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Custom Odoo ERP for Ontario ADP vendors

The ERP that runs an ADP business, from the therapist's call to the closed claim.

Built inside two working ADP vendors, Westin Healthcare and Mobility Specialties. Claims, therapist and rep portal, long-term care repairs, loaners, rentals, delivery and split billing share one record, so your office stops chasing files across inboxes, folders and spreadsheets.

ADP and client portions worked out on every line, then billed on separate invoices.
Therapists upload documents to their own cases in a portal instead of emailing them.
Each step checks its paperwork before the case can move on, and the evidence stays on the case.
Book a call Walk through a claim
Fusion Claims / ADP / All ADP Orders Illustration
ADP case

Power wheelchair approved. Proof of delivery on file. Ready to bill.

Ready to Bill
Funding ADP and client portions From the client type, the approved devices and any deduction.
Therapist Application uploaded in the portal On the case with its revision, not in someone's inbox.
Delivery Technician task completed Signed proof of delivery attached to the case.
Billing Supplier bill matched Each funded line linked to the bill that proves it was bought.
Assess Apply Approve Deliver Bill
Fusion Claims Authorizer & Sales Portal LTC Management Loaners Fusion Tasks
The vision

An ADP case passes through a therapist, a sales rep, the office, purchasing, a technician and billing. The software should carry it the whole way, so no step depends on someone's memory.

Generic ERPs treat a wheelchair like any other sale. An ADP vendor needs more: the funding rules on every line, the application and its signed pages, the approval, the proof of delivery, the supplier bill and the claim file, all kept with the case for the day ADP asks.

We built that on Odoo for Westin Healthcare and Mobility Specialties, and we implement the same modules for other Ontario ADP vendors, configured to how each business runs.

1

One case file from first call to closed claim

The meeting, assessment, quotation, application, approval, purchase order, delivery, invoices and claim file all link to one ADP case, with an order trail showing what is in place.

2

Every role gets its own door

Therapists and sales reps work in a portal. Technicians work from their tasks. LTC staff use a repair form. The office sees all of it in Odoo.

3

The rules live in the software

A case cannot be marked ready for submission while a required reference is missing, and an ADP invoice waits for proof of delivery and supplier evidence. New staff follow the same checks as your most experienced person.

What ADP vendors deal with

Where an ADP case loses days, money and audits.

Ten problems ADP vendors run into, in the order a case meets them. Each one is paired with what the system does about it. Where the software cannot fix the cause, it keeps the problem visible on the case.

  1. 1
    The problem

    The therapist gets the client details late

    The assessment happens, but the client information reaches the occupational therapist days later, by email or phone, and the clock on the application has not even started.

    What the system does

    Completing the assessment distributes its documents to the authorizer, the sales rep and your internal records, and the case appears in the therapist's own portal with the client, devices and status.

    Authorizer & Sales Portal
  2. 2
    The problem

    The application comes back late, or not at all

    Once the therapist has the case, the application waits: they forget, or they are missing something they need. That adds days, sometimes weeks.

    What the system does

    The case sits in Waiting for Application where everyone can see it. Reminders go to the therapist 4 and 8 days after the assessment by default, copying the rep and office, and the therapist uploads the application to that case in the portal. The funding forms library is in the portal too.

    Fusion Claims and Portal
  3. 3
    The problem

    Mistakes slip through to ADP

    An application with a missing reference or the wrong file is easy to miss on a busy day. ADP sends it back, and the client often waits another week or two.

    What the system does

    Ready for Submission checks the authorization date, client references, reason, previous-funding date, original application and signed pages. Stage 1 of the two-stage verification records the device types submitted and refuses a submission without the final PDF and an .xml data file. It catches gaps in your file; ADP still makes its own review.

    Fusion Claims
  4. 4
    The problem

    What was approved is not what gets ordered

    The approval says one thing, the order says another, and an item ADP did not fund goes out the door without anyone billing the client for it.

    What the system does

    Stage 2, Device Approval Verification, records exactly which devices ADP approved. Anything not approved moves to the client portion automatically, so giving an item away becomes a deliberate change someone makes, not an oversight.

    Fusion Claims
  5. 5
    The problem

    Purchase orders drift away from the case

    Special orders are placed from email, and months later nobody can say which purchase order bought which client's chair.

    What the system does

    Create PO builds purchase orders from the case lines, grouped by vendor and marked for the client, and links each one back to the case. Adding a purchase order to the case starts the supplier-bill match.

