Manufacturing/Cosmetics25-40 employees14 weeks

Full ERP Customisation with Document Automation

Lab testing data scattered across formats, file storage limitations in ERP, no real-time client visibility into production status

ClientJenny Loh, Managing Director

InvestmentRM ~200,000

The Problem

Lab Data Chaos, Storage Limits, No Client Visibility

A cosmetics manufacturer with 25-40 employees had lab testing data scattered across multiple formats. Generating client-ready documents from test results required hours of manual formatting. The ERP's built-in file storage was difficult to manage, hard to sync, and did not meet legal/finance archival compliance requirements. Clients had no visibility into production status and relied on manual updates via email or WhatsApp.

Original Workflow

1. Lab testing results recorded in various formats (spreadsheets, PDFs, paper)
2. Manual formatting of lab data into client-ready branded documents (hours per batch)
3. Files stored in ERP's built-in storage, difficult to manage and sync
4. Legal/finance compliance requires archival that built-in storage cannot handle
5. Client updates on production status sent manually via WhatsApp/email
6. No real-time visibility for clients into their order progress

Our Approach

Custom Modules + External Integration + Client Portal

Rather than working within the ERP's limitations, we extended it. For document generation, we built a custom module that transforms structured lab data into standardised branded PDFs automatically. For storage, we discovered a method to make the ERP's native file download work seamlessly with external storage, giving users a zero-caveat experience (download works as normal, files are archived externally). For client visibility, we built a custom portal that reflects live ERP data in real time.

Caveats & Considerations

External storage integration required finding a non-documented approach to make native download work transparently
Document generator needed to handle variable lab data structures across product lines
Client portal required real-time sync with notification system
Compliance archival requirements added complexity to the storage solution

The Solution

Custom Odoo ERP with Document Automation, External Storage, and Client Portal

A full ERP customisation tailored to cosmetics manufacturing. The document generator transforms lab testing data into standardised branded PDFs instantly. External storage integration provides compliant archival with a native user experience (users download files as normal, no caveats). The client portal gives customers real-time visibility into production status, reflecting live ERP data with instant notifications.

Automated document generator: lab data to branded PDF in seconds

External storage integration: compliant archival with native download experience

Custom client portal: real-time production status visible to customers

Instant notifications: portal changes reflect in ERP and vice versa

Legal/finance compliance: automated archival meeting regulatory requirements

Zero-caveat UX: users interact with files normally despite external storage backend

Results

Automation Meets Compliance

Document generation

Hours of manual formatting→Seconds (automated from lab data)

File storage compliance

Non-compliant, hard to manage→Fully archived, legally compliant

Client visibility

Manual WhatsApp/email updates→Real-time portal with notifications

Storage user experience

Clunky ERP built-in storage→Native download, zero caveats

Data sync

Manual, delayed→Real-time between portal and ERP

"Our lab team used to spend hours formatting test results into client-ready documents. Now the system generates branded PDFs automatically from the data. The client portal means our customers see real-time production status without us sending updates manually."

Jenny Loh, Managing Director