Still chasing vendors through email or losing track of what’s in stock? Many growing businesses struggle with outdated procurement processes that cause delays, over-purchasing, or stockouts. The good news? You can solve most of these issues by automating your buying process with the right tools—like Odoo. Business Solutions and Services (BSS), an official Odoo partner, helps businesses like yours build smart, scalable Odoo Procurement systems tailored to their needs.
In this blog, we’ll walk you through exactly how Odoo helps you streamline procurement, from automated RFQs and purchase orders to vendor bill management, inventory updates, and real-time reporting. You’ll also learn how to set up reordering rules, create purchase agreements, manage Odoo approved vendors, and use a centralized Odoo Procurement system. We’ve kept things simple, jargon-free, and practical—so you can apply it to your own business right away.
1. Start Smart: Product Configuration in Odoo Procurement
The first step in automation is configuring your products correctly. This tells Odoo how each product should be handled in the procurement cycle.
Here’s what to set up:
- Product Type: Choose between Storable, Consumable, or Service
- Vendors: Assign your supplier and mark them as Odoo approved vendor
- Purchase Unit of Measure: Set the default quantity you purchase (e.g., boxes, cartons)
- Procurement Route: Select routes like Buy, Make to Order, or Dropship
2. Automate Reordering with Minimum Stock Rules
Now that your product details are set, you can automate restocking using minimum stock rules or reordering rules.
For example:
- If inventory drops below 20 units
- Reorder 100 units
- Preferred vendor: Vendor A
Odoo will automatically trigger a Request for Quotation (RFQ) the moment stock hits your defined threshold—no manual tracking needed. This is where RFQ automation in Odoo truly shines, keeping your operations smooth and supply steady.
✅ Want to automate your reordering rules? BSS, an official Odoo partner, can set up a personalized Odoo Procurement flow that fits your business.
3. Request for Quotation (RFQ): Compare and Confirm
Once the RFQ is triggered (automatically or manually), Odoo allows you to send it to one or more vendors. The system helps you:
- Compare prices and delivery timelines
- Review terms and shipping fees
- Select the best offer
When you’re ready, just one click converts the RFQ into a purchase order. All your vendor data, quotation history, and decisions stay logged in the system—giving you a clear trail of activity.
Use Case: A wholesale company comparing rates from three suppliers can easily pick the fastest, cheapest option without ever leaving Odoo.
4. Purchase Orders in Odoo: Full Control, Zero Mess
Once confirmed, Odoo automatically generates a Purchase Order (PO). This PO includes:
- Vendor name and delivery address
- Product details and quantities
- Price, tax, and payment terms
- Real-time status: Sent, Confirmed, Received
This replaces scattered spreadsheets or email chains. You always know where your orders stand and what action is needed next.
5. Shipments and Inventory: Real-Time Updates
When your vendor delivers, Odoo registers the incoming shipment. You can also:
- Enable quality checks
- Scan barcodes or batch numbers
- Update warehouse locations
Once validated, Odoo syncs the new inventory count with your stock. Thanks to Odoo stock and supply integration, you’ll never have to manually update stock again.
Example: A warehouse receiving 500 units of a product will see those units automatically reflected in inventory without lifting a pen.
6. Vendor Bills: No More Disconnected Finance
As soon as the PO is received, Odoo creates a vendor bill, either automatically or manually. You can:
- Match it with the PO and actual received quantity
- Route it for approval
- Schedule or make payments
The system also integrates with Odoo’s accounting module, ensuring everything is recorded and balanced. This keeps your procurement and finance teams on the same page.
7. Centralized Odoo Procurement: One System, Total Control
One of Odoo’s biggest strengths is that it gives you a centralized purchasing system. You don’t need to jump between tools—everything is managed in one place:
- Vendors
- Orders
- Shipments
- Bills
- Stock
- Reports
Plus, you can connect purchasing with inventory, sales, accounting, manufacturing, and CRM. This improves cross-team communication and eliminates data gaps.
