Gray Matter Logic

Solution: Gray Matter Logic ran a cross-departmental discovery including the CEO, then designed a multi-company Odoo configuration using Operating Units for inter-entity sales, purchasing and service delivery. The team built and deployed 20 custom field service modules covering scheduling, dispatch, inventory tracking and route management, contributed them to the open-source community, and rolled the programme out in phases with training and change management.

Results: The company completed its first implementation phases with end-to-end integration across accounting, purchasing, logistics, billing and customer response. The partner reports time savings from automated ordering, manufacturing and inventory processes, plus KPIs such as on-time service call performance and parts usage, while publishing 20 FSM modules to the OCA is cited as reducing upgrade costs.

“We needed to better manage field service operations. Additionally, the CEO’s vision is to have a single system that takes you from the beginning of the sales process all the way to accounting.”

Solution: Gray Matter Logic mapped order-to-fulfilment workflows in both countries, then standardised accounting, ecommerce, product management, fulfilment and shipping processes including drop shipment, batch picking and packaging on a single multi-country Odoo architecture. The team automated EDI order receipt, shipping notifications and invoicing, built kit handling and custom fulfilment functions, and set reorder points sized to the 75-day offshore lead times.

Results: The company went live on 1 January after a 60-day Phase 1 executed through the holiday season, with the partner reporting no lost sales during the transition. EDI orders from major retailers now flow into the system on an architecture designed to make onboarding further EDI customers cheaper, and staff freed from manual order processing were reassigned rather than replaced by new hires. Knowledge transfer left Proslat able to complete certain Phase 3 projects in-house.

“Gray Matter Logic’s biggest success was to get Proslat transactional by January 1. Other businesses we know of lost 10% of their sales during system migrations. Proslat didn’t lose a dollar of sales.”

Solution: Gray Matter Logic kept WooCommerce as the customer-facing store and used a connector to feed sales data into Odoo, which became the backbone for inventory, purchasing and accounting. The implementation covered automated sales order creation, inventory management across storage locations for 2,000+ SKUs, purchase automation with vendor management and reorder rules tied to supplier lead times, and financial accounting linked to warehouse operations.

Results: The partner reports margin visibility down to the individual bottle across the 2,000-SKU portfolio, with orders flowing automatically from WooCommerce through to warehouse fulfilment and purchasing governed by reorder rules tied to sales velocity. Slow-moving stock became visible so pricing and promotions could be adjusted, inventory accuracy improved, and supplier bills now reconcile automatically against purchase orders.

“We were using a lot of our time doing tasks that I thought should be done by an automatic system. It was almost impossible to keep track of all the changes. This was the main driver to get reliable information that gives us the tools to decide over prices, over stock, and over assortment.”

Solution: Gray Matter Logic mapped manufacturing workflows, inventory across workshop and warehouse, and the four sales channels, then implemented Odoo starting with inventory management including reorder points and stock visibility. Ecommerce orders were routed into the system and portable POS was configured for roadshows and clinics, with accounting, sales, purchasing and manufacturing modules layered on afterwards.

Results: The partner reports real-time inventory visibility across workshop, warehouse and sales channels, removing the spreadsheet search when customers ask about stock. Ecommerce orders now flow into inventory and accounting with traceability from purchase to invoice, and the company reports week-to-week figures on margins, inventory valuation, channel sales and tax liability rather than annual figures only.

“We had to figure out another solution because we needed something bigger. Gray Matter Logic contacted us, and the timing was right. We started with the inventory part and have been slowly adding on to it.”