    Sale Order to Purchase Order
  6. 6
    The problem

    Proof of delivery goes missing

    The chair is delivered, the paper proof of delivery sits in a van, and billing stalls until someone finds it.

    What the system does

    The technician captures a signed proof of delivery on the task, and it is kept with the case. Ready to Bill will not open without the delivery date and the signed proof as a PDF.

    Fusion Tasks and Fusion Claims
  7. 7
    The problem

    Documents are scattered

    The application, signed pages, approval letter, XML, proof of delivery and supplier invoice live in different inboxes and folders.

    What the system does

    Every document sits on the case. The order trail shows a checklist of what is in place, and portal uploads keep each revision with who uploaded it.

    Fusion Claims
  8. 8
    The problem

    Billing errors, and bills missing at close

    A wrong split or a missing supplier invoice is only found when the payment is short or an auditor asks.

    What the system does

    The claim export rechecks every line against the device-code prices and refuses to run on a mismatch. ADP cannot be billed without a supplier invoice PDF on the case unless a manager records an override with a reason, and the close-case review checks vendor bills before closing.

    Fusion Claims
  9. 9
    The problem

    Audits mean hunting for paper

    When the audit letter arrives, staff spend days rebuilding files from memory and email.

    What the system does

    The evidence is gathered as the case moves. Each case shows its audit status, and the audit workbench matches ADP's sample to cases, flags amount differences and builds evidence packs.

    Fusion Claims
  10. 10
    The problem

    One person holds all of it

    The ADP codes, the portions and the billing file live in one person's head and spreadsheets.

    What the system does

    The codes, the calculation and the billing file live in the system instead. See below.

    Fusion Claims The single-person risk →
The single-person risk

Most ADP vendors depend on one person who knows ADP.

One person knows the device codes, builds the .txt billing file for ADP by hand, tracks the ADP and client portions and keeps the compliance paperwork. Mistakes are easy to make, and because nobody checks that person's document keeping, problems surface at the audit. When that person is away, billing stops.

In the ERP the knowledge lives in the system, so the work does not depend on one desk.

  • 1,895 ADP device codes with their ADP prices ship with Fusion Claims, and updates import from JSON or CSV.
  • Portions ADP and client portions are calculated on every line from the client type, the approval and any deduction.
  • .txt file The ADP billing file is built from the posted ADP invoices and checked before it is written.
  • Visible Managers see each case's order trail and audit status, and every billing file sent is kept in Claim Submission Files.

Recognise these problems? Book a call and walk us through how a case moves through your office today.

Book a call Call 905-792-0000
What your team sees

Screens from the ADP ERP.

Recreated on a demo company with invented clients. These are the same kinds of screens the teams at Westin Healthcare and Mobility Specialties work in. Click any screen to see it larger.

Built by Nexa Systems Sample data
Fusion Claims list of ADP orders with status, client type, and ADP and client portions
An ADP order splitting each device between the ADP portion and the client portion
ADP case details tab showing the approval validity countdown, client type, and assessment dates
ADP documents tab with the application, signed pages, final application, XML file, and approval letter
Loaner equipment list with checked out, overdue, and returned wheelchairs, rollators, and power chairs
Authorizer portal dashboard with case counts, the queue, and the upcoming ADP posting deadline
Authorizer portal case list with devices, claim numbers, and statuses
1 / 7

Every ADP order with its funding status, client type, claim number, and the ADP and client portions.

Device lines split between ADP and the client automatically; non-funded upgrades go to the client.

The approval countdown, client type, reason for application, and assessment dates on one tab.

The application, signed pages 11 and 12, the XML file, and the approval letter, all on the order.

Loaner chairs and rollators with return dates, overdue flags, and rental conversions.

Occupational therapists see their queue and the next ADP posting deadline without calling the office.

Every case with its devices, claim number, sales rep, and current status.

How it helps

Each module removes a specific headache.

We build on Odoo, then add our Fusion modules for the work generic ERPs leave out. Here is what each one does, shown on its own screen.

Fusion Claims

The ADP case, from quotation to closure

You cannot tell which claims are stuck, why, or whether the paperwork would survive an audit.

  • Tracks ADP claims from quotation through submission, approval, billing and closure.
  • Calculates ADP and client portions on sales and invoice lines, and creates separate client and ADP invoices.
  • Records which devices were approved before billing, with serial numbers, placement and authorizer details.
  • Ships with 1,895 ADP device codes and their ADP prices, and imports updates from JSON or CSV.
  • Exports the claim billing file in TXT format, parses ADP statements and builds evidence packs for ADP audits.
Fusion Claims in detail →
The order trail shows at a glance which documents and billing steps are in place.

