Location/Region: Bogota, COL
Industry: IT Services & Consulting
Apps implemented: Sales, CRM, Rental, Inventory, Purchase, Accounting, Documents, Website, Sign, Employees, Appraisals, Planning, and Fleet.
Software
Replaced: Multisys, Axess, and Merlin
Size of the company: >30
Hosting type: Odoo.sh
Implementation Partner: Pragmatic
Quality Group Services, a Colombian company specializing in technology integration, uses Odoo to centralize its commercial, administrative, and operational processes, from purchasing and inventory to CRM, rentals, accounting, and employee management. After several years of working with independent tools, the company found in Odoo an integrated platform that facilitates information traceability, speeds up approvals, and enables it to manage an operation that is increasingly expanding nationwide. In this customer story, Óscar Mauricio Moreno, General Manager of Quality Group Services, explains how the company has evolved with Odoo and the role the platform plays in its growth.
About the Company
With 27 years of experience in the market, Quality Group Services is a technology integration channel based in Bogotá. The company began as a printing outsourcing business and later expanded its business lines to include computer equipment outsourcing, license sales, scanner rentals, and various services for the government sector.
Today, one of its main business lines is the rental of computer and printing equipment, as well as technology sales. Its value proposition is particularly focused on customer service and support. For Quality Group Services, this close attention is one of the main factors that differentiates the company in a market where not all businesses have the tools needed to structure their internal processes.
"What really sets us apart is customer service. We win our customers through the service we provide and, above all, through the support we give them."
From its origins in Bogotá, the company has also expanded its coverage. Today, it has a presence from San Andrés to the Amazon, while continuing to seek growth opportunities in Colombia and strengthening its relationships with technology customers and manufacturers.
Isolated Processes Before Implementing Odoo
Before Odoo, Quality Group Services had tested different local systems and in-house developments. These included Multisys, Axess, and Merlin, tools that, according to Óscar Mauricio Moreno, did not offer the robustness needed to support the company's evolution.
The main issue was not simply the existence of different systems, but the lack of a central point where information could be kept unified. The different tools were separated, making communication and process traceability more difficult.
"We worked with different tools and the information was scattered. We needed a platform that would allow us to centralize our processes and have the entire operation integrated in one place."
Internal communication was also a challenge. With Odoo, Quality Group Services found a way to keep conversations linked to documents and processes, thereby maintaining a record of interactions and facilitating operational follow-up.
From Independent Tools to an Integrated Operation with Odoo
The company discovered Odoo while researching different alternatives available on the market and reviewing success stories. Initially, a colleague recommended Odoo Community, and Quality Group Services began evaluating the platform before adopting the Enterprise version.
Before making the decision, Quality Group Services evaluated different Odoo partners in Colombia. During this process, Pragmatic's track record, experience within the ecosystem, and, especially, its transparency and support during the sales stage were decisive factors. The team closely supported the process, addressed the company's questions, and provided clarity on each stage, enabling Quality Group Services to make an informed decision and choose Pragmatic as its implementation partner.
Implementation began in 2021. At that time, the company initially introduced a few modules and gradually expanded its use. With the change in the licensing model, Quality Group Services began using a larger portion of the suite and took advantage of the integration across its applications.
Pragmatic's support was also key throughout the implementation. Quality Group Services discovered the company through social media and selected it as its implementation partner, taking into account its Gold status within the Odoo ecosystem in Colombia.
"It was a process of great commitment and collaboration. On Quality's side, there was always openness and the information was available on time, which allowed us to define the processes from the beginning and move toward the implementation goals.”
How Odoo Centralized Purchasing, Sales, and Operations
Purchase: Structured Approvals and Greater Agility.
Odoo's Purchase application plays a central role in Quality Group Services' operations. The company uses a workflow in which one person is responsible for preparing purchases while another reviews and authorizes them.
This approach separates responsibilities within the process and makes it easier for approvers to quickly validate the requests they receive. Instead of relying on isolated exchanges between different tools, the information remains within Odoo's purchasing workflow.
For Quality Group Services, this structure is one of the elements that brings the most value to its operations.
Integrated CRM and Sales: Complete Opportunity Tracking.
Odoo CRM is another key tool for the company. Quality Group Services uses CRM to track opportunities, assign activities, and organize work according to the different stages of its sales process.
In addition, CRM is integrated with the Sales application, allowing the company to access information related to customers and their operations from the same environment. This traceability is particularly useful when a customer requests information about a previous purchase.
