The challenge
Where Volu Studios started
Before GBH’s engagement, Volu Studios faced limitations in project control, operational scalability, and financial visibility
Manual project tracking via Excel sheets, leading to scope confusion and delays
No real-time link between procurement, project cost, and budgeting
Fragmented HR, payroll, and attendance management
Difficulty measuring profitability per project or client
Delayed vendor invoicing and scattered documentation
How GBH delivered
5 phases from mapping to go-live
GBH implemented Odoo end to end for Volu Studios, configured around how the business actually works.
Phase 01Discovery & Process Mapping
- Assessed workflows across design, finance, procurement, and HR
- Identified gaps in cost tracking, manual payroll, and disconnected tools
- Documented key processes for project lifecycle, procurement, and budgeting
Phase 02System Design & Customization
- Configured project templates with phases (Design → Approval → Execution)
- Built budgeting and job costing structure with real-time tracking
- Localized accounting and payroll (Egypt Labor Law + ETA compliance)
- Customized dashboards for project managers, HR, and executives
Phase 03Testing & Validation
- Simulated real projects and payroll scenarios
- Collected department feedback and fine-tuned workflows
- Ensured accuracy in financial reports and analytic accounts
Phase 04Training & Go-Live
- Delivered hands-on training by department
- Deployed Odoo live across all functions: projects, HR, procurement, and accounting
- Enabled real-time collaboration and approval workflows
Phase 05Post-Go-Live Support
- Ongoing system updates and ETA compliance
- Introduced additional features (vendor scoring, overtime logic, margin alerts)
- Continuous monitoring of user adoption and reporting accuracy
Inside the system
Volu Studios on Odoo
Scope
What we implemented
ERP PlatformOdoo 18 Enterprise (Egypt Localization)
Deployment Time6 Weeks
Integration PointsProject workflows, Website, Finance, HR, document handling, purchase and reporting.
Project Management
- Setup of design projects as structured workspaces with milestones (Design → Client Approval → Procurement → Execution)
- Enabled project phase tracking, team assignments, task deadlines, and progress reports
- Gantt view for project planning, and client portal access for approvals
Job Costing & Budgeting
- Implemented cost estimation templates by project type (residential, retail, office)
- Created cost center budgets: materials, furniture, outsourced services, labor
- Budget vs actual cost tracking in real-time
- Alerts for over-budget items and change order approvals
HR & Payroll (Egypt Labor Law Compliant)
- Digitized employee records and contract templates
- Automated payroll processing based on attendance and overtime
- Configured social insurance and salary tax calculations
- Monthly tax filings and Form 2/Form 4 reports
- Leave policies for creative and technical teams
Accounting & Tax (ETA Integrated)
- Chart of accounts tailored to design industry operations
- E-invoicing and e-receipt integration with the Egyptian Tax Authority (ETA)
- Automated vendor billing, client invoicing, and expense recognition
- Custom project-based profitability reports
- Enabled cost reallocation by analytic accounts
Procurement & Vendor Management
- Structured PR to PO cycle with approvals
- Vendor database with price lists, rating system, and delivery history
- Linked POs directly to project budgets and phases
- Tracking of custom orders (e.g., imported furniture, lighting, fabrics)
Timesheets & Attendance
- Time tracking for designers, engineers, and site teams
- Attendance integrated with payroll for deduction or overtime
- Project-based timesheet approvals to track effort per phase
Document Management
- Central repository for design briefs, mood boards, BOQs, and contracts
- Internal folder structure: Project > Stage > Files
- Access control by department (Design, Finance, Procurement)
- Document approval workflows for external stakeholders
Results
What changed for Volu Studios
60%Faster project cost visibility, enabling proactive client discussions
Real-time profit analysis per project and service line
Automated payroll and tax reporting, reducing HR workload by 50%
Improved procurement cycle: reduced delays and missed deliveries
Centralized documentation improved collaboration across remote teams
Ongoing partnership
How GBH supports Volu Studios today
Monthly ERP support and enhancements
Legal compliance updates (ETA & Labor Law)
Dashboards for management KPIs
HR helpdesk and performance management alignment
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Science & Innovation Park, The British University in Egypt, El Shorouk, Cairo