Business Flow: Consulting Services

foreign business flow is about a digital marketing consultancy firm called Marco with two o's because a lot of companies have O's in their name now this one is located in SF San Francisco they serve the Bay Area and their mission is to combine creativity and Technical expertise to create result driven experiences for all of their customers now project management is at the heart of their Core Business this includes keeping track of working times and eventual extra cost because every company has extra cost now here we see a summary of the applications and the processes that

Marco follows in odoo so enough Chit Chat as I always say let's start with the basics projects all right Honduras so here we have an overview of all of our projects on this Odo database now we can prioritize a project or a task by clicking on the star icon that we have right here doing so allows us to prioritize it and on that note did you know that we can also color code these projects and all we have to do is click on these three little dots select our favorite color like a nice orange just

to represent an orange and on top of that you'll also even notice that we know how many tasks are in here now the number of project tasks is listed in the lower left corner of the project cards now I'm going to click into this project right here the one-year Digi campaign now inside of here you can see many tasks that are assigned to different people we also have a couple that aren't assigned to anyone and you can tell that by looking towards this little bubble right there this one's empty and a couple others are too

now you'll notice that there are different stages that the various tasks are located within these stages are analysis planning progress etc etc now did you know that these can be customized to fit your business processes you just select this little gear up here edit this stage boom we can change the name give it a template notifications is it folded what projects does it follow the list is absolutely endless odoers now our tasks can be easily moved from one stage to the next by actually just dragging them such as competitor keyword words boom and back over

here now I want to make a quick note because you notice these were super easy to move back and forth as they are completed or move on to the next stage but did you notice that at the top of each stage we also had some colors change well these are very colorful progress bars which tells us how many tasks are in progress ready or blocked now each task card itself has a little status marker that we can change if you select the circle and you block it for whatever reason or actually let's not do that

one let's do this one and we block it you'll notice instantly we have this feedback up here that tells us what happens now from this view if we say select the ones that are in progress only shows us the ones in progress deselecting it does that now only the blocked one and what I like personally is that when I select these the nice little color changes gives me a nice green to let me know I'm good to go and it's ready and those are the little things that I like a lot and that's really convenient

now on that note an activity as well can be scheduled from The View by clicking on this little clock icon that we have up here you'll notice this one already has one so we're going to give one to this one schedule an activity to do in our case let's give it a summary discuss stuff because that's what important people do and we got to give it something else in here or we could just leave it like that in our case we're gonna do that and schedule it for the 12th why because dates are arbitrary and

it does not matter when this is scheduled in my fictional company now I'm going to click on the task that is labeled Facebook content perfect beautiful now inside of this time machine we can easily edit the description for example and in our case let's change ours what is Facebook content how about focus on visuals please and we're done that's perfect now we also have a few tabs with different information now let's click on the timesheets of that boom look at that wow my employees are actually really hard at work but you'll notice we don't see

Steve but if we wanted to we can actually add them in here and search for him but we're not gonna do that right now because that's saving him time now at the very top of this we have how many hours have been planned for this task now directly below that is the actual hours that were spent by the employees and then if you notice at the bottom right we can actually tally the hours spent and finally the remaining hours as well and look at that we have a progress bar up here towards the top and

we can even have a deadline set up as well we have so many options over here and speaking of options if you Veer over here to the right you will notice it's the chatter which can be seen throughout many odor records now through here we can send a message the followers on this record or we can even log a note so that I can tag another user on the database I'm going to show you that real quick we're going to tag Jeffrey we're gonna tell them great work and we're gonna do this as a message

because we want everyone to know including our client that this person is doing great if we wanted this to be internal we would just select log note and now only he would see this only you can see this but what if I said that Jeffrey isn't the only one who can see this did you know other people can also see this who will happen to be followers on this record and we could log a node and tag another person on the database as well I'm going to show you one more thing right now odoers now

what I wanted to show you real quick is that another user can simply click on my icon inside of the chatter which is this little bubble and would you look at that a DM window will open now with Odo you can communicate in a variety of ways with customers and employees and it's as simple as literally clicking a picture and then we can just send emojis memes The Works business information all right let's jump on down to a few last items that I'd like to showcase on this project has now there are a few other

tabs that you might have noticed in our case we are inside of subtasks now here we have a couple that are already listed and new ones can easily be added by selecting the add a line over here now keep in mind that these child tasks will be visible from the main kanban View and what does that mean Jose Ignacio well see this one that says Facebook contest content child task well if we click back over here on the digi campaign boom right there Facebook content child task sorry about that oh dupsy alright moving on we're

over here on the block by tab now the next tab we have here is the block tab now this tab lists any tasks that this task depends on now these listed tasks must be completed first before you can actually move on and Mark this task as ready now this dependency feature is activated in the project app settings once that you have some that are listed here you will notice a new blocking smart button in the top right corner over here that will appear and that one will tell you how many tasks are waiting on this

task to be completed and that's pretty useful and up and last we're going to finally talk about the recurrent Tab and we're going to check this recurrent one now you'll see what that did in this case we can actually set a recurring interval for this task and if you save it it'll basically reoccur it and it'll tell you when it's going to be created with a couple dates listed in the future and as you can see it's super simple and intuitive to manage your tasks and communicate within a project with your stakeholders now Consulting businesses

