For a company whose core operations are IT service and distribution, business process management often requires complex juggling between various disconnected platforms. In situations where the sales team works in one system, the warehouse in another, the e-store operates completely separately, and IT service requests are registered elsewhere, significant data fragmentation occurs. This creates unnecessary data duplication, significantly complicates getting a comprehensive overview of the company, and slows down customer service speed in the long run.
SPX is a company whose daily work involves both the distribution of IT equipment to a wide range of clients and the provision of full-cycle IT services. To optimize and streamline internal processes, as well as to create a stable and unified foundation for future business growth, the company made the decision to consolidate its IT infrastructure by migrating to a single integrated business management system. As a long-standing Latvian IT partner since 2008 with in-depth expertise in Odoo ERP implementation, complex integrations, and infrastructure maintenance, Lailio became SPX’s partner in executing this large-scale transformation.
Solution Architecture
The main goal of the project was to create a centralized data environment where every business record exists in only one instance and is available in real-time to all involved company departments. The solution’s architecture was purposefully built on the Odoo ERP platform, which can fully cover all SPX business needs—from the very first contact with a client to product delivery, invoicing, and post-sales technical service.
Instead of maintaining an expensive, slow, and complex network of integrations between different software, the architecture was simplified as much as possible by moving all core processes to Odoo modules. This means that the customer database, product catalog, warehouse inventory, and financial information are in one place. Such a structure reduces daily maintenance costs and completely eliminates data synchronization errors. This architecture is ready for both company growth and higher workloads.
CRM Migration from Salesforce
Previously, SPX’s sales and customer relationship management processes were organized in the Salesforce environment. Although it is undoubtedly a powerful system, maintaining it completely disconnected from the e-commerce platform and warehouse inventory tracking was inefficient. As part of the Odoo implementation, a full CRM migration from Salesforce to Odoo CRM modules was carried out.
The migration process included the transfer of customer data, contacts, communication history, and all active deals, ensuring complete continuity for the sales team’s work. The integration of Odoo CRM with the other system modules means that a sales specialist can now immediately check product availability in the warehouse directly from the customer card, draft an offer, apply specific B2B discounts, and see all past interactions. This also includes technical support requests and e-commerce purchases, significantly accelerating decision-making and making offer preparation much more seamless.
E-commerce: from Magento to Odoo
In parallel with the CRM migration, a crucial and strategic part of the project was replacing the e-commerce platform. SPX previously used a Magento e-store, whose continuous synchronization with accounting systems required unnecessary additional resources. The migration from Magento to Odoo eCommerce allowed the company’s e-store to become a natural and fully-fledged component of the ERP system.
Now, Odoo eCommerce uses the same unified product catalog and the same customer database as the in-person and B2B sales team. If the product stock or base price changes in the warehouse, it is reflected in the e-store immediately, without delay. This means the risk of selling a customer a product that is no longer in stock completely disappears. Furthermore, when registered B2B clients log into the e-store with their profile, they automatically see their customized contract prices and can conveniently review their past order history, as well as download invoices.
Payments and Delivery
To ensure a fully-fledged and modern e-commerce experience, as well as automated order processing in the warehouse, several essential integrations were built into the system.
- Decta integration: To ensure secure, fast, and reliable online payments, the Decta payment system was integrated into the Odoo e-store. This allows customers to conveniently pay for their purchases with payment cards immediately at checkout.
- Courier service integrations: For the automation of logistics and delivery processes, direct connections were established with the leading delivery networks: Omniva, Latvijas Pasts, DPD, Unisend, and Venipak.
These courier integrations allow customers to choose the most convenient delivery method directly in the shopping cart, and SPX warehouse employees to automatically generate shipping labels directly from the Odoo system. This eliminates any need to manually retype data into courier portals.
IT Service and Distribution in One System
The IT service and distribution business has highly specific and demanding requirements regarding product traceability and post-sales support. The Odoo module architecture perfectly allows these aspects to be combined into a single ecosystem by implementing the following features:
- Sales and quotes: Fast and convenient preparation of commercial offers.
- B2B and B2C pricing: Maintenance of complex price lists and discount matrices for different customer segments.
- Warehouse and inventory with serial numbers: Complete traceability of incoming and outgoing goods by serial numbers, which is critically important for ensuring IT equipment warranties.
- Purchasing from suppliers: Automated inventory replenishment and generation of purchase orders for partners.
- IT service requests (Helpdesk): Customer support ticket registration and management with a convenient communication history.
- Service contracts and subscriptions: Precise tracking of IT service contracts and license terms with automated invoicing.
- Repairs and warranties: Equipment repair cycle management, spare parts tracking, and quick warranty period checks by serial number.
- Field service: On-site visit planning for IT technicians and logging of time spent at the client’s location.
- Project and time tracking: Planning of large-scale infrastructure implementation projects and logging of employees’ time spent.
- Accounting with Latvian localization and e-invoices: Full financial accounting compliant with local legislation, integrated e-invoice workflow, and reporting.
- Reports: Customizable dashboards for business analytics across all company levels.
How We Worked
Changing any business ERP system is a demanding process, so in our collaboration with SPX, we used a highly structured and phased approach:
- Analysis and planning: Detailed research of SPX’s existing processes, data flow mapping, and defining the new Odoo system architecture.
- System setup: A secure Odoo environment was created, necessary modules were installed, and Latvian localization configuration was performed.
- Data migration: Careful and gradual data migration from Salesforce and Magento, ensuring maximum data cleanliness and accuracy before launch.
- Integration development: Creation and testing of secure connections with the Decta payment gateway and all necessary courier services.
- Training and testing: Joint system testing in real daily usage scenarios and employee training to ensure a smooth and clear transition to the new environment.
- Launch and support: System launch into the production environment and support during the first weeks of operation.
What This Brings to the Company
A transition of this scale to a fully unified ERP and e-commerce system transforms how a company operates and manages its resources. SPX gains a single, reliable source of truth for all its business data. This means significantly less manual work previously dedicated to retyping data from one system to another, and a substantially reduced risk of human error.
As a result, customer service becomes completely transparent and faster—from the moment a customer places an order in the e-store until the equipment is delivered and registered under a service contract. Moreover, a unified architecture means much easier scalability in the future, allowing SPX to quickly add new services or sales channels without the need to radically overhaul its core IT infrastructure. A unified system allows the company to focus on its core business—IT service and distribution.