Odoo for lab equipment suppliers and service companies
Sell it, install it, service it. One system for every instrument you supply.
Odoo ERP for UK laboratory equipment manufacturers, distributors and service providers. Quotes, serial-tracked stock, installations, service contracts, calibration visits, repairs and spares, finally connected in one place.
- Official Odoo Partner
- Odoo certified
- ISO 27001 and ISO 9001
- UK-based team
Sales
Field Service
Inventory
Contracts
Accounting
Repairs
The solution
Follow one instrument from first quote to its tenth service visit.
In most lab equipment businesses, sales, stores, engineers and accounts each keep their own record of the same instrument. With Odoo for lab equipment sales and service, one serial number carries the whole story: the quote, the shipment, the installation, the service contract, every calibration and repair, and every invoice. Nothing is keyed in twice, and every unit stays traceable.
Press play, or pick a stage to see what changes
Stage 1 of 7 · Quote
Configured quotes, out the same day
BeforeQuotes are built in Word or Excel, accessories get missed, and nobody can see which tenders are still open.
With OdooReps quote from one catalogue in Odoo, adding accessories, consumables and service plans at the right price, then send the quote for e-signature.
Odoo apps at this stage
- Pipeline for direct deals, distributors and tenders
- Optional accessories, consumables and service plans on every quote
- Customer and distributor price lists in any currency
Stage 2 of 7 · Ship
Every unit shipped with its serial number
BeforeSerial numbers are copied onto delivery notes by hand, so stores, sales and service each hold a different list.
With OdooSerial numbers are captured on receipt and scanned on dispatch, so Odoo knows exactly which unit went to which customer, on which order, and when.
Odoo apps at this stage
- Serials captured at goods-in from your manufacturers
- Scan-to-pick and dispatch with barcode
- Spares and consumables replenished on min and max rules
Stage 3 of 7 · Install
Installations scheduled, signed off and on record
BeforeInstalls are booked by email and phone, and commissioning sheets come back on paper days later.
With OdooA field service task is created from the order, scheduled to the right engineer and completed on a mobile worksheet with checks, photos and the customer’s signature.
Odoo apps at this stage
- Install tasks created automatically from the sales order
- Engineer calendar, Gantt and map views
- Commissioning worksheet signed on site
Stage 4 of 7 · Cover
Service contracts that bill and renew themselves
BeforeContracts sit in spreadsheets, renewal dates are missed and some customers are serviced without being billed.
With OdooService contracts run as Odoo subscriptions on the customer’s account, with recurring invoices, renewal quotes and a clear status for every contract.
Odoo apps at this stage
- Monthly, annual or multi-year service plans
- Automatic recurring invoices and renewal quotes
- Contract revenue, renewals and churn reporting
Stage 5 of 7 · Maintain
Planned maintenance and calibration, never missed
BeforePPM and calibration visits are tracked on a wall planner, so overdue instruments are found by the customer or the auditor.
With OdooRecurring field service tasks schedule every planned maintenance and calibration visit, with worksheets capturing readings and a signed report sent when the job is done.
Odoo apps at this stage
- Recurring PPM and calibration tasks per contract
- Worksheets for readings, checks and pass or fail
- Signed reports emailed to the customer on completion
Stage 6 of 7 · Repair
Faults logged, fixed and traced to the serial
BeforeBreakdown calls arrive by phone and email, and engineers turn up without the unit’s history or the right part.
With OdooThe customer logs a ticket on your portal, the team sees the serial number and contract cover, then books a field visit or a workshop repair with parts reserved.
Odoo apps at this stage
- Customer portal and SLA timers on every ticket
- Tickets and repairs linked to the serial number
- Spare parts used on the job deducted from van or workshop stock
Stage 7 of 7 · Invoice and renew
Every visit, part and contract invoiced
BeforeEngineers’ timesheets and parts lists are retyped into the accounts system, and chargeable work slips through.
With OdooTime, parts and call-out charges flow from the job into an invoice, contract work stays inside the plan, and renewals are quoted before they lapse.