usually start their processes with a quotation and a contract and I'm going to show you what that means now in our case the quotation estimates the cost and the contract encompasses the Project's scope including those payment terms oh doers now this is what Marco does and they choose to have a project and tasks automatically created for them whenever a sales order is confirmed with an odoo and I'm going to show you what that basically means alright Outdoors so we're gonna head on inside of our sales application and we're going to make a new quotation now

this is going to go out to our customer Azure interior and they want they want to strategize the very first thing that they need is our digital strategist package and they want us to help them with analysis and they've actually told us we are so good they need five hours no they need five days of our help and we're gonna do another one of those they really need our help so they need analysis they also need some planning as well and we're going to repeat that again we're gonna give them five days again just because

we're that generous but I've just got word we also need some help with growth marketing so we're gonna add that in here as well and it's gotta have something here for the description in our case we're gonna list this one as soft launch where we will definitely need growth and in this case this one actually is going to take a bit so we're gonna put this one at 16 days now if you noticed I was able to change a few things I was able to one sell a service and two I was also supposed to

give a description for each one we could sell the same service and give it a different description as well as time and different units of measure whether it's days or hours you decide oh doers now I can send this quotation to my customer by either clicking send by email and they can then confirm the order in the customer portal or I can confirm the order manually by clicking on confirm let's say we've sent the quotation of the customer through email and they've approved it now it's time to record time working on this actual task so

we're actually going to confirm this right now because they already did it for us now I can actually click on the project smart button to view the project and the task created for the sales order or I can check it out on the project app for parody's sake I am actually going to show you both so selecting the project takes this over here but typing in Project boom and once they were over here you'll notice something here it is our sales order all right so the very first thing I'm going to go over is the

projects app which we are inside of right now this is the project that was automatically created and as you can see each service product from our sales order is a task with the product's description as the task name I set the quantities in days but Odo automatically converted them to hours for me on each task as you could tell with the 128 which is ours 40 which is ours now why is it that number well essentially odoo isn't counting 24 hours in a day it's counting the eight working hours times five in this case for

the planning and the analysis but let's open up one of these we're going to open up planning all right now here inside of the timesheets app we can actually technically add a line and select how much time an employee you know worked on this I can actually even change the employees if I wanted to but for now I'd like to steal all of the credits so we're gonna say stealing credits because that's how we do this and we're going to type in five hours because we want a lunch now that's one way to add time

but I'm going to show you another way and it's actually pretty intuitive essentially all I do is go up here and hit starts and now we quietly wait and solemnly think about our day all right that's too much thinking now now once that we're done we can also pause it let's say we went to the bathroom and then we resume it let's say we're back and then once that we're done we can stop it and look at that it records and now you'll notice since I spent less time over here it's essentially converting it because

remember ODU Works in hours and in our case it can round it up over here give it a description stealing time again save it up boom perfect and now it's done and saved over here now let's click on the sales order smart button because that allows us to jump directly back over here and look at that Outdoors we can see the time we recorded already in the delivered quantities of the sales order if the delivered column doesn't appear by the way click on these dots over here and would you look at that you can find

them now perfect beautiful and that's just in case they are visible to you now even though the timesheets are recorded in hours Odo automatically converts the hours to days first on the sales order because if you recall that's what we set them up as for the units of measure we can also see the quantities in blue which indicates that the order line can be invoiced to the customer directly now and isn't that perfect all right so we just intuitively saw how Marco employees could easily record the time they spent on task but since people usually

manage many different projects at the same time it can become difficult to make sure hours are being recorded correctly for each project it can also be hard to ensure that overloading isn't happening so to take care of that everyone at Marco takes a closer and wider look at the recorded times at the end of each day I'm going to show you what that looks like just as well all right our doers so we're actually gonna head inside of the time sheets application now in here we can adjust and add hours through well the time sheets

app now I'm going to add some time to my task that we did earlier which is the planning now we head on over here intuitively to the date and let's say in this case we wanted it to be the full eight hours beautiful then once we're done we just click out of there boom that's it that's how easy it was now what if I told you we can even use hotkeys or letter shower cuts to start the timer for a task it's really as simple as typing the letter associated with the task on this list

and then pressing the enter key to stop so we're going to type it in and would you look at that just like that by hitting the a as we saw over here it starts it we can also click it to stop it select stop there or shortcut Enter key boom and that was it and you notice it added 15 seconds right there beautiful well 15 minutes in this case but you get it anyways let's get out of here and we're going to go back over here to the sales application and when we click in here

to our Azure interior order you'll notice that all the hours have been automatically recorded on the sales order based on the times I clocked in the time sheets app now you'll see it's one day already because I clocked in eight hours and then .03 because of those 15 minutes right there amazing oh doers so some companies add additional costs to their invoices now these could be for a number of reasons such as Transportation or accommodations in our case let's assume that we have some sort of expenses so if we go to the expenses app as