Fusion Authorizer & Sales Portal

For occupational therapists and sales reps

Applications arrive by email, therapists call to ask where a case is, and reps rebuild the quote from paper notes.

  • Lets authorizers view their assigned ADP cases and search by client or claim reference.
  • Accepts ADP document uploads with revision tracking, plus case notes and status notifications.
  • Gives sales reps their cases and client assessments, with wheelchair specifications, measurements and touch-friendly signatures.
  • Creates a draft sales order when an assessment is completed.
  • Includes a document library of funding forms for authorizers, and a public assessment-booking request that alerts your office.
The portal in detail →
The therapist uploads the application to the case in their portal instead of emailing it.

Fusion LTC Management

Repairs and cleanups for long-term care homes

Facility contracts bring a steady stream of repair calls and scheduled cleanups that get lost between phone messages and the technician's day.

  • Maintains long-term care facilities with floors, nursing stations and contacts, plus family and power-of-attorney contacts for residents.
  • Lets facility staff submit repair requests through a portal form that can be password protected and asks for before photos.
  • Tracks repairs on a board: New, In Review, In Progress, Completed, Invoiced.
  • Schedules recurring cleanups (quarterly, semi-annual, annual or a custom interval) and creates technician tasks for them.
  • Creates linked sales orders for repair billing and prints nursing-station repair logs.
Fusion LTC in detail →
The LTC repair board: an emergency request from room 214 on top, each card with its room, serial and facility.

Fusion Loaners Management and Fusion Rental

Equipment that goes out and has to come back

Loaner chairs disappear while a client waits for funding, and rental renewals, deposits and returns live in a spreadsheet.

  • Tracks loaner checkout, return and location by serial number, with an audit trail and inventory transfers.
  • Identifies overdue equipment, sends reminder emails and converts overdue loaners into rentals.
  • Gives sales reps and authorizers portal access to loaner equipment.
  • Rentals: agreements signed online, separate invoices for rental charges and security deposits, automatic renewals with reminders and a cancellation link.
  • Returns collect condition notes and photos, then deposit deductions and refunds are processed after inspection.
Loaners Rental
Loaner chairs and rollators with return dates, overdue flags, and rental conversions.

Fusion Tasks and Fusion Meetings

Assessments, deliveries and technician visits

Delivery dates, technician routes and therapist appointments are juggled in separate calendars, and the proof of delivery comes back on paper weeks later.

  • Books assessments from the sales, technician and authorizer dashboards, with clash and drive-time checks, demo equipment and reminders.
  • Schedules technician visits, plans the day's travel and tracks visits through en route, in progress and completed.
  • Captures signed proof-of-delivery documents for completed work.
  • Lets technicians book follow-up visits and emails clients a delay notice with a revised arrival estimate.
  • Synchronises tasks and technician locations across configured instances.
Tasks Meetings
The delivery is scheduled as a task with a technician, date and time.

Fusion Inventory and Sale Order to Purchase Order

Buying the right part for the right client

Special orders are placed from email, margins are a guess, and nobody can show which supplier invoice paid for which client's chair.

  • Creates purchase orders straight from the case, grouped by vendor and marked for the client, before or after approval.
  • Shows product margins and updates product costs from vendor bills.
  • Supports serial-number scanning and gives sales reps a mobile inventory sheet.
  • Reserves stock with time-limited bookings and shows incoming purchases in a shadow inventory.
  • Synchronises stock across configured Odoo instances and tracks inter-company transfers.
Inventory Sale Order to Purchase Order
Create PO groups the case lines by vendor and links the purchase order back to the case.
End to end

Follow one ADP claim through the system.

Nine stops from the therapist's call to the closed case. Pick a stop, or use the arrow keys, to see who acts, what the system does and the screen your team works in.