Odoo apps at this stage
- Invoice a completed job in one click
- Chargeable and contract work kept separate
- Profit by instrument, contract, customer and engineer
Built on standard Odoo Enterprise apps, configured by Thoughtlogik around your products, contracts and service process.
Where does your service process get stuck today? Take our two-minute readiness check, or book a free call and we will walk through your quote-to-service flow with you.
Who it's for
Built for businesses that sell, install and service lab equipment.
If you supply scientific instruments and then look after them for years, this solution was designed around the way you work.
- Lab equipment manufacturers with UK sales and service
- UK subsidiaries of European instrument brands
- Scientific equipment distributors and importers
- Temperature control and circulator specialists
- Analytical and sample preparation instruments
- Lab furniture, fume cupboard and safety cabinet suppliers
- Calibration and validation service providers
- Independent multi-vendor service companies
- Spares and consumables suppliers
- Medical and life science equipment suppliers
The market
A £146.9bn sector, and service is where the margin is.
UK life sciences keeps growing, and so does the installed base of instruments that need installing, calibrating and repairing. The suppliers pulling ahead run service as a business, not an afterthought.
Sources: Office for Life Sciences, October 2025; BCG, Aftermarket Services Drive Growth for Industrial Manufacturers, 2025.
The challenge
Sound familiar? The problems we hear from equipment suppliers every week.
Growth adds products, customers and contracts faster than old systems can cope. Here is what goes wrong, and how the solution fixes it.
Serial numbers on spreadsheets
Nobody can say for certain which unit, at which specification, is sitting in which customer's lab.
How we fix it: serial tracking from goods-in to dispatch, with the full history of every unit one click away.
Service contracts nobody owns
Renewal dates live in a spreadsheet, so contracts lapse quietly and some work is done for free.
How we fix it: contracts as subscriptions with recurring invoices, renewal quotes and alerts before they expire.
Missed PPM and calibration visits
Planned visits are tracked on a wall planner, so overdue instruments are spotted by the customer or the auditor.
How we fix it: recurring field service tasks per contract, scheduled in advance and visible on one planning board.
Engineers without the full picture
Engineers arrive without the unit's history, the contract terms or the right part in the van.
How we fix it: a mobile app showing the customer, serial history, contract and parts, with worksheets and signatures on site.
Paper job sheets and late invoices
Job sheets come back days later and get retyped, so chargeable time and parts slip through.
How we fix it: time, parts and expenses captured on the job and invoiced in one click when it is done.
Quotes that miss the extras
Accessories, consumables and service plans are left off quotes, so revenue walks out of the door.
How we fix it: quote templates with optional products and service plans, sent for e-signature from Odoo.
Spares in the wrong place
Critical spares are out of stock at base while three sit unused in an engineer's van.
How we fix it: van and workshop stock as Odoo locations, with replenishment rules and barcode transfers.
Breakdowns logged by phone and email
Faults arrive in inboxes and voicemail, with no SLA clock and no link to the instrument.
How we fix it: helpdesk tickets tied to the customer, serial number and contract, with SLA timers and a customer portal.
No view of service profitability
You know what the equipment sold for, but not what each contract or instrument costs to look after.
How we fix it: margin by contract, customer, product line and engineer, from real timesheets and parts usage.
A patchwork of legacy tools
An old ERP, a separate service system, Access databases and spreadsheets, held together by the one person who knows how.
How we fix it: one Odoo database for sales, stock, service and finance, with your data migrated and checked.
Lab equipment ERP readiness check
Is your lab equipment business ready for a connected ERP?
Seven quick questions about your sales, installed base, service contracts and systems. You will get an honest recommendation on where to start, with the reasoning, just as you would in a consultation.
- Seven questions, about two minutes
- Explains the reasoning behind your result
- Answers go straight into your enquiry
Your recommended starting point
Your answers will be added to the contact form for you, so we can prepare before we speak.
See it in action
Real screens from a working lab equipment ERP.
Scroll to follow an instrument from the quote request to its service history. This is what your team would use every day.
