrives 60% now, 40% in 2 weeks)
  3. How do you do 3-way matching — PO vs. receipt vs. vendor bill?
  4. How are vendor bills entered in NetSuite? Who enters them?
  5. How do you handle price discrepancies between PO and actual invoice?
  6. Show us a vendor bill in NetSuite Screen share
Part C — Supplier Management & Lead Times 15 min
  1. How do you track supplier performance — delivery reliability, quality?
  2. How are lead times managed today? Context: only 9% of items have lead times in NetSuite
  3. How do you handle international shipping logistics — freight forwarders, customs clearance, shipping documents?
  4. How do you manage landed cost — shipping, duties, insurance?
Part D — Pain Points 5 min
  1. What's your biggest pain with the current purchasing process?
  2. What do you wish the system did that NetSuite doesn't?
← Back to schedule
Session 07 — Shared

Inventory & Warehouse

How the warehouse is organized, stock movements, accuracy, and planning

60 min Lerris + warehouse Shared
Part A — Warehouse Structure 15 min
  1. How is the warehouse physically organized? How many locations/zones?
  2. Is joinery material stored separately from bedding material?
  3. Are finished goods stored separately from raw materials?
  4. How are storage locations tracked in NetSuite? Bins, zones, or just one big warehouse?
  5. Show us the warehouse/location setup in NetSuite Screen share
Part B — Stock Movements 20 min
  1. Walk us through a typical inbound flow — goods arrive, who receives, where does it go, what's scanned/entered?
  2. Walk us through a typical outbound flow — production needs material, who picks it, how is it recorded?
  3. How do you issue materials to production? Manual pick or system-driven?
  4. How do you handle inter-location transfers?
  5. How do you track what's on the factory floor vs. what's in the warehouse?
Part C — Stock Accuracy & Planning 15 min
  1. How often do you do stock counts? Full counts or cycle counts?
  2. How bad are the ERP-to-physical discrepancies right now? Context: known issue flagged by Lerris
  3. What are the main causes of discrepancy — unrecorded picks, damage, returns?
  4. How do you plan replenishment today? Min/max levels, manual checks, MRP-driven?
  5. For bedding fabrics with 40-95 day lead times — how do you decide when to reorder?
Part D — Dead Stock & Reporting 10 min
  1. How do you identify dead stock today? Context: ~1-1.5M AED estimated dead stock
  2. What stock reports do you run from NetSuite? What's missing?
  3. What do you wish you could see that you can't today?
← Back to schedule
Session 08 — Shared

Finance & Accounting

Chart of accounts, month-end, VAT, corporate tax, receivables, and reporting

60 min Waseem + accounts Shared
Part A — Chart of Accounts & Structure 15 min
  1. Walk us through the current chart of accounts in NetSuite — how is it structured?
  2. How many legal entities do you manage? Context: 7 entities, 95% through SpringTech
  3. Do the other 6 entities need full accounting or just a basic chart of accounts?
  4. How do you handle intercompany transactions — e.g., SpringTech manufacturing for Huxberry Trading?
  5. Show us the COA in NetSuite Screen share
Part B — Day-to-Day Accounting 15 min
  1. Walk us through a typical month-end close — what steps, what order, how long does it take?
  2. How do you handle journal entries — who creates them, who approves?
  3. How are bank reconciliations done today?
  4. How do you manage multi-currency transactions? (International sales + international purchasing)
  5. Show us the month-end process in NetSuite Screen share
Part C — Tax & Compliance 15 min
  1. Walk us through VAT — how do you handle VAT on sales, purchases, and intercompany?
  2. How do you prepare and file VAT returns today?
  3. How does corporate tax work — what needs to be tracked in the system?
  4. Are there any customs/duty-related accounting entries for imported materials?
  5. What tax reports do you generate from NetSuite?
Part D — Receivables, Payables & Reporting 15 min
  1. How do you track customer receivables and follow up on overdue payments?
  2. How do you manage vendor payment runs — who approves, what's the cadence?
  3. How do you handle the construction retention accounting (TOC/DLP)?
  4. What financial reports do you generate regularly? What's missing?
  5. Do you manage fixed assets in NetSuite? (Machines, vehicles, factory equipment)
← Back to schedule
Session 09 — Shared

