United States:
Transform Digital LLC
44 Montgomery Street, Suite 300
San Francisco, CA 94104
Case Study
Odoo implementation for Eyefuze Marketing
A 12-week rollout that replaced Salesforce, Smartsheet, Zapier, and ActiveCampaign with one connected platform for CRM, retainer billing, project delivery, and marketing operations.
Industry Marketing
Region USA
Duration 12 weeks
Modules 7 deployed
Illustrative mockup · not a real screenshot
Active retainers 142 +8 vs last
Open projects 87 +3 vs last
Invoiced MTD $284K +12%
Close cycle 1.4d -2 days
Retainer revenue, last 6 months Billed vs collected
Client Overview
A marketing agency outgrowing its tool stack.
Eyefuze Marketing is a full-service agency serving brands across the USA, with 500+ client engagements managed by its team. As the agency scaled, its incrementally built tool stack stopped keeping up with delivery, billing, and reporting.
Operations ran across four disconnected tools — Salesforce for CRM, Smartsheet for project coordination, Zapier for automation, and ActiveCampaign for marketing workflows. Each handled one part of the work, none gave the team a complete picture.
Account managers moved between tools to prepare client updates. Finance teams matched campaign, billing, and delivery data manually. Leadership had no real-time view of profitability, retainer utilization, or workload.
SDLC Corp was engaged to deliver a single connected platform that fit the way the agency actually worked.
The Challenge
A fragmented stack was slowing delivery, billing, and reporting.
As Eyefuze scaled its client operations, manual handoffs between systems consumed senior staff time, introduced data inconsistencies, and limited leadership visibility into campaign performance and financial health.
Disconnected client and project data
Records and project status lived in four separate systems with no shared record. Teams pulled information together manually before every internal review and client update.
Manual retainer billing
Retainer billing across multiple campaigns ran through exports, spreadsheets, and manual checks. Monthly matching consumed 15–20 hours of staff time.
No live profitability view
Campaign delivery, billable time, and revenue lived in different places. Leadership had to wait until month-end reporting to see client-level margin issues.
Slow financial close
Monthly close required pulling records together across systems, extending close cycles to 3–4 days and delaying internal reports.
Inconsistent team workflows
Sales, account management, delivery, and finance each worked in their own environment, creating duplicate entry and delays in handoffs between teams.
Limited reporting confidence
Reporting depended on stitched-together exports, so teams had to validate numbers before using them in reviews. That slowed decision-making.
Implementation Approach
A phased rollout designed to reduce disruption and improve adoption.
SDLC Corp delivered the project over 12 weeks using a six-phase model, with sign-off at each stage and a phased go-live.
1
Discovery and process mapping
Workshops with stakeholders across sales, delivery, finance, and operations mapped current workflows, system dependencies, and reporting gaps.
2
Solution design
Defined how Odoo would support CRM, project operations, retainer billing, timesheets, and reporting, while keeping the workflows the team already relied on.
3
Configuration and customization
Standard Odoo modules were configured first, followed by custom workflows for retainer billing, approval routing, and visibility into individual campaigns.
4
Data migration
Client, project, and billing data was cleaned and migrated from Salesforce, Smartsheet, and ActiveCampaign into Odoo. Zapier automations were rebuilt natively as Odoo workflows.
5
User acceptance testing
Role-based testing cycles were run with account managers, operations staff, finance users, and leadership to confirm workflow accuracy before go-live.
6
Go-live and support
The platform was launched in a phased transition, followed by post-go-live support to resolve user issues quickly and reinforce adoption.
What Was Delivered
A connected operating system for Eyefuze Marketing.
The implementation centralized client, project, and financial operations on Odoo while keeping the workflows the team was already comfortable using.
01
Unified CRM and project operations
Client records, opportunities, active projects, and delivery workflows now live in one Odoo environment. Teams can move from lead to active delivery without switching tools.
02
Centralized retainer billing
Billing workflows were structured around the agency’s retainer model, reducing spreadsheet dependency and improving month-end accuracy.
03
Shared visibility across teams
Sales, account management, delivery, and finance now work from the same operational data. Account managers can see client status, open tasks, and billing status from one record.
04
Dashboards for each team
Leadership and functional teams now have access to dashboards built around their responsibilities, including client activity, workload visibility, and billing status.
05
Marketing operations connected to delivery
Campaign execution, client servicing, and reporting now sit closer together operationally, reducing the gap between what was promised, delivered, and billed.
06
Consistent access and controls
User roles and permissions were brought into one system, making access control simpler to manage and more consistent across the team.
Platform & Systems Consolidated
Built on Odoo and designed to replace the agency’s fragmented toolset.
The rollout combined standard Odoo modules with targeted workflow customization, replacing the four core tools that previously handled CRM, project coordination, automation, and marketing operations.
Odoo modules
- CRM
- Sales
- Invoicing & Accounting
- Project
- Timesheets
- Marketing Automation
- Website
Legacy systems replaced
- Salesforce
- Smartsheet
- Zapier
- ActiveCampaign
Custom workflow areas
- Retainer billing
- Approval routing
- Campaign-level reporting
- Team-specific dashboards
Core platform
- Odoo
- Python
- JavaScript / OWL
- PostgreSQL
Measured Outcomes
Outcomes after go-live.
Measured within the first 60–90 days after go-live. The project reduced tool fragmentation, improved reporting visibility, and simplified monthly operations.
4
legacy tools consolidated into one Odoo platform
15–20h
per month removed from manual matching work
1–2 days
monthly close, down from 3–4 days previously
Operational Changes
CRM, project, and billing workflows unified in one shared system
Leadership reporting moved from manual compilation to real-time visibility inside the system
The same handoff process now used across sales, delivery, and finance
FAQ
Common questions about this Odoo implementation case study.
Quick answers to the questions teams ask most when evaluating a similar rollout.
The full rollout was delivered over 12 weeks using a six-phase model that covered discovery, solution design, configuration, data migration, user acceptance testing, and go-live with structured post-launch support.
The implementation replaced four core tools: Salesforce for CRM, Smartsheet for project coordination, Zapier for workflow automation, and ActiveCampaign for marketing workflows. All four were retired after go-live.
Seven modules were configured and rolled out: CRM, Sales, Invoicing & Accounting, Project, Timesheets, Marketing Automation, and Website. Custom workflow areas covered retainer billing, approval routing, campaign-level reporting, and team-specific dashboards.
Client, project, and billing data was cleaned and migrated from Salesforce, Smartsheet, and ActiveCampaign into Odoo. Zapier automations were rebuilt natively as Odoo workflows rather than migrated as data.
Teams across sales, delivery, and finance now work from a single shared system rather than reconciling information across four separate tools. Monthly matching work dropped by 15–20 hours and the financial close cycle was shortened from 3–4 days to 1–2 days.