Stop 1 of 9

Book the assessment

  • Sales rep
  • Office
  • Therapist
What happens
The rep or office books the visit with the therapist, client, time, place and the demo equipment to bring. A therapist can also request an assessment from their own portal. The therapist gets an invitation and both get a reminder the evening before.
What it saves you
Clashes show before the booking is saved, and the equipment to bring is written on the meeting.
A sales rep books the assessment with the therapist, client, time, place and the equipment to bring.
Stop 2 of 9

Run the express assessment

  • Sales rep
What happens
The rep records the client, health card details, funding client type, reason for application and the equipment on the ADP Express form. Completing it creates or links the client and builds a draft order with ADP and client portions for the rep to review.
What it saves you
The quotation starts from the assessment instead of being retyped at the office.
The rep records the client, health card details and funding type on the ADP Express form.
Stop 3 of 9

Collect the application and signed pages

  • Therapist
  • Office
  • System
What happens
The therapist uploads the application to the case in their portal, and the office sees each revision. If it has not arrived, reminders are queued to the therapist 4 and 8 days after the assessment by default. The office then records how Pages 11 and 12 were provided.
What it saves you
No personal information sent as email attachments, and no application forgotten in a queue.
The office sees each uploaded revision, who uploaded it and which copy is current.
Stop 4 of 9

Check, then submit

  • Office
What happens
Ready for Submission checks the authorization date, client references, reason, previous-funding date, original application and signed pages. The submission step needs the final PDF and an .xml data file. Staff upload to the ADP portal themselves, then record the submission and ADP's response on the case.
What it saves you
Errors are caught in the office, before ADP sends the application back.
The submission step refuses a data file that does not have the .xml extension.
Stop 5 of 9

Record the approval

  • Office
  • System
What happens
Staff enter the claim number and confirm which devices were approved, with any deduction. Portions are recalculated, unapproved items become client funded, and the client and rep get an approval email with the Approved Items Report. Each therapist gets one summary of their decided cases.
What it saves you
No hand recalculation, and therapists get one email a week instead of one per case.
Staff confirm which devices ADP approved before the case moves on.
Stop 6 of 9

Order the equipment

  • Purchasing
What happens
Create PO groups the case lines by vendor, marks each purchase order for the client and links it back to the case. It works before or after approval, so long-lead items can be ordered early.
What it saves you
Every purchase traces to the client it was bought for, which the supplier-bill match relies on later.
Create PO groups the case lines by vendor and links the purchase order back to the case.
Stop 7 of 9

Deliver and keep the proof

  • Office
  • Technician
  • Client
What happens
The delivery is scheduled as a technician task. The proof of delivery lists the devices and serial numbers for the client to sign. Ready to Bill needs the approval, completed device verification, the delivery date and the signed proof of delivery as a PDF.
What it saves you
Billing cannot start on a delivery that has no proof on file.
The case moves to ready to bill once the delivery date and signed proof of delivery are on file.
Stop 8 of 9

Invoice and export the claim file

  • Billing
What happens
The client invoice carries only the client portion and the ADP invoice only the ADP portion. Funded lines are matched to supplier bills by serial, purchase-order link and other rules. Export ADP Claims builds the comma-separated .txt file, checks portions against the device prices, and saves every file with its posting period.
What it saves you
Two correct invoices from one case, and a retrievable record of every claim file you sent.
Export ADP Claims builds the submission file for the selected invoices.
Stop 9 of 9

Close the case, ready for the audit

  • Office
  • Claims manager
What happens
Before closing, the case is checked for signed pages, final application, proof of delivery and vendor bills. Closing anyway takes a written reason of at least 20 characters. If ADP requests an audit, the audit workbench matches the sample to cases and builds evidence packs.
What it saves you
Audit evidence is gathered as the work happens, not reconstructed months later.
Before closing, the case is checked for signed pages, final application, proof of delivery and vendor bills.
See all 24 steps with screens Download the guide (PDF)

The status-report PDF reader is in beta. The system records submissions and builds the claim file; it does not upload to the government portal. Other funders run their own flows: see the funding programs, or the phone and email version of the guide (PDF, 2.6 MB).

The ADP billing export

The .txt billing file for ADP, built and checked by the system.

Nobody types the billing file by hand. Billing staff select the posted ADP invoices, and Export ADP Claims writes the comma-separated file ADP expects, after checking every line.

  1. 1

    Approved, delivered, invoiced

    Only ADP invoice lines with a device code found in the device-code database are exported. Labour, delivery and non-funded codes are skipped.

  2. 2

    Checked against the codes

    Each line's portions are recalculated from the ADP price, the client type and any deduction. A mismatch stops the export with ADP Export Verification Failed.

  3. 3

    One line per unit

    A device with a quantity of two becomes two lines. Dates are written as ddmmyyyy, with no header row.

  4. 4

    Saved for the record

    The file is named VENDORCODE_YYYY-MM-DD.txt and saved to Claim Submission Files with its posting period and line count. A repeated file name gets a warning, and each invoice is marked exported.