HR, Time Off & Timesheets

Employee records, leave management, attendance, and UAE compliance

60 min Prakash Shared
Part A — Employee Records 15 min
  1. How many employees total? How are they categorized — by department, skill level, visa type? Context: ~154 employees
  2. What employee data do you track today? Where — NetSuite, spreadsheets, paper?
  3. How do you handle onboarding — new employee joins, what data is captured, what documents collected?
  4. How do you manage visa/labor card renewals and Emirates ID tracking?
  5. How do you handle employee exits — final settlement, visa cancellation, document return?
Part B — Time Off & Leave 15 min
  1. What types of leave exist? (Annual, sick, emergency, unpaid, etc.)
  2. How do employees request leave today? Who approves?
  3. How do you track leave balances? Is there a system or is it manual?
  4. How do you handle factory floor leave vs. office staff leave — different rules?
  5. How do you manage UAE-specific leave — Hajj leave, maternity/paternity, public holidays?
Part C — Timesheets & Attendance 15 min
  1. How do you track attendance today? Biometric, punch card, manual?
  2. Do factory workers clock in/out? How is overtime tracked and calculated?
  3. Is there a timesheet system for office/salaried staff?
  4. How are timesheets used — for payroll only, or also for project costing?
  5. How does attendance data feed into payroll today?
Part D — Compliance & Reporting 15 min
  1. Walk us through Emiratization tracking — how do you monitor compliance? Context: UAE hiring quotas
  2. What WPS (Wage Protection System) requirements do you manage?
  3. What HR reports do you generate regularly?
  4. What's your biggest HR admin pain point?
  5. Anything you want Odoo to handle that your current process doesn't cover?
← Back to schedule
Session 10 — Shared

Expenses & Approvals

How expenses are submitted, approved, and tracked across the organization

60 min Waseem + Nish Shared
Part A — How Expenses Work Today 20 min
  1. Walk us through a typical expense — someone spends money, what happens next?
  2. What types of expenses are common? (Travel, petty cash, project expenses, office supplies?)
  3. How do employees submit expenses today — receipts to finance, a form, NetSuite?
  4. Who has company credit cards or petty cash access?
  5. Show us the current expense flow in NetSuite if it exists Screen share
Part B — Approval Workflows 20 min
  1. Walk us through approval chains — who approves what, and at what thresholds?
  2. Are approval rules different for purchases vs. expenses vs. payments?
  3. How do BU heads approve spending within their business unit?
  4. What needs Nish's or Rajiv's direct approval?
  5. Where do approvals happen today — email, WhatsApp, NetSuite, verbal?
Part C — Pain Points & Odoo Wishlist 20 min
  1. What expense claims fall through the cracks?
  2. Are there recurring disputes about expense categorization or approval?
  3. What do you want to see in Odoo for approvals? (e.g., mobile approval, tiered thresholds, auto-routing by department)
  4. Do you want Odoo Sign integrated into any approval workflows?
  5. What reporting do you need on expenses — by department, by BU, by employee?
← Back to schedule
04 — Session Guidelines

How to Prepare

Guidelines for the facilitator and attendees to ensure productive sessions.

For the Facilitator (Nish)

  • Send the agenda to attendees 2 days before each session
  • Ask attendees to have NetSuite open and ready to screen share
  • Record each Google Meet for the implementor to review
  • Capture action items and open questions at the end of each session

For Attendees

  • Come prepared to show your actual process in NetSuite
  • Bring examples of real orders, invoices, POs (not hypotheticals)
  • Flag any workarounds or manual processes — these are the most important things to capture
  • Don't worry about "how Odoo should work" — focus on how things work today