Industry

E-commerce

Headquarters

Netherlands

Global Presence

Netherlands, Germany, France, Belgium

ERP Partner

Aktiv Software

Our Solution

Odoo

About Freya

Freya Products is a growing multi-website eCommerce business that serves both B2C (individual) and B2B (professional) customers. Their unique business model combines traditional warehouse fulfillment with an extensive dropshipping network, allowing them to offer a wide product catalog without maintaining excessive physical stock.

With multiple sales channels, including website orders, email orders, phone orders, and backend-driven transactions, Freya required a centralized system to manage customers, products, vendors, inventory, and sales workflows with precision and scalability.

The Challenges

Multiple Disconnected Websites

Separate platforms for each website led to disconnected product management, inconsistent pricing, and duplicated administrative efforts.

Complex Vendor Inventory Management

Vendor-driven fulfillment complicated inventory visibility, risking inaccurate stock availability and inconsistent data.

Multilingual and Multi-Country Operations

Managing multiple language storefronts without a unified system caused inconsistent pricing, tax calculations, and maintenance overhead.

Manual Vendor Selection and Fulfillment

Manual processes for vendor selection and fulfillment led to inefficiencies and errors in stock availability and order fulfillment.

Pricing & Discount Logic Issues

The existing system lacked flexibility to handle complex pricing strategies, including supplier-cost-driven calculations and quantity-based discounts.

Our Solution

Unified Commerce Management:

Centralized Product, Pricing, and Order Management

Smart Fulfillment Automation

Automated Vendor and Fulfillment Workflows

Multi-Source Inventory

Hybrid Inventory Visibility with Vendor Integration

Cost-driven Pricing Engine

Dynamic Pricing Engine with Supplier-Cost and Discount Logic

Powering eCommerce, Fulfillment & Vendor Operations at Scale in Odoo

Phase 1

Discovery & Planning

Aktiv Software collaborated closely with Freya Products' stakeholders to analyze and model critical workflows across:

Key focus areas:

Multi-website operations and eCommerce experiences
Vendor-driven inventory behavior and FTP integration design
Pricing, discount strategies, and supplier-cost logic
Fulfillment decision rules for hybrid sourcing
Checkout flows and customer identification logic

Each workflow was mapped and translated into structured Odoo processes designed to reduce manual intervention and improve operational accuracy.

Phase 2

Core Implementation & Advanced Customization

The implementation focused on unifying Freya's fragmented operations across websites, vendors, fulfillment, and pricing into a single ERP backbone.

Key Modules Deployed

Sales, Purchase, Inventory Management, CRM, eCommerce, Accounting Each module was configured to operate as part of a cohesive system supporting both backend operations and website interactions.

Phase 3

Enablement & Long-Term Partnership

Beyond go-live, Aktiv continues to support Freya Products with:

Continuous system optimization
Enhancements aligned with evolving eCommerce and vendor needs
Support for scalability across new markets and websites
Long-term reliability and performance assurance

Functional & Operational Overview of Freya's Odoo System

Vendor & Inventory Management (Unified Stock Visibility Across All Sources)

Pricing & Discount Automation (Supplier-Cost-Driven, Rule-Based Pricing)

Fulfillment & Vendor Selection Logic (Automated Sourcing Decisions)

Vendor Communication & Tracking Automation (Scalable Coordination)

Checkout & Website Experience (Consistent, Business-Rule-Driven UX)

1 Vendor & Inventory Management (Unified Stock Visibility Across All Sources)

Problem Statement

Freya’s operations involved multiple vendors, dropshipping workflows, and internal warehouse fulfillment. The default inventory logic in Odoo was limited to tracking internal warehouse quantities and could not represent combined availability across multiple supply sources. It did not support vendor-level stock tracking, automated stock synchronization, or consolidated quantity calculations.

As a result, there was limited visibility into total sellable inventory, a risk of inaccurate stock availability being communicated to customers, and manual interpretation of vendor quantities with no structured mechanism.

Solution

Aktiv Software implemented a hybrid inventory visibility mechanism integrated with Odoo and vendor systems through secure FTP connections:

FTP connections established between Odoo and each vendor system to fetch stock quantities, pricing details, and SKU mappings directly
Automated PO file generation and FTP transmission to vendors upon Purchase Order creation, enabling seamless dropship communication
Custom logic implemented to combine warehouse stock and vendor stock at the product variant level
Consolidated total available quantity reflected consistently across the Odoo backend and website frontend

Impact

Real-time, accurate stock visibility across all supply sources
Elimination of manual vendor stock interpretation
Automated dropship order communication without manual intervention
Consistent inventory data across backend and customer-facing storefronts

