- Name of Company: Sport Nutrition
- Location: Belgium
- Industry: Sports nutrition retail and e-commerce
- Company size: Medium
- Current scale:
- 16 physical stores across Belgium
- 2 e-commerce websites
- 40-50 employees (25 Odoo users)
- Over 2,200 products
- Time of implementation: 6 months
- Systems implemented: POS, eCommerce, Website, Sales, Inventory, Purchase, and Invoicing
- Version of Odoo: Started with V13, then upgraded to V16
It was a Saturday morning in Belgium when Sport Nutrition's payment system crashed. Card payments stopped working across all POS locations, threatening to paralyze their operations.
Within minutes, a WhatsApp message bridged the 6,000-mile gap between Belgium and Southeast Asia. One Portcities developer dedicated their entire Saturday to the crisis.
And by Monday morning, it was as if the problem had never existed.
"The time difference that initially concerned us became our secret weapon," recalls Ben Smet, Sport Nutrition's Operations, eCommerce, and Marketing leader. "While Belgium sleeps, Portcities works. We wake up to completed system updates and detailed WhatsApp notifications about overnight improvements."
From Manual to Digital: A Transformation Story
In 2019, Sport Nutrition stood at a crossroads. What began as a modest operation of 2-4 shops grew into an ambitious nationwide expansion vision. But their foundation—built on Excel sheets and manual processes—was cracking under the pressure.
"We're losing an entire day just to restock one store," Ben remembered. A POS resupply with 200 line items consumed half a day, while daily sales required manual reconciliation with Bancontact tickets. For a business dreaming of expansion, these weren't just inefficiencies—they were roadblocks to growth.
Remote Implementation: Turning Distance into Advantage
The solution came from an unexpected direction: a partnership with Portcities, headquartered thousands of miles away in Southeast Asia. The 6-7 hour time difference, initially seen as a challenge, proved to be transformative.
"When it's 8 AM at Portcities, it's only 2 AM in our time zone," explains Ben. This timing allows for a perfect workflow: system updates, maintenance, and critical changes happen while Sport Nutrition's stores are closed. The Belgian team arrives each morning to find improvements completed and documented.
This arrangement has revolutionized Ben's daily operations. He dedicates his mornings (6 AM to 11:59 AM) to projects and development work with the Portcities team, then switches to business operations in the afternoon—a natural rhythm that maximizes productivity across time zones.
Breaking Down Communication Barriers
"While many European teams use Slack, which can create a 'wall' between developers and customers, Portcities uses WhatsApp," notes Ben. "Some might find this unconventional, but for us, it's been a game-changer."
The implementation process brought unique challenges. When Worldline wasn't supported in Odoo, the team developed a custom plugin using Raspberry Pi, which was later replaced by a streamlined Stripe integration. Over 80 system updates followed, each addressing specific Belgian market requirements.
Measurable Impact
Today, Sport Nutrition's transformation speaks through numbers:
- Store Network: From 2-4 shops to 16 physical stores across Belgium
- Digital Presence: Two thriving e-commerce websites
- Team Growth: 40-50 employees, with 25 actively using Odoo
- Operational Efficiency:
- POS resupply time cut from 4-5 hours to 2.5 hours
- Zebra Scanning Pads integrated with Odoo for real-time tracking
- Automated low-stock notifications for smarter inventory management
- Product Range: Expanded from dozens to over 2,200 products
- Delivery Speed: 24-hour delivery for Belgian customers ordering before 2:00 PM
The Human Element
"The strength of our collaboration lies in the relationship between us as the customer and your team," reflects Ben. "When things get stressful—like during the update from Odoo V13 to V16—we never hesitate to send a fun meme or GIF to lighten the mood. It's this blend of professionalism and a bit of humor that keeps things moving forward smoothly."
While they may not be Portcities' largest client, Sport Nutrition’s unique requirements—three languages, specific market needs, and complex operations—have helped forge a strong partnership.
Key Takeaways
Sport Nutrition's journey offers valuable insights for businesses considering remote implementation:
- Think Long-Term: "Look at where you want to be in 5 years," advises Ben. "Planning for the future allows you to design your system and development requests in the most efficient way possible."
- Embrace Differences: Time zones and geographical distance can become strategic advantages with the right approach.
- Value Partnership: Success comes from finding a partner who understands your vision and commits to your success.
"The human element makes all the difference," concludes Ben. "That's why we continue to thrive with Portcities' support."
Worried about remote implementation? Let us show you how geographical distance can become your strategic advantage.
Visit portcities.net/r/contact to start your digital transformation journey today.Start writing here...