Case Study Viva: Standardizing processes on the Odoo ERP system - centralized management software

With a timely digital transformation strategy to fully seize the market's "golden opportunity," Viva has significantly enhanced its operational capacity and achieved a revenue growth of 367% in Q1 2026 thanks to the centralized ERP system.

I. Introduction to Viva Consulting and the need for enterprise management software

An overview of the scale and personnel of Viva Consulting

1.1. About Viva Business Consulting

Viva Business Consulting is currently a large-scale business consulting unit with a professional operating system that includes a team of about 70 personnel, divided into 2 groups:

• Sales Group (Client Account) consisting of 15 specialists (divided into Customer Care and Privilege Client Account teams) 

• Operations Division: 45 personnel from the Legal, Accounting, Administration, and Human Resources departments

1.2. Operational pressure & Data management challenges

With processing pressure of up to 597 orders just for Q1/2026 for about 600 customers, Viva faces a complex management problem regarding data flow:

• Customer behavior: Mainly flexible cross-selling from Full Package to individual Packages.

• Challenge: Managing a diverse service portfolio and personalizing according to each customer's needs.

1.3. Limitations from discrete systems (Data Silos)

Before proceeding with the digital transformation roadmap with the ERP, all of this enormous workload was previously managed manually by Viva through discrete tools: 

Old tool systems:

• CRM: Bitrix

• Quote/Lead ID: Excel

• Invoice: S-Invoice

• Communication: Microsoft Teams

The lack of aCentralized data system (Single source of truth) has created many barriers in connecting inter-departmental information and optimizing business operational efficiency.

II. Issues when lacking centralized ERP management software at Viva

The operational and data management challenges that Viva Consulting faced before using Odoo ERP

The operational and data management challenges that Viva Consulting faced before using Odoo ERP. The lack of integration between disparate management tools created significant operational hurdles, directly limiting performance at Viva. 

Data Fragmentation: Employees have to manually enter Lead IDs from Excel into the old management system. This process leads to an error rate of 5-10%; the quotation data is fragmented and cannot be stored centrally.

Approval process delays & Personnel overload: The email approval flow between Sales, Assistants, and the CEO takes 3-5 days. A catalog of over 1,000 products causes the team to become overwhelmed when processing manually.

Pressure for customized quotations (Scope of Work & Quotation): Strict requirements for brand identity on quotations demand absolute accuracy in data structure and aesthetic standards, creating significant pressure for the implementation team.

The biggest barrier: Lack of SLA (Service Level Agreement) control tools. Viva's commitment: Respond to KYC assessment results within 4 hours. Tracking deadlines on Excel or Bitrix is not feasible, directly affecting the company's reputation and customer experience.

III. Odoo ERP Solution: Building an 8-step End-to-End management software

Leonix has restructured the entire operational flow of Viva Business Consulting on the Odoo platform, ensuring data consistency across all departments.

3.1. Establishing an automated End-to-End operational flow

The initial phase of the project focuses on implementing core modules including:CRM, Sales, Invoicing, and Project. The process is standardized through 8 strict steps, forming a closed operational loop:

1. Receiving Leads: Data flows into the centralized system.

2. KYC assessment: Checking customer information.

3. Proposal Approval: Review consulting plan.

4. Contract signing: Establish official cooperation.

5. Deposit acknowledgment: Automated cash flow recognition system.

6. Approve Kick-off: Automatically send requests to the Strategy Director.

7. Create Task: Tasks are automatically created according to Standard template for the Legal, Administrative, and Accounting departments.

8. Project execution: Monitor real-time progress.

The ecosystem of Odoo ERP modules implemented by Leonix to standardize operational flow

3.2. In-depth customization & Standardization of Viva standards

The Odoo system goes beyond basic features and is customized to meet the strictest standards of Viva:

• Standardize forms:All quotations are formatted as"Scope of Work & Quotation"with consistent data structure and brand recognition.
• Multi-level approval:The process between Sales, Assistant, and CEO is conducted directly on Odoo instead of email, significantly reducing wait time.
• SLA alert mechanism:The system automatically signals alerts for tasks nearing deadlines, ensuring commitment to timelines with clients.

The technological highlight of this solution is the integration of AI Summary:

Breakthrough feature: > Supports summarizing the entire history of exchanges and project status. Helps the management team grasp the operational context and make accurate decisions in a short time without the need to manually review each task.

IV. Results: revenue growth thanks to the use of management software - Odoo ERP

The implementation of the Odoo ERP system at Viva Business Consulting has brought remarkable growth figures, demonstrating the power of comprehensive process digitization.

4.1. Revenue growth in Q1/2026

When looking at the revenue growth of up to 367% in a short time, many may question its feasibility. However, this record-breaking breakthrough is entirely justified and comes from Viva's precise "power release" strategy:

Seizing the "golden moment" of the market: The Odoo ERP system was decisively implemented by Viva during the peak period of the year - Q1/2026. Given the unique business model of Viva, this is the busiest season when numerous businesses seek solutions for compliance, accounting, tax reporting, and more. At the same time, this is also the cycle when a large number of existing customers renew their contracts.

Breaking limits, smoothly managing 600 customers at the same time: The turning point that created the 367% revenue lies in the capacity to absorb. Thanks to the ERP system going into operation at the peak moment, Viva has been able to manage and operate smoothly the enormous workload from over 600 customers.

Thoroughly solving the data overload problem: If the traditional manual management method were still maintained, the operational machinery would certainly be "overwhelmed" by the large amount of data, leading to errors, delays, and inevitably having to turn away some customers. But with the support of Odoo ERP, the data flow is processed automatically and centrally, helping the team maximize work efficiency.

Quotation creation speed: Optimized from 3-5 days to just 1 minute (Reducing 99% of work pressure).

Equipping a solid technology platform at the peak of market demand has helped Viva not miss any business opportunities. The ability to scale up immediately without disrupting processes is the core and most convincing reason for the 367% revenue growth in Q1 2026.

4.2. Comparison Table of Operational Metrics (Key Metrics)

Completing the digitization of 100% of important data from customer records (KYC), proposals to contracts has established a solid governance system, completely eliminating bottlenecks in operations.

"Odoo is not just software, but a tool that helps Viva optimize its business machine, making operations smoother, saving resources, and minimizing manual errors."

Ms. Ho Thi Thuy Tien
Strategic Director of Viva Business Consulting

V. Digital Transformation Experience: Lessons in Choosing Management Software from Viva

The results of digital transformation and impressive growth of Viva Consulting when collaborating with Leonix

One of the key factors determining the success of the project at Viva is the flexibility in the implementation method, rather than sticking to old routines.

5.1. Changing the implementation mindset: From Waterfall to Hybrid (Agile)

One of the key factors determining the success of the project at Viva is the flexibility in the implementation method. Recognizing that the single point of contact (SPOC) on the client side is not IT technical, Leonix proactively eliminated the traditional Waterfall model which can create barriers due to complex and rigid design documentation.

Instead, Leonix applied the Hybrid model (Combining Agile), allowing the operational process to be continuously adjusted and closely aligned with the actual needs of the business.

5.2. Dual risk management strategy in Phase 2

Moving into Phase 2 with key modules such as Human Resources (Employee), Payroll, Accounting, and Management Reporting System (Custom Dashboard) for the CEO, Leonix continues to implement a dual risk management strategy: conducting Gap Analysis based on fixed costs to determine the roadmap.

At the same time, applying the Time & Material (T&M) deployment method. This method not only ensures maximum flexibility in response to emerging requirements but also optimizes the absolute success rate for highly complex operations.