Example DEMO99_2026-10-15.txt Invented demo vendor, claims and serials 
DEMO99,0000000001,DEMO,INV/2026/00002,15102026,14102026,,,WM0002175,MAP-WM-2001,,1,3098.00,2323.50,774.50,REG
DEMO99,0000000001,DEMO,INV/2026/00002,15102026,14102026,,,SE0000113,MAP-SC-0001,,1,369.00,276.75,92.25,REG
DEMO99,0000000002,DEMO,INV/2026/00004,15102026,13102026,,,AA0000560,,,1,64.00,64.00,0.00,ODS

Field order follows the export code in Fusion Claims. Point at a field to find it in the file. The REG lines split 75% and 25% on the ADP price; the ODS line is 100% ADP. Your staff upload the file to the ADP portal themselves.

Built by Nexa Systems Sample data
Export ADP Claim wizard with vendor code, export date and one invoice selected
Export Complete dialog with the generated text file, a duplicate file name warning and the download button.
Claim Submission File record with export details and the file preview.
1 / 3

Export ADP Claims builds the submission file for the selected invoices.

The export confirms the lines written, warns about a repeated file name and saves the file for download.

Every exported file is saved with its date, posting period, total and line count.

Still building the billing file by hand? Book a call and we'll show the export on a demo company.

Book a call Call 905-792-0000
A complete ERP

Run the whole business in one place, not ten.

Claims are only part of the day. Accounting, payroll, purchasing, stock, sales, repairs and maintenance run in the same Odoo system, on the same clients and products, so nothing is typed twice.

Accounting

Fusion Accounting

Post the client and ADP invoices, reconcile the bank and read the numbers in the same system as the claims.

More on this area →
  • Bank reconciliation, profit and loss, balance sheet, trial balance and general ledger in Odoo Community.
  • Customer follow-ups with several reminder levels, and balances in six ageing buckets.
  • Canadian reporting and fixed assets in the same suite.
  • Each ADP invoice keeps its own ADP billing status, separate from its accounting state.
  • Prefer QuickBooks Online? The Fusion QuickBooks Connector syncs customers, invoices, bills and payments both ways.
The Profit and Loss (Canada) report on the demo company.

Payroll

Fusion Payroll

Pay your office, sales and technician staff from the same system, with Canadian deductions and year-end slips.

More on this area →
  • Canadian payroll taxes with CPP, CPP2 and EI for the supported jurisdictions. Quebec is not supported.
  • Weekly, biweekly, semi-monthly or monthly pay schedules with vacation, statutory holiday and overtime pay.
  • T4 slips, T4 Summaries and T4A slips, and Records of Employment with BLK exports.
  • CRA remittances tracked with paid-period locks, and CPA-005 direct-deposit files for the bank.
A biweekly payroll run on a demo company, with hours, vacation pay and regular pay per employee.

Purchasing

Odoo Purchase and Sale Order to Purchase Order

Buy for the case, from the case, and keep every purchase order tied to the client it was bought for.

More on this area →
  • Requests for quotation, purchase orders, receipts and vendor bills with standard Odoo Purchase.
  • Create PO from the case, grouped by vendor and marked for the client.
  • Uses the chosen vendor's price when there is one, otherwise the product cost.
  • Purchase orders linked to the ADP case drive the supplier-bill match used at billing and audit.
Requests for quotation and confirmed purchase orders to the demo vendors.

Inventory

Odoo Inventory and Fusion Inventory

Know what is on the shelf, what is on order and which serial went to which client.

More on this area →
  • Receipts, deliveries and stock by location, with serial numbers on chairs and powered equipment (standard Odoo Inventory).
  • Physical inventory counts with the difference posted when you apply them.
  • Fusion Inventory adds product margins, cost updates from vendor bills and a mobile inventory sheet for reps.
  • Time-limited stock reservations, and stock synchronised across configured Odoo instances.
On-hand stock for chairs, cushions, parts and rental equipment.

CRM

Odoo CRM, Fusion Connect and Fusion Meetings

Follow every enquiry, from the first call to the quotation, without a separate sales tool.

More on this area →
  • A pipeline of opportunities by stage, with expected revenue and the next activity (standard Odoo CRM).
  • A won opportunity becomes a quotation in the same system.
  • Calls are logged against the contact with Fusion Connect, with click to dial from any phone field.
  • Assessments are booked from the rep dashboard with Fusion Meetings.
The sales pipeline on the demo company, by stage with expected revenue.

