Customer name: Saigon South International School (SSIS)
Location: Ho Chi Minh City, Vietnam
Industry: K-12 Education
Apps implemented: Sales, CRM, Purchase, Expenses, Employee
Number of users: 270
Implementation Partner: A1 Consulting
Hosting type: Odoo.sh
To manage a massive workload, SSIS chose Odoo as its core ERP platform, enabling comprehensive digitalization from tuition management to internal operations with flexibility and precision.
The Challenge: When manual "flexibility" becomes a management barrier
Before Odoo, SSIS operated primarily on Excel, spreadsheets, and manual processes. While these offered some flexibility for end-users, they posed a significant challenge for management: fragmented data, high risk of error, and reports that could not be updated in real-time.
"It is not only time-consuming and resource-intensive, but it also carries the risk of inaccuracies in data and reporting.”
The transformation journey: Cautious, Sustainable, and Right-paced
The digital transformation journey at SSIS was implemented through a methodical phased roadmap, starting with the standardization of tuition management to stabilize core cash flow. Once the operational foundation was solid, the school gradually expanded to more specialized modules, allowing the staff to adapt progressively and minimizing the pressure or hesitation often associated with new technology changes.
"ERP is a system that connects the entire organization, so caution is always necessary. We built Odoo at our own pace: whichever part was certain and had standardized processes, we implemented first”
Solutions from Odoo: Keeping Pace with the business
SSIS chose Odoo for its "tailor-made" capabilities and modular scalability, allowing the school to transform at its own internal rhythm.
Automating tuition management
Efficiency: Billing time for an entire grade level was reduced from several hours to just 10 minutes.
Result: The average payment cycle dropped from 16 days to 12 days thanks to dynamic QR Code integration.
Handling education-specific variables
Categorizing mandatory and optional tuition products on the same Sales Order.
Automatically and accurately calculating discounts for students based on family enrollment order (sibling discounts).
Making procurement control points transparent, such as uniform printing or brand promotion.
Flexible budget management
Management can approve requests directly on mobile devices, turning administration into a simple daily habit, much like checking email.
A "Tailor-Made" management ecosystem for education
CRM
Enrollment & tuition process
After parents receive an acceptance letter, the Odoo system automatically syncs data from Student Records (existing SSIS system).
Information from enrollment profiles (CRM) is automatically converted into official records. From this data, the accounting department can immediately issue automated quotes and tuition invoices for all new and returning students.
Sale
Approval & procurement process
SSIS utilizes the Master Orders feature to aggregate large orders in preparation for the new school year, allowing management to approve hundreds of items in a single click, ensuring control without causing bottlenecks.
Employee
Purchase
Expense
Asset management & reimbursements
Odoo supports the management of both tangible and intangible assets.
For teachers, the reimbursement process for professional training activities is carried out seamlessly on the Expense app, allowing for invoice attachments and real-time payment status tracking.
Tangible Results
with Odoo
After going live, Odoo has brought about significant positive changes:
Billing Speed
Time to create invoices for a grade level decreased from 2 hours to 10–15 minutes.
Payment Cycle
The average collection time decreased from 16 days to 12 days.
Transparency
Approval process has become a daily habit for managers, similar to checking email.
The success story of SSIS is a testament to the fact that digital transformation does not have to be rushed. With a tool flexible enough to follow the pace of the business like Odoo, SSIS has built a modern, transparent management ecosystem. This serves as a solid launchpad for the school to continue focusing on its core value: nurturing talent and leading future generations.
"Odoo has a very user-friendly interface. What impressed me most is the level of flexibility that allowed us to adjust the Go-live rhythm to fit our organization. This is truly a solution tailored to each individual unit."
