Odoo For Equipment Rental And Installation Automation
Equipment Installation & Contract Management System Using Odoo
Project Scope and Business Type
The client operates in the equipment rental and installation business. Their operations involve:
- Selling and renting installable equipment (e.g., air conditioners, industrial machines)
- Managing customer contracts and subscriptions
- Scheduling and logging on-site installations
- Tracking technician performance and equipment lifecycle
- Automating related maintenance, asset tracking, and after-sale services
The core objective was to automate the complete installation lifecycle from the equipment sales or rental contract to installation, performance validation, after-installation support, and machine traceability using Odoo.
Odoo Modules Implemented (Proposed Solution Architecture)
Module | Purpose / Customization |
Sales | Sold installable products trigger installation flows instead of standard delivery |
Subscriptions | Custom status flow: New → Waiting for Signature → Installing → In Progress |
CRM | Installations linked to contracts; auto-ticket creation on install |
Maintenance | If the equipment is marked for repair then the system will automatically create a maintenance request |
Inventory | Machine and serial number tracking which is linked with the install workflow |
Custom “Installations” Module | Central module handling installation request creation, technician dashboard, reports, and performance protocol management |
eSign / Contracts | Digital signing of contract PDFs and mandatory signed documents before moving the contract forward |
Help-desk (customized) | Automatically links tickets with installation and contract details |
Equipment Management (customized) | Enhanced with: status tracking, feature fields (e.g., IP, Port), serial tracking logic, performance protocols |
Manufacturing (for some use cases) | Linked manufacturing for installable machines when sold (optional) |
Key Challenges and Solutions
Challenge | Solution |
Tracking machine installations across multiple contracts | Built custom Installation Request model with workflow status, linked to technician and subscription |
Preventing incomplete equipment records | Enforced serial number validation before allowing installation confirmation |
Signature requirement before activation | Integrated with eSign Odoo module to make contract signature mandatory before progressing |
Keeping machine status & location in sync with installation | Installation confirmation updates equipment status and logs the final installed location automatically. |
Tracking machine features dynamically | Created a Feature Category + Feature Value model to allow storing machine-specific data like IPs, ports, users, etc. without UI clutter |
Avoiding abandoned uninstalled equipment | Custom logic to auto-delete equipment records if left without a serial number and not installed |
Installation reporting and certification | Generated Installation Certificate PDF (with installed and pending machine info) as part of the contract report suite |
Synchronization with subscriptions | Machine lines in contracts and installation forms are kept in bidirectional sync to reflect real-time updates. |
Scalability for sales bundles | Sales of installation pack products auto-generate multiple equipment lines per quantity and link them to the contract and installation. |
Preventing installation errors | Serial numbers can only be assigned from “available” stock or created directly via technician popup. |
Auto ticketing for installation | Installations can optionally trigger Help-desk tickets linked to contracts and visible to technicians for follow-up support |
Outcomes and Client Feedback
Streamlined field operations
Technicians now see their installation queue, required machines, and installation details right after login.
Full lifecycle visibility
Sales → Contract → Installation → Maintenance → Ticketing workflows are fully traceable.
Improved accountability & traceability
Serial numbers, protocols, and signed contracts are all attached to related installation and customer records, creating a clear audit trail.
High flexibility & UX
Technicians can register or reuse machines on the fly, upload serial numbers, and view performance checklists from a single screen.
Contract compliance enforced
No contract can be marked "In Progress" or “Installing” unless the digital signature is completed—ensuring legal and operational compliance.
Client feedback:
The system completely transformed our installation workflow. We now have better control, fewer field errors, and complete traceability of all machines from sale to support. Our team appreciated the streamlined interface and smart automation built into the process.
Ready to Automate Your Equipment Rental & Installation Business with Odoo?
Stop tracking manually. Start streamlining.