- 1
Your website, quote-ready
A branded Odoo website with product ranges, service pages and quote requests that land straight in Sales.
- 2
Every instrument on record
Each unit has an asset record with its serial number, customer, site, install date, contract, delivery and repairs.
- 3
Contracts that cover the installed base
Service contracts list the exact serial numbers they cover, with start dates, next billing dates and status.
- 4
Contract lifecycle and e-signature
Gold, silver or bronze cover, renewal stages and a signature request sent from the contract.
- 5
The engineers' week at a glance
Installations, PPM, calibration and breakdowns on each engineer’s schedule, colour-coded by role.
- 6
Every visit tied to the asset
Interventions carry the customer, asset, worksheet, priority and warranty status, then complete in one click.
- 7
Repairs against the serial
Workshop repair orders linked to the customer asset and serial number, with parts, services and a quote.
Screens from a ThoughtLogik Odoo 20 demonstration database configured for lab equipment sales and service, including our customer asset and service contract extensions. Sample data only.
Odoo plus Thoughtlogik
Service features, ready to configure.
Standard Odoo brings serial tracking, planning, subscriptions, helpdesk and repairs. Our lab equipment extensions add a customer asset register, service contracts and planned interventions on top.
Installed base
Every instrument has its own record.
Each asset record links the serial number to the customer, contact, site, sale, install date, service contract, interventions, deliveries and repairs, so the full history is one click away.
- Serial numbers captured on goods-in and delivery
- Warranty and service contract details per asset
- Plan an intervention straight from the asset
Field service
Engineers who arrive ready and leave with the job done.
Interventions sit on each engineer's schedule with the customer, asset, worksheet, priority and warranty status. Engineers move them from scheduled to completed and record what they did on site.
- Schedule by engineer, role, day or week
- Worksheets for installs, PPM, calibration and repairs
- Parts used and billable time added to the visit
Service contracts
Recurring revenue that runs itself.
Each contract lists the exact serial numbers it covers and runs on an Odoo subscription, so invoices, renewal stages and e-signatures are handled in one place.
- Gold, silver or bronze annual plans
- Renewal stages from active to pending renewal
- Contracts sent for e-signature with Odoo Sign
Helpdesk and repairs
Every fault resolved against the right unit.
Customers raise tickets by email, web form or portal. The team works to SLA timers and turns a ticket into a field visit, a workshop repair or a return without retyping anything.
- SLA policies by priority and customer
- Repair orders with parts, labour and a warranty flag
- Returns and replacements raised from the ticket
What's included
Everything a lab equipment supplier and service business needs.
Ten connected capability areas, configured around your products, installed base and service operation.
Sales, quotes and tenders
Quote the full solution, not just the instrument.
- CRM: pipeline for direct sales, distributors and tenders
- Quote templates: optional accessories, consumables and service plans
- Price lists: customer, framework and distributor pricing in any currency
- E-signature: online quote acceptance with Odoo Sign
- Demo equipment: demo and loan units tracked like any other stock
- Web shop: Odoo eCommerce for spares and consumables, or integrate your existing store
Serial numbers and installed base
Know where every instrument is, and everything that has happened to it.
- Unique serial numbers captured at goods-in or production
- Serials scanned at dispatch and recorded against the customer
- Upstream and downstream traceability report per serial
- Installed base by customer, site and product
- Serial history across sales, repairs and field visits
- Recall lists in minutes, not days
Inventory and spares
Spares and consumables where your engineers need them.
- Multiple warehouses, workshop and van stock locations
- Min and max replenishment rules for spares and consumables
- Barcode scanning for receipts, picking and stock counts
- Kits for instruments supplied with accessories
- Two and three-step receipts and deliveries
- Dropship from the manufacturer direct to the customer
Purchasing and suppliers
Buy from manufacturers and parent companies at the right time.
