From quoting to full backoffice
What we have built · what is blocking adoption · how we turn Adaptto into the desk that answers the whole inbox
Aronlight × Adaptto · 29 September 2026
Based on live product + a full read of 8,103 production emails (24 Jun – 29 Sep)
Today’s path
Three chapters. One ask at the end.
Chapter 1
What we have achieved
The quoting engine is live, connected to your mailboxes and Odoo, and shipping weekly improvements you asked for.
Chapter 2
What’s blocking us
Daily usage is still too low. Without habit, the next capabilities won’t stick either.
Chapter 3
Full backoffice from email
Your inbox is already an order desk. Nine ranked opportunities — pick the next three with us.
Chapter 1 · Achievements
The platform is no longer a pilot
Adaptto already sits between your customer emails and Odoo. The core quoting loop works end to end.
Inbox → quote
Requests land from Outlook mailboxes, get classified, matched to catalogue, and become editable quotes.
Quote → Odoo
Create in Odoo pushes a real draft sales order under the person who clicked Create — your name in Odoo, not “Adaptto”.
Odoo → reply
After Create in Odoo, Adaptto drafts the customer email (quote text + PDF, or an order acknowledgement for purchase orders). When they ask “where is my order?”, it looks up status in Odoo by OR or their PO number.
Chapter 1 · Achievements
What reps and backoffice can already do
✓
Mailbox intake
Connected Outlook mailboxes; requests appear without copy-paste. Duplicate detection and supplier / internal routing keep noise out.
✓
Smart matching
Catalogue match, competitor equivalents, discontinued products quoted when you still have stock (RFQ 4513 / ILAR-01230).
✓
Purchase orders
Violet “Nota de encomenda” tag, type filter, path through the quote page so prices can be edited before Odoo.
✓
Customer search that forgives typos
“cris luce” now finds CRISLUCE. Spacing, word order and small typos no longer block the quote.
✓
Odoo salesperson = real person
When you Create in Odoo, the quotation shows your name (not “Adaptto”). Case-insensitive logins fixed. Nothing is created without a customer.
✓
Order status lookup
Find an order from the customer’s PO or OR number and see pending lines — ready for “where is my order?” replies.
✓
Cleaner inbox
Your own Orçamento / Presupuesto / PROFORMA PDFs no longer become fake new requests (32 false ones in September alone).
✓
Rep nudges
Browser alerts after first save, email briefings and waiting-request reminders — already ahead of what the contract required.
Chapter 1 · Achievements
Shipped in the last week alone
Riccardo’s pace when the team reports a real problem: often same-day.
Product fixes from your feedback
- • Discontinued-but-in-stock matching
- • Own quote PDFs held, not re-parsed
- • Customer search forgives spacing / typos
- • No Odoo create without a customer
- • Salesperson login case-insensitive
Visibility for managers
- • Daily usage email
- • /internal coverage: Today window
- • Quotes opened & edited (incl. unsaved)
- • Requests received per person
- • Backoffice hub under /internal
We build what you flag. The bottleneck is no longer “can the product do it?” — it is “is the team living in it?”
Chapter 2 · The blocker
Usage is still too low for the next leap
The product is ahead of the habit. Until most of the commercial and backoffice team works in Adaptto every day, new modules will sit unused.
Habit
Many people still open Odoo or Outlook first. Adaptto is used for hard cases, not as the default desk.
Trust
Early friction (salesperson = Adaptto, false requests, picky search) taught caution. Those are fixed — the habit hasn’t caught up yet.
Ownership
Without a clear daily expectation from leadership, optional tools stay optional.
Chapter 2 · The blocker
What unblocks the next chapter
From Aronlight
- Manel: daily use is the default — not “try when you can”
- Each mailbox owner starts the morning in Adaptto (briefing + waiting requests)
- Treat Adaptto as the desk for quotes and purchase orders, not only the hard cases
- Report blockers (password reset, missing access) the same day
From Adaptto
- Keep shipping the friction you report — same week
- Coverage and daily email so managers see who is in
- Reminders that help without nagging
- Scope the next backoffice modules only after usage rises
- Train on the flows that already save time (PO, discontinued, search)
We will not pile new capabilities on top of low adoption. First the desk is daily. Then we widen it.
Chapter 3 · Full backoffice
Your inbox is already an order desk
We read every email in production from 24 Jun to 29 Sep — 8,103 messages — to see what customers actually ask for beyond quotes.
668
Purchase orders
September alone
275
Order status &
after-sales
September alone
211
Quote requests
September alone
Orders and after-sales already outnumber quote requests roughly four to one. Quoting was the right start. It is not the whole job.
Chapter 3 · Full backoffice
What’s inside the work
Purchase orders (~1,080 over the period)
- 66% carry lines only in a PDF or ERP attachment
- 10% stock-out · 10% changes/duplicates · 14% net prices · 16% delivery instructions
Order status & after-sales (~660)
- Returns / warranty 22% · delivery-date chasing 19% · invoice / DN / POD copies 16%
- Partial-ship / cancel 14% · carrier problems 13%
Quote requests (~1,300) — still important, now better understood
- 23% competitor equivalent · 26% named project · 30% lead time · 14% reply-by date
Chapter 3 · Full backoffice
Nine opportunities — ranked 1 to 5
The natural path from “quoting tool” to “backoffice that answers the inbox”.
1
Order desk, end to end
Read the PO attachment, check stock, partials & discontinued, apply net prices, freight rule (€100 min · free >€250 · €9 below), block duplicate POs, send acknowledgement.
Largest stream. First step already live.
2
Delivery-date answers
Find the order in Odoo, list pending lines with dates, draft the reply. Proactive “date changed” stops repeat chases.
Saltoki’s 31 chase forms could be automatic.
3
Returns & warranty intake
RMA + invoice check, apply policy (<€20 → credit; non-defective → new order), prepare carrier pickup.
Today: 3–4 people per case.
4
Document retrieval
Invoice, delivery note, signed POD — straight from Odoo.
Sonepar holds payment until POD arrives.
5
Technical & compliance pack
Datasheets, CE, DoP, IES/LDT, RAL — attached to quotes; same library for customs.
Most files already ingested.
Chapter 3 · Full backoffice
Ranked 6 to 9 — and how we decide
6
Competitor comparison sheet
Side-by-side IP, IK, lumens, CCT for “or equivalent” tenders.
23% of quote requests name a competitor.
7
Project pipeline
Merge the same tender from several bidders; follow wins/losses; reorder prediction for recurring buyers.
8
Finance & import desk
Match bank notices to invoices; one customs case per shipment (DHL storage from day 4); credit-insurance limits.
9
Supplier inbox triage
Archive cold pitches, weekly digest. Never suppress a real Odoo supplier.
~98% of “supplier offers” are cold; 40 senders send half.
The deal
We don’t expand the product while the desk is empty. We expand it together when the team is in it.
You this month
- Daily use as the default
- Morning briefing in Adaptto
- Quotes and POs through the desk
- Flag friction the same day
We this month
- Keep fixing what you report
- Keep coverage honest
- Train on live flows
- Scope your top 3 modules
- Agree a pilot window
Decide today
- Your top 3 of the nine
- Who owns each flow
- What “daily use” means in numbers
- When we review usage again
Tell us your top three. We turn them into scoped pilots — after usage is real.