Repairs

Odoo Repairs, Fusion LTC Management and Fusion Tasks

Fix clients' equipment as a tracked job, with parts from stock and a bill at the end.

More on this area →
  • Repair orders for the client's own equipment, with parts taken from stock (standard Odoo Repairs).
  • Mark a repair as under warranty, or create the quotation for the client from the repair.
  • Long-term care homes send requests through the facility repair form, onto the LTC repair board.
  • Repair visits run as technician tasks, with signed proof captured on completion.
Repair orders for client equipment, from new to under repair.

Maintenance

Odoo Maintenance

Keep your own vans, demo units and workshop tools in service.

  • An equipment register for delivery vans, demo stairlifts and lifts, and workshop tools (standard Odoo Maintenance).
  • Preventive and corrective requests on a board, with a maintenance team and technician.
  • Recurring preventive maintenance repeats on the interval you set.
  • Scheduled dates appear on the maintenance calendar.
Maintenance requests for the demo company's vans and demo equipment.
Also in the same system

Rentals, funding help, phones and faxes.

Recreated on the demo company with invented clients. Click any screen to see it larger.

Built by Nexa Systems Sample data
Rental orders board with hospital bed, knee scooter and transport wheelchair rentals by status
Funding finder on a website asking where the client lives, with Ontario regions to choose from
Call history list with inbound and outbound calls, durations, statuses and the matched contact
Fax list with sent, received, draft and failed faxes to a therapist, a care home and a vendor
1 / 4

Fusion Rental: rental orders by status, with pickups and returns flagged.

Fusion Funding: a five-question funding finder for your own website.

Fusion Connect: every call linked to the matching contact, with duration and status.

Fusion Faxes: sent and received faxes kept against the contact, with failed ones easy to spot.

Also available: Fusion Rental Website for online rental checkout, Fusion Schedule for two-way Google and Outlook calendars, Fusion Meetings for assessment booking, and Fusion QuickBooks Connector if you keep QuickBooks Online.

Planning more than claims? Book a call and we'll scope the work for your whole business.

Book a call Call 905-792-0000
1,895
ADP device codes with prices, shipped with Fusion Claims
7
ADP client typesREG, ODS, OWP, ACS, LTC, SEN, CCA
11
Sale types on one case form, from ADP to WSIB and rentals
14 days
Default ADP posting cycle behind the billing reminders
Made for each person

Who uses it, and what changes for them.

An ADP vendor is a team of very different jobs. Each role gets the screens it needs and nothing it does not.

Owner

See the business through its cases instead of through whoever you ask that day.

  • Every ADP order with its status, client type, claim number and both portions, in work queues for pre-submission, ADP review and orders and billing.
  • Each case's order trail shows which documents and billing steps are in place, and an audit status measures supplier-bill evidence.
  • Margins on products, costs updated from vendor bills, and the same checks applied by every staff member.
  • Phone history, faxes and notes on the client record when a complaint reaches you.
Every ADP order with its funding status, client type, claim number, and the ADP and client portions.

Office and claims staff

The system tells you what is missing before ADP does.

  • Application Received records the original application and how the signed pages arrived; Ready for Submission lists what is still missing.
  • Optional XML parsing fills case and client details from the uploaded file without overwriting manual entries.
  • Reminders for late applications, acceptance follow-ups, billing deadlines and corrections arrive as activities and emails.
  • Split invoices, supplier-bill matching, the .txt export and a register of every claim file sent.
A case cannot be marked ready for submission while a required client reference is missing.

Therapist (authorizer)

A portal of their own, so they stop calling and emailing your office for updates.

  • Their assigned cases only, searchable by client or claim reference, with status and the next ADP posting date.
  • Upload the application and signed pages to the case, with each revision kept.
  • Request an assessment and see which rep will attend; add case notes.
  • A library of funding forms and guides, and one approval summary email instead of one per case, with an opt-out.
Occupational therapists see their queue and the next ADP posting deadline without calling the office.

Sales rep

Everything for the visit in the portal, and a draft quote waiting when the assessment is done.

  • Book assessments with clash and drive-time checks, and start the assessment from the meeting.
  • ADP Express form with wheelchair specifications, measurements and signatures; completing it builds the draft order.
  • Their own cases and assessments, a mobile inventory sheet and access to loaner equipment.
  • Copied on the approval email for their clients.
Confirming the assessment builds a draft quotation with ADP and client portions for the rep to review.

Technician

A day of tasks in order, with the paperwork that billing needs captured on the spot.