- Purchase orders from sales demand and reorder rules
- Supplier price lists in GBP, EUR and USD
- Lead times and purchase approvals
- Landed costs for freight and duty
- Three-way matching of orders, receipts and bills
- Back-to-back ordering for made-to-order instruments
Field service and engineers
Installations, PPM, calibration and breakdowns, planned and done right.
- Field service tasks from sales orders, tickets and contracts
- Gantt, calendar and map planning by engineer
- Mobile app with worksheets, photos and signatures
- Timesheets, parts and expenses captured on the job
- Recurring tasks for planned maintenance and calibration
- Service reports emailed to the customer on completion
Service contracts and warranties
Turn your installed base into predictable recurring revenue.
- Service plans as Odoo Subscriptions, monthly to multi-year
- Recurring invoices and renewal quotes
- Contract tiers such as bronze, silver and gold cover
- Warranty periods recorded against each serial
- Alerts before a contract renews or expires
- Recurring revenue, churn and renewal reporting
Helpdesk and repairs
Every fault logged, tracked and fixed against the right unit.
- Tickets by email, web form, phone and customer portal
- SLA policies by contract tier, with timers and escalation
- Tickets linked to the customer, serial number and contract
- Workshop repair orders with parts, labour and quotes
- Returns, replacements and loan units from the ticket
- Customer satisfaction ratings after every job
Accounting and finance
UK-ready finance that updates itself as work is done.
- UK accounting with Making Tax Digital VAT returns
- Bank feeds and reconciliation
- Invoices from completed jobs, contracts and deliveries
- Multi-currency for imports and exports
- Customer statements, aged debt and credit control
- Margin by product line, contract, customer and engineer
People and compliance
Keep the team qualified and the paperwork in order.
- Employee records, contracts, leave and expenses
- Engineer skills and certifications with renewal dates
- Reference and test equipment on a maintenance register
- Certificates and reports stored against the job and customer
- Quality checks at goods-in and pre-delivery inspection
- Role-based access and a full audit trail
Reporting and dashboards
Live numbers for every team, without exporting to spreadsheets.
- Dashboards for sales, stock, service and finance
- Response times and SLA performance
- Contract revenue, renewals and churn
- Engineer utilisation and job profitability
- Scheduled reports by email
- Role-based access, so everyone sees what they need
Direct and channel
End users and distributors, side by side.
Sell direct to labs and through distributors and resellers on one platform, without compromising either.
Direct customers
Universities, hospitals, pharma, biotech, industry and testing labs.
- Customer-specific price lists and framework pricing
- Quotes with optional accessories and service plans
- Purchase order and tender references on every order
- Customer portal for orders, invoices, tickets and reports
- Installed base and contract history per site
- Payment terms, statements and credit control
Distributors and resellers
Channel partners in the UK and overseas.
- Distributor price lists and discounts in any currency
- Partner portal with reorder from history
- Dropship direct to the end user
- Serial numbers recorded against the end customer
- Spares and consumables reordering
- Shipping documents and tracking for export orders
Integrations and devices
Connected to the channels, carriers and kit you already use.
We use Odoo's native connectors wherever they exist, and build robust integrations where they do not.
Sales channels
- Odoo eCommerce
- Shopify
- WooCommerce
- Customer portal
- Distributor portal
- Odoo Sign
- Email to quote
Carriers and logistics
- DPD
- DHL
- UPS
- FedEx
- Royal Mail
- Sendcloud
- Freight forwarders
Payments and finance
- Stripe
- Adyen
- Worldpay
- Bank feeds
- MTD VAT
- Multi-currency
Devices
- Barcode scanners
- Zebra label printers
- Engineer phones and tablets
- Odoo IoT Box
- On-site signature capture
- Office printers
Moving from legacy tools? We migrate customers, sites, products, serial numbers, your installed base, open contracts and opening balances, then run old and new side by side before you switch.
Quality and compliance
Audit-ready service records, without the paperwork.
Capture the evidence your customers, auditors and accreditation bodies expect as part of everyday work, not as an extra job at the end of the month.
Full serial history
Every unit linked to the supplier receipt it came from, the customer it reached and every visit since.
