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Case Study

Gold Choice

Gold Choice produces officially licensed giftware for Premier League clubs. Their entire approval trail lived in WhatsApp threads. We moved it into Odoo, attached to the SKU it belongs to.

ClientGold Choice
IndustryLicensed merchandise & export
OdooSalesHR AttendanceCustom Development
The SpectrumCodes and Gold Choice teams together at the Gold Choice office in Hangzhou

The company

Gold Choice is a Hangzhou-based trading company that sources and exports premium branded merchandise from China — glassware, keychains, and promotional giftware. It holds longstanding relationships with Premier League football clubs including Chelsea and Manchester United, producing official licensed giftware to their standards.

The challenge

Quality control and sample approvals ran through scattered email threads and WhatsApp groups. The approval history for a single SKU could be spread across several conversations, none of them attached to the order it belonged to.

  • Approvals got lost. Decisions made in a chat were not recorded against the product, so the same question was asked twice and deadlines slipped.
  • Data lived in disconnected spreadsheets. Product and order information sat across multiple Excel files with no single version anyone could trust.
  • No real-time visibility. With no central system for day-to-day operations, checking the state of anything meant asking someone.

For a business producing licensed goods, a missing approval is not an administrative annoyance. Licensors hold their suppliers to documented standards, and the paper trail is part of the product.

What we built

  • A multi-stage sample approval workflow customised to how Gold Choice actually approves samples, rather than a generic status field.
  • SKU-linked chat boxes inside each sales order. The conversation about a sample now lives on the record it concerns — every stage, every comment, traceable against the SKU.
  • One platform for operations. Product and order data centralised into Odoo, replacing the spreadsheet sprawl.
  • Fingerprint-based attendance tracking for accurate employee time records.
List of sample approvals on a sales order in Odoo, showing stage, approval type and state
Every sample approval on an order — stage, approval type and current state in one list.
A single sample approval record in Odoo with its stage pipeline, attached sample images and message thread
A single approval: the stage pipeline, the submitted sample images and the conversation, all on the same record.
The customer portal showing a product awaiting approval with sample photos and an approve or reject action
The client’s own view — sample images to review, with approve or reject per line and space for a note.
An approved stage in the customer portal with the approval timestamp and the customer's sign-off message
An approved stage. The sign-off is recorded against the SKU, not left in a chat thread.

The result

The approval trail and the order are now the same object. Anyone can open a sales order and see which stage a sample is at, who approved it, and what was said — without reconstructing it from a chat history.

Operational data has one home instead of several, and day-to-day status is something you look up rather than something you ask about.

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