Want to connect your purchasing, inventory, and finance teams on one system?
BSS can help you integrate Odoo modules for purchasing and configure everything under one dashboard.
8. Use Purchase Agreements for Recurring Orders
If you frequently buy from the same vendors, Odoo’s Purchase Agreements let you automate long-term deals:
- Set recurring monthly purchases
- Lock in pricing for a specific time
- Generate repeat orders without re-negotiating
This is perfect for businesses with stable procurement cycles, like food suppliers or retail chains.
9. Smarter Tracking & Procurement Reports
Once you’re running on Odoo, you unlock smart procurement tracking through dashboards and reports:
- Analyze purchase volume by vendor or product
- Check lead times and delivery performance
- Review RFQ conversion rates
- Track procurement costs over time
These insights help you make smarter decisions, negotiate better terms, and spot inefficiencies.
Quick Recap: Odoo Procurement Automation Workflow
Here’s a simple breakdown of the Odoo procurement cycle:
🔹 Product Configuration →
🔹 Reordering Rules →
🔹 RFQ Automation →
🔹 Vendor Selection →
🔹 Purchase Order →
🔹 Goods Receipt →
🔹 Vendor Bill →
🔹 Inventory Update →
🔹 Reporting
Every step is integrated, visible, and automated—no missed steps, no scattered documents.
Odoo helps you stop running procurement on guesswork and manual processes. With features like RFQ automation, vendor selection, real-time inventory updates, centralized purchasing, and smart reporting, you gain full control over your supply chain while saving time and money.
💡 Ready to automate your procurement process?
Business Solutions & Services (BSS) can help you design, implement, and scale a fully integrated buying system—customized for your business.
Book a free consultation to streamline purchasing with Odoo Procurement.
FAQs About Odoo Procurement Automation
1. What is Odoo and how does it help in Odoo Procurement automation?
Odoo is an open-source ERP system that automates procurement tasks such as RFQs, purchase orders, vendor bills, and inventory updates—all in one platform. It eliminates manual errors, speeds up purchasing, and improves stock visibility.
2. Is Odoo free to use for procurement processes?
Yes, Odoo offers a free Community version, but advanced Odoo Procurement automation features—like automatic reordering, vendor bill integration, and reporting—are part of the paid Enterprise version.
3. How does Odoo generate automatic RFQs (Request for Quotations)?
Odoo creates RFQs automatically when inventory drops below a predefined threshold, based on minimum stock or reordering rules you’ve set for each product.
4. Can Odoo manage multiple vendors for the same product?
Absolutely. You can assign multiple vendors to a product, compare pricing and delivery terms, and select the most favorable offer directly in the Odoo interface.
5. What are Purchase Agreements in Odoo and why are they useful?
Purchase Agreements in Odoo let you lock in prices and quantities for recurring purchases, ideal for long-term vendor relationships. This streamlines procurement and saves time on negotiations.
6. How does Odoo handle inventory updates after receiving goods?
When goods are received, Odoo automatically updates stock levels, links them to warehouse locations, and syncs this data with accounting and inventory modules—ensuring real-time visibility.
7. Can I automate vendor bill creation and approvals in Odoo?
Yes. Odoo can auto-generate vendor bills once a PO is received and match it with the delivery. Approval workflows can also be set up for finance teams to review and validate payments.
8. What types of Odoo Procurement reports does Odoo offer?
Odoo provides real-time insights like vendor performance, lead times, purchase volumes, RFQ-to-PO conversion rates, and procurement costs—helping you make data-driven buying decisions.
9. Is Odoo procurement suitable for small and medium businesses?
Yes. Odoo is scalable and cost-effective, making it ideal for SMEs that want to automate and streamline their purchasing without investing in complex enterprise systems.
10. How can an Odoo partner like BSS help with procurement automation?
As an official Odoo partner, BSS configures your Odoo Procurement workflows—from setting up reordering rules and approved vendors to integrating accounting and reporting—ensuring a smooth, custom-fit buying system.