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Powering NHS Back Office
Operations with Odoo ERP

Back office software for NHS trusts, built on Odoo. Cybrosys brings trust management, procurement, estates and facilities, workforce, incident and risk, governance and accounting into one integrated platform.

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Core NHS ERP Modules

Incident & Risk Management
Governance Management
Estates & Facilities Management
Workforce Management
HMRC Integration (MTD)
Accounting Management

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42+
English ICBs Pre-Loaded
21+
Scottish Health Boards
6
Trust Lifecycle States
3x
3 Way Invoice Match

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.

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 + Odoo Solution by Cybrosys

Cybrosys provides an NHS focused Odoo ERP solution covering Trust Management, Incident & Risk Management, Governance Management, Estates & Facilities Management, Workforce Management, HMRC Integration (MTD), and Accounting Management. These modules bring essential NHS operational and financial activities together, helping healthcare organisations manage their processes more effectively through one connected platform.

Trust Management

A comprehensive NHS Trust Management solution for managing core Trust information, organisational structures, sites, and compliance activities, with integrated reporting and document management, UK regional support, and ODS-based organisational data management.

Incident & Risk Management

A comprehensive NHS safety and risk management solution covering incident reporting, a 55 risk register, PSIRF learning responses, Duty of Candour, Corporate Risk Register, Board Assurance Framework, and LFPSE reporting, with integrated dashboards, compliance tracking, and audit trails.

Governance Management

A centralised NHS Governance Management solution for managing board and committee activities, meeting cycles, board packs, action tracking, and declarations of interest, alongside DSPT Compliance to support effective data security governance and regulatory reporting.

Estates & Facilities Management

An integrated NHS Estates & Facilities Management solution for managing estates, compliance, and medical devices, while supporting the collection of operational data and preparation of annual ERIC returns.

Workforce Management

A centralised NHS Workforce Management solution that brings together Establishment, Recruitment, and Mandatory Training in one platform. It supports accurate workforce planning, efficient recruitment, and ongoing staff training and compliance management across NHS organisations.

HMRC Integration (MTD)

HMRC Integration (MTD) enables NHS organisations to connect Odoo with HMRC for submitting VAT returns digitally, supporting compliant and efficient Making Tax Digital processes directly from the Odoo platform.

Accounting Management

An NHS focused Accounting Management solution for handling cost centres, internal recharges, capital and revenue accounting, and structured financial reporting. It supports month-end and year-end processes while providing clear financial information for management and board reporting.

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.

Centralised Data Access

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

Trust Management Module

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.

View Module on Odoo Apps
Odoo NHS Trust Management screenshot

Trust Details Management

Complete master records with ODS codes, foundation status, CQC registration, establishment dates, and full HQ contact details.

Multi Tier Trust Hierarchy

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

Dual Health System Support

Out of the box support for NHS England (42 ICBs preloaded) and NHS Scotland (21 Health Boards pre-loaded).

Governance & Board Management

Track Chairs, CEOs, Medical Directors, Directors of Nursing, Finance Directors, plus full board member registry.

Multi Site Estate Management

Capture every hospital, clinic and facility with GPS coordinates, A&E classification, bed capacity, and specialties.

CQC Compliance Tracking

Full inspection history across the 5 KLOEs (Safe, Effective, Caring, Responsive, Well Led), rating, and report attachments.

Financial Oversight

Annual budget, income, expenditure, auto-computed surplus/deficit, capital allocation, and PFI obligations.

Approval Gated Workflows

Six-state Trust lifecycle with manager approval, mandatory reason capture, and chatter notifications.

Immutable Audit Trail

Every status change logged with timestamp, user, approver, and justification tamper proof compliance records.

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
Incident & Risk Management Module

Incident & Risk Management for NHS

End to end NHS incident reporting, triage, investigation, and risk management software aligned to PSIRF, NPSA, LFPSE, RIDDOR, and CQC requirements.

Our NHS Incident & Risk Management software gives Trusts a single platform to capture, triage, investigate, and learn from incidents, while maintaining a live corporate risk register and staying compliant with Duty of Candour, RIDDOR, and CQC statutory reporting all fully built on Odoo ERP.

View Module on Odoo Apps
Odoo NHS Trust Management screenshot

Public Incident Reporting

Secure, mobile friendly reporting allows incidents to be submitted anonymously or with identified details without requiring an Odoo login.

Incident Triage & Harm Grading

A structured triage workflow helps review, validate, reject, and assess incidents using NPSA and LFPSE harm criteria.

PSIRF Aligned Investigations

Supports proportionate investigations, including SWARM huddles, After Action Reviews, MDT reviews, and full Patient Safety Incident Investigations (PSII).

5x5 Corporate Risk Register

Provides a structured risk register with 5x5 risk scoring, controls, mitigations, incident links, and Board Assurance Framework (BAF) integration.

Duty of Candour Compliance

Automates Duty of Candour workflows for applicable harm incidents, including deadline tracking, staged notifications, and letter generation.

RIDDOR & CQC Compliance

Supports statutory reporting through rule based CQC notification tracking and guided RIDDOR assessment with HSE submission deadline management.

Governance Management Module

Governance Management for NHS

Centralised NHS board and committee governance software covering meeting management, board packs, assurance, and DSPT compliance.

Our NHS Governance Management software brings board and committee activity, assurance, and data security compliance into one connected platform helping Trusts run effective, auditable governance cycles built fully on Odoo ERP.

Odoo NHS Trust Management screenshot

Committee & Meeting Management

Schedule and manage NHS board and committee meetings with structured agendas, attendance tracking, and minute management.

Automated Board Packs

Generate and distribute complete board packs using agenda items, meeting documents, and supporting attachments.

Annual Cycle of Business

Plan recurring committee activities and monitor key governance reviews and statutory reporting deadlines throughout the year.

Board Assurance Framework (BAF)

Manage strategic risks, controls, and mitigations through a centralised Board Assurance Framework linked to organisational objectives.

Declarations of Interest (DOI)

Maintain an auditable register of board member declarations of interest to support transparency and good governance.

Centralised Action Logs

Record, assign, and track actions arising from board and committee meetings to ensure clear ownership and timely completion.

NHS DSPT Compliance Tracking

Manage DSPT requirements, evidence, assessments, and actions in one place to support annual NHS data security and protection compliance.

Estates & Facilities Management Module

Estates & Facilities Management for NHS

NHS estates and facilities software for property registers, statutory compliance, medical devices, and ERIC return preparation.

Our NHS Estates & Facilities Management software gives Trusts a single record of sites, statutory certificates, and medical equipment simplifying compliance tracking, preventative maintenance, and annual ERIC reporting fully built on Odoo ERP.

Odoo NHS Trust Management screenshot

Comprehensive Estate Register

Maintain a central record of Trust properties, including GPS coordinates, lease information, bed capacity, and A&E classifications for each site.

Statutory Premises Compliance

Track EPCs, fire risk assessments, and other statutory premises certificates with renewal alerts to support building safety and compliance.

Automated ERIC Returns

Aggregate site level operational and financial information to simplify the preparation of annual Estates Returns Information Collection (ERIC) submissions.

Medical Devices Registry

Maintain a complete inventory of clinical equipment, including device locations, operational lifecycles, and depreciation information across the Trust.

Preventative Equipment Care

Schedule and monitor calibration, servicing, and safety checks for medical devices to support equipment reliability and patient safety.

Backlog Maintenance Tracking

Identify, prioritise, and monitor outstanding maintenance requirements across facilities to support effective infrastructure planning and capital allocation.

Workforce Management Module

Workforce Management for NHS

NHS workforce software covering establishment control, recruitment, mandatory training, and internal staff bank management.

Our NHS Workforce Management software brings Establishment, Recruitment, and Mandatory Training together in one platform, supporting accurate workforce planning, efficient recruitment, and ongoing staff compliance across NHS organisations fully built on Odoo ERP.

View Module on Odoo Apps
Odoo NHS Trust Management screenshot

Funded Establishment Register

Maintain control over funded positions, active roles, and vacancies across departments and the Trust structure.

WTE vs. Headcount Tracking

Monitor Whole Time Equivalent (WTE) alongside staff headcount to support effective workforce planning and staffing levels.

Tailored Recruitment Pipeline

Manage NHS recruitment activities through a dedicated applicant tracking workflow covering candidates and interview stages.

Pre-Employment Compliance

Track essential onboarding requirements, including DBS checks, Right to Work verification, and NMC/GMC professional registrations.

Mandatory Training Register

Centrally manage CSTF training, professional certifications, and CPD requirements for NHS staff.

Automated Expiry Notifications

Receive alerts for upcoming training certificate and professional registration expiries to help maintain workforce compliance.

Internal Staff Bank Management

Manage an internal flexible staffing bank with member availability and shift rate information to support efficient workforce planning.

Shift Offer & Booking Workflows

Publish available shifts to eligible bank members, manage applications, and confirm shift bookings within the workforce system.

Bank vs. Agency Spend Analytics

Compare internal bank staffing costs with external agency spending and monitor shift fulfilment to support better resource allocation.

HMRC Integration (MTD) Module

HMRC Integration (MTD) for NHS

Native HMRC Making Tax Digital integration for NHS organisations, connecting Odoo directly to HMRC for VAT submissions.

Our HMRC Integration (MTD) module connects Odoo directly with HMRC, giving NHS finance teams a compliant, traceable way to calculate and submit VAT returns without external bridging software fully built on Odoo ERP.

Native HMRC API Connection

Connect Odoo directly with HMRC to authenticate the Trust and submit VAT returns securely without external bridging software or manual data exports.

Automated VAT Computations

Use posted general ledger transactions to automatically calculate and populate the nine-box VAT return.

Digital Record Keeping

Maintain digital records with traceable links between submitted VAT figures and their original invoices or bills.

HMRC Obligations & Receipts

Retrieve VAT obligation periods from HMRC and store submission receipt details with filed returns for audit and record-keeping purposes.

Accounting Management Module

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.

Odoo NHS Accounting Management screenshot

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 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

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

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

How We Deliver NHS ERP Implementations

From first consultation to fully operational Cybrosys follows a proven implementation process built for NHS governance requirements.

1

Discovery & Scoping

We map your Trust structure, procurement policies, financial governance, and compliance requirements.

2

Configured Demo

We build a live Odoo demo pre-loaded with your ICB/Health Board structure and NHS chart of accounts.

3

Implementation & Training

Our team configures Odoo, migrates data, integrates HMRC MTD and PEPPOL, and trains your staff.

4

Go Live & Support

You go live with confidence, backed by ongoing support for audits, upgrades, and statutory reporting.

Ready to Modernise NHS Back Office ERP Operations?

Speak with our NHS ERP specialists and discover how Odoo healthcare ERP can streamline your Trust Management, NHS Procurement, CQC Compliance, and Financial Governance operations.

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Calicut

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

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

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