Odoo Construction Module (Part 2): On-Site Execution & Project Handover

In Part 1 of our series, we covered how our Odoo Construction Module handles the commercial foundation — contracts, BoQs, cost codes, subcontract claims, and variation orders.  In Part 2, we shift focus to the field. Here is how site supervisors, project engineers, and QA/QC teams track daily progress, manage material requests, and navigate project handover. 

Module Overview

The module is organized around two major domains:

Commercial — covering everything related to contracts and financials

Project — covering day-to-day site operations, field logs, quality control, and project close-out.

Here are the key operational workflows we will cover in this post:

• Daily Reports — logging site activity, headcount, machinery usage, safety notes, and photo documentation

• Material Requisition — requesting materials directly from the field and tracking off-BoQ requests

• Site Progress Entries — capturing actual physical work completion at the granular BoQ line item level

• Snag List & Quality Control — identifying defects, assigning rectifications, and managing punch lists

• Project Close Out & DLP — navigating the Defect Liability Period, retention money release, and final project handover

Working seamlessly with the commercial tools from Part 1, these operational features ensure your field engineers, site supervisors, and QA/QC teams are aligned with the back office on a single, shared platform.

Step 13: Daily Reports

On the project operations side, site supervisors can create Daily Reports to record what happened on-site each day. A daily report can capture:

• Manpower / Labour — headcount by trade or role, working hours

• Equipment / Plant — what machinery was on-site and for how long

• Safety / HSE Notes — any safety observations, incidents, or toolbox talks

• Photo Log — photo documentation of progress and site conditions

Daily reports build a chronological record of site activity that can be invaluable for dispute resolution, client reporting, and performance analysis.

Step 14: Material Requisition

When a site engineer identifies a material need, they raise a Material Requisition — a formal request for procurement to source and deliver materials to site.

The requisition includes:

• Required Date — when the material is needed on-site

• Site Location — the delivery point

• Project — the linked project

• Requested Items — the list of materials needed, each optionally linked to a BoQ line item

If a requested material is not part of the original BoQ, you can leave the BoQ line blank. The system will track these off-BoQ requests separately, and the corresponding quantity and cost will be reflected in the BoQ for budget tracking purposes.

Once submitted and approved, the procurement team reviews the requisition and creates the appropriate Purchase Order. When all items are fulfilled, the Material Requisition status automatically changes to Fulfilled.

Step 15: Progress Entries

Progress Entries are how you track the actual physical completion of work on-site, at the BoQ item level.

Each entry records:

• Which BoQ items were worked on

• How many units were completed today

Over time, these entries aggregate to give you a running total of completed work versus the planned quantity — the foundation of your progress percentage and earned value metrics.

Step 16: Snag List

When a work area reaches 100% completion, it's time for inspection. The Snag List is where the quality control team records defects, incomplete work, or items that don't meet specification.

Each snag item is noted with a description and assigned for rectification. The snag list becomes an action list for the team to work through before the area can be formally handed over. This typically needs to be completed within the next one to two weeks, depending on the severity and quantity of items raised.

Step 17: Close Out and Project Completion

Once all snag items are resolved, the project enters the Defect Liability Period (DLP) — typically 6 or 12 months depending on the contract terms. During this period, the contractor remains responsible for repairing any defects that emerge after handover.

When the DLP expires:

• The client formally accepts the completed works

• Any withheld Retention Money is released through a final billing

• The contract is marked as Completed

Once all contracts under a project are marked as completed, the Project itself can be closed out, completing the full lifecycle in the system.

Bringing It All Together

What makes this module powerful isn't any single feature — it's how everything connects:

• A Cost Code links your BoQ items to your financial structure

• A BoQ item ties your procurement (POs, subcontracts) to your budget

• A Variation Order keeps the BoQ accurate when scope changes

• Progress Entries feed into Progress Billing and Subcontract Claims

• The Approval Workflow ensures nothing moves forward without the right sign-off

The result is a system where your commercial team, procurement team, and site team are all working from the same data — eliminating the version-control headaches and data gaps that plague spreadsheet-based project management.