Volu Studios – Interior Design Industry Transformation
About the Client
Volu Studios is a premium interior design studio that specializes in high-end residential and commercial spaces, delivering customized environments with a focus on luxury, aesthetics, and functionality. Their team blends architectural innovation with artistic expression to create exceptional experiences for clients across Egypt and the Gulf region.
Industry: Interior Design & Project-Based Services
Location: Egypt, Dubai
Business Challenges
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
GBH’s Solution
GBH deployed a fully integrated Odoo ERP system, customized for high-end design firms with project-based workflows and financial control.
🔍 Phase 1: Discovery & 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 2: System 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 3: Testing & Validation
- Simulated real projects and payroll scenarios
- Collected department feedback and fine-tuned workflows
- Ensured accuracy in financial reports and analytic accounts
📚 Phase 4: Training & 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 5: Post-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
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🧩 Implementation Scope
ERP Platform: Odoo 18 Enterprise (Egypt Localization)
Deployment Time: 6 Weeks
Integration Points: Project workflows, Website, Finance, HR, document handling, purchase and reporting.
- 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
- 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
- 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
- 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
- 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)
- 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
- 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
We offer a 30-day return policy for all products. Items must be in their original condition, unused, and include the receipt or proof of purchase. Refunds are processed within 5-7 business days of receiving the returned item.
📈 Outcomes & Achievements
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
🔗 GBH’s Ongoing Role
As a long-term transformation partner, GBH continues to support Volustudios with
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