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Case: Hanot Vending​


Hanot Vending has grown from a local bread vending machine operator into an established name in smart vending and collection solutions for the B2B market. To support this growth efficiently, the company chose Odoo as its central platform for machine management, stock control and customer service.

Hanot vending team

 

Asset management​

Odoo for fleet management, from production to field service.

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From a bread vending machine to a market leader


Hanot Vending is a family-run business based in Antwerp with a flair for innovation. Managing Director Wilfried Hanot started out in 2008 with a modest network of bread vending machines — which quickly grew into a thriving business with over 100 of its own vending machines and more than 20 employees.

Today, Hanot Vending focuses entirely on the sale, hire and leasing of smart vending and takeaway machines for the B2B market. They serve a wide range of sectors: from bakeries and butchers to florists and chocolatiers, and from hospitals to industrial companies. With branches in Ranst and Oudenaarde, they operate throughout Belgium.

Hanot Vending’s strength lies in its hands-on approach: because it operates vending machines itself, it understands its customers’ needs from the inside out. That practical experience translates into honest advice and a service-oriented culture — aptly summed up in its motto: ‘Deliver your promises’.


The challenge

As Hanot Vending grew, so did the complexity of its operations. Managing hundreds of machines across dozens of customers, combined with an active service department and a growing stock, required more than what a few standalone tools could offer.

- Excessive manual data entry when tracking machines and maintenance.
- No centralised overview of which machines were located at which customers and what their status was.
- Shortcomings in the customer service and ticketing system: issues were not systematically followed up.
- Lack of an efficient stock management system for parts and machines.

Odoo offered the possibility of bringing all these processes together on a single platform — including the ability to address specific needs through bespoke development.

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Project objectives 

The core objectives of the project:

  • Centralising machine management: a comprehensive overview of customers’ machine fleets.
  • Automating and streamlining stock management.
  • Implementation of a structured helpdesk and ticketing system for customer service.
  • Eliminating manual data entry and improving data quality.
  • Odoo asset management module for full traceability.

Project phases

Following a thorough requirements analysis and FIT-GAP analysis, a detailed backlog was drawn up to serve as the basis for implementation. The project proceeded in the following phases:

  • Needs analysis and FIT-GAP analysis
  • Functional design of the bespoke asset module
  • Configuration of the stock management and helpdesk modules
  • Development and integration of the asset module
  • Data migration from existing systems
  • Rolling out and testing in a pre-production environment
  • UAT phase with a feedback session led by Hanot Vending
  • Go-live with a hypercare period

Odoo asset management module

The star of the project is the fully bespoke asset module. This provides Hanot Vending with a comprehensive and centralised overview of all the machines they sell or install for customers — complete with a full file for each machine.

Each asset contains its full maintenance history, recorded issues and all linked helpdesk tickets. This ensures that both the technician in the field and the office have the right context at all times to respond quickly and proactively to faults or service enquiries. This translates directly into a better and faster service for the customer.

Stock management


The Odoo stock module completely replaces the manual tracking of parts and machinery. Incoming and outgoing movements are processed automatically, ensuring the team always has an accurate, real-time overview of available stock. This reduces errors, saves time and prevents delays in repairs.

Helpdesk & Customer Service

Through the integrated helpdesk, customers can submit service requests and repair requests in a structured manner. Each ticket is automatically linked to the relevant machine in the asset module, so that the technician has immediate access to the machine’s full history when following up on a call-out.
The result: shorter response times, less miscommunication and more transparent follow-up for both the team and the customer.

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