Short answer
An order from the online store, e-mail or a dealer portal enters the system automatically, reserves stock in the warehouse, creates the invoice and delivery note and keeps the customer informed of its status. A person steps in only if stock is short, the price is non-standard or approval is needed.
A typical order’s journey without automation
The order arrives by e-mail → an employee retypes it into the system → