Productivity

Odoo Data Recycle: data cleanup software

Community + Enterprise

Find old records and archive/delete them

Speak to an Implementation Specialist Try the 15-day free trial
Odoo Ready Partner
★★★★★4.9 on Clutch
Calgary, in-house team
Odoo Data Recycle logo
What it does

What Odoo Data Recycle does

Odoo Data Recycle is the app that finds and archives or deletes old records in your Odoo database. Stale leads, abandoned quotes that never confirmed, contacts who have not been touched in years, orphan attachments, and any other data type accumulating over time gets a configurable rule and a scheduled scan, so the database stays tidy without anyone running cleanup by hand.

Growing companies whose Odoo databases have accumulated years of operational data, marketing teams cleaning contact lists for deliverability, sales managers archiving stalled leads, and any business with messy data that needs periodic hygiene uses it. You can test Odoo Data Recycle free on the Odoo trial; pricing kicks in only if you install more than one Odoo app.

For Odoo's own product overview, see Odoo's official documentation.

How it works

The day-to-day flow

Setup starts with the cleanup rules. Each rule defines what to look for (an Odoo model, a search filter, and the action to take) and runs in one of two modes: Manual or Automatic. Manual mode surfaces matches for the admin to review one screen at a time; Automatic mode runs the action against every match without a review step (used for clean cases where the rule is tight enough to trust).

From there, a daily background job runs at 3 AM, scans every active rule, and lands the results on the Data Cleaning queue. The admin opens the queue, sees groups of records by rule, checks the ones to keep (the rule may have flagged a few false positives) and processes the rest with one action.

Actions are either Archive (the record is hidden from active lists but still linked to historical data like past invoices or orders) or Delete (the record is removed entirely). Archived records can be restored if needed. The audit trail logs every action with the user, the timestamp, the rule, and the record so compliance reviews and incident investigations can trace what happened.

Calibre configures Odoo Data Recycle for Alberta businesses: step by step, in writing.

Speak to an Implementation Specialist
In this module

What's inside Odoo Data Recycle

Configurable Cleanup Rules
Each rule targets one Odoo model with a search filter (contacts with no activity in the last 24 months, draft quotes more than 6 months old, lost leads more than 12 months old, attachments not linked to an active record). The rule editor uses the same filter syntax as the rest of Odoo's search. No seeded rules ship; admins build the rules that fit their retention policy.
Manual or Automatic Recycle Mode
Each rule runs in one of two modes. Manual mode surfaces matches for the admin to review and approve before the action runs. Automatic mode runs the action against every match without a review step, used for rules tight enough to trust (clearing the spam-tagged contact, archiving a draft quote older than a year).
Daily Scheduled Scans
A daily background job at 3 AM runs every active rule and lands new matches on the Data Cleaning queue. Admins do not have to remember to run cleanup; the queue fills overnight and they triage in the morning.
Archive Instead of Delete
Cleanup actions default to archiving rather than deleting. Archived records are hidden from active lists but stay linked to historical data (past invoices, past orders, past tickets) so reporting on closed history still works. Archived records can be restored if needed. Hard delete is supported for items you are confident should be removed permanently.
Per-Rule Action Choice
Each rule carries its own action: Archive, Delete, or send a notification. Mixed setups are common: a 12-month-stale-lead rule might archive, a duplicate-tag-rule might delete, a customer-with-no-orders-in-3-years rule might notify the sales manager for review.
Group-by-Rule Triage Queue
The cleanup queue groups candidate records by rule, with a checkbox next to each item. The admin reviews per group, unchecks any false positives, and processes the batch with one button. Bulk processing handles thousands of records per pass without bogging down the UI.
Audit Trail of Cleanup Actions
Every archive, delete, and notification logs to the audit trail with the user, the timestamp, the rule that flagged the record, and the action taken. Useful for compliance reviews (proving you applied data retention policy correctly) and for incident investigations (recovering an archived record someone needs back).
Works Across Any Odoo Data Type
Rules can target any Odoo model. Contacts, leads, quotes, invoices, projects, employees, attachments, journal entries, the whole list. One rule per model with its own filter and action, so retention can be set per data type (12-month draft quotes, 36-month customer records, 7-year invoices).
Duplicate Detection (Enterprise Add-On)
For finding and merging duplicate records (two contacts that look like the same person, two companies with slight name differences), the Enterprise Data Cleaning add-on layers on top. It scans for duplicates by name, email, phone, address, and other similarity rules, surfaces matches for the admin to merge, and combines linked records (orders, tickets, notes) onto the surviving entry.
Built for

