NHS + Odoo ERP Solution

Powering NHS Back office
Operations with Odoo ERP

Cybrosys delivers NHS-compliant healthcare ERP software built on Odoo-covering Trust Management, Procurement, NHS Accounting, CQC Compliance, and Inventory in one integrated platform.

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Core NHS ERP Modules

Trust Management
Procurement Management
Accounting Management
HMRC Integration (MTD)
NHS Risk Management
NHS Operational Metrics

42+

English ICBs Pre-Loaded

21+

Scottish Health Boards

Trust Lifecycle States

3-Way Invoice Match

About NHS

The National
Health Service(NHS)

Founded 5 July 1948 | 75+ Years of Public Healthcare

The NHS is the publicly funded healthcare system of the United Kingdom, delivering services free at the point of use and accessible to all based on clinical need. Governed by NHS England, NHS Scotland, NHS Wales, and HSCNI, it is one of the world's largest public healthcare organisations.

NHS England

42 ICBs across England

NHS Scotland

21 Health Boards

NHS Wales

GIG Cymru

HSCNI

Northern Ireland

The NHS manages hospitals, Integrated Care Boards (ICBs), NHS Trusts, procurement operations, financial governance, and patient care services for millions of people across England, Scotland, Wales, and Northern Ireland.

What NHS Delivers

Healthcare Services Managed by the NHS

From primary care to highly specialised treatments, the NHS delivers a wide range of healthcare services — all requiring robust NHS back-office management and operational systems.

Primary Care

Secondary Care

Tertiary Care

Emergency Care

Mental Health

Community & Social Care

Public Health

NHS ERP Solution by Cybrosys

NHS + Odoo Solution by Cybrosys

Cybrosys delivers a purpose-built NHS healthcare ERP software solution on Odoo-covering Trust Management, NHS Procurement, Accounting Management, CQC Compliance Tracking, and Inventory Management in a single integrated platform. By combining Odoo's open-source flexibility with NHS-specific requirements including HMRC MTD, PEPPOL e-invoicing, and Standing Financial Instructions (SFIs), the solution enables NHS Trusts and ICBs to streamline procurement workflows, strengthen financial governance, and accelerate NHS digital transformation.

Trust Management

Complete trust management master record for every NHS Trust, Health Board and ICB across the UK-ODS codes, CQC registration, governance, sites, and board member registry.

Procurement Management

NHS procurement software with PA23-compliant workflows-raise requisitions, manage approvals against SFIs, dispatch via PEPPOL, and maintain a full audit trail within Odoo.

Accounting Management

NHS Aligned finance conventions-cost centres, internal recharges, capital vs revenue separation, and ledger structures that map cleanly to ISFE. Month-end close, year-end statutory returns and board-ready financial packs in one place.

HMRC Integration (MTD)

Native HMRC MTD software integration-Making Tax Digital VAT returns submitted directly from Odoo to HMRC, fully MTD-compliant for NHS bodies.

NHS Operational Metrics

Board-level NHS operational metrics dashboard-bed occupancy, theatre utilisation, A&E 4-hour performance, RTT 18-week compliance, and NHSI indicators, all aggregated and anonymised without accessing patient data.

NHS Risk Management

A complete corporate risk register with 5x5 scoring, Board Assurance Framework (BAF) integration, CQC Well-Led domain tracking, controls mitigations, and automatic breach escalation.

NHS Estates Premises Register

Every site, lease, EPC, fire risk assessment and statutory compliance certificate captured in a single estates source of truth. Automates your annual ERIC return and surfaces backlog maintenance prioritie

Strategic Fit

Why Choose Odoo for NHS?

Selecting the right healthcare ERP system is critical for NHS Trusts, Integrated Care Boards, and NHS Shared Business Services. Odoo delivers an open-source, UK-localised, HMRC MTD-ready platform that centralises NHS procurement, NHS accounting, CQC compliance tracking, and operational reporting — reducing dependence on proprietary legacy systems.

Platform Highlights

                            Open Source
                            UK Localised
                            HMRC ( MTD )
                            PEPPOL Ready
                            GS1 / Scan4Safety
                            Modular
                        

Open-Source Flexibility

Open-source ERP eliminates lock-in to proprietary NHS legacy systems-giving NHS Trusts full control over customisation, scalability, and long-term digital strategy.

Integrated Management

Combines procurement, accounting, inventory, and administrative operations within a single connected platform.

Flexible Implementation

Modules can be implemented based on organisational priorities and expanded as requirements grow.

Efficient Procurement Processes

Supports supplier management, purchase workflows, approvals, and procurement tracking at every stage.

Advanced Financial Operations

Manages NHS accounting, budgeting, HMRC MTD VAT submissions, PEPPOL invoicing, and statutory financial reporting-in full compliance with NHS financial governance standards.

Centralised Data Access

Provides unified visibility across operational and financial activities with real-time dashboards and reporting.

