Founded in 2004-Mindspace is a creative agency with a passion for becoming a leader in the creative development and design of communication, retail solutions, and packaging. 

To deliver value to their clients, Mindspace needed migration into a new solution to manage all their companies from one platform. In addition to intuitive reporting and business intelligence on top of Odoo 15 Enterprise. They were searching for the preferred solution provider that could replace the old version of Odoo ERP (Version 8) and will have consolidated reports between UAE, KSA, Lebanon, France, and Turkey.

Mindspace the creative agency made up of two workflows: Agency (design) part and the Production (executing the design). Their challenge was to divide the following Odoo modules “CRM, Sales, Planning, Project and timesheet” into two parts that fall under each workflow. (e.g. Sales for agency, sales for production). Thus, Mindspace wanted a customized Odoo implementation to fulfill different workflows for different users.

Having 4 types of agency jobs, all of these jobs were implemented by projects so the projects could be created as one of the following:

• As regular sales

• As a pitching service based on a proposal

• Based on previously signed contracts (Retainer)

• Or they might have an internal agency project

When talking about the pitching services, Mindspace needed a solution that will create proposals at the level of CRM (opportunities) to be considered before the creation of quotation, they used the following solution for pitching and processing agency products before creating any quotation. In other words, Azkatech customized the solution for Mindspace’s pitching solution. That pitching solution involves costs too with special calculation and consideration to be included in the final costs.

As for the contracts (Retainers), the challenge they faced was to have the object that includes the jobs that should be done based on the contract. Therefore, the quotation will be generated based on the contracts, then on projects accordingly. This will allow Mindspace to then check the achieved percentage and the expected revenue for each contract (Retainer) while setting the start and end date.

After signing deals, there is a need to implement the services and deliver results. This falls under the traffic management domain. Traffic management is about daily and tasks planning by job role, responsibility, client needs and urgencies. Azkatech provided an action inside each project to check the availability of the resources of the team using Gantt view from Odoo tasks which helps the traffic manager change the assigned tasks and send to the users the adjustments in a few clicks and user-friendly way. 

For the production project, the challenge was to have the ability to create multiple RFQs from multiple vendors within a few clicks, in addition to giving the user the ability to check the previously quoted prices for each product while planning for RFQs. Adding to that, Azkatech provided Mindspace a solution that enabled them to send the vendors an attachment for each product in the RFQ and the ability to set the prices by the vendors using the portal then after that the purchasing representative will be Notified. 

The solution didn’t stop here, Mindspace is now able to check the theoretical and forecasted cost for the production project if the specific quotations are selected, this could help the sales team to check the expected margins before proceeding with RFQ confirmation

As a result, Mindspace was able to have a centralized solution, across all their operating countries and offices, that fits their special needs and fully integrated with major cloud services and communication channels like.

• Integration with Dropbox cloud service

• WhatsApp Integration

• Centralized documents by project, task, and client under the documents app