Is Odoo Data Recycle right for your team?

Outgrowing the entry-level tools

SMBs whose data lives in QuickBooks, HubSpot Free, or Excel spreadsheets that were set up when the business was smaller. The team now spends hours building reports by hand and reconciling between tools every month-end.

Picking the right Odoo Data Recycle setup

Companies evaluating which Odoo apps to start with and how to configure them around how the business actually runs.

Operations across multiple tools

Retail, manufacturing, mechanical, or professional services businesses with 10 to 200 employees running on a patchwork of point tools. The team wants one database for the whole company instead of Zapier holding it together.

At a glance Community + Enterprise Cloud, Odoo.sh, or self-host iOS + Android app 15-day free trial CSV migration from current tool Odoo Ready Partner support
Bundle

Apps people often run with Odoo Data Recycle

Odoo Data Recycle is a horizontal cleanup framework that targets any other Odoo app's data. Odoo Contacts is the most common pairing: contact list hygiene is the biggest cleanup target. Odoo CRM is the pairing for lead and quote cleanup. Odoo Sales and Odoo Invoicing handle stale quote and draft invoice cleanup. The Enterprise Data Cleaning add-on (which depends on Data Recycle) layers in the duplicate-detection bridges to CRM, Helpdesk, Project, Stock, Account, and UTM. The cleanup queue and the audit trail live with Data Recycle itself.

Odoo ContactsCentralize your address book
Odoo CRMTrack leads and close opportunities
Odoo SalesFrom quotations to invoices
Odoo InvoicingInvoices & Payments
Odoo HelpdeskTrack, prioritize, and solve customer tickets
Odoo ProjectOrganize and plan your projects
Odoo DiscussChat, mail gateway and private channels
Odoo DocumentsCollect, organize and share documents.
Pricing

What Odoo Data Recycle costs

One App Free
CA$0
forever
  • One app, unlimited users
  • Multi-company allowed
  • Odoo Online hosting
  • Dependent apps included free
If Odoo Data Recycle is the only Odoo app you install
Most teams pick this
Standard
CA$35.20
/user/month, billed yearly
  • Every Odoo app included
  • Odoo Online hosting
  • Free 15-day trial
  • iOS + Android mobile app
Start free trial →
Charged monthly: CA$44/user. Yearly billing saves 20%.
Custom
CA$55
/user/month, billed yearly
  • Everything in Standard
  • Studio (no-code customizer)
  • Multi-company management
  • Hosting: Online, Odoo.sh, or on-premise
  • External API access
Choose this when you need custom layouts or multi-company management.
Calibre Implementation
Quote
phase-by-phase, in writing
  • Scoping, configuration, training
  • Data migration from your current tool
  • Named engineer through go-live and support
Book the call →
Free 45-minute scoping call. Quote in writing before any code ships.

Pricing source: Odoo's published Standard and Custom plans as of 2026-05. Calibre quotes in CAD; conversion from Odoo's local pricing in your region may vary.

