Implementing the Odoo ERP system is an important step for a business. To ensure the project is successful, it is advisable to "check yourself" in advance against key readiness points. Below is a checklist in blog format: it will help the entrepreneur or team assess their readiness and choose the optimal format of the Odoo platform for implementation. Each point includes an explanation – what it means, why it is important, and how it affects the success of the project. Various hosting options and versions of Odoo, budget considerations, team dynamics, and methodology are taken into account. After the checklist, there are general tips and best practices.
1. Deployment options: cloud service or own server?
One of the first things is to decide where and how you will deploy Odoo. Odoo can be run in the cloud or on your own infrastructure. Each option has its pros and cons for different situations. Check which one aligns with the capabilities and needs of your business:
Odoo Online (SaaS, cloud platform)
The simplest way: you get a ready-made cloud instance of Odoo, fully managed by Odoo. This option is suitable if you want a standard "out-of-the-box" solution without the hassle of technical details.
What does this mean? Odoo Online is the official SaaS service: you sign up, choose the necessary modules – and within a few minutes, you have a working system in your browser.
Why is this important? You don’t need your own servers or administrators – Odoo takes care of hosting, updates, backups, and 24/7 monitoring. This ensures high reliability (99.9% uptime per SLA) and automatic updates to new versions.
What does it affect? The simplicity of the SaaS solution allows you to start quickly and focus on business processes, but there are limitations: you cannot install your own modules or modify the code on Odoo Online. That is, only officially certified applications – no third-party custom development. If your needs are typical and covered by standard functionality – this option minimizes risks and IT costs.
Odoo.sh (PaaS, cloud platform for development)
The compromise approach from Odoo combines the convenience of the cloud with the ability to customize. Odoo.sh is a Platform-as-a-Service managed by Odoo S.A., where you get a separate cloud environment for your project.
What does this mean? Essentially, this is your personalized cloud: you can deploy Odoo in just a couple of clicks, connect a GitHub repository, develop your own modules, test them in staging environments, and more. Odoo.sh allows you to install both official and third-party applications from the Odoo App Store, and it also includes tools for developers (CI/CD, testing, database duplication for tests).
Why it matters? This option is suitable for those who plan deeper customizations or their own modifications but do not want to manage servers themselves. Odoo.sh still provides cloud comfort (auto backups, monitoring, 99.9% uptime just like Odoo Online) and takes the burden of system administration off your shoulders, leaving you the freedom to customize.
What does it affect? You get the “best of both worlds”: cloud stability and flexibility for development. However, keep in mind that Odoo.sh is available for clients with an Enterprise subscription, and its use adds hosting costs from Odoo. Check if your team has developers ready to use these tools – if so, Odoo.sh can accelerate custom implementations without the need to deploy your own infrastructure.
Local installation (On-Premises, own server)
The traditional way, when you deploy Odoo on your own servers or hosting of your choice.
What does this mean? You take the Odoo software (Community or Enterprise) and install it on your own hardware or in a cloud VPS/data center under your control.
Why is this important? This option provides complete control and autonomy: you define the server configuration, access to the database, deploy any modules (official or third-party), and even modify the code without restrictions. This is often necessary if there are specific security requirements, data storage (for example, data must be physically in the EU or locally in Ukraine), or deep integrations.
What does it affect? At your own risk and expense: Odoo recommends local hosting only to clients with sufficient technical expertise. You will need to take care of system administration, backups, updates, server security, etc., on your own – or hire a specialist/partner to handle this. Without the proper experience, there is a risk of downtime or vulnerabilities, and Odoo S.A. does not guarantee operation on your infrastructure (there is no SLA for your server). Therefore, check if you have the team and resources to support Odoo on your own. If not, but you need a local installation – consider partnering with an official partner who will take care of the technical aspects.
Practical advice
If you are a small company without your own IT department, the best choice at the start is often Odoo Online, as it "just works" without any hassle. However, if you need unique customizations but lack server administration experience, Odoo.sh will come in handy, as it provides the freedom to develop under the supervision of the Odoo cloud. The local option should only be chosen if you clearly understand the technical requirements and have the resources for it; otherwise, cloud options are safer. In any case, first determine your deployment option, as this will affect both your budget and your approach to the other aspects of implementation.
2. Choosing an Odoo version: Community, Enterprise, or custom development?
Odoo exists in two main editions – Community (open, free) and Enterprise (extended, commercial). Additionally, almost any version can be enhanced with custom development. Check which edition and approach suit you, considering your functional needs, budget, and development plan:
Odoo Community (free version)
This is the basic, open version of Odoo with a core of features.
