Case Study
bob × BigScreen: Building a Scalable Odoo ERP Backbone for Project & Service Teams
Project description
Helping BigScreen — a family-owned B2B media technology systems house — transform fragmented operational silos into a collaborative, integrated Odoo ERP reality with holistic digitization, ~50 % less administrative overhead, and streamlined work from first customer contact through project completion.
BigScreen’s operations were tightly interconnected in theory, but in practice lived in silos. Sales didn’t flow into purchasing and planning; communication happened in private inboxes; there was no central project management; warehouse stock and reservations were manual; service documentation was paper-based; and the existing ERP (BMD) was only used for basic accounting, not daily work. These silos and media breaks created inefficiencies, loss of context, duplicated work, and operational friction.
BigScreen is a media technology systems house founded in 1999, headquartered in Steyregg near Linz with a branch in Vienna. The team delivers custom audiovisual solutions for conference rooms, event spaces, and digital signage — from needs assessment to planning, installation, service, and maintenance.
50% less admin from first contact to project completion!
I'm really impressed how you managed to interconnect our workflows, to really have the team collaborate from sales to field service and project billing!
Clemens Gammer
CEO
Process
The project took a discovery-led, prototyping approach to surface real operational realities early.
Rather than theorizing at a distance, workflows were built directly in Odoo, validated with the team, and refined over short sprints — enabling feedback loops, early learning, and collective ownership of the future way of working.
Goal Setting & Focus
The goal of the implementation was to build a strong foundation for future growth — without increasing the size of the team.
Rather than simply digitizing existing workflows, the focus was on streamlining legacy processes and rethinking collaboration and handovers across all departments.
This guiding principle was essential: reducing everyday complexity, clarifying responsibilities, and creating a system that supports collaboration instead of getting in the way.
Prototyping & Collaborative Process Design
To make the “new world” tangible as early as possible and actively involve the team in shaping it, we started directly with a prototype.
This allowed employees to experience and understand the processes directly within the system, following the tightly interconnected end-to-end workflows.
The prototype was not just a technical starting point, but a shared working model — helping to build understanding, challenge assumptions, and gather early feedback.
Iterative Validation & Process Skeleton
Across four sprints of two weeks each, we collected feedback from all departments in weekly, cross-functional demos.
At the same time, these sessions already served as early, hands-on training for the new workflows.
After three iterations, a robust process skeleton was in place, allowing active projects to be recreated end-to-end in Odoo.
This realistic foundation helped avoid discussions around hypothetical scenarios and instead focused attention on meaningful improvements and a well-grounded migration and cutover strategy.
Migration & Go-Live
The migration itself was demanding.
Data gaps in master records had to be closed, warehouse stock levels and existing reservations rebuilt, and ongoing projects with complex data structures migrated cleanly.
The objective was clear: to continue working seamlessly in Odoo — without adding complexity for the team or creating breaks in the customer experience.
After three overnight shifts, the system went live.
Tired, proud, and excited all at once, we supported the team on site throughout the first week.
This allowed us to make adjustments directly in live operations, deliver hands-on training, and complete the first wave of documentation.
This close support ensured that the new system quickly became embedded in daily work — and that the new processes were not only understood, but truly adopted.
Solution
Odoo was implemented as the operational backbone that reflects how the team actually works — moving beyond an administrative system to a live work surface that everyone uses daily.
Functional Focus Areas
Real-time sales pipeline visibility
Faster, transparent quotation creation
Shared communication context across teams
Centralized project documentation
Improved warehouse reservation logic
Digital field service tracking
Operational Capabilities
CRM & Sales: Transparent pipeline visible to sales and leadership.
Projects: End-to-end project execution and documentation.
Warehouse & Purchasing: Logical stock reservation and better coordination.
Field Service: Digital activity tracking and immediate material consumption documentation.
Odoo Apps Utilized
CRM
Sales
Project
Inventory
Purchase
Field Service
Accounting
Results
Odoo replaced fractured tools and informal communication channels with a shared system of record — where each part of the business now sees, uses, and contributes to the same reality.
Sales Pipeline in Real Time
Lead and opportunity status is visible to both sales staff and leadership without awaiting weekly meetings or manual updates.
Operational Transparency & Collaboration
Communication happens where the work happens — offers, purchase orders, deliveries, and projects; internal emails and disconnected notes are eliminated. Documentation and briefings are centrally accessible, reducing meetings and ad-hoc calls.
Faster Execution & Reporting
Flexible routes and reservation logic reduced unnecessary steps in warehouse and purchasing. Digital field service tracking enabled real-time activity capture and faster, precise billing; project profitability evaluation became possible.
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