Questions

Common questions about Odoo Data Recycle

Is Odoo Data Recycle free?
Yes. Odoo Data Recycle is part of the free Odoo Community edition. Odoo's one-app-free rule means if Data Recycle is the only Odoo app you install, you pay nothing for the software, forever. In practice Data Recycle is rarely run alone since the value comes from cleaning data that other Odoo apps generate, so it ships alongside the rest of an Odoo install. The duplicate-detection layer (the Data Cleaning Enterprise add-on) requires Enterprise.
What's the difference between Odoo Data Recycle in Community and Enterprise?
The core cleanup engine (rules, scheduled scans, manual/automatic modes, archive/delete actions, audit trail) is in the free Community edition. The Enterprise tier adds the Data Cleaning module, which sits on top of Data Recycle and brings duplicate detection, similarity-based merge rules, and the per-app dedupe bridges (CRM, Helpdesk, Project, UTM). Most teams stay on Community for the recycle workflow and add Enterprise Data Cleaning when contact dedupe becomes a priority.
Can we migrate our existing data hygiene rules from another tool?
Most data hygiene rules are rebuilt from scratch in Odoo Data Recycle because every tool models its rules differently. The work is rarely the rule build itself, it is mapping your existing retention policy (12 months for draft quotes, 24 months for stale contacts, 7 years for invoices) to Odoo's structure cleanly. Calibre walks through the rule setup during rollout based on your written data hygiene policy.
Does Odoo Data Recycle help with GDPR right-to-be-forgotten requests?
Partially. The archive action preserves historical financial and audit data while removing the entry from active marketing and operational use, which addresses the common right-to-be-forgotten request for marketing scenarios. For full erasure (where the data subject demands complete deletion including from historical orders and invoices), the standard practice is to archive the contact, anonymize their personal data on past transactions where legally permitted, and log the erasure request for the compliance trail. Calibre helps configure the right balance between erasure and legally-required retention.
Is there a mobile app for Odoo Data Recycle?
Yes, on iOS and Android (Enterprise tier), but data cleanup is rarely done on mobile because the bulk-review workflow benefits from the screen real estate of a desktop. The mobile app is fine for spot checks or approving a small batch of cleanup candidates from the road. The polished native mobile app is part of the Enterprise tier; Community users get the responsive web admin.
Will running cleanup delete data we still need?
No, as long as the rules are configured sensibly. Rules target only the records matching their search filter, so an active customer with recent orders does not match a stale-customer rule. Manual mode requires a review before any action, so the admin can uncheck any false positives. Cleanup actions default to Archive (reversible) rather than Delete (permanent), so a wrong archive can be undone. Calibre helps tune rule thresholds during rollout to match your actual business retention needs.
How does duplicate merging work?
Duplicate detection is a separate Enterprise add-on (the Data Cleaning module that depends on Data Recycle). It scans for duplicates by similarity rules (name, email, phone, address, custom fields) and surfaces matches as groups in a dedupe queue. The merge UI combines linked records (orders, invoices, tickets, notes) from both entries onto the surviving record, with the admin picking per field which value wins on conflicts. The losing record is archived.

Working with Calibre

How long does a Calibre implementation typically take?
Single-module rollouts on an existing Odoo setup run 2-6 weeks depending on data migration scope. Greenfield Odoo with a multi-module rollout runs 4-16 weeks. Calibre commits to a written, phase-by-phase timeline after the free scoping call before any code is written.
How much does a Calibre implementation cost?
Cost depends on module scope, user count, custom work, and migration complexity. Calibre's posture is a written fixed-phase quote after the scoping call rather than an hourly engagement, so the cost is committed in writing before the first commit.
What happens to our data if we ever want to leave Odoo?
Everything exports. CSV, XML, or a full PostgreSQL database dump, yours on day one. Migrating off Odoo has been done before and it's not a one-way door.
Speak to an Implementation Specialist

Talk to Calibre about Odoo Data Recycle.

Written, phase-by-phase quote before any code is written. Odoo Ready Partner, Calgary. In-house team, no offshore handoffs.

Speak to an Implementation Specialist Try the 15-day free trial

What you get

  • Free 45-minute scoping call with an Odoo-certified engineer
  • Module-by-module fit/gap assessment
  • Written, phase-by-phase quote
  • Named engineer for implementation and support
  • Data-export commitment in writing