A regional passenger transport provider operating intercity routes and charter services across multiple cities.
They manage bookings, fleet scheduling, driver assignments, customer communications, payments, and compliance for a fleet of over 60 vehicles.
The Challenge
Before integration, the company relied on fragmented systems and manual processes. They had Odoo ERP partially implemented, but struggled to fully automate key workflows.
Key pain points:
- Manual Booking Allocation: Bookings in Odoo Sales module were manually assigned to vehicles and drivers.
- Fleet Scheduling Delays: Reassignments required phone calls and manual updates in Odoo Fleet.
- Slow Customer Updates: Schedule changes weren’t automatically communicated from Odoo.
- Payment Reconciliation: Incoming payments in Odoo Accounting were matched to bookings manually.
- Driver Payment Complexities: Calculating earnings from trips, bonuses, and overtime in Odoo Payroll was time-consuming.
- Fuel Card Mismanagement: Fuel expenses logged in Odoo Accounting were hard to cross-check with actual trip data.
- Compliance Risk: Driver documents and vehicle permits stored in Odoo Fleet were not proactively monitored for expiry.
The Solution: Odoo ERP as the Backbone + App Flexor as the Automation Brain
We implemented App Flexor Agentic Workflows as an AI-powered orchestration layer on top of the company’s existing Odoo 18 Community Edition.
Odoo remained the system of record, while App Flexor acted as the decision-making and action-taking layer, connecting Odoo data with external systems like GPS tracking, WhatsApp, and fuel card providers.
Key Combined Workflows Implemented
1. Unified Booking to Fleet Assignment
- Odoo: Booking captured in Sales module (via website, travel agent API, or phone entry).
- App Flexor Agent: Reads booking data from Odoo, checks fleet availability in Odoo Fleet, auto-assigns vehicle & driver, updates records.
- Impact: Reduced booking allocation time from 20 minutes to under 2 minutes.
2. Intelligent Fleet Rescheduling
- Odoo: Stores daily trip schedules in Fleet module.
- App Flexor Agent: Detects vehicle breakdowns or delays via GPS API, finds replacement vehicle in Odoo Fleet, reassigns driver, updates trip plan, and notifies all stakeholders.
- Impact: 12% reduction in operational delays and fewer customer complaints.
3. Proactive Customer Notifications
- Odoo: Holds passenger and booking details.
- App Flexor Agent: Monitors trip status, triggers WhatsApp/email notifications for delays, offers rebooking or refunds via Odoo Sales workflow.
- Impact: Customer complaint rate dropped 35%.
4. Automated Payment Reconciliation
- Odoo: Logs customer payments in Accounting module.
- App Flexor Agent: Matches booking IDs with payment records, flags mismatches, and updates payment status in Odoo Sales & Accounting.
- Impact: Payment reconciliation workload reduced by 70%.
5. Driver Payment Automation
- Odoo: Stores trip logs, payroll rules, and driver profiles in Payroll & HR modules.
- App Flexor Agent: Calculates earnings from Odoo trip data, applies bonuses and overtime rules, verifies payment receipt from customers, updates Payroll, and sends payment slips to drivers via WhatsApp/email.
- Impact: Zero payroll disputes and 50% faster processing.
6. Fuel Card Usage Monitoring
- Odoo: Tracks trip logs and fuel expenses.
- App Flexor Agent: Integrates with fuel card provider, cross-checks usage against Odoo trip mileage, flags anomalies, and creates Accounting entries in Odoo.
- Impact: 10% reduction in fuel costs and improved fraud prevention.
7. Compliance & Maintenance Alerts
- Odoo: Stores expiry dates for driver licenses, vehicle permits, and insurance in Fleet & HR modules.
- App Flexor Agent: Monitors expiry dates, triggers alerts, schedules renewals, and updates Odoo upon completion.
- Impact: Zero missed compliance deadlines in the past year.
Technology Stack
- Odoo 18 Community Edition – Sales, Fleet, HR, Payroll, Accounting modules.
- App Flexor – Low-code AI agentic workflow platform.
- Integrations: WhatsApp Business API, GPS tracking, fuel card APIs, partner booking APIs, payment gateways.
- AI Features: Route optimization, predictive scheduling, anomaly detection, NLP booking parsing.
Business Impact
- Data Centralization: Odoo acts as a unified ERP backbone.
- Operational Intelligence: App Flexor agents proactively manage workflows and exceptions.
- Faster Processing: Bookings, payments, and payroll are processed in minutes, not hours.
- Cost Savings: Reduced fuel misuse, optimized routes, and minimized downtime.
- Customer Satisfaction: Proactive updates improved trust and repeat bookings.
- Scalability: New routes, vehicles, and payment methods can be added without manual process redesign.
Conclusion
The combination of Odoo ERP for structured data and App Flexor Agentic Workflows for autonomous process execution transformed the transport company’s operations.
From booking to fleet management, payments to compliance, the business now runs on a self-orchestrating system that works 24/7 — reducing costs, improving service, and enabling growth.
