For NGOs and foundations that run their programs and staff on spreadsheets. Odoo keeps your staff and your funds in one system, so donors and the board get their answers quickly.
AzkaTech has set up Odoo for organizations like the Imam Sadr Foundation and the Lebanese Food Bank, and stays with your team after go-live.
Official Odoo Gold Partner. Implementing Odoo since 2015.
Who it’s for
Organizations that run schools and community programs under one roof.
Teams that collect donations in kind and distribute them to families.
NGOs that run learning centers and train their own staff.
Organizations that report to several donors on the way each grant was spent.
The problem
One person works for two programs, and payroll has to be split by hand.
Grant money and general funds sit in one ledger, and donor reports take weeks.
Donated goods come in and go out, and nobody can show where they went.
Each board or donor report is rebuilt by hand out of several files.
01 · Staff and payroll
In an NGO, one employee often works across two programs under different contracts, and each program has its own funding. Some salaries are paid in two currencies. Payroll built in spreadsheets takes days each month, and a mistake is hard to trace.
In Odoo, an employee can hold several contracts, each tied to a department and a program. Payroll is calculated for each contract, in the currency you set. The cost of each salary lands on the program that funds it.
The Imam Sadr Foundation has more than 200 employees across several sectors. AzkaTech set up its HR and a payroll that handles multiple contracts and pays in both LBP and USD.
Example. A social worker spends 60% of her time on a health program and 40% on education. Each month her salary is split 60/40 between the two programs, so each budget carries its real staff cost.
Who it’s for
HR and finance teams.
Outcome
Payroll runs on time, and each program carries its own staff cost.
02 · Funds and grants
Donors give money for a specific purpose and expect a report on it. If grant funds and general funds sit in one ledger, somebody has to rebuild each report by hand. Overspending on one grant is noticed only when the report is due.
In Odoo, each grant or program is tracked separately in the accounts, with its own budget. Every purchase and salary is tagged to the grant that pays for it. A report of budget against spending is available at any time.
Odoo has no module called fund accounting. AzkaTech sets up analytic accounts and budgets, so each grant can be reported on its own.
Example. A $50,000 grant has spent $32,000 by month six. The donor report lists every expense tagged to that grant and shows $18,000 left.
Who it’s for
Finance managers and program directors.
Outcome
Donor reports come out of the system, not out of a spreadsheet.
03 · Aid stock
Relief organizations receive goods as well as money. Food and supplies arrive in bulk and go out to families or partner centers. Without stock records, expiry dates are missed, and nobody can prove what was distributed.
Odoo records each donation in kind as stock, with its lot and expiry date. Each distribution is a delivery to a named center or program. You can see what is in the store today and what went where.
AzkaTech sets up one location for each store or center, so stock can be followed between them.
Example. 200 food parcels arrive as donated stock. Two distributions hand out 150, and the stock report shows 50 left and where the others went.
Who it’s for
Warehouse and program teams.
Outcome
Nothing expires on the shelf, and every distribution is on record.
04 · Approvals and training
An NGO has to show that money was spent properly. Purchase requests are approved by email or on paper, and the trail is lost. Training records for staff sit in yet another tool.
In Odoo, each purchase request goes through the approval steps you set, and the system keeps the record. Documents are stored with the request. Staff training can run in Odoo eLearning, with completion recorded on the employee.
For the Imam Sadr Foundation, AzkaTech connected Odoo to the mobile apps the foundation already used for training, and set up dashboards for management.
Example. A $2,500 purchase request goes to the program manager, then to finance because it’s above $1,000. Both approvals stay on the record with names and dates.
Who it’s for
Management and compliance teams.
Outcome
An auditor can follow any expense back to its approval.
How it works
Odoo holds the structure of your organization, with its departments and units. The Imam Sadr Foundation manages its whole structure this way.
Salaries and payments can run in LBP and USD side by side. Read about our Lebanese payroll system.
New hires and yearly reviews are tracked on the employee record. See Odoo HR software.
Each donation is recorded against its donor, and a receipt is issued.
Management sees headcount and spending for each program on one screen.
Implementation
AzkaTech uses AI in every phase of the Odoo project, and it stays in use after go-live.
AI capability · Discovery
We sit with your HR and finance teams and follow one month of their work. AI turns those notes into a clear list of what Odoo needs to cover.
AI capability · Mapping
Your processes are mapped onto Odoo in a fit-gap analysis. AI matches your staff and contract lists to Odoo and flags what is missing.
AI capability · Configuration
We build the solution with standard Odoo first. AI drafts the setup notes and a short guide for each department.
AI capability · Testing
AI prepares test cases built on a real payroll month. Your team runs them in a pilot and signs off before launch.
AI capability · Governance
AI follows open issues and training progress for each department, so risks show up before launch day.
AI capability · Post Go-Live
After launch, AzkaTech support stays with your team. You also get a knowledge base written around your own setup.
Client proof
Case study · Non-profit organization in Lebanon
FAQ
Yes. Each grant gets its own analytic account and budget. Expenses, purchases and salaries are tagged to it, so the grant report shows budget against actual at any time.
Not as a separate fund ledger. Most NGOs use analytic accounts to keep restricted and unrestricted funds apart, which covers donor and board reporting. If your auditor needs true fund balances, we look at that during discovery.
Yes. The salary can be split by percentage across programs, and each program’s budget carries its share.
Yes. Donated goods are received into stock with a value, then handed out through distributions, so every item has a record.
Yes. The Odoo website has a donation form that takes card payments, and each gift lands on the donor’s contact.
Yes, with the setup we use for Lebanese payroll. The Imam Sadr Foundation was running its two-currency payroll by hand before Odoo. See our Lebanese payroll page.
Yes. The Imam Sadr Foundation started with HR and the organization structure, then added the other parts in phases.
Odoo charges per user per month. Payroll and Approvals are in the paid plans, and running several entities needs the Custom plan. See our Odoo pricing guide.