Trust Management for NHS

Centralised NHS trust management software for organisational structures, CQC compliance, financial oversight, and workforce governance across England and Scotland.

Our NHS Trust Management software provides a centralised platform for managing NHS Trust organisational structures, CQC compliance tracking, Board Assurance Framework governance, financial oversight, workforce data, and healthcare estate management across England and Scotland-fully built on Odoo ERP.

Master Data

Trust Details Management

Complete master records with ODS codes, foundation status, CQC registration, establishment dates, and full HQ contact details-built to NHS Digital standards.

Structure

Multi-Tier Trust Hierarchy

Manage the full NHS structure: Regions → ICBs → ICSs → Trusts → Sites → Departments, with England and Scotland fully supported side-by-side.

Dual System

Dual Health System Support

Out-of-the-box support for NHS England (42 ICBs pre-loaded) and NHS Scotland (21 Health Boards pre-loaded-14 Territorial + 7 National).

Governance

Governance & Board Management

Track Chairs, CEOs, Medical Directors, Directors of Nursing, Finance Directors, plus full board member registry with role, term dates, and voting rights.

Estate

Multi-Site Estate Management

Capture every hospital, clinic, and facility with GPS coordinates, A&E classification (Type 1-4), bed capacity, ICU beds, operating theatres, and specialties.

CQC

CQC Compliance Tracking

Complete CQC compliance software tracking — full inspection history across the 5 KLOEs (Safe, Effective, Caring, Responsive, Well-Led), overall rating, inspector records, and report attachments per trust.

Finance

Financial Oversight

Annual budget, income, expenditure, auto-computed surplus/deficit, capital allocation, and PFI obligations — all in one place per Trust record.

Workflow

Approval-Gated Workflows

Six-state Trust lifecycle (Draft → Under Review → Active → Special Measures → Merging → Dissolved) with manager approval, mandatory reason capture, and chatter notifications.

Audit

Immutable Audit Trail

Every status change logged with timestamp, user, approver, from/to states, and justification — log entries cannot be edited, ensuring tamper-proof compliance records.

Security

Role-Based Security

Three-tier permission model (User / Manager / Administrator) with record-level rules scoping users to their assigned ICBs or Health Boards.

Reporting

Trust Profile PDF Reports

NHS-branded, board-ready PDF reports covering identification, governance, financials, sites, CQC history, and workforce — generated in a single click.

Export

Excel Directory Export

One-click Excel export with filters by health system, region, and status — 23 columns of trust data with auto-filter and frozen panes for analyst-friendly output.

Department-Level Detail

Drill below site level into clinical, corporate, support, and research departments
Track department heads, staff counts, and specialty links
Workforce and capacity metrics aggregated from site-level data

Smart Filtering & Dashboards

Kanban view grouped by region for at-a-glance status
Calendar view of CQC inspections across all trusts
Colour-coded list views by status and CQC rating
Rich search with multi-dimensional filters

Hybrid Multi-Company Architecture

Link any Trust to a dedicated Odoo company for separated accounting
Share a single company across multiple trusts-configurable per record

UK-Wide Pre-Loaded Data

All 42 English ICBs and 10 NHS regions ready to use
All 21 Scottish Health Boards pre-configured
9 trust types and complete NHS structure data included

Procurement Management for NHS

Complete source-to-pay NHS procurement software covering every stage of the NHS procurement lifecycle-PA23 compliant.

Supplier and Vendor Management

Supplier Master & Onboarding

Centralised supplier master with NHS framework status and accreditations
Onboarding workflow with Selection Questionnaire and KYC checks
Modern Slavery Act statement capture with board-approval date
Carbon Reduction Plan capture for NHS Net Zero compliance

Compliance & Certifications

Cyber Essentials, ISO 9001, ISO 14001 certificate tracking
Insurance and DSPT certificate management with expiry alerts
Conflict of Interest declarations
Gifts & hospitality register

Performance & Risk

Performance scorecards covering delivery, quality, and complaints
Contract performance management
Supplier risk management including financial risk
Geopolitical risk assessment support

Catalogue and Product Management

NHS Catalogue Integration

Integration with the NHS Supply Chain Master Catalogue
GS1-based product identification ready for Scan4Safety
NHS eClass, UNSPSC and CPV coding standards
Location identifiers for every stock location and supplier site
Multiple units of measure: pack, box, case, pallet
Controlled drugs, cold-chain, and mandatory lot/expiry flags
Equivalent product mapping for clinical substitution
Price list management per framework and per supplier

Purchase Requisitions & Approvals

Departmental purchase requisitions with real-time budget checks
Fully configurable approval matrix based on role, value, and category
Serial or parallel approval chains with escalation timers
Delegation rules and out-of-office handover
Mobile approvals through the Odoo mobile app
Single Tender Waiver register for off-framework spend
Complete audit trail of every approval action

Sourcing and Tendering

PA23 Procedures Supported

Open and Competitive Flexible procedures supported in full compliance with the Procurement Act 2023.

