Our reference
The Brufêtes Story: Digitalizing Public Event Entities
Brufêtes and Brussels Museums Expo are cornerstones of Brussels' cultural scene.
These para-public entities manage major public events and promote the city's museums. For these organizations, the challenge was not just technological but structural: transitioning from scattered Excel management to a 100% integrated and transparent Odoo platform.
The Challenges: Moving from Excel to Total Budgetary Transparency
The starting point was a lack of digital maturity (reliance on Excel spreadsheets). Their main needs were:
Move away from paper-based and Excel-based systems and switch to a fully digital tool (a pure digitization project)
Accounting and Financial Management: Manage the entire workflow for purchases (purchase requests, orders, invoices) and sales (ticket sales, exhibitions).
Budget Management (Grants): This is their most critical need. Since they operate on public funding (grants), it was essential for them to be able to align their spending with strict budgets and have a monitoring tool to know exactly where they stood in terms of their budget.
Consolidation and Monitoring: Centralize information to prevent data loss caused by staff absences and manual processing.
La solution Idealis : une architecture financière sécurisée
The integrated solution is strongly oriented toward financial flows:
Purchase flows: Implementation of a validation circuit via Studio to secure and monitor expenses.
Development / Customization: They had to create a specific link (matching) between Purchase Orders (PO) and supplier invoices.
Specificity: Adaptation to allow external providers (artists, photographers) to invoice via a third-party entity (such as Smart) while maintaining the link with the initial purchase order.
Sales: Management of ticketing and events, with customization to handle limited capacities (e.g., ticket quotas per exhibition).
Support: Massive support during the transition with training and on-site support (almost weekly presence at the start of the project).
Their benefits
Simplification of daily life: The transition from Excel to an integrated tool has drastically reduced manual operations.
Information accessibility: All data (invoices, purchase orders) are centralized and accessible by the entire team, resolving the problem of information loss during absences.
Data reliability: The system of purchase orders linked to invoices guarantees the reliability of financial information.
Easier budgetary oversight: Thanks to analytics, they now have a real-time view of their subsidy usage, which was very difficult to obtain previously with Excel.
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