Streamlining Wholesale Aviation Supply Operations with Custom Odoo ERP Solutions
AEROPhoenix is a wholesale-only, worldwide distributor of premium pilot supplies. The company proudly serves resellers, flight schools, FBOs, aviation businesses, and other professional buyers with a wide range of high-quality aviation products.
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AEROPhoenix is a leading source for pilot shirts, epaulets, ties, and also distributes RAM Mount products for aviation, off-road, and other industries. Their business is built on long-term relationships with manufacturers, vendors, resellers, and end customers, supported by a strong commitment to service, respect, and reliability.
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As a wholesale-focused business, AEROPhoenix needed an ERP and eCommerce workflow that could support complex B2B operations, customer-specific terms, inventory visibility, forecasting, approval-based signups, and smooth order fulfillment.
How the Engagement Started
AEROPhoenix first contacted us regarding ShipStation support in Odoo. Their team had a specific query related to their shipping workflow, and our team quickly analyzed the issue and provided a practical solution.
The client was very happy with the quick response, technical understanding, and solution-oriented approach. After that initial support experience, they shared additional challenges they had been facing in their existing Odoo ERP setup.
The client had been struggling with several operational gaps for around 6 to 7 months, which were affecting their sales, accounting, inventory, and website workflows. We scheduled a detailed meeting with their team to understand their priorities and create a clear implementation roadmap.
AEROPhoenix was facing multiple challenges in their current Odoo ERP workflow:
Customers were paying the full order amount at checkout, even when some products were unavailable.
The team had to process refunds or maintain customer credits when partial deliveries happened.
 Accounting became difficult because invoices, payments, refunds, and credits were not aligned with actual delivered quantities.
 Website product search was limited and did not support searching by barcode, SKU, vendor code, manufacturing part number, or custom fields.
The team needed to send monthly customer-specific pricelists in CSV format based on customer tags.
Inventory planning was difficult because they needed better visibility into deadstock, slow-moving items, overstock, and fast-moving products.
They wanted demand forecasting for the next 1 to 2 months to avoid out-of-stock situations.
Since AEROPhoenix is a wholesale-only business, they did not want retail or end customers to directly access the website after signup.
They needed a dynamic signup form with an approval process before allowing customers to purchase from the website.
To solve these problems, Vraja Technologies developed multiple custom Odoo solutions tailored to AEROPhoenix’s wholesale business process.
Problem:
In the previous workflow, customers paid the full order amount during website checkout. However, in many cases, some products were not available or only partially delivered.
This created operational challenges such as:
- Refund processing
- Customer credit management
- Accounting mismatches
- Extra manual work for the internal team
- Customer confusion when paid products were not fully delivered
We implemented a Buy Now, Pay Later style workflow specifically designed for wholesale operations.
Instead of collecting payment at the time of website checkout, customers can now place orders without immediate payment. The payment behavior is controlled based on the customer’s profile and payment terms.
New Workflow
- Customer places an order from the website without making payment at checkout.
- The internal team reviews the order.
- Products are delivered based on available stock and customer credit terms.
- Invoice is generated based only on the delivered quantity.
- A payment link is generated from the invoice.
- The payment link is sent to the customer.
- Customer pays only for the products that were actually delivered.
This solved a major accounting and customer service problem.
AEROPhoenix no longer needs to handle unnecessary refunds when products are not available. Customers only pay for what is delivered, and the accounting team can easily manage invoices, payments, and customer balances.
- No unnecessary refunds
- Cleaner accounting process
- Invoice generated based on delivered quantity
- Customer pays only for received products
- Better wholesale payment flow
- Improved internal order review process
Problem:
AEROPhoenix customers needed to search products using different product identifiers, not just the product name.
In a wholesale aviation supply business, customers may search products by
- Barcode
- SKU
- Vendor code
- Manufacturing part number
- Internal reference
- Custom product fields
The standard website search was not flexible enough for this requirement.
We developed a Dynamic Website Product Search Module for Odoo.
With this module, the AEROPhoenix team can configure which product fields should be searchable from the website. No custom code is needed each time they want to add a new searchable field.
The admin can select product fields from the backend configuration, and those fields automatically become searchable on the website.
For example, customers can search using:
- Product SKU
- Barcode
- Vendor product code
- Manufacturing part number
- Custom aviation product reference
- Any configured product field
This improved the product discovery experience for wholesale customers. Customers can now quickly find the exact product they need using the reference number or code they already have.
- Faster product search
- Better customer experience
- Search by SKU, barcode, vendor code, or custom fields
- Backend configuration without repeated development
- Reduced customer support queries related to product search
Problem:
AEROPhoenix needed to send updated product pricelists to selected customers every month. The pricelist had to be shared in CSV format and only sent to customers who matched specific conditions, such as customer tags.
Doing this manually every month was time-consuming and increased the risk of missing customers or sending incorrect pricing data.
