End-to-End Order Management Support for a Leading Store Fixture Manufacturer

The Client Need

A prominent store fixture manufacturer and distributor based in California, USA, required support in managing its growing volume of order processing, vendor coordination, and invoice tracking activities. The company provides partial and turnkey interior layout solutions to retail chains and design firms, and needed help streamlining its ERP-based order management workflow to improve speed, accuracy, and communication across teams and vendors

The Challenge

The client’s internal teams were overwhelmed by:

Massive volumes of unstructured data coming in from distributors and customers via email and spreadsheets
Backlogs in data entry leading to delays in procurement, production, and customer billing
Direct ERP entry with no secondary layer for quality checks, increasing error risk
Lack of domain-specific resources familiar with the fixtures and furniture industry
Delays in order approvals, payments, and job task scheduling causing production bottlenecks

Our Approach

We deployed a team of domain-trained order processing specialists who conducted a thorough analysis of the client’s current workflow to identify process gaps. We implemented a structured data management process that covered:

Raw material management
Order/job processing
Invoice and payment tracking
Real-time reporting through dashboards

Our team handled data from incoming emails, scanned documents, and FTP folders—standardizing it before entering it directly into the client’s ERP system using API-based access.

The Process

1. Vendor Management & Procurement
• Assessed raw material requirements from order details
• Searched for best pricing, lead time, and vendor availability
• Updated packing lists, shipment info, and invoice data in the order database
• Followed up with vendors and coordinated payments via the client POC
• Tracked orders to ensure on-time delivery
2. Job Management & Order Processing
• Reviewed customer approvals for quotes
• Created job tasks in production scheduling tools
• Issued alerts to production teams for planning resources and raw material availability
• Entered job tickets in QuickBooks to initiate invoicing
• Tracked down payments before triggering production; sent reminders if pending
3. Billing Management & Invoicing
• Receivables: Sent invoices post-shipment and followed up for timely payment
• Payables: Logged vendor invoices and tracked payment schedules in the ERP
• Coordinated with client finance team to prevent payment delays
4. Reporting & Dashboards
• Extracted ERP data to prepare daily, weekly, and monthly reports
• Dashboards included: 1) New quotes 2) Sales pipeline 3) Pending jobs 4) Shipping status 5) Open POs 6) Item list and inventory status 7) Lead tracking and design requests

The Outcome

Over 5,000 orders processed monthly
Reduced vendor disputes and improved supplier relationships
Faster job creation and quote approvals
Accelerated invoice processing and payment follow-ups
Enhanced reporting transparency across production, procurement, and finance

Business Impact

Streamlined end-to-end order fulfilment with real-time status visibility
Improved supplier credibility and on-time procurement
Enhanced customer satisfaction due to faster delivery and better communication
Minimized production delays and improved resource planning