ERP Implementation Proposal: Mike's Forest Retreat

To: Michael Dalvi, Owner & Madhurika Dalvi, Owner, Mike's Forest Retreat

1. Executive Summary

Mike's Forest Retreat, a luxury resort nestled in the forest areas of Dehradun, Uttarakhand, offers premium hospitality and unique experiences. To elevate operational efficiency and enhance customer experience, we propose implementing a robust Odoo ERP solution tailored for the hospitality sector.

Our solution will centralize inventory, booking management, and customer engagement into a single, unified platform, eliminating manual errors, preventing booking overlaps, and delivering real-time actionable insights to the management team.

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2. Assessment of Current Challenges

• Inventory Management: Currently relying on Excel sheets for tracking. Management has noticed leakages across properties with limited control or visibility.
• Booking Channel Manager: Utilizing multiple channels (OTAs like Booking.com, MakeMyTrip, Agoda, alongside direct and agency bookings). Manual updates across platforms lead to inefficiencies and double bookings.
• Customer Engagement: Lack of automated systems to engage with customers and build loyalty. Current operations are highly manual without tech-driven solutions like WhatsApp updates for booking confirmations and stay details.

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3. Proposed ERP Modules & Scope (Phase 1)

We propose a phased rollout to ensure seamless adoption. Phase 1 will cover the essential operational bottlenecks:

• Inventory Management: Comprehensive tracking for Kitchen, Bar, Front Desk, and Housekeeping.
• Customer Relationship Management (CRM): Centralized guest data and interactions.
• Hotel Management: Housekeeping schedules, Room Management, Bookings, and Calendar views.
• Restaurant Management: F&B operations, Kitchen coordination, and Billing.
• Point of Sale (POS): For both Front Desk and Restaurant operations.
• HR/Payroll: Managing staff attendance and compensation.
• Maintenance: Tracking facility repairs and preventive maintenance.
• Customer Support & Feedback: Handling complaints and gathering guest feedback efficiently.

3.1 Future Scope (Phase 2 & Beyond)

• Accounts & Purchase (Finance integration)
• Recruitment & Staff Appraisals

3.2 AI Integrations & Automation

• WhatsApp Integration: Automated updates for guests regarding their bookings, stay, and relevant notifications.
• Channel Manager Middleware: Automated syncing of availability and rates across all OTAs, Direct Website, and Agencies.
• Admin Dashboard: Real-time reports and analytics covering occupancy, cancellation rates, F&B, Housekeeping, maintenance, inventory, and sales.

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4. Property Workflows

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5. Implementation Timeline & Phases

Estimated Project Duration: 12 - 14 weeks

Phase	Activity	Duration
Phase 1	Discovery & Planning	2 Weeks
Phase 2	Development & Configuration	4 - 5 Weeks
Phase 3	Testing & User Training	3 - 4 Weeks
Phase 4	Go-Live & Support	2 Weeks

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6. Financials & Commercials

All costs and prices are in Indian Rupees (INR) and are exclusive of GST. 18% GST is applicable on all prices.

View Detailed Financial Summary

6.1 One-Time Implementation & Customization Fee

Covers Odoo setup, basic customization, custom WebApp for order management, Channel Manager middleware implementation, Admin dashboard, and WhatsApp integration.

Implementation Component	Estimated Hours
Odoo Standard Setup & Configuration	70 hours
Custom WebApp for Restaurant	45 hours
Customer Feedback & WhatsApp Engagement	40 hours
Channel Manager Middleware	16 hours
Dashboard & Integrations	25 hours
Total Estimated Effort	196 hours

Standard Rate: Rs. 2,000 / Hour

Estimated Total Price: Rs. 3,92,000 (Discounts will be applied over discussion)

Note: Channel Manager middleware involves only implementation charges (sold as a subscription), limiting the build cost passed to the client.

6.2 Recurring Subscription Options (Odoo Licensing)

Note: The yearly discounted pricing is available only during the first purchase. Odoo payment is required at the beginning.

Option 1: Yearly Payment (Odoo Custom Cloud SaaS)

Description	Price
1st time Discounted Price (per User)	Rs. 890 / month / user
Yearly cost per User (1st Year)	Rs. 10,680
Estimated 10 Users (1st Year)	Rs. 1,06,800
Yearly cost per User (2nd Year)	Rs. 13,800
Estimated 10 Users (2nd Year)	Rs. 1,38,000

Option 2: Monthly Payment (Odoo Custom Cloud SaaS)

Description	Price
1st time Discounted Price (per User)	Rs. 1,140 / month / user
Monthly cost per User (1st Year)	Rs. 13,680
Estimated 10 Users (1st Year Total)	Rs. 1,36,800
Monthly cost per User (2nd Year)	Rs. 17,040
Estimated 10 Users (2nd Year Total)	Rs. 1,70,400

6.3 Add-Ons Recurring Pricing (Quarterly Payment)

Pricing for Add-ons starts from the date the setup is completed.

• Booking Channel Partner: Rs. 1,200/month
• WhatsApp Business API: Periodic balance top-up required. (Rs. 0.112/msg for Indian numbers, Rs. 0.20-0.30/msg for International numbers).
• Restaurant WebApp: Food ordering app linked to room numbers via QR code scan (excludes QR printing/distribution) and customer feedback form. (Subscription cost to be finalized).

6.4 Payment Milestones (Implementation Costs)

• Advance (upon signup): 30% of implementation + 1st Year Subscription
• Development / Configuration complete: 50%
• Go-Live / Handover: 20%

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7. Contingencies & Standard Terms

The timeline and costing are based on the following standard contingencies:

• Scope Limitation: The proposed quotation is strictly limited to the tasks and deliverables outlined in this document. Any additional feature requests or scope changes will be evaluated and billed separately.
• Client Response Timeline: To keep the project on track, the Client is expected to provide review feedback or approvals within 48 hours of request submission by Xynocast.
• Field Visits: For any field visits, travel & lodging costs to be borne by the client.
• Liability Cap: Xynocast shall not be held liable for project delays caused by client assets, third-party hosting delays, force majeure events, or communication gaps.

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8. Project Team & Contacts