Case Study — AiGent

The challenge

What did Wanda struggle with before digitalization?

A rapidly growing hospitality venue where manual processes were hindering growth and generating 35+ hours of weekly administrative work.

Manual email processing

Every inquiry had to be answered manually. On average, it took 2-4 hours to prepare a quote — by which time the guest had booked elsewhere.

Double bookings

Calendar conflicts were not automatically checked. During peak season, double bookings occurred regularly.

Allergen management gaps

Information on 14 EU allergens was stored on paper or in people’s heads. A single mistake could create a life-threatening situation.

Inventory shortages

Stock levels were not monitored in real time. Shortages were discovered right before events — leading to chaotic last-minute orders.

Fragmented communication

Email, SMS, phone, WhatsApp — 4 channels, 0 central systems. Information was getting lost.

Invoicing & finance

Deposit invoices, final invoices, discounts — all handled manually. Without financial transparency, operations were not scalable.

The solution

66 workflows. Odoo ERP/CRM. AI-powered.

End-to-end automation: every business process in a single, connected system — Odoo is the data factory, the automation engine is the driving force, and AI is the intelligence.

Automated workflows

Cloud-based automation

12+

Odoo modules

CRM, Sales, Inventory, HR...

AI tools

GPT-4.1 + Agent Hub

External systems

Gmail, Telegram, Odoo, NTAK...

🤖

Odoo + AI Agent Hub

Real-time system orchestration

Email → AI classification → Odoo CRMAI

Quote generation (allergen check)AUTO

Telegram approval → Odoo status updateODOO

Booking + calendar conflict checkAUTO

Inventory monitoring + auto alertsODOO

Invoicing → Odoo AccountingAUTO

Key workflows

📧Email Central Router

AI classification: inquiry, booking, invoice, complaint → automatic routing to Odoo CRM.

⚠️Allergen Gate

Automatic check of 14 EU allergens. Missing data triggers a form → proceeds only after full completion.

💰Quote Generator

AI-powered quote generation, discount approval, automatic follow-up — with Odoo Sales module.

📅Booking & Calendar

Booking confirmation with calendar conflict detection. Tentative → Confirmed transitions automatically.

📦Inventory & Procurement

Odoo Inventory monitoring, automatic reorder triggers, supplier approval workflow.

🤖AI Agent Hub

Central AI assistant on Telegram. Voice message recognition, approval management, 7 tools, real-time alerts.

📋Invoicing & Finance

Deposit + final invoice generation with Odoo Accounting integration. PDF OCR invoice scanner.

👥Staff & HR

Staff scheduling optimization, leave management, attendance system, Telegram notifications.

📊Recipe & COGS

Recipe-based cost calculation, real-time COGS calculator — the key to profitability.

🌡Kitchen & HACCP

Daily HACCP checklists, fridge/freezer temperature logging, digital record-keeping.

🏛NTAK & Regulatory

Daily hospitality data reporting to authorities — mandatory reporting automated.

🔧Maintenance & Documents

Maintenance calendar, reminders, document categorization and archiving.

💚Self-Healing Monitor

The system monitors itself. Instant Telegram alerts on failure — continuous monitoring.

Odoo ERP/CRM

Odoo as the central data factory

The entire business logic is built around the Odoo ERP/CRM. Every module works from a single, consistent database.

External channels (Input)

Microsoft 365

Email, Calendar, OneDrive

AI Agent, approvals

WooCommerce

Webshop orders

Phone / SMS

Incoming calls, messages

Automation engine — 66 Workflows

🤖

AI Agent Hub

📧

Email Router

⚠️

Allergen Gate

💰

Quote Engine

📅

Booking

❌

Cancellation

💳

Deposit

📋

Invoice Gen

📦

Stock Monitor

🚚

Reorder

✅

Reconciliation

👥

Staff Schedule

📊

COGS Engine

🔍

Procurement

🔒

Approval Engine

📈

Analytics

🛒

WooCommerce

💚

Health Check

🔧

Maintenance

💼

HR & Attendance

🌡

HACCP Monitor

📋

NTAK Report

📁

Doc Manager

🛡

Self-Heal

Odoo ERP / CRM — Central database

📈

CRM

Leads, pipeline

💰

Sales

Quotes, orders

📦

Inventory

Stock, warehouse

🛒

Purchase

Procurement

📋

Accounting

Invoicing, finance

👥

Staff, scheduling

🍷

POS

Point of sale

📅

Calendar

Bookings, events

Weekly savings

~35 hrs/week

The time it would take if a person performed the 66 automated workflows manually each week

