Introduction
In today’s fast-paced subscription-based business environment, automation is the key to maintaining efficiency and customer satisfaction. Odoo ERP introduces powerful automation features within its Subscription module in version 18, enabling companies to streamline recurring processes without manual intervention.
With Automation Rules, organizations can configure smart triggers to execute predefined actions such as sending renewal reminders, generating invoices, or updating subscription stages—based on specific conditions or timelines. This feature not only enhances operational accuracy but also ensures that no critical task is overlooked, leading to better time management and higher customer retention.
In this comprehensive guide, we’ll explore how to create and manage Automation Rules in Odoo 18’s Subscription module. You’ll learn how to set conditions, choose actions, and leverage this functionality to make your business operations more intelligent and efficient.
What Are Automation Rules in Odoo 18?
Automation Rules in Odoo 18 are designed to simplify and optimize repetitive subscription management activities. These rules define what action should occur automatically when a certain condition or event is met. For instance, when a customer’s subscription is nearing its renewal date, Odoo can automatically send an email reminder or create an activity for the sales team to follow up.
This automation minimizes manual effort, reduces the risk of human error, and ensures consistent communication with clients. Businesses can set up multiple rules targeting specific subscription stages, revenue thresholds, or customer types, giving them full control over their subscription workflows.
Navigating to Automation Rules
To configure automation rules, open the Subscription module from your Odoo 18 dashboard.
From the module’s main menu:
- Go to Configuration → Automation Rules.
Here, you can either create a new automation rule or manage existing ones.
This section lists all previously created rules, their conditions, and actions. You can easily duplicate, modify, or deactivate rules as needed to fit changing business strategies.
Creating a New Automation Rule
Click the “New” button to create a new automation rule. You’ll see several configuration fields that define how the rule functions.
1. Action Name:
Provide a clear and descriptive name for your automation rule (e.g., “Send Renewal Reminder Email”).
2. Apply On:
This section defines the conditions that trigger your rule. Key parameters include:
- MRR Between: Specify a Monthly Recurring Revenue range for targeting specific subscription values.
- MRR Change More: Set thresholds based on revenue growth (percentage or fixed value).
- Over: Define the duration for monitoring KPIs (Key Performance Indicators).
- Rating Satisfaction: Choose whether to trigger the rule based on customer satisfaction scores.
- Status: Apply the rule to specific subscription states such as Quotation, Sales Order, or Cancelled.
- Stage Goes From: Define transitions between stages that trigger the rule (e.g., from Trial to Active).
- Subscription Plans, Products, Customers, Company, Sales Team: Specify the exact entities the rule should target.
This detailed targeting allows you to apply automation only where it’s relevant, keeping workflows precise and efficient.
Selecting the Action Type
After defining conditions, the next step is to specify what action Odoo should perform when those conditions are met. Under the Actions section, choose from the following options:
1. Create Next Activity
This action automatically schedules a follow-up task or activity. Once selected, additional fields appear:
- Activity Type: Choose the type (e.g., Call, Meeting, Email).
- Title: Add a clear title for the activity.
- Note: Provide any context or details related to the task.
- Due Date: Set how many days later the activity should be completed.
- Assign To: Designate the responsible user, team leader, or salesperson.
This ensures your sales or support teams never miss critical follow-ups.
2. Send an Email to Customer
Select this action to automate email communication. You can either choose from existing templates or create a new one.
Typical use cases include:
- Renewal reminders before expiry.
- Thank-you messages after successful payments.
- Notifications for contract upgrades or downgrades.
Customizing email templates ensures your brand voice remains consistent across all client interactions.
3. Send an SMS Message
For quick and direct communication, you can send automated SMS notifications to customers. Similar to email actions, Odoo allows you to select or create SMS templates.
Example scenarios include:
- Sending renewal alerts.
- Confirming payment receipts.
- Reminding clients of upcoming plan changes.
SMS communication is particularly useful for time-sensitive updates or customer engagement campaigns.
4. Set Contract Health Value
This action updates the contract’s health status—Good, Neutral, or Bad—based on customer behavior or payment patterns. For example, if a client misses multiple payments, Odoo can automatically mark the contract as Bad, prompting the sales team to take recovery action.
Such automation ensures your company maintains accurate contract insights for proactive management.
Monitoring and Reviewing Automation Rules
Once your automation rules are active, Odoo 18 automatically tracks their performance and shows how many subscriptions match each rule. You can monitor this from the Automation Rules dashboard to ensure everything is functioning as intended.
If a particular rule isn’t generating the expected results, you can fine-tune its triggers or modify its actions at any time. Odoo’s flexible structure allows continuous optimization to fit evolving business processes.
Benefits of Using Automation Rules in Odoo 18
Improved Efficiency:
Automation saves hours of manual work by performing routine actions automatically.Reduced Errors:
Consistency in rule execution eliminates human mistakes in billing or notifications.Enhanced Customer Experience:
Customers receive timely updates, invoices, and renewal alerts, improving satisfaction.Data-Driven Insights:
With automation, managers can analyze performance metrics based on customer responses and revenue changes.Scalability:
Whether you have 100 or 10,000 subscribers, Odoo’s automation engine scales effortlessly with your business.Cross-Module Integration:
Automation rules seamlessly integrate with Odoo’s Sales, Accounting, and CRM modules, maintaining data consistency throughout the ERP ecosystem.
Practical Example: Subscription Renewal Automation
Let’s consider a software company offering monthly subscriptions. The business wants to:
- Send a renewal reminder email 5 days before expiration.
- Create a follow-up activity for the sales team.
Here’s how to set it up:
- Condition: “Stage Goes From” → Active to Renewal Due.
- Action: Send email using “Renewal Reminder Template.”
- Secondary Action: Create next activity assigned to Salesperson A due in 2 days.
Once configured, Odoo ERP automatically handles all renewals—ensuring no missed communication or manual oversight.
Conclusion
The Automation Rules in Odoo 18’s Subscription module are a game-changer for companies managing recurring services. They transform manual processes into efficient, error-free workflows, improving both internal productivity and customer engagement. By leveraging Odoo ERP’s automation capabilities, businesses can focus more on strategy and growth rather than routine administrative work.
With its flexibility, intuitive design, and integration across modules, Odoo 18 empowers organizations to maintain control over their subscription lifecycle—ensuring every renewal, invoice, and customer interaction happens on time, every time.