Moreno explains that if a customer calls to ask about equipment purchased years ago, the team can quickly check what they bought, when they bought it, and who made the sale.
The company has also configured CRM according to its own business lines and sales processes. Activities assigned across the different stages help remind employees of future actions and maintain opportunity follow-up.
Inventory and Rental: Connected Information for a Technology Operation.
Quality Group Services uses Odoo Inventory and Rental to manage two areas directly related to its main business lines: computer equipment rentals and printing equipment rentals.
As part of the same platform, these processes are integrated with other areas of the operation. The company also uses Contacts, Sales, Documents, and Accounting, allowing related information to remain within the same ecosystem.
This integration is particularly relevant for a company managing a large customer base and various product and service lines.
Accounting and Purchase: Connected Processes from the Start.
The company also uses Odoo Accounting, which Moreno considers a fundamental part of the operation. For Quality Group Services, much of the workflow begins in Purchasing and connects with accounting processes.
This integration reduces the need to transfer information between independent systems and allows administrative processes to be part of the same environment used for commercial operations.
Conversations: Internal Communication and Traceability.
Among all the applications used, Moreno highlights Odoo Conversations in particular. For him, this tool is one of the platform's foundations because it allows employees to communicate with one another and discuss documents directly within the system.
The ability to maintain these conversations within the work environment helps preserve the traceability of internal communications. In this sense, Odoo does not function merely as a collection of independent applications but as an environment where different processes and interactions remain connected.
Mobility and Approvals: Making Decisions Without Slowing Down Operations.
Quality Group Services also uses Odoo on mobile devices. This capability is particularly useful for approvals, as managers can review and approve orders even when they are away from the office.
According to Óscar Mauricio Moreno, purchase and sales orders can be approved quickly from a mobile phone, preventing an operation from having to wait for someone to return to a computer.
"Even when we're out of the office, we can approve things from our phones and continue the process without having to wait."
A Platform Used Across Multiple Areas.
In addition to the applications mentioned above, Quality Group Services uses Contacts, Website, Sign, Employees, Payroll, Appraisals, Planning, and Fleet. The company also uses Manufacturing and Surveys.
The company has sought to keep Odoo as standard as possible, adapting its processes to the platform rather than developing numerous customizations. It currently has an integration with Yuju to connect Odoo with Mercado Libre and other platforms, but it has not developed its own modules.
The result is an operation that concentrates a large part of its activities on a single platform. According to Moreno, the change compared with the previous situation is significant.
"There is a very strong commitment from management to change, continuous improvement, and learning. Everyone at Quality knows Odoo and remains willing to keep learning, which has been very valuable for the implementation."
Results: Fewer People, Growth, and Greater Operational Speed.
Quality Group Services had up to 45 employees before implementing Odoo. After optimizing its processes, the company reports that it currently operates with 34 employees.
Moreno also links this evolution to sales growth. According to him, the company achieved 18% sales growth with fewer employees.
In addition to these figures, management highlights a qualitative change in the speed of its processes. For Quality Group Services, having approvals, information, and operations on a single platform has helped activities move forward more quickly.
"Today, we couldn't work without Odoo. It has represented an improvement of around 35% in our processes and has allowed us to operate much more efficiently."
What's Next for Quality Group Services with Odoo
Quality Group Services' next goal is to continue expanding in Colombia and strengthen its position as a recognized channel in the technology market. The company aims to continue developing new business opportunities, deepen its relationships with existing customers, and work on cross-selling strategies.
The latter is particularly relevant given the size of its database. Quality Group Services has more than 33,500 contacts registered in Odoo, a number that, according to Moreno, would be difficult to manage without a centralized system.
At the same time, the company continues to explore the platform's possibilities. It currently works with Odoo 17 and plans to move to later versions. Among the modules generating the most interest for the future is Project, an application the company has not yet explored in depth, which could expand its project management capabilities with Odoo.
For Moreno, evolving with Odoo is also an ongoing learning process. The company continues to discover new features and ways of using the platform as it becomes more familiar with it.
Quality Group Services' experience has also reinforced its conviction that such an implementation requires management involvement. For Moreno, management participation is essential to drive change and ensure that the organization adopts the tool. Pragmatic's ongoing support has complemented this process since its implementation.
Do you want to centralize your operations and connect your processes on a single platform? Contact Odoo to discover how it can adapt to your business needs.
