Property Management Solution in Odoo

When a fast-growing property management company approached us, they already had a solid operational model — but the tools were limiting their scale.
Due to an NDA, we can’t share the company’s name, but we can describe the transformation: a complete shift from fragmented, manual processes to a fully automated, ERP-driven environment built on Odoo.

At ERPixel, we specialise in complex Odoo implementations, and this project became a great example of how modern property operations can run when every department works inside a single, coherent system.

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Before: A Patchwork of Spreadsheets and Manual Work

Like many property operators, the company relied on tools that were never designed for long-term growth:

1. Fragmented data across Excel and Google Sheets

Property details, unit lists, owners, contracts, expenses — everything lived in separate files.
Data duplication and outdated versions were a daily challenge.

2. Manual calculation of owner commissions

Each month, the management team recalculated:

• owner revenue
• agent commissions
• management fees
• pass-through expenses

—all by hand.
It was time-consuming, error-prone and hard to scale.

3. Dependency on individuals

Only a few people truly understood the full process.
Any mistake or absence slowed down the entire workflow.

4. Limited visibility for owners

Because all data was scattered, responding to owner questions required manual checking and reconciling numbers line-by-line.

5. Growth becoming impossible

Adding new properties or onboarding new owners increased workload exponentially.
The existing setup simply couldn’t support expansion.

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After: A Fully Automated Property Management ERP

With Odoo as the ERP foundation and ERPixel as the implementation partner, the company now operates on a unified platform where every step is automated, traceable and scalable.

Thanks to the deep Odoo–Beds24 integration we built, the system also functions as a ready-to-use channel management solution for property managers who need reliable control over bookings, availability, rates and multi-unit inventory. All reservations from Airbnb, Booking.com and other channels sync directly into Odoo, where they automatically trigger invoicing, commission calculations, owner revenue distribution and analytical accounting. This approach replaces standalone PMS tools, spreadsheets and manual reconciliations with a single integrated platform that delivers real-time visibility, scalable booking operations and fully automated financial reporting — ideal for companies searching for a modern property management system with built-in channel manager, automated bookings, and unified owner accounting.

1. Automated registration of Properties, Units and Room Types

All core real-estate objects are created automatically via API integrations:

• Properties (buildings / complexes)
• Units (individual apartments or rooms)
• Room Types
• Availability and pricing data

No manual data entry, no spreadsheets, no double counting.

2. 100% automated Booking Management

Bookings flow from the external PMS (Beds24) directly into Odoo:

• guest details
• stay dates
• pricing
• taxes
• channel information (Airbnb, Booking.com, Agoda, etc.)
• commissions from OTAs and agents

Odoo generates the reservation, updates it, closes it, and creates the accounting entries — all without human interaction.

3. Automatic Owner Revenue & Commission Accounting

This was one of the most painful areas “before”, and now it’s fully automated:

• revenue allocation
• channel commissions
• expense assignment
• management fee calculation
• owner statements
• internal company revenue recognition

Every number is produced by the system with clear auditability.

4. Digital Contract Management

Each Unit is linked to a digital contract:

• management fee
• payout terms
• expense rules
• contract lifecycle (Draft → Awaiting Signature → Signed)
• e-signature via Odoo Sign

Contracts are never lost, never outdated, and always connected to live financial data.

5. Automated Payments & Financial Tracking

All payments — guest payments, refunds, owner top-ups, vendor bills — are created and matched automatically.
Bank transactions, cash operations and AP/AR flows follow strict accounting rules without manual work.

6. Completely digital owner reporting

Owners receive transparent statements with:

• revenue
• pass-through expenses
• channel commissions
• management commission
• net payout

All generated directly from analytic accounting and journals.

7. Zero spreadsheets, zero manual reconciliation

Every team — operations, finance, owner relations, accounting — works inside Odoo.
No duplicated data, no scattered files, no risk of human errors.

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Why This Approach Works

Modern property management has outgrown spreadsheets.
With dozens of units, dynamic pricing, multiple channels, owner settlements and strict financial reconciliation requirements, a true ERP-level solution is the only sustainable option.

Odoo provides:

• a flexible data model
• deep accounting capabilities
• built-in analytics
• API-ready architecture
• digital signature module
• multi-company and multi-currency support

And ERPixel provides:

• implementation expertise
• automation design
• integration with PMS/booking engines
• custom modules for owners, units, commissions and revenue distribution
• ongoing support and evolution of the system

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The Result

A fully automated, scalable, audit-ready Property Management System where:

• every booking becomes an accounting entry automatically
• every expense is correctly allocated
• every owner receives transparent, consistent reports
• every contract is digital and connected to real data
• every property, room and unit syncs seamlessly with external systems

The company can now grow without adding manual labour, without relying on individual knowledge, and without fear of data loss or accounting errors.