We developed an automated Customer Pricelist Download and Email Automation feature.
The system allows the AEROPhoenix team to:
- Generate customer-specific pricelists
- Download pricelists in CSV format
- Configure customer tag-based conditions
- Automatically send pricelists every month using a scheduled cron job
The monthly pricelist process became automated, accurate, and easier to manage.
- Automated monthly pricelist emails
- Customer tag-based filtering
- CSV format support
- Reduced manual work
- Better communication with wholesale customers
- Consistent pricing updates
Problem:
As a wholesale distributor, AEROPhoenix needs to maintain proper stock levels. They must regularly identify:
- Which products are fast moving
- Which products are slow moving
- Which products are deadstock
- Which products are overstocked
- Which products need to be purchased in advance
- Which products may go out of stock soon
Without a proper forecasting system, it was difficult for the team to plan purchases for the next 1 to 2 months.
We developed a custom Demand Forecasting Module in Odoo.
This module calculates product demand based on configurable forecasting rules such as:
- Forecast period
- Sales history range
- Order cycle
- Safety stock
- Vendor lead time
- Current stock
- Incoming quantity
- Reserved quantity
- Minimum reorder quantity
- Maximum stock limit
The system gives the team a clear picture of how much quantity is required to purchase or replenish.
AEROPhoenix can also raise Purchase Orders directly from the forecasting results.
The forecasting module helped the client make better purchasing decisions and avoid stock issues.
- Better visibility of future stock requirements
- Reduced risk of out-of-stock products
- Improved purchase planning
- Ability to create Purchase Orders from forecast results
- Better control over inventory investment
- Helps maintain the right stock at the right time
Problem:
AEROPhoenix needed better inventory reporting to understand which products were not moving and which products required more attention.
Without proper reports, it was difficult to identify:
- Deadstock products
- Overstocked products
- Slow-moving products
- Medium-moving products
- Fast-moving products
This made it harder to clear old stock, free warehouse space, and plan future purchases.
We developed multiple inventory analysis reports, including:
Deadstock Report
Helps identify products that have not sold for a long time.
Overstock Report with Days
Shows products with excess stock and how long the stock has been available.
Fast, Medium, and Slow-Moving Product Report
Classifies products based on sales movement and helps the team make better purchasing and clearance decisions.
AEROPhoenix can now clearly understand which products need to be cleared, which products should be purchased again, and which products are taking unnecessary warehouse space.
- Better inventory visibility
- Improved warehouse space management
- Easier stock clearance planning
- Better purchase decisions
- Reduced deadstock risk
- Improved cash flow through better inventory control
Problem:
AEROPhoenix is a wholesale-only company. They do not want retail customers or end users to directly sign up and access the website purchasing flow. They needed a controlled signup process where every new customer would go through an approval workflow before being allowed to access the website and buy products. They also wanted a dynamic signup form where they could add required customer information fields without custom development each time.
We developed a Dynamic Website Signup with Approval Module.
With this solution, AEROPhoenix can create a dynamic signup form and decide what information they want to collect from new customers.
New Signup Workflow
- New customer submits the signup form from the website.
- The customer account is created in a pending approval stage.
- The internal team reviews the customer details.
- If approved, the customer receives a confirmation message and can access the website.
- If rejected, the customer record created from signup can be removed.
This gave AEROPhoenix full control over who can access their wholesale website.
- Approval-based customer signup
- Prevents retail/end customers from accessing wholesale pricing
- Dynamic signup fields
- Better customer verification process
- Controlled B2B website access
- Professional onboarding process for wholesale customers
By implementing these customized Odoo solutions, Vraja Technologies helped AEROPhoenix improve its complete wholesale business workflow from website ordering to inventory planning, customer approval, invoicing, payment collection, and reporting.
The solutions reduced manual work, improved accounting accuracy, enhanced customer experience, and gave the internal team better control over operations.
- Website checkout without upfront payment
- Invoice and payment flow based on delivered quantity
- Reduced refund and credit management issues
- Dynamic website product search
- Automated monthly pricelist sending
- Demand forecasting for better purchase planning
- Deadstock, overstock, and product movement reports
- Wholesale customer signup approval workflow
- Dynamic signup form configuration
- Improved inventory visibility and operational efficiency
AEROPhoenix needed more than a standard Odoo setup. Their wholesale aviation supply business required flexible workflows, customer-specific rules, better inventory planning, controlled website access, and a payment process aligned with actual deliveries.
Vraja Technologies worked closely with the AEROPhoenix team to understand their pain points and deliver practical Odoo solutions that matched their real business operations.
This project shows how the right Odoo customization can transform daily business processes, reduce manual work, improve customer experience, and provide better control over wholesale operations.
With these improvements, AEROPhoenix can now manage orders, payments, customers, inventory, and forecasting more efficiently inside Odoo.