Calibration records
Readings, results and the reference equipment used are captured on worksheets, ready for your customers’ ISO/IEC 17025 and GxP audits.
Reports on demand
Service and calibration reports generated from the job and shared through the customer portal.
Recalls and field actions
Find every affected serial number and customer in minutes, then schedule the corrective visits.
Quality checks
Checks at goods-in, pre-delivery inspection and dispatch, with quality alerts on any failure.
Secure by design
Delivered by an ISO 27001 and Cyber Essentials certified team, with role-based access and full audit trails.
How we deliver
A phased roadmap that keeps you trading while you switch.
Every engagement follows SCALE, our five-phase delivery framework. For lab equipment businesses we sequence the build so sales, stock and service are proven first.
- 1Discover and designMap your products, installed base, contracts, service process and reports. Agree scope, milestones and cost.
- 2Core foundationAccounting, warehouses, products, serial tracking, customers, sites and sales.
- 3Service coreHelpdesk, field service, worksheets, repairs and service contracts.
- 4Stock and engineersPurchasing, spares replenishment, van stock, barcode scanning and the mobile app for engineers.
- 5Channels and portalsWeb shop, customer and distributor portals, e-signature, carriers and reporting.
- 6Test, migrate, go liveEnd-to-end testing, data migration including your installed base, a parallel run and on-site hypercare.
What changes
What lab equipment businesses gain.
The improvements our clients target when they move sales and service onto one connected system.
No more rekeying
Every order, serial and job is entered once.
No missed renewals
Contracts invoice and renew on schedule.
Better first-time fix
Engineers arrive with the history and the right parts.
True service margin
Profit by contract, instrument, customer and engineer.
Try Odoo free
Start your free Odoo trial
Explore Odoo's apps in your own trial database. When you are ready, we will help you configure it for how your business really works.
FAQs
Questions lab equipment businesses ask us
Can't see your question? Book a free call and speak to a certified Odoo consultant.
Is Odoo suitable for a lab equipment supplier with a service team?
Yes. Odoo is modular, so you start with the apps you need and add more as you grow. Sales, Inventory with serial tracking, Field Service, Helpdesk, Repairs, Subscriptions and Accounting all share one database, which suits growing equipment suppliers from around 10 staff to several hundred.
Can Odoo track every instrument by serial number?
Yes. Products can be tracked by unique serial number, captured on receipt or production and scanned at dispatch. The traceability report shows where each unit came from, which customer received it and its full movement history, including repairs.
How does Odoo handle service contracts?
We set up service contracts as Odoo Subscriptions with recurring plans, so invoices, renewal quotes and reminders are generated automatically. Planned maintenance and calibration visits are scheduled as recurring field service tasks for each contract.
Can our engineers use Odoo on site?
Yes. The Field Service app runs on phones and tablets. Engineers see their schedule and the customer details, follow worksheets, log time and parts, take photos and capture the customer’s signature, then the job can be invoiced straight away.
Can we manage workshop repairs and warranty work?
Yes. The Repairs app manages repair orders for a specific serial number, with the parts and labour used, a warranty flag and a quote for the customer. Helpdesk tickets can create repairs, returns and field service visits directly.
We are the UK arm of a European manufacturer. Can Odoo work alongside the parent company’s system?
Yes. Odoo supports multiple companies and currencies, and we integrate with parent company systems for purchase orders, product data and stock, so the UK team gets its own sales and service system without breaking group reporting.
Can you migrate our installed base and contracts?
Yes. We migrate customers, sites, products, serial numbers, installed instruments, open contracts and service history where it is available, then run a parallel period before you switch over.
How long does an implementation take?
It depends on scope, integrations and data quality. We agree milestones in the discovery phase and deliver in phases, proving the core sales, stock and service processes first, then adding channels and automation.
Start your project
Ready to run sales and service on one system?
Tell us about your products, installed base and service operation. A certified Odoo consultant will get back to you within one working day with practical next steps.
- Free, no-obligation consultation
- Review of your quote-to-service process
- Clear plan, milestones and pricing