Gap analysis is one of the most critical phases in an ERP implementation. It identifies the difference between the current state of business operations and the desired future state supported by Odoo. But a good gap analysis requires more than just discussions—it demands the right tools, techniques, and templates to be effective, repeatable, and actionable.
In this blog, we’ll explore practical methods and tools you can use to streamline your gap analysis process—especially in Odoo implementations.
1. Business Process Mapping Tools
Before you dive into features and modules, you need to visualize how things work today and how they should work tomorrow. Business process mapping tools help you model workflows clearly and communicate them across teams.
Recommended Tools:
- Lucidchart: A powerful online diagramming tool with templates for business processes, swimlanes, and decision trees.
- Draw.io (diagrams.net): A free, browser-based diagramming tool with integrations into Google Drive and GitHub.
- Microsoft Visio: A robust enterprise-grade solution with deep integration into Office apps.
Use Case:
Map out the “Procure-to-Pay” or “Order-to-Cash” process in your organization to identify process gaps and ERP feature mismatches.
2. Interview Templates or Scripts
Conducting interviews with stakeholders is a key technique to uncover hidden requirements and pain points.
Pro Tip:
Customize questions based on the stakeholder’s role (e.g., a CFO may focus on reporting and controls, while warehouse staff care about barcode scanning speed).
3. Department-Specific Questionnaires
Standardized questionnaires ensure consistency when gathering requirements across departments. They help identify both functional and non-functional gaps.
Sample Questionnaire Areas:
- Finance & Accounting – Journal entries, budgeting, bank reconciliation
- Sales & CRM – Lead tracking, opportunity scoring, email integration
- Warehouse & Inventory – Pick-pack-ship process, barcode scanning, stock valuation
- Manufacturing – BOM management, work centers, quality checks
Odoo Studio vs. Custom Module Comparison Matrix
When identifying gaps, one recurring decision is whether to customize using Odoo Studio (low-code) or to build a custom module (full-code). This matrix can guide your decision.
| Feature / Requirement | Odoo Studio | Custom Module |
|---|---|---|
| Field additions | ✅ Easy | ✅ Possible |
| Complex workflows | ❌ Limited | ✅ Fully customizable |
| External API integration | ❌ Not supported | ✅ Yes |
| UI customization | 🔶 Limited | ✅ Full control |
| Upgrade safety (future-proof) | ✅ Safer | 🔶 Depends on coding standards |
| Cost & Speed | ✅ Fast & Low | 🔶 Slower & Costlier |
5. BONUS: Gap Analysis Summary Template
After all tools and sessions are done, consolidate your findings in a Gap Analysis Summary Document, with the following format:
| Gap Category | Description | Impact | Priority | Solution Approach | Notes |
|---|---|---|---|---|---|
| Reporting | Lack of real-time margin dashboards | High | Urgent | Custom module + BI integration | Needed by Q3 |
| Compliance | No audit trail for data edits | High | High | Enable audit logs | Critical for ISO audit |
Organize, Standardize, and Scale Your Discovery Process
A structured gap analysis process makes ERP implementation faster, more predictable, and more scalable. By using tools like Lucidchart, questionnaires, and decision matrices, your team can capture requirements clearly and build the right solutions—whether in Odoo Studio or with custom code.