  • Deliveries, repairs, LTC cleanups and follow-ups as tasks with times, durations and planned travel.
  • En route, in progress and completed statuses, with a delay email to the client when running late.
  • Signed proof of delivery listing the devices and serial numbers, attached to the case.
  • Book a follow-up visit or ask the office to schedule a revisit.
The proof of delivery form lists the devices and serial numbers for the client to sign.

LTC facility

Nursing staff report a problem in a minute, and your office gets everything the technician needs.

  • A repair form that can be password protected: facility, resident, room, serial, issue, emergency flag and before photos.
  • Family and power-of-attorney contacts kept for each resident.
  • Recurring equipment cleanups on a schedule, each one a technician task.
  • Nursing-station repair logs and repair summaries printed for the home.
The repair request form facility staff fill in, here for an invented resident at Example Care Home.
Client stories

Built inside two Ontario ADP vendors.

This ERP was shaped by the daily work at Westin Healthcare and Mobility Specialties. Each runs its own system, configured to how it operates.

Westin Healthcare

westinhealthcare.ca
The situation
An Ontario ADP vendor that sells, rents, delivers and repairs equipment, with its public website on Odoo carrying funding information and local service pages.
What made it hard
Every case touches the therapist, the rep, the office, purchasing, a technician and billing. When those hand-offs live in email and spreadsheets, the case stalls at whichever desk is busiest, and the evidence for an audit has to be rebuilt later.
How it runs now
ADP claims, funding splits, therapist approvals, equipment sales, rentals, deliveries, repairs and billing run through the ERP the whole team uses every day, built on Fusion Claims. Some workflows were built for Westin alone and are not sold as products.
ADP claimsFunding splitsTherapist approvalsSalesRentalsDeliveriesRepairsBilling

Mobility Specialties, Etobicoke

mobilityspecialties.ca
The situation
Westin's sister company: a separate business with its own team, its own stock and its own ADP cases, working alongside Westin.
What made it hard
Two companies that share equipment and service work cannot run on one set of books, but re-entering the same stock and the same service visit in two places wastes time and invites mistakes.
How it runs now
Mobility runs the same ERP on its own system, every day. Inventory and service tasks sync between the two businesses, and both use one catalogue of standard service-call, labour, delivery and installation products.
Its own systemInventory syncService task syncShared service catalogue

Both stories describe how the businesses work, not results. Screens on this page come from a demo company with invented data; nothing here is taken from either client's system.

Examples

Situations an ADP vendor handles every week.

Illustrative examples of how the system behaves. The amounts are made up, not client results.

Example

A walker with a 25% client portion and an upgrade

A REG client is approved for a walker with an ADP price of $1,000.00 and wants a non-funded basket for $60.00.

  1. The walker line splits $750.00 ADP and $250.00 client.
  2. The basket has no ADP code, so all $60.00 goes to the client.
  3. The client invoice is $310.00 and the ADP invoice $750.00, before tax.
Example

Approved with a deduction

ADP approves a wheelchair but reduces the funded amount on its cushion by $100.00.

  1. Staff enter an Amount deduction of $100.00 on the cushion line while confirming the approval.
  2. That $100.00 moves from the ADP portion to the client portion.
  3. The case shows Approved with Deduction, and invoices already created can be updated.
Example

The device ADP did not approve

A power tilt module is quoted with the chair, but only the chair is approved.

  1. Staff leave the tilt module unticked in the approval review.
  2. The system makes it fully client funded and leaves it off the ADP invoice.
  3. The approval email to the client attaches the Approved Items Report.
Example

The application that never came back

The assessment ended on a Monday and the therapist is busy.

  1. By default a reminder is queued to the therapist 4 days after the assessment, copying the rep and office.
  2. A second follow-up goes out at 8 days, and both are logged on the case.
  3. The therapist uploads the application to the case in the portal.
Example

A loaner while funding is pending

A client needs a chair now, but the ADP approval will take weeks.

  1. The rep checks out a loaner by serial number, creating a stock transfer.
  2. After 5 days out the rep and office get a reminder; at 8 days the client gets one too.
  3. If the client keeps it, staff convert the loaner into a rental.
Example

ADP asks for an audit

A list of sampled claims arrives months after billing.