we have over here we can actually see how Marco employees do it now they use it for example actually on their smartphones which make their lives super easy when they need to submit an expense for an on-site visit they made no one always has access to a laptop but everyone always has a phone beautiful now all they have to do is essentially take a picture of the receipt and Odo will scan and extract the information from it automatically now keep in mind that the in-app purchase tokens are needed to perform this process odoo also has

the option to create an expense report manually as well and I'm going to show you how to do that manually alright so head on over to the expenses app and create new over here we're going to give it a name so we're going to select transport and for this category we do not want that one we want Transportation perfect and then we list our total in our case it's pretty expensive Uber over there so it was two hundred dollars and now we select our appropriate employee in our case it's going to be me and we

want it reimbursed because I paid ahead of time and for our customer to reinvoice which is over here we're basically going to select the sales order that we just had because we want to charge them because I had to get to them and now once that you finish all that you'll notice it asks you for something it asks you for a receipt so once that we have that we go into our little downloads and we basically put our gas receipt there after a few seconds you'll notice it pops up now that we have all the

expenses listed we can create the report and submit it to the manager and isn't that perfect so we're going to click create a report and that's it submit to manager boom and now as the manager I will approve it because I have the power and I'm going to post the journal entries and I'm going to register the payment and we're going to create the payment and we have just moved through that look at that we're everywhere in here it's approved it's gone through everything and it's registered in green and that was very fast and easy

all right so once the project is finished Marco invoices the customer with the exact hours spent on the task plus any other expenses that I might find along the way now odoo keeps track of all of this and Records it for us on the sales order so let's jump back on over to our sales app and go directly over to it now once that we head in there I have some stuff to show you now and boom although we haven't completed all of the hours that need to be logged we still have some that we

can invoice for as you can see with the blue markers over here so when we are ready to invoice we can click on create invoice up here and in our case case I want to show you everything perfect now once that it's done you can either do a regular invoice down payment with a percentage in our case or fixed amount as well and you can even have a time sheet period so there's a lot of options that we have now that said some companies would rather invoice customers at different times like at the end of

each month for example we can actually do that in batches so I'm going to show you how we do that so we're going to click on in our case we're going to select on to invoice up here and once that we're inside of there we're going to click on what orders the invoice perfect now we can see that we have a few orders to invoice now I'm going to select and check the boxes next to the ones that we've done in our case it's that one and once we're done we can also select this up

here but now I have to redo that oh doer so we're going to just select these two over here because I don't want to go too far into this right now and then we're going to go over to action create invoices and finally we're going to hit create and view and would you look at that oh doers boom everything is there and if I wanted to on top of all of these things we can also send and print these as well if we really wanted to and you can even select them again register payments or

do a few other things and there's our printing that we talked about if you need it we also have the option for odoo to send it by post and that's if you need to send it you know through mail and that will end up requiring an in-app purchase token as well in our case however we would actually just like to send it as it is and we're going to focus on the one that we've been working on so for ours back inside of the sales order we can actually just send it by email and we're

going to essentially just use the one that's already provided to us by odoo and everything looks pretty good on it and we're gonna go ahead hit send and just like that if you look over to the chatter we even have it logged over here to let us know hey you sent this and it's an exact copy over there and with just a few minutes we saw exactly how Marco Works quickly easily and more efficiently with odoo so let's do a quick recap first they create an so with an estimation of the hours for each task

once the so is confirmed a specific project and task are automatically created and then at that point they can start working making sure to record the exact time spent on each task which is then automatically recorded on the sales order as well as any other expenses involved in the project now once the project is completed the accounting department issues the invoice and continues the payment follow-up and that's a pretty simple flow right there so how is this flow possible well let's start by talking about the services and the configuration behind each one so in our

case once again inside of the sales app we're going to go over here to products and products and you want to look for that digital one in our case our service now how does it work well for the flow to be possible the digital strategist is a service product type over here and is invoice based on time sheets as we talked about earlier with logging in your time now for every confirmed sales order a project and a corresponding tasks are created in the project app since we set over here the create on order field to

project and task now which one does it select though well we can also select a project template which appears when you select this option and in our case you could use the sales order we can create our own or use something else if we select the sales order one I could show you something else now if we go in here to its settings we can see that in our case it is set to auto-generate tasks and it's billable and logs time on time sheets now these are very important now up next I need to show

you how expenses work so if we go into expenses follow along configuration and in our case our expense categories now if we go back to the one that we use which was what it was Transportation inside of here here is the expense category that we created for expenses that are based on Transportation Marco chooses to re-invoice expenses to the customer which in this case are at cost they could just as easily choose to reinvoice that expense based on a fixed sales price by setting it to a fixed sales price here using this little bubble or

they can choose not to reinvoice the expense at all now we just saw how different departments can easily communicate with one another and how efficient project management can be with odoo now thank you for watching and don't forget to watch the rest of our e-learning videos that could have to do with some of these individual apps and be on the lookout I'm trying to do more of these business flows and I hope they help you see a more advanced inside look at how specific Industries will use odoo and as always remember I love you all

thank you for watching and go grab a snack this one was especially long so pat yourself on the back if you stayed this long foreign