In a highly regulated and demanding field like the life sciences industry, maintaining control, precision, and efficiency isn’t optional, it’s essential. For Principia, a Puerto Rican company with extensive experience in automation, technical services, and IT for manufacturing, adopting Odoo not only resolved complex internal management challenges but also fueled growth without increasing administrative workload. With over 65 active users, Odoo has become the backbone of its continually expanding operations.
Founded in 2008, and structured as an agile organization with approximately 62 people including employees, contractors, and consultants, Principia operates throughout the island of Puerto Rico. Its headquarters are in San Juan, but its team covers all regions of the country based on client needs, primarily large companies in the pharmaceutical and medical device manufacturing sectors.
The company has stood out by combining technical expertise with a human-centered approach. Its team of scientists and engineers, with hands-on manufacturing experience, understands clients' challenges firsthand and tailors solutions to their needs. This has enabled the company to expand beyond Puerto Rico and establish a foothold in the U.S. market, always guided by a promise of integrity, quality, and customer service.
"Our experience in manufacturing allows us to understand and solve exactly what our clients need, with technical precision and operational sensitivity."
Challenges before Odoo
Before implementing Odoo, Principia operated with a fragmented ecosystem of tools that included Excel, OneDrive, and SharePoint. Time management, invoicing, licenses, quotations, and expense tracking were all handled manually, with multiple files requiring constant monitoring to avoid inconsistencies and rework in critical tasks such as payroll, billing, or order validation.
Time tracking, a key billable product, was done using spreadsheets, which were shared via email or links to cloud drives. This led to duplicated files and potential discrepancies if data was changed.
"We wanted to ensure time entries were always consistent, reliable, and error-proof, streamline the billing area, improve the expense reimbursement process, and make essential business information centrally accessible. We achieved all of this with Odoo."
Principia first discovered Odoo through online research and recommendations from other companies. After evaluating various platforms, Odoo stood out for its intuitive interface, customization capabilities (especially with the Studio app), and scalable model that allowed gradual integration of new modules.
Implementation began in December 2021, during the holiday break, and brought significant transformation, particularly in administration.
"Before, processing payroll involved accessing each consultant’s file on the Drive, sending reminders to complete information, and manually validating hours.”
Today, that process is automated: scheduled notifications prompt users to enter hours, which are instantly available for manager validation. Once validated, entries can’t be changed. This not only improves data quality but also increases accountability regarding deadlines and information accuracy.
A key additional benefit has been mobility: “Now, time can be logged easily from a mobile phone, which is essential when working in the field. Plus, in emergencies like Hurricane Maria in 2017, when electricity and communication services were limited, a cloud-based system like Odoo helps maintain operations, as data is secure, backed up, and accessible whenever there’s internet,” emphasizes Cardona.
One System, Multiple Solutions, Real Impact
At Principia, the most-used app is Timesheets, which allows staff to log hours from anywhere and integrates directly with Sales, Invoicing, Project, and Purchase. Thanks to this connection, hour balances are updated in real time, and orders can be tracked easily, optimizing resource planning.
In Invoicing, only validated hours can be billed, eliminating errors. Sales standardizes quotations and makes them easily accessible to managers, while Project improves visibility over resource usage.
In HR, the Employees app centralizes all personnel data. Time Off automates leave management, showing available balances to each employee, and Expenses speeds up expense reporting through standardized templates and approval tracking. Processing time has been significantly reduced.
New employee training is delivered through E-Learning, avoiding email chains and ensuring compliance with industry regulations. Courses are complemented by the Surveys app, which assesses comprehension and generates compliance reports.
They’ve also adapted modules like Maintenance (for equipment tracking), Documents, and Sign (for SOP approvals), and are evaluating Appraisals and Recruitment as next steps in their digital transformation.
"Being able to interconnect Timesheets, Project, Invoicing, and Sales, and access real-time data, has been transformational. It’s given us more control, agility, and accuracy in decision-making.”
What’s next for Principia?
With a solid technology foundation, Principia is now focused on maintaining excellence in its services, ensuring continuous employee training, and expanding into new markets beyond Puerto Rico. Their goal is to reach other industrial sectors that could benefit from integrated solutions, without compromising on quality, efficiency, or personalized service.
Heidi Cardona foresees continued growth in Odoo usage at Principia, driven by ongoing evaluation of new features to enhance internal processes. She highlights a strong interest in fully exploring the Appraisals and Recruitment modules to strengthen talent management. For Heidi, one of Odoo’s greatest strengths is its adaptability and scalability, allowing companies to integrate only the functions they truly need.
Principia’s experience shows that adopting Odoo is not just a technological choice, it’s a strategic commitment to efficiency, growth, and quality. If your organization faces similar challenges, remote teams, decentralized processes, or the need to scale without losing control, Odoo might be the solution you’re looking for. Ready to transform your business? Discover how Odoo can help you today.