  1. Staff import the audit appendix into the audit workbench.
  2. Each sampled claim is matched to its case, and any amount difference is flagged.
  3. Invoice, supplier bill, proof of delivery and payment evidence are gathered into evidence packs.
Try it

How one funded line splits

This follows the rules the system uses on an approved ADP device with a quantity of one: REG clients split 75% ADP and 25% client on the ADP price, other client types are 100% ADP, a Percentage deduction is the share of the ADP portion still paid, and an Amount deduction is taken off the ADP portion.

ADP invoice$750.00
Client invoice$310.00
  • Device, ADP portion $750.00
  • Device, client portion $250.00
  • Non-funded extras, client $60.00

An illustration of the system's calculation before tax, not funding advice. ADP decides what it funds; your configuration and the approval on file decide what the system bills.

Getting started

The modules come with an implementation.

There is nothing to download and install on your own. We set the system up around your business, then stay on to support it.

A first call

You walk us through your claims, sales, service, inventory and billing as they run today.

Map the workflow

We find the billing and document bottlenecks and choose the Fusion modules you need.

Scope and quote

A written scope and quote for your departments, products, payers and reporting.

Configure

Odoo and the modules configured around how your team works, with your data brought across.

Go live

Your team starts working in the system, and we support it from there.

This is a strong fit if you:

  • Sell and service mobility equipment, seating, wheelchairs, rentals, repairs or home accessibility products.
  • Work with ADP plus at least one other payer such as ODSP, March of Dimes, WSIB, insurance or private pay.
  • Serve long-term care homes, or lend equipment while funding is pending.
  • Have billing delays because approvals, documents, delivery proof and invoices are not connected.

This is not the right fit if you:

  • Only need a basic website, brochure or simple accounting setup.
  • Do not want to standardize your workflow or change how staff move cases through the business.
  • Want a generic Odoo install with no ADP-specific configuration.
  • Want to buy modules and install them yourself.
Program references: Ontario's Assistive Devices Program explains ADP funding models, registered vendor billing and eligibility. Official details remain with the Government of Ontario: Assistive Devices Program and authorizer/vendor registration.
FAQ

Common buying questions

Clear answers before you book a call.

Is this used by real ADP vendors today?

Yes. Westin Healthcare and its sister company, Mobility Specialties in Etobicoke, both run this ERP every day. Each has its own system built on our Fusion Claims module, and inventory and service tasks sync between the two businesses.

Which funding programs does it handle besides ADP?

Each case carries a sale type: ADP, ADP/ODSP, ODSP, WSIB, Direct/Private, Insurance, March of Dimes, Muscular Dystrophy, Others, Rentals or Hardship Funding. ODSP has its own Standard, SA Mobility and Ontario Works flows, March of Dimes has its own case flow and split invoices, and ACSD clients run inside the ADP workflow as client type ACS. See the funding programs.

Does it submit claims to the ADP portal for us?

No. Your staff still upload the application and the claim file to the government portal. The system checks the files before submission, records the submission and ADP's response, and builds and keeps the .txt claim file for each billing run.

Does it build the ADP billing file?

Yes. Export ADP Claims writes the comma-separated .txt file from the posted ADP invoices, one line per unit, after rechecking each line's portions against the device-code prices. A mismatch stops the export. Each file is named VENDORCODE_YYYY-MM-DD.txt and saved in Claim Submission Files.

Do therapists and sales reps need full Odoo licences?

No. They sign in to the portal, which shows a therapist only the cases assigned to them and gives sales reps their own cases, assessments and bookings, without your internal ERP screens.

Can long-term care homes send us repair requests?

Yes. Fusion LTC Management gives facility staff a repair request form, optionally password protected, that asks for the resident, room, serial number, issue and before photos. Requests land on a repair board, and recurring equipment cleanups create technician tasks.

Can this replace QuickBooks and spreadsheets?

For day-to-day operations, yes. The goal is to move claims, sales, service, inventory, billing and reporting into Odoo. Accounting can run in Odoo with Fusion Accounting, or stay in QuickBooks Online with two-way sync.

Can we buy the modules and install them ourselves?

No. The modules come with an implementation. We map how your business runs, configure Odoo and the modules around it, move your data and train your team.

How does a project start?

With a call. We map your current workflow, find the billing and document bottlenecks, and choose the Fusion modules you need. Then we scope and quote the work and configure Odoo around your departments, products, payers and reporting.

Make the software match how your ADP business runs.

Book a call and walk us through your claims, sales, service, inventory and billing. We'll show the system on a demo company and scope the work for your business. Prefer the phone? Call 905-792-0000.

Book a call Call 905-792-0000
The ADP claims workflow ADP guide (PDF) Funding programs