Max Pro BV

Odoo Influencer Management System

Complete User Manual & Operations Guide

Version 1.0  |  March 2026  |  Confidential

Table of Contents

Use the outline panel on the right side of Odoo Knowledge to navigate between sections.

1. Executive Summary

2. Global Navigation & Application Architecture

   • 2.1 Accessing the Influencers App
   • 2.2 The Top Navigation Bar

3. Configuration & Master Data

   • 3.1 Pipeline Stages
   • 3.2 Followers Ranges
   • 3.3 Campaigns

4. Building & Managing the Influencer Database

   • 4.1 Viewing the Influencer List
   • 4.2 The Influencer Profile Form

5. The Collaboration Pipeline — Step-by-Step Workflow

   • 5.1 Creating a New Pipeline Opportunity
   • 5.2 Moving a Deal Through the Stages
   • 5.3 The Negotiating Stage — Sending a Contract
   • 5.4 The Agreement Signed Stage

6. Finance & Logistics Integration

   • 6.1 The Payment Pending Stage
   • 6.2 Managing the Delivery Order
   • 6.3 Managing the Vendor Bill
   • 6.4 Moving to Completed
7. Reporting & Strategic Analysis
8. Tips, Best Practices & Troubleshooting
9. Quick Reference — Workflow Checklist

1. Executive Summary

The Influencer Management System (IMS) is a custom-built Odoo application designed to centralize and automate the entire influencer marketing lifecycle for Max Pro BV. This system replaces fragmented spreadsheet-based tracking by bringing all influencer data, campaign management, contract handling, inventory logistics, and financial processing into a single, unified platform.

By migrating from Excel to this structured ecosystem, the team gains several critical advantages:

• Real-time visibility into the full influencer pipeline across all stages.
• Automated financial processing — vendor bills and delivery orders are generated automatically.
• Digital contract management — contracts can be sent and signed electronically.
• Data-driven ROI analysis — performance metrics are calculated and visualized automatically.
• Consistent data standards — follower ranges, stages, and campaigns are centrally defined.

This manual is the complete reference guide for the IMS module, covering every feature, menu, configuration option, and workflow step in detail.

2. Global Navigation & Application Architecture

2.1 Accessing the Influencers App

The IMS is accessed through the main Odoo home screen (the "App Switcher") — the grid of application icons you see after logging in.

1. Log in to your Odoo instance.
2. Click the grid/waffle icon in the top-left corner if not already on the home screen.
3. Locate the Influencers app icon (cartoon influencer character).
4. Click it to open the IMS module.

Figure 1: The Odoo home screen. The "Influencers" app is in the top row.

Tip: If you cannot find the Influencers app, it may not be installed or your account may lack access rights. Contact your Odoo administrator.

2.2 The Top Navigation Bar

Once inside the module, you will see four primary functional areas in the navigation bar:

Figure 2: The Influencer Pipeline — the main Kanban workspace showing all active deals organized by stage.

3. Configuration & Master Data

The Configuration menu is the foundation of the IMS. It defines the rules, categories, and structure that all other parts of the system rely on. Administrators should configure this before creating influencer profiles or pipeline deals.

Click Configuration in the top navigation bar to open the dropdown:

Figure 3: The Configuration dropdown showing the three sub-sections.

3.1 Pipeline Stages

Stages define the journey that every influencer deal moves through. Navigate to Configuration → Stages.

Figure 4: The Stages configuration list showing all 8 pipeline stages and their logic checkboxes.

Stage Logic Checkboxes — Automation Triggers

How to Create or Edit a Stage

1. Navigate to Configuration → Stages.
2. Click an existing stage name to edit, or click New to create one.
3. Enter a Stage Name and configure the Logic Checkboxes as needed.
4. Click Save.

⚠ Warning: Changing Logic Checkboxes on existing stages affects all deals currently in that stage. Only administrators should modify stage settings.

3.2 Followers Ranges

Standardized audience-size buckets used to categorize influencers consistently across the system. Navigate to Configuration → Followers Ranges.

Figure 5: The Followers Ranges list showing the four pre-configured audience size categories.

