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Odoo-Based Data Synchronization & Marketing Automation Solution

Category

Odoo-based solutions

Project size

7 MMs

Industry

Marketing & Communication

Scope of work

Custom Odoo marketing module

Technologies

Odoo version 17

Odoo version 18




About the project

This is a solution BHSOFT developed to meet our internal need for seamless data synchronization and workflow automation between Apollo, HubSpot, and our internal ERP (Odoo). The system ensures two-way synchronization:


  • Apollo ↔ HubSpot
  • HubSpot ↔ Internal ERP (Odoo)


Our sales team uses Apollo to find contacts and prospects based on a set of filters. They configure the integration with HubSpot, so contacts from Apollo are automatically synced to HubSpot. Our Odoo team integrated Odoo with HubSpot and HubSpot then acted as a bridge, syncing contacts from Apollo to our internal ERP (Odoo). Our internal ERP serves as the centralized system, managing sales data, for example: Contacts, Companies, Marketing mass emails, Mailing lists.


To further enhance efficiency, we introduced workflow automation for email marketing, sales follow-ups, and data management:

Implemented event-based triggers that automate lead nurturing, follow-ups, and marketing actions without manual intervention.

Developed smart email scheduling features to optimize delivery based on recipient time zones and prevent email spam issues.

With two-way synchronization and workflow automation, any updates made in Apollo, HubSpot, or Odoo are instantly reflected across all platforms, ensuring data consistency and optimized marketing automation.


To improve efficiency and eliminate manual tasks, BHSOFT needed a fully automated data synchronization and marketing system between Apollo, HubSpot, and Odoo. The key requirements included:


  •  Automated Two-Way Scheduled Synchronization: Ensure periodic updates across Apollo, HubSpot, and Odoo without manual intervention.
  •  HubSpot as a Central Bridge: Synchronize contacts from Apollo to Odoo via HubSpot—without the usual fees.
  •  Workflow Automation: Implement event-driven automation for lead management, email follow-ups, and marketing campaigns.
  •  Data Consistency & Accuracy: Maintain centralized and up-to-date records across all platforms.
  •  Scalability & Reliability: Handle growing data volumes while maintaining high-speed performance.
  •  Enhanced Email Marketing Features: Improve email scheduling and automation with customized sending rules.

 

During implementation, we faced several technical and operational challenges:

  • Multiple Apollo Accounts Feeding a Single HubSpot Account
    • The sales team used multiple Apollo accounts to push data into a single HubSpot account. This caused data gaps, as some contacts from different Apollo accounts overwrote or conflicted with each other in HubSpot.
  • Complex Data Mapping & Sync Logic
  • Apollo, HubSpot, and Odoo use different data structures, requiring custom data mapping to ensure smooth synchronization.
  • Handling duplicate entries, missing fields, and conflicts when contacts were updated on multiple platforms.
  • Scheduled Synchronization & Performance Optimization
    • Ensuring timely updates while preventing data inconsistencies across platforms and managing large datasets efficiently.
  • Smart Email Scheduling & Automation
    • Default Odoo Marketing Automation lacked flexibility for email scheduling.
    • Needed to limit emails sent per hour and send emails during recipients' working hours based on their time zone.
  • Automating Sales & Marketing Workflows
    • Manual lead follow-ups were time-consuming and inconsistent.
    • Needed automated actions based on lead responses (e.g., send follow-up emails after no response in 7 days).



To overcome these challenges, we developed customized solutions that ensured smooth synchronization and marketing automation:

  • Region-Based Apollo Account Allocation
    • Assigned specific Apollo accounts to specific regions, ensuring that each account only handled contacts for a designated geographic area.
  • Custom Data Mapping & Transformation Rules
    • Created pre-processing rules to standardize field formats before syncing data between platforms.
  • Scheduled Synchronization & Performance Optimization
    • Implemented batch synchronization processes that update data at defined intervals to maintain data accuracy and system performance.
  • Advanced Email Automation Enhancements
    • Implemented a limit on the number of emails sent per hour, preventing spam issues and improving deliverability.
    • Added time zone-based email scheduling, ensuring emails are sent during recipients' working hours for better engagement.
  • Fully Automated Lead Management Workflows
    • Designed trigger-based workflows that adjust follow-up emails and tasks based on lead behavior. Example: If no response is received within 7 days, a second follow-up email is automatically triggered.




  • Resolved Data Gaps from Multiple Apollo Accounts: Prevented overlapping or conflicting data entries in HubSpot by ensuring regional exclusivity for each Apollo account.
  • Seamless Two-Way Scheduled Synchronization: Regular data updates across Apollo, HubSpot, and Odoo, reducing manual data entry and errors.
  • Enhanced Marketing Automation: Fully automated email campaigns, lead tracking, and follow-up actions in Odoo.
  • Optimized Email Deliverability: Time zone-based email scheduling and email rate limits improved open rates and engagement.