2 Pricing & Discount Automation (Supplier-Cost-Driven, Rule-Based Pricing)

Problem Statement

Freya required structured pricing logic aligned with supplier costs, quantity tiers, and promotional display needs. The standard pricing configuration lacked flexibility to support:

Supplier-cost-driven price calculations
Margin and markup application at multiple levels
Old vs. new price display for promotional scenarios
Quantity-based discount communication

Solution

Aktiv enhanced Odoo’s pricing mechanism to support supplier-cost-based computation and structured discount behavior:

Supplier cost incorporated directly into pricelist configuration with margin, markup, and additional fee application
Pricing rules configurable at the product variant level, product level, and across all products tied to a specific supplier
Supplier price range brackets defined, triggering the corresponding rule based on where the cost falls
Quantity-based tiered pricing rules implemented to ensure accurate pricing for bulk purchases
Old vs. new price display enabled, with the original price shown in strikethrough format and the discounted price as the active selling price

Impact

Fully automated, consistent pricing derived from supplier costs
Structured margin control across product and supplier levels
Clear promotional price visibility for customers on the frontend
Accurate quantity-based pricing without manual intervention

3 Fulfillment & Vendor Selection Logic (Automated Sourcing Decisions)

Problem Statement

Vendor selection and dropship decisions were previously manual and inconsistent. Standard workflows could not handle partial availability scenarios or vendor-dependent fulfillment strategies, leading to operational delays and errors.

Solution

Aktiv implemented rule-driven automation for fulfillment decisions:

Inventory-aware sourcing decisions based on real-time stock data
Vendor selection governed by a defined hierarchy
Automatic Dropship route assignment based on fulfillment rules
Automatic Purchase Order confirmation to streamline procurement

Impact

liminated manual vendor selection and associated inconsistencies
Faster, system-driven fulfillment decisions
Improved order accuracy and reduced operational overhead
Scalable procurement workflows aligned with business rules

4 Vendor Communication & Tracking Automation (Scalable Coordination)

Problem Statement

Manual vendor coordination for purchase orders, inventory updates, and shipment tracking increased operational overhead and limited the business’s ability to scale its dropshipping network effectively.

Solution

Aktiv implemented a vendor-level FTP integration framework covering:

Automated purchase order transmission to vendors via FTP
Vendor inventory synchronization to keep stock data current
Secure vendor tracking updates integrated into Odoo
Automatic delivery validations to confirm fulfillment

Impact

Significantly reduced manual coordination overhead
Improved traceability across the vendor network
Scalable vendor operations without proportional increase in administrative effort

5 Checkout & Website Experience (Consistent, Business-Rule-Driven UX)

Problem Statement

Without centralized control, managing consistent checkout behavior, customer type identification, and field visibility across multiple storefronts was error-prone and maintenance-heavy.

Solution

Aktiv delivered targeted eCommerce enhancements:

Professional customer identification logic to differentiate B2B and B2C flows
Conditional field visibility based on customer type
Address structure adjustments aligned with regional requirements
Variant-aware Internal Reference display for accurate product identification

Impact

Smooth, consistent customer experience across all storefronts
Business rules enforced at checkout without disrupting UX
Reduced maintenance overhead for multilingual website management

What Changed for Freya Post-Implementation?

From Complexity to Control

Freya replaced manual coordination with automated workflows across inventory, pricing, and vendor fulfillment.

100% centralized management of products, pricing, variants, vendors, and transactions.

Combining warehouse and vendor stock, we reduced manual intervention in pricing, vendor selection, and dropshipping operations, leading to greater efficiency.

Multilingual support and consistent pricing logic across all digital storefronts enhanced the customer journey.

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Customer Success Stories

Not to flex, but these are some Real results. Real wins.

4.7

is our

average

Aktiv Software Pvt. Ltd. followed up on the project as promised.

Bjorn-Midtlien

Bjorn Midtlien

CEO, Digitus Nordic AS

Rather than focusing on short-term fixes, their approach is pragmatic, focused on sustainable, long-term results.

Kasper-G

Kasper G

Owner, Nordic by Choice

Their solution has helped us reduce our project managers' time for invoicing from a week to two days.

Kateryna-Mykhailenko

Kateryna Mykhailenko

Manager, ToxMinds

On a scale of 1-10, we would rate Aktiv’s partnership as 11.

Fabrice Beaux

CEO, InterHyve Sàrl

About Us

Aktiv is Odoo certified partner offering end-to-end implementation services.

We don’t just implement ERP, we bridge the gap between technology and your workforce, ensuring smooth adoption, empowered employees, and maximized ROI.

With over 10+ years of experience implementing Odoo for SME and Enterprise clients, we know how to assist you in your digital transformation journey. It’s what we do the best!