How to Add a New Followers Range

1. Navigate to Configuration → Followers Ranges.
2. Click New.
3. Enter a Name (e.g., "50K - 100K"), a Minimum (e.g., 50000), and a Maximum (e.g., 100000).
4. Click Save.

Best Practice: Keep ranges contiguous and non-overlapping for clean filtering and reporting.

3.3 Campaigns

Marketing initiatives that group multiple influencer deals together. Every pipeline deal must be linked to a Campaign. Navigate to Configuration → Campaigns.

Figure 6: The Campaign list showing two active campaigns.

How to Create a New Campaign

1. Navigate to Configuration → Campaigns.
2. Click New.

Figure 7: The new Campaign form — enter a name and save.

1. Enter a descriptive Campaign Name (e.g., "Summer 2026 Product Launch").
2. Click Save. The campaign is now available in all dropdown menus.

Important: Use clear, consistent naming conventions — campaign names appear throughout the pipeline and in contract signature requests.

4. Building & Managing the Influencer Database

The Influencers menu is your central talent directory — a specialized CRM storing detailed profiles for every influencer your company works with or considers.

4.1 Viewing the Influencer List

Click Influencers in the top navigation bar to see the full directory.

Figure 8: The Influencer list view showing name, email, phone, country, platform, followers, and engagement rate.

4.2 The Influencer Profile Form

Click any influencer to open their profile. Click New to create a new one.

Figure 9: A new Influencer profile form showing all INFLUENCER DETAILS fields.

Basic Contact Information

Influencer Details Section

Profile Tabs

How to Create a New Influencer Profile

1. Click Influencers in the top navigation bar.
2. Click New.
3. Enter the influencer's Name, Email, Phone, and Address.
4. Scroll down to INFLUENCER DETAILS.
5. Select Platform, follower ranges (Instagram, YouTube, TikTok), Engagement Rate, Niche, and Compensation.
6. Click Save.

Tip: At minimum, fill in Platform, follower ranges, and Engagement Rate — these appear on Kanban cards and are used in all analytics views.

5. The Collaboration Pipeline — Step-by-Step Workflow

The Pipeline is the operational heart of the IMS. It manages every active collaboration using a Kanban view — a visual board of stage columns containing deal cards.

Figure 10: The Influencer Pipeline in Kanban view. Each column is a stage; each card is a deal.

5.1 Creating a New Pipeline Opportunity

Quick-Add Method (From the Kanban Board)

1. Click Pipeline in the top navigation bar.
2. Click the + icon at the top of the Prospecting column.

Figure 11: The quick-add card in the Prospecting column.

1. Enter the Name of the collaboration.
2. Select the Influencer from your database.
3. Select the Campaign.

Figure 12: The quick-add card filled in with an influencer and campaign selected.

1. Click Add to save quickly, or Edit to open the full form immediately.

Tip: Use "Add" for speed. Use "Edit" when you want to fill in Collaboration Terms (compensation, product, contract template) right away.

5.2 The Opportunity Form — Full Field Reference

Figure 13: A fully completed opportunity form showing all sections.

Basic Information

Collaboration Terms

⚠ Warning: If "Barter" or "Free Product + Fee" is selected but no Product is chosen, the auto-generated Delivery Order will be empty. Always fill in the Product field for physical shipments.

Contract Section

5.3 Moving a Deal Through the Stages

• Drag & Drop: In Kanban view, drag a card to the target stage column.
• Stage Bar: Open the deal form and click the desired stage name at the top.

Full stage sequence: Prospecting → Contacted → Negotiating → Agreement Signed → Content Pending → Content Live → Payment Pending → Completed

5.4 The Negotiating Stage — Sending a Contract

When a deal enters the Negotiating stage, the Send Contract button appears at the top left of the form.

Figure 14: A deal in the Negotiating stage with the "Send Contract" button and smart buttons visible.

How to Send a Contract

1. Move the deal to Negotiating.
2. In the CONTRACT section, select a Contract Template.
3. Click Send Contract. Odoo sends the contract to the influencer's email.
4. Contract Status updates to "To Sign."

Figure 15: The Contract section showing a sent contract with status "To Sign."

What Happens Next: The influencer receives a secure email link to sign electronically. Once signed, Contract Status updates to "Signed" in real-time. Move the deal to "Agreement Signed."

5.5 The Agreement Signed Stage — Automated Task Creation

When you move a deal to Agreement Signed, the system instantly creates a Project Task linked to the deal. A "Project Task 1" smart button appears at the top of the form — click it to assign the task, set a due date, and track content deliverables.

6. Finance & Logistics Integration

When a deal reaches Payment Pending, the system automatically bridges Marketing with the Back Office — no manual data entry required.

6.1 The Payment Pending Stage — What Gets Created Automatically

Figure 16: Smart buttons showing "Project Task 1," "Delivery WH/OUT/00007," and "Vendor Bill Draft Bill" — all auto-created.Figure 17: The Payment Pending stage with the "Create Payment" button.

6.2 Managing the Delivery Order

Figure 18: A Delivery Order (WH/OUT/00007) showing the influencer address, product, and status.

Processing a Delivery Order

1. Click the Delivery WH/OUT/xxxxx smart button on the deal form.
2. Review the Delivery Address and Product for accuracy.
3. If "Not Available," add stock via a Purchase Order or inventory adjustment first.
4. Click Mark as Todo to notify the warehouse team.
5. Once physically packed, click Validate → confirm quantities → click Validate again.
6. Status changes to Done. Stock is deducted from inventory.

Status Progression: Draft → Waiting → Ready → Done

6.3 Managing the Vendor Bill

Figure 19: The Draft Vendor Bill (BILL/2026/03/0001) showing vendor, dates, invoice lines, and Confirm button.

Processing a Vendor Bill

1. Click the Vendor Bill smart button on the deal form.
2. Review Vendor name, Due Date, and Recipient Bank.
3. Click on the "Influencer payment" invoice line.
4. Update the Price to the actual agreed fee (e.g., 500.00 EUR).
5. Verify the Tax code is correct.
6. Click Confirm. Status changes from "Draft" to "Posted."
7. Click Register Payment, select the journal and date, then click Pay.
8. Status changes to "In Payment" or "Paid."

⚠ Warning: Do not confirm a bill if the amount is still 0.00. Always update the price before confirming — posting creates an accounting entry that is harder to reverse.

6.4 Moving to Completed

1. Once content is live and the influencer is paid (or product shipped for barter), open the deal form.
2. Click Completed in the stage bar.
3. The record is now locked. All data is preserved for ROI reporting.

Why Lock the Record? Locking at completion preserves the integrity of ROI data. Read-only records ensure historical accuracy for all future reporting and audits.

7. Reporting & Strategic Analysis

Switch between views using the icons in the top-right of the Pipeline screen:

7.1 Graph View — Visual ROI

• Use the Measures menu to toggle between ROI %, total compensation paid, fees, product costs, or click counts.
• Use Group By to compare performance by Platform (Instagram vs. TikTok) or by Campaign.
• Toggle between Bar, Line, and Pie charts using the icons above the graph.

7.2 Pivot View — Data Mining

• Click "+" next to row/column headers to drill down into the data.
• Example: Group by Country, then by Influencer, to find which markets produce the highest conversion.
• Use the export button to download as Excel for further analysis.

7.3 ROI Formula

ROI % = [(Sales Generated − (Product Cost + Fee)) / (Product Cost + Fee)] × 100

Record performance data in the Performance tab of each deal: Sales Generated and Clicks. The system calculates ROI % automatically.

8. Tips, Best Practices & Troubleshooting

8.1 Best Practices

• Always complete the full influencer profile before creating a pipeline deal — auto-population saves time and reduces errors.
• Use standardized Campaign names from Configuration — never type them freehand.
• Update Engagement Rate on influencer profiles regularly — it is your key quality metric for scouting.
• Always fill in the Product field before moving to Payment Pending if compensation includes a barter product.
• Set a bank account on influencer profiles (Accounting tab) before processing any Vendor Bills.
• Use the Notes tab to log every communication and decision — this creates a valuable audit trail.
• Record performance data (Sales Generated, Clicks) in the Performance tab within 30 days of content going live.

8.2 Common Issues & Solutions

9. Quick Reference — Workflow Checklist

End of Document — Max Pro BV — Odoo IMS Manual v1.0 — March 2026