PSR Award Routes

Three PSR award routes: Direct Award, Most Suitable Provider, and Competitive Process-all configured out of the box.

Full Tender Workflow

Pre-Market Engagement, Tender, Evaluation, Standstill, and Award workflow with statutory representations window timer.

Multi-Lot Scoring

Multi-lot tenders with weighted scoring criteria including PSR five key criteria preset: Quality, Value, Integration, Access, Social Value.

Evaluation Panel Management

Evaluation panel management with Conflict of Interest declarations enforced at every stage of the tender process.

Framework & Dynamic Markets

Framework agreements, Dynamic Purchasing Systems, and Dynamic Markets fully supported for compliant procurement.

Purchase Order Management

Automated PO creation from approved requisitions
Blanket POs and call-off orders against framework contracts
Electronic PO dispatch via PEPPOL or email
PO amendment and cancellation with full version history
Drop-ship and consignment stock support
Multi-currency and multi-company support for shared services

Goods Receipt & Inventory

GS1 barcode scanning at goods-in (product, lot, expiry)
Lot, batch and serial number capture for full traceability
First-Expire-First-Out picking and expiry alerts
Cold-chain temperature logging integration
Quality holds and quarantine workflows for medical devices
Partial deliveries, over- and under-receipts management

Contract Management

Central contract register with metadata, clauses, and signatories
Mandatory KPIs auto-required for contracts above £5m
Periodic KPI measurements with publication flag
Variation orders triggering modification notices automatically
Renewal alerts at T-180, T-90, and T-30 days
Lightweight in-system signing with full audit record
Linkage between contracts, purchase orders, and invoices

Three-Way Match & Spend Control

Automated 3-way match between PO, Goods Receipt, and Invoice
Configurable tolerance rules for price and quantity variances
Release-to-pay control enforces approval before payment
Maverick spend detection for off-catalogue purchases
Catalogue compliance reporting showing on-contract spend %

Spend Analytics & Reporting

Real-time spend dashboards by category, supplier, and cost centre
Savings tracking against baseline and contract pricing
Carbon footprint reporting for NHS Net Zero goals
PO cycle time, on-time delivery, invoice match rate KPIs
30-day payment percentage tracking (BPPC)
Model Hospital-aligned procurement metrics
Export to NHS national reporting templates

Accounting Management for NHS

Full double-entry NHS accounting software platform, UK-certified and supporting NHS financial governance, HMRC MTD compliance, and BPPC statutory reporting obligations.

Core Accounting Features

General Ledger

Double-entry general ledger with multi-company consolidation, NHS Standardised Chart of Accounts, and cost centre tracking.

Multi-Currency & Multi-Company

Multi-currency posting, multi-company consolidation, capital-versus-revenue tracking, and period-end and year-end procedures.

Bank Reconciliation

Automated bank reconciliation with major UK banks, supporting BACS, CHAPS, Faster Payments, and cheque payment runs.

Accounts Payable

Vendor bill capture via email, OCR, PEPPOL, and EDI
Automated 3-way matching: PO, Goods Receipt, and Invoice
Tolerance rules for price and quantity variances
Section 41 COS heading enforced on every payable line
Payment runs by BACS, CHAPS, Faster Payments, and cheque
Early-payment discount and dynamic discounting
Supplier statement reconciliation

Accounts Receivable

Internal recharging between trusts, ICBs, and departments
Patient and overseas visitor invoicing
Insurer billing for private patients and RTA cases
Automated reminders and credit control workflows
Direct debit and card payment integration

Tax & HMRC Compliance

Making Tax Digital (MTD) certified VAT submissions to HMRC
Automatic VAT return generation with receipt confirmation
Partial exemption calculations for NHS bodies
CIS returns for estates and construction work
IR35 status checks for off-payroll workers
PSA, P11D, and benefits-in-kind tracking

Budgeting & Financial Planning

Annual budgets at department, ward, and service-line level
Budget vs actual reporting with variance analysis
Capital programme tracking with PIN and FBC milestones
Cash flow forecasting based on PO and contract data
Rolling forecast and scenario modelling

Statutory & Internal Reporting

NHS Annual Report and Accounts ready outputs
Better Payment Practice Code (BPPC) reporting
Agreement of Balances (AoB) for inter-NHS transactions
Reference Costs and PLICS data feeds
Drillable management dashboards for executives

Calicut

Cybrosys Technologies Pvt. Ltd.
Neospace, Kinfra Techno Park
Kakkancherry, Calicut
Kerala, India - 673635

Kochi

Cybrosys Technologies Pvt. Ltd.
1st Floor, Thapasya Building,
Infopark, Kakkanad,
Kochi, India - 682030.

Bangalore

Cybrosys Techno Solutions
The Estate, 8th Floor,
Dickenson Road,
Bangalore, India - 560042

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Powering NHS Back office Operations with Odoo ERP

The NationalHealth Service(NHS)