Tracking lease financing and insurance contracts
The full life cycle of a finance lease contract, from file intake to resale at the end of the contract, including assignment to a bank refinancer.
The need
A leasing company finances and leases professional equipment. The contracts are then assigned to bank refinancers, which requires a complete, legally enforceable file at every step.
Everything ran on a spreadsheet, with a contract number counter in red in a single cell. The date calculation rules lived in the partners' heads. They had to manage file intake, compliance checks, document generation, signature, delivery, assignment to the bank, the life of the contract, insurance, then resale.
Odoo knows how to sell and how to manage a subscription. It knows nothing about contract assignment, residual value or interim rent. The entire business had to be modeled.
What Odoo does out of the box, and where it stops
The business concepts do not exist
No assignment to a refinancer, no lessor substitution date, no residual value, no interim rent.
The industry's dates are not calculated
A contract starts on the 1st of the calendar month or quarter following receipt, substitution shifts by one period if the first rent is variable, and the end date is the term minus one day.
Exact pro rata rent exists nowhere
From the day of receipt to the end of the calendar month or quarter, based on the exact number of days in the month. Yet it accounts for a significant share of the margin.
No concept of enforceable compliance
Nothing prevents issuing a contract or assigning a file when documents required by the bank agreement are missing.
An unpaid subscription closes on its own
After fifteen days. On an insurance contract, that would mean cutting off coverage for a customer who is simply late on payment.
Contract documents live outside the tool
A manual mail merge, with no check for missing information and no record of what was sent.
What we built
A dedicated contract model
With automatic numbering and only two dimensions: owned or assigned to the refinancer, and file in progress, active, ended or lost. Menus are business paths over the same database: contracts being assigned, active contracts, insurance, contract ends, amendments.
Detailed equipment lines
Supplier, description, quantity, unit price, serial number, supplier invoice number, fixed or portable. The financed amount becomes the sum of the lines: it can no longer be entered manually, so it can no longer be falsified.
An enforceable compliance checklist
A color-coded banner with three states: compliant, to be updated when the document is present but expired, and non-compliant when it is missing. It determines whether the contract can be issued.
Assignment lock
Until the three documents required by the bank are in place (signed contract, delivery acceptance report and supplier invoice), assignment remains impossible.
Calculated dates, and verified
Start, substitution and resale dates are calculated according to the business rules, then checked against real cases provided by the client. The pro rata rent shows its calculation in plain view, and can be turned off.
Margins and safeguards
Assignment margin in value and percentage, an alert below 1 percent because an input error is likely, a red banner above 10 percent because the refinancer will refuse, net margin, final margin including commission, and resale margin.
The insurance contract in one click
Generated from the financing contract without ever creating a duplicate, numbered from the original contract, with equipment pulled in dynamically, a two-tier premium, three eligibility safeguards shown as badges and a payment schedule aligned with the calendar year.
A bridge to subscriptions
The contract carries the business logic, the subscription carries recurring billing, linked by a button and with no synchronization at all. Automatic closing of unpaid subscriptions has been disabled.
Nine document tabs
One per contract document, each with its own generate button, safeguard and upload slot for the signed PDF. Confidential data (assignment amount, buyback value and margins) is excluded from documents intended for the customer.
Assignment and rent invoices are pre-filled in one click, with the right recipient, the expected label and a safeguard that lists any missing information. They always stay in draft. Nothing goes out without human validation.
What it looks like
Does your business run on a spreadsheet?
A spreadsheet with calculation rules in the partners' heads is the most common starting point for our projects. The first step is not technical: it is writing down the rules.
Discuss your case