📧

8 Workflows

Email & Communication

Email sorting, draft preparation, response sending, follow-up, SMS/phone intake, notifications

~1-2 hrs/day

💰

9 Workflows

Sales & CRM (Quotes)

Lead capture, allergen checks, quote generation, discount management, pipeline management

~4-5 hrs/week

📅

7 Workflows

Booking & Events

Booking confirmation, calendar conflict check, cancellation, headcount changes, checklists

~3-4 hrs/week

📋

8 Workflows

Finance & Invoicing

Deposits, final invoices, PDF OCR scanner, daily reconciliation, credit notes, financial summaries

~5-6 hrs/week

📦

10 Workflows

Inventory & Procurement

Stock monitoring, reordering, supplier onboarding, COGS calculation, inventory reconciliation

~3-4 hrs/week

👥

10 Workflows

Operations, HR & AI Agent

Shift planning & HR, scheduling, leave, attendance, management alerts, AI hub

~4-5 hrs/week

🌡

6 Workflows

Kitchen & HACCP

Daily HACCP checklists, fridge/freezer temperature logging, recipe cost calculation

~5-6 hrs/week

📋

3 Workflows

NTAK & Regulatory

Daily hospitality data reporting to authorities (mandatory!)

~2-3 hrs/week

🔧

4 Workflows

Maintenance & Document Management

Maintenance calendar, reminders, document categorization

~2-4 hrs/week

💚

1 Workflow

Error Monitoring

The system monitors itself, Telegram alerts on failure — continuous monitoring

continuous

This means...

~35 hrs

Weekly admin savings

~140 hrs

Monthly savings

~1 FTE

Full-time equivalent

The 66 workflows replace the work of a full-time administrative employee — and the system runs flawlessly, 24/7, without breaks.

Comparison

Before vs. After

Process	Before (manual)	After (AiGent + Odoo)
Email response to inquiries	2-4 hours (manual)	2-5 minutes (AI draft + approval)
Quote preparation	Half a day / missed	Automatic generation in minutes
Booking & calendar	Manual, double booking risk	Automatic with conflict detection + Odoo Calendar
Allergen records	Paper / from memory	14-allergen digital gate system
Inventory monitoring	Shortages found before events	Odoo Inventory daily monitor + auto alerts
Invoicing	Manual, error-prone	Odoo Accounting automated invoicing
Staff scheduling	Excel, chaotic	Odoo HR + optimized Telegram notifications
Management visibility	After-the-fact, scattered info	Real-time AI Agent Telegram alerts
Procurement	Manual orders, forgotten items	Odoo Purchase auto trigger + approval
HACCP compliance	Paper-based, manual	Automatic digital logging
NTAK data reporting	Manual, daily	Automatic daily reporting

Timeline

Implementation steps

December 2025 — Week 1

On-site assessment & requirements gathering

Full operational audit: email handling, booking process, inventory status, staff workflows. NDA signing. Odoo ERP import pre-plan.

December 2025 — Weeks 2-4

Architecture design & Odoo integration

66 workflow design, data model creation, Odoo ERP/CRM import (suppliers, products, inventory, partners). Inquiry Event schema.

January 2026 — Weeks 1-3

Core development & AI integration

Email Router, Allergen Gate, Quote Generator, Booking System, AI Agent Hub, Microsoft 365 and Odoo module connections.

Late January 2026

Handover & pilot launch

Full system handover to the client, staff training, pilot period begins, continuous monitoring and fine-tuning.

February 15, 2026

Pilot complete — live operations begin

Successful pilot completion, switch to live operations. The system has been running stably 24/7 since then.

Next step

Facing similar challenges in your business?

Let’s discuss how we can automate your business processes too — with a tailored solution.

★ Hungary ★

Official IT Partner

DIMOP Plus 1.2.6/B

AiGent is an official IT partner in the Széchenyi Plan Plus programme. Our services can be funded through the DIMOP Plus 1.2.6/B grant, with non-refundable government support.

Széchenyi Plan Plus • DIMOP Plus 1.2.6/B • Co-financed by the European Union

Get in touch →

Complete digital transformation in hospitality

Wanda Wine & Pastry House: From manual chaos to full automation