What does it mean? The Community Edition does not require any licensing fees – you can freely download and use it. It includes a number of key modules for business management (CRM, sales, inventory, basic finance, etc.) and meets the needs of many companies.
Why is it important to consider Community? First of all, it saves money on licenses – especially relevant for startups or small businesses with a limited budget. Secondly, open source allows for any modifications and improvements without needing approval from the manufacturer – complete freedom to customize according to your processes. You only pay for what you enhance (for example, developer services), and you have control over which modules are installed.
What does the choice of Community affect? On the availability of features and support. Compared to Enterprise, the capabilities of Community are limited: some advanced modules are missing, the interface is somewhat simpler, there is no mobile application, and certain integrations are not available. You do not receive official technical support from Odoo S.A. – you will have to rely on the community or your own specialists. If you have an experienced team or an implementation partner, the Community version can work successfully. But be prepared that as requirements grow, a transition to Enterprise may be necessary.
Odoo Enterprise (paid version)
Odoo extended edition with a full set of features and official support.
What does it mean? Enterprise is Community + additional modules and services. You get a broader functionality: from an enhanced interface and mobile application to specialized modules (for example, full accounting with localizations, logistics, manufacturing, marketing applications, etc.) that are not available in Community. Additionally, Enterprise compliance includes Odoo Studio (a no-code customization tool), cloud services (if SaaS or Odoo.sh), regular updates, bug fixes, and technical support from Odoo.
Why it matters? The paid subscription version provides official support and maintenance: in case of errors or questions, you can contact Odoo S.A. and receive assistance, which reduces risks for critical business. Enterprise is better suited for medium and large companies or those planning to grow – as it offers scalability and additional features (for example, integrations with hardware, IoT, high performance with large amounts of data, etc.).
What does the choice of Enterprise affect? First and foremost – budget: Enterprise requires an annual license fee that depends on the number of users. In return, this price often includes hosting (for Odoo Online/Odoo.sh), updates, and support – meaning you pay, but you get “everything included” and predictability in costs. The second aspect – completeness of functionality: if your processes require features that are only available in Enterprise, the choice is obvious. Third – support: Enterprise clients can expect direct system upgrades to new versions and bug fixes, which is important for long-term use. Also consider this factor: you can start with Community and later switch to Enterprise by installing the necessary modules – the Odoo architecture allows you to “add” Enterprise components to the existing base when you are ready.
Odoo with custom development
This point pertains not to a specific "version" of Odoo, but rather to the approach to implementation..
What does custom development mean? You use Odoo as a platform, but significantly enhance it with custom functionality to meet your unique needs. This can involve developing new modules from scratch, changing the logic of standard modules, or integrating Odoo with other systems via API.
Why it matters? Not all business processes fit within the framework of a "standard" ERP. Customization allows you to tailor the system to the business, rather than the business to the system. If a critical function is missing in Odoo, experienced developers can add it.
What does it affect? On project complexity, time, and money. It is very easy to get carried away and start rewriting Odoo "to fit your needs," but best practices warn: 92% of companies use ERP without changes or with minimal modifications, and only for very significant reasons do they resort to serious customization. The more you change the core code, the harder it is to maintain the system: each version update will require adapting your modules, which means additional time and cost expenditures in the future. Therefore, approach custom development cautiously: check if the functions you are missing can truly be covered by standard means or light configuration. It may be worth initially implementing a basic set of modules, testing the processes, and only then deciding what exactly needs to be modified. If individual development is unavoidable, include it in your plan and budget (see the next point) and engage competent developers or Odoo partners. Remember that excessive customization without a clear need is one of the reasons for ERP project failures, as it complicates the system and increases the risk of errors. Balance between using standard functionality and developing your own – this is the key to successful implementation.
Practical advice
When choosing between Community and Enterprise, focus on your actual needs. Conduct a brief analysis: which modules do you need "essentially" and are they available in Community? Can your team handle support without official assistance? If the budget is very limited, start with Community, test the system in action, and as your business grows, you can always switch to Enterprise (migration from Community to Enterprise with Odoo's support is quite simple, as Enterprise is essentially an add-on to Community). However, if you critically need Enterprise features from day one (for example, local accounting, advanced analytics, or a mobile app for inventory), plan your licensing costs and choose Enterprise right away – this will save time. Regarding customization: implement a minimally viable product – use standard Odoo modules to start, and add custom features gradually. This phased approach (MVP) is one of the best practices that allows you to achieve results faster and avoid project delays due to endless refinements.
