How to Structure Owner, Tenant, Vendor Workflows in Odoo

Introduction

Irish property managers juggle three distinct stakeholder groups — owners, tenants, and vendors — each with different needs, permissions, and communication requirements. Most manage these relationships across separate systems: email for tenants, spreadsheets for owners, phone calls for vendors.

The result? Information silos, duplicate data entry, missed approvals, and frustrated stakeholders.

Odoo property management solves this by structuring all three workflows in one integrated system, with role-based access, automated approvals, and unified communication. This article shows you exactly how to design these workflows for maximum efficiency and stakeholder satisfaction.

Want to see how Odoo works for property management? Explore our complete guide: Property Management with Odoo →

Why Workflow Structure Matters

The problem with disconnected systems:

• Owners get monthly statements via email (compiled manually from multiple sources)
• Tenants submit maintenance requests via phone/email (easy to lose track)
• Vendors chase for job details and payment status (no visibility)

The cost:

• 8-12 hours/week on duplicate data entry and coordination
• Approval delays (owner approval requests lost in email)
• Stakeholder frustration (no visibility, poor communication)
• Compliance risks (no audit trail for decisions)

The solution: Odoo structures all three workflows with clear roles, automated handoffs, and full visibility.

The Three Core Workflows

1. Owner Workflows (Financial Visibility + Approvals)

What owners need:

• Monthly financial statements (rent received, expenses, net income)
• Approval requests for major expenses (>€500)
• Property performance reports (occupancy, maintenance costs, ROI)
• Secure access (financial data only, no operational details)

How Odoo delivers:

• Automated statements: Generated monthly, emailed automatically
• Approval workflows: Triggered when expenses exceed threshold
• Owner portal: Secure login to view statements, approve requests, download reports
• Role-based access: Owners see only their properties, financial data only

2. Tenant Workflows (Self-Service + Communication)

What tenants need:

• View lease details (rent amount, end date, terms)
• Submit maintenance requests (with photos, urgency level)
• Make rent payments online
• Track request status (no need to call/email for updates)

How Odoo delivers:

• Tenant portal: Self-service access to lease, payments, requests
• Online payments: Credit card, bank transfer via payment gateway
• Request tracking: Submit requests, upload photos, track status
• Automated updates: Email/SMS when request status changes

3. Vendor Workflows (Job Management + Invoicing)

What vendors need:

• View assigned work orders (property address, issue details, urgency)
• Update job status (assigned → in progress → completed)
• Submit invoices (linked to work order)
• Track payment status (no need to chase for payment)

How Odoo delivers:

• Vendor portal: Access to assigned jobs only
• Mobile access: Update status from job site
• Invoice submission: Upload invoice, link to work order
• Payment tracking: See invoice status (pending → approved → paid)

Role-Based Access Control (RBAC)

Access Hierarchy

1. Property Manager (Full Access)

• System administration
• Financial management
• All properties and units
• CRM and leasing
• Reporting and analytics
• User management

2. Assistant Manager (Limited Access)

• ✅ Leasing and contracts
• ✅ Maintenance overview
• ✅ Tenant communications
• ❌ Financial configuration
• ❌ System settings

3. Tenants (Portal Access)

• ✅ View payments and invoices
• ✅ Submit maintenance requests
• ✅ Lease documents
• ❌ Property financials
• ❌ Vendor management

4. Vendors (Work Order Access)

• ✅ View assigned jobs
• ✅ Update status and notes
• ✅ Submit invoices
• ❌ Tenant details
• ❌ Financial reports

5. Owners (Financial Reports Only)

• ✅ View financial statements
• ✅ Property performance reports
• ✅ Owner distributions
• ❌ Operational data
• ❌ Tenant personal info

Why RBAC Matters

Security: Stakeholders see only what they need (tenants can't see owner financials, vendors can't see tenant details)

Compliance: Audit trail shows who accessed what, when (GDPR compliance for Irish property managers)

Efficiency: No manual permission management (roles assigned once, permissions automatic)

Need help implementing role-based access? Learn about our Odoo implementation services →

Approval Workflows (Automated Decision Routing)

Example: Maintenance Request Approval

The flow:

1. Tenant Request (Manual) → Tenant submits via portal
2. Property Manager Review (Manual) → Approve or reject request
3. Cost Estimate (Manual) → Get vendor quote
4. Owner Approval (Automated routing) → If cost >€500, route to owner; if <€500, auto-approve
5. Vendor Assignment (Automated) → Vendor notified via email/SMS
6. Work Completion (Manual) → Vendor updates status
7. Invoice Approval (Manual) → Property manager approves invoice
8. Process Payment (Automated) → Invoice paid, owner statement updated

Approval Thresholds

Common thresholds for Irish property managers:

Configurable: Set thresholds per property, owner, or expense type

Benefits of Automated Approvals

• Faster decisions: No waiting for email responses (auto-approve below threshold)
• Clear audit trail: Every decision logged (who approved, when, why)
• Reduced bottlenecks: Property manager doesn't need to chase owner for small expenses
• Owner control: Owners still approve major expenses, but not bothered with routine items

Unified Communication Hub

One Inbox for All Stakeholders

Instead of:

• Owner emails in Outlook
• Tenant requests via phone/email
• Vendor updates via text/WhatsApp

Odoo provides:

• Unified inbox: All messages in one place
• Threaded conversations: Messages grouped by property, issue, or stakeholder
• Priority flags: High-priority items highlighted
• Status indicators: See message status (new, in progress, resolved)

Message Types

Payment Query (from tenant)

• Property: 14 Grafton St, Dublin 2
• Status: New
• Priority: High
• Context: Linked to invoice, payment history

Maintenance Update (from vendor)

• Property: 22 Patrick St, Cork
• Status: In Progress
• Priority: High
• Context: Linked to work order, cost estimate

Owner Report (to owner)

• Property: 5 Main St, Galway
• Status: In Progress
• Priority: High
• Context: Linked to monthly statement, property performance

Benefits

• No context switching: All communication in Odoo (no need to check email, phone, WhatsApp)
• Full context: Messages linked to property, lease, work order, invoice
• Automated routing: Messages route to right person based on issue type
• Audit trail: All communication logged (compliance, dispute resolution)

Implementation: How to Structure Workflows

Phase 1: Define Roles and Permissions (Week 1)

Steps:

1. List all user types (property manager, assistant, tenants, vendors, owners)
2. Define permissions for each role (what they can see, edit, approve)
3. Configure Odoo roles (map permissions to Odoo access rights)
4. Test with sample users (verify permissions work as expected)

Deliverable: Role-based access control matrix

Phase 2: Configure Approval Workflows (Week 2)

Steps:

1. Map current approval processes (who approves what, when)
2. Define thresholds (auto-approve vs manual approval)
3. Configure Odoo workflows (approval rules, routing logic)
4. Test with sample requests (verify routing works correctly)

Deliverable: Automated approval workflows for maintenance, expenses, contracts

Phase 3: Set Up Portals (Week 3)

Steps:

1. Configure tenant portal (lease view, payment, requests)
2. Configure vendor portal (work orders, invoices, status updates)
3. Configure owner portal (statements, approvals, reports)
4. Send login credentials (email with instructions)

Deliverable: Self-service portals for all stakeholders

Phase 4: Migrate Communication (Week 4)

Steps:

1. Import historical messages (email, notes, call logs)
2. Train team on unified inbox (how to use, best practices)
3. Notify stakeholders (new communication method)
4. Monitor adoption (track usage, address issues)

Deliverable: Unified communication hub with full adoption

Real-World Example: Irish Property Manager (120 Units)

Before Odoo

Owner communication:

• Monthly statements compiled manually in Excel
• Emailed as PDF attachments
• Approval requests sent via email (often lost, delayed)
• No visibility for owners (must email for updates)

Tenant communication:

• Maintenance requests via phone/email
• No tracking system (requests lost, forgotten)
• Tenants call repeatedly for status updates
• No self-service (must contact property manager for everything)

Vendor communication:

• Work orders sent via email/text
• Vendors call for job details
• Invoice submission via email (often missing details)
• Vendors chase for payment status

Time spent: 12 hours/week on coordination and communication

After Odoo

Owner communication:

• Automated monthly statements (emailed automatically)
• Owner portal (view statements, approve requests, download reports)
• Approval requests routed automatically (based on threshold)
• Full visibility (owners log in anytime to check status)

Tenant communication:

• Tenant portal (submit requests, view lease, make payments)
• Automated status updates (email/SMS when status changes)
• Self-service (no need to contact property manager for routine items)
• Request tracking (tenants see status in real-time)

Vendor communication:

• Vendor portal (view assigned jobs, update status, submit invoices)
• Mobile access (update from job site)
• Automated notifications (new jobs, payment processed)
• Payment visibility (vendors see invoice status)

Time spent: 2 hours/week (83% reduction)

Stakeholder satisfaction:

• Owners: 95% satisfaction (up from 70%)
• Tenants: 88% satisfaction (up from 65%)
• Vendors: 92% satisfaction (up from 60%)

Want ongoing support for your Odoo system? Explore our Support/AMC plans →

Common Mistakes to Avoid

1. Over-Complicating Permissions

Mistake: Creating too many roles with granular permissions Result: Confusing, hard to maintain, users can't find what they need Solution: Start with 5 core roles (property manager, assistant, tenant, vendor, owner), add more only if needed

2. No Approval Thresholds

Mistake: Routing all approvals to owner (even small expenses) Result: Owner overwhelmed, delays, bottlenecks Solution: Set clear thresholds (auto-approve <€200, owner approval >€200)

3. Skipping Portal Training

Mistake: Assuming stakeholders will figure out portals on their own Result: Low adoption, stakeholders revert to email/phone Solution: Send tutorial videos, offer live training sessions, provide support contact

4. No Communication Migration

Mistake: Starting fresh in Odoo, leaving historical messages in email Result: No context for ongoing issues, team switches between systems Solution: Import key historical messages (last 6-12 months), link to properties/leases

Frequently Asked Questions

How do I handle owners who don't want to use a portal?

Solution: Odoo supports hybrid approaches:

• Portal users: Owners who want self-service access
• Email-only users: Owners who prefer email (statements sent automatically, approval requests via email link)
• PDF reports: Owners who want traditional PDF statements

Best practice: Encourage portal use (better visibility, faster approvals) but support email for those who prefer it.

Can tenants and vendors access Odoo from mobile?

Yes. Odoo portals are mobile-responsive:

• Tenants: Submit requests, upload photos, make payments from phone
• Vendors: View jobs, update status, upload invoices from job site

No app required: Works in mobile browser (iOS Safari, Android Chrome)

How do I prevent vendors from seeing other vendors' jobs?

Role-based access: Vendors see only their assigned jobs.

Configuration:

1. Create "Vendor" role with limited permissions
2. Set access rule: "Show only records where vendor = current user"
3. Test: Log in as vendor, verify they see only their jobs

Result: Vendor A can't see Vendor B's jobs, pricing, or invoices.

What if I need custom approval workflows (e.g., multi-level approvals)?

Odoo supports custom workflows:

• Multi-level: Property manager → senior manager → owner
• Conditional: Route based on property type, expense type, or amount
• Parallel: Multiple approvers (all must approve before proceeding)

Implementation: Configure using Odoo Studio (no-code workflow builder) or custom development for complex logic.

Learn more about custom Odoo implementations →

Next Steps: Design Your Workflow Structure

Recommended approach:

1. Map current workflows (1-2 hours) — Document how owner, tenant, vendor workflows work today
2. Define roles and permissions (2-3 hours) — List user types, define what each can see/do
3. Configure approval thresholds (1 hour) — Set auto-approve vs manual approval rules
4. Pilot with 5-10 users (2 weeks) — Test portals, workflows, communication hub
5. Full rollout (4-6 weeks) — Expand to all stakeholders, monitor adoption

Expected ROI:

• Time saved: 10-12 hours/week (coordination and communication)
• Stakeholder satisfaction: 20-30% improvement (self-service, visibility)
• Approval speed: 50% faster (automated routing, no email delays)

Ready to structure your workflows in Odoo?

Schedule a strategy call → or send us a message →

Related Articles

• Odoo for Property Management: What to Automate First
• Reporting for Property Ops in Odoo: Cashflow, Aging, Maintenance Costs (coming soon)
• Odoo Implementation for Irish SMEs: What to Expect

About Inovada

Inovada is an Odoo-only consultancy for Irish SMEs. We specialize in property management implementations, helping Irish property managers structure owner, tenant, and vendor workflows for maximum efficiency.

Learn more about our Property Management solutions →