3. Implementation budget: is it defined and realistic?
Like any business project, implementing Odoo requires investment. Make sure you have set a clear budget and understand the main cost items. This will affect all decisions – from choosing the version to the extent of customization.
What does "set a budget" mean? – This is not just about estimating the cost of licenses. Consider the full picture of expenses:
- Licenses and hosting: If Odoo Enterprise is chosen, budget for an annual payment for users and modules (for example, the Enterprise subscription is charged per user per month). For Odoo Online or Odoo.sh, this fee includes cloud hosting, while for the local Community version, there are no direct licensing costs, but there will be infrastructure expenses.
- Infrastructure: For local deployment – the cost of servers (purchase or rental in a data center), backup systems, security certificates, etc. Even for cloud options, there may be expenses, such as additional storage or environments in Odoo.sh.
- Implementation and services: The most significant part is the services for setup, development, integration, and training. If you are working with an Odoo partner or consulting firm, you will incur costs for their work (which can exceed the price of the licenses). If you are doing it in-house, it involves the internal labor costs of the team (which also cost money)..
- Staff Training: The new system requires users to master it. Costs for training, creating instructions, and temporary decreases in productivity during training – all of this should be taken into account. According to statistics, the human factor (training and adaptation) can account for up to 40–60% of the total cost of implementing ERP – more than software or hardware..
- Support and development: After the launch, the system will require support (updates, fixes, answers to user questions). It’s good if you have an Enterprise subscription – then part of the support will be provided by Odoo as part of the agreement. However, it is usually advisable to allocate at least 15-20% of the initial project cost in the budget for annual support and minor improvements.
Why is it important to set a budget in advance? First, this will help make decisions regarding the version and hosting. If the budget is very small, you may have to start with Community and your own resources instead of spending on Enterprise and paid services. If there is a budget but it is limited, prioritize: which modules to buy now and what can be added later; which processes to automate first and what can be left for the second phase. Second, a clear budget disciplines the implementation: the team understands the limits and better controls the appetite for customizations. Without a budget, there is a risk that the project will "creep" – costs will grow uncontrollably, and timelines will stretch.
What does the budget affect? On the scale and pace of implementation. With a larger budget, you can engage an experienced partner, cover more modules simultaneously, and complete the project faster. A modest budget means you will have to focus on priority items and possibly do more on your own (for example, conducting training or setting up basic things yourself). In any case, do not start a project without assessing its cost. Even a rough estimate is better than nothing. Make sure that the company's management is financially prepared to support this project until completion. Otherwise, it may happen that you get halfway through, run out of money – and the implementation stops, leaving the business with nothing.
Practical advice
Prepare a budget with a buffer (~20% for unforeseen expenses). ERP implementation is an area where surprises can occur (new requirements, more time for training, etc.). Also, keep in mind hidden costs: for example, employee time spent participating in the project. Best practices show that investments in training and process changes are just as important as in the software itself. Don't skimp on team training—trained users will start working effectively in Odoo more quickly, which will pay off the costs. If the budget is limited, focus on the most critical aspects: choose the minimum functionality to start and implement it well. The remaining modules or requests can be added gradually when resources are available. This phased approach is easier to manage both financially and organizationally than trying to "cover the unmanageable" all at once.
4. Project coordinator from the company: has your "owner" of the implementation been appointed?
No ERP implementation is complete without the active participation of the client company itself. Check if you have designated a person (or group of people) responsible for the Odoo project from your company. This role is often referred to as the internal project coordinator, project manager, or "ERP champion."
What does this mean? It refers to an employee (or several) who will be the point of contact and project leader within your organization. If you are working with an integrator or Odoo partner, this coordinator is the main person for interacting with their team. If you are implementing it on your own, this person actually manages the project from the business side: from monitoring the work plan to accepting interim results. What are the coordinator's tasks? He/she gathers requirements from key users, helps prioritize, aligns business processes with Odoo's capabilities, and plans staff participation (for interviews, testing, training). The coordinator also keeps management informed of progress, resolves organizational issues, and "untangles" internal obstacles (for example, conflicts between departments regarding how the system should work).
Why is this important? ERP projects are not just about technology, but also about people. Without a responsible internal leader, implementation can get bogged down: consultants or developers do not receive information in a timely manner, decisions are delayed, and users are not engaged. The presence of an internal "champion" significantly increases the chances of success. According to experts, appointing an internal coordinator brings the team together and makes the process more manageable: one responsible person ensures that everyone fulfills their roles and moves at the same pace. Such a leader sees where problems arise between departments and helps resolve them before they become critical. They also serve as a communication channel: all questions from the implementation team go through the coordinator and vice versa, which eliminates confusion and ensures transparency. The company's top management may support the project, but it is the internal coordinator who "leads the troops into battle" every day.
What does the presence of a coordinator affect? On the organization and speed of implementation. If this is lacking, the project can turn into a chaotic set of tasks that are “forgotten” in the routine hustle. The responsible Odoo project manager monitors deadlines, pushes colleagues to provide the necessary data, and organizes meetings for decision-making. Moreover, this role acts as a "translator" between IT and business: the coordinator understands the needs of business users while also having (at least a basic) understanding of the system's capabilities to align one with the other. From experience, when there is no internal project manager, implementation often drags on and exceeds the budget – as no one from the company side is properly overseeing the process.
Check yourself: Have you appointed a specific person responsible for the Odoo project? Do they have enough time and authority for this role? Usually, the coordinator is someone from middle management or a leading specialist who is well-acquainted with the business processes and has the trust of the management. It is important that they can dedicate a significant portion of their working time to the project. If the company is small, it could even be the owner/director themselves – the main thing is that the role is fulfilled.
Practical advice
Clearly define the responsible team on your side before the implementation begins. Ideally, appoint one person as the project manager (SPOC – single point of contact) and a small working group of key users from different departments. Establish that all external consultants or partners communicate through this coordinator – this way, information will not be lost. Give the coordinator the authority to make operational decisions (within the approved budget and project scope) to avoid slowing down progress. Best practices show that having an internal "ERP champion" makes the implementation smoother: "a single point of contact makes the process much clearer," and even in a large company, a small steering committee can be formed to guide the project. Remember that strong support from management is also necessary: top management must demonstrate interest and demand results, so the entire team understands that the project is a priority.
5. Implementation methodology: are you familiar with the plan and approach?
Implementing ERP is a complex process that requires a methodical approach. Check if you understand (at least in general terms) the implementation methodology of Odoo or similar systems, and whether you are ready to follow it. This is about how the project will be executed from start to finish.
What does "implementation methodology" mean? Essentially, this is the plan and rules of the game for your project. The methodology defines the stages (phases) of work, their sequence, the people involved, and the expected outcomes at each stage. For ERP, either the "waterfall" model (analysis – design – implementation – testing – launch) or the "iterative/Agile" model (functional parts are released in cycles, checked, and adjusted) is often used. Odoo S.A. has developed its own best practices for implementation that combine elements of Agile: a quick start with basic modules, short development/customization iterations, frequent demos to users, training for key users before launch, and so on. The key principle of the methodology is that implementation is not chaotic but managed: there are clear goals, deadlines, and responsibilities for each task.
Why is this important? Without a methodology, a project risks dragging on or failing altogether. The statistics are unforgiving: over 50% of ERP implementations fail or do not achieve their set goals. The main reasons are excessive complexity, lack of a clear plan, constant expansion of requirements, and budget overruns. A methodology helps avoid these pitfalls: it breaks a large project into manageable steps, tracks progress, and identifies and resolves issues in a timely manner. For example, if you follow a certain structure, you will not move on to developing custom modules until the business requirements are gathered and approved—this prevents the situation where "you end up with a bunch of code that doesn't solve the real problem." Odoo implementations that adhere to the right methodology are known for their greater predictability and success. Odoo claims that in the last 5 years, 95% of their projects have been successful due to their well-established methodology—strikingly against market averages. This indicates that when there is a plan and discipline, the chances of "burnout" are much lower..
What does your awareness of the methodology influence? The readiness of the company to go through the implementation process correctly. If you are familiar with the project structure, it will be easier for you to plan your time and resources: for example, you know that the first 2-3 weeks will be spent on process analysis and workshops with users – which means you need to free up key people from other tasks during these days. Next will be the setup and development phase – so prepare test data to check intermediate results. Then comes training and preparation for the launch, during which it is important for users to already have time for training. Understanding the methodology also helps avoid unnecessary requirements and perfectionism: if you know that we are initially launching a basic version (MVP), and "nice-to-haves" can be added in subsequent iterations, then you won't insist on cramming everything in at once – this way, the project will fit within reasonable timelines and budget.
Check yourself: Do you know what the main stages of your Odoo implementation will be? Are you aware of your team's role at each of them? Are you ready to follow the consultants' advice on best practices (even if it sometimes means changing your usual processes instead of heavily modifying the system)? If these questions are currently challenging, it’s worth taking the time to familiarize yourself. Discuss the implementation plan with your Odoo partner or project manager: ask them to describe the stages, what documents/results will be produced at the end of each stage, what the testing and acceptance process will look like, and what change management methods will be applied. Understanding the methodology = control over the project.
Practical advice
From the very beginning, agree on the methodology with the implementation team. A popular approach in Odoo is the so-called Quick Start: to launch the most important modules in about 12 weeks, using standard functionality, and then gradually scale the system. It includes clearly defined phases: Kick-off (start and alignment of expectations), Analysis (business process exploration, GAP analysis), Configuration/Development (system setup, minimal modifications), Testing (scenario runs, corrections), Training (user training), and Go-Live (productive launch with support). Adhering to this structure helps keep all aspects under control. It is also important to apply change management – to document the agreed project scope and not allow it to expand uncontrollably without reviewing the plan and budget. If during the analysis it turns out that some requests go beyond the scope – document this as phase 2, so as not to jeopardize the main launch. And finally: be flexible and open to best practices. Odoo may offer a different vision of the process than you currently have – do not dismiss it right away. The implementation methodology suggests that sometimes it is easier to adapt the process to the system than the other way around, and experience shows that this is often justified..
Conclusions and final recommendations
The choice of platform and readiness for the implementation of Odoo is a responsible task that determines the success of your ERP project. By conducting a self-assessment using the provided checklist, you will be able to identify your strengths and gaps.:
- Infrastructure: You have determined the optimal deployment option that suits your resources (SaaS, PaaS, or on-premise). If you don't have your own IT – choose the cloud; if you have specific requirements – be ready to invest in technical support or look for a partner.
- System version: You have carefully assessed whether the capabilities of the free Community version will be sufficient for you, or if it is worth investing in Enterprise for critical features and support. You also understand the limits of customization: you only refine what is truly necessary and plan system updates in advance.
- Budget: You have a realistic financial plan. You are prepared for expenses not only for software but also for "hidden" costs – team training, setup time, and possible consultations. The project is financially backed by management, making it less likely to stop halfway.
- Team and Responsibility: An internal coordinator has been appointed who is passionate about the project and capable of seeing it through to completion. The team of key users is engaged and motivated – people understand why Odoo is important for the company and how it will improve their work.
- Methodology: You (and your implementation partner) have a clear plan. Everyone understands what stages you will go through and when, how progress is measured, and when to expect the first results. You are psychologically prepared that implementation is not a magic wand, but a collaborative effort that requires time and effort, yet brings enormous returns upon successful completion.
Based on this checklist, make informed decisions. If you answered "no" to any question (for example, the budget is not defined or there is no coordinator) – stop and address this before moving forward. It's better to spend an extra week on preparation than to face failure later due to foreseeable issues.
Some final tips on best practices for choosing Odoo:
- Set priorities. Don't try to automate 100% of processes right away. Start with key areas where the benefits are greatest (for example, sales or inventory management). You can add other modules gradually. This focused approach increases the chances of success and demonstrates quick wins, which is important for team motivation.
- Involve users from the very beginning. Let representatives from departments participate in requirement discussions, test the system during the setup phase, and provide feedback. This will increase user acceptance of the system and reduce resistance to change. A user who sees how Odoo solves their problem during the implementation process will become your ally and help train colleagues.
- Don't be afraid to change your processes to fit Odoo if it improves efficiency. It is well known that ERP implementation is a great opportunity to optimize internal procedures. Some of your old ways of working may be outdated or ineffective, and the standard Odoo module offers better practices. Use this knowledge – sometimes it's better to adapt to the software than to spend resources adapting the software to yourself. Odoo was developed with advanced global business practices in mind, so it's worth trusting them.
- Take advantage of community and partner support. Odoo is a popular platform in Europe and Ukraine, so there are many resources available for assistance. The Odoo forum, documentation, and local user communities can all be helpful if you have questions. Consider engaging an official Odoo partner in your region if the project is complex or if you lack expertise. Partners have implementation experience and know the pitfalls; their assistance can prevent costly mistakes. Moreover, a partner can help you choose the optimal infrastructure and configuration for your specific business..
In conclusion: choosing the Odoo platform is not a one-time decision, but part of your company's digital transformation strategy. Approach it thoughtfully, using the recommendations provided above. If you have thoroughly checked and prepared everything – confidently embark on the journey of implementing Odoo. May your company reap the maximum benefits from this powerful platform, and may the project become another success story! 🚀
Check yourself: are you ready for the implementation of Odoo?
Implementing ERP is a strategic decision. Take a short 7-question test and find out how ready your company is to start with Odoo. The result will show whether it's time to take action or if it's better to prepare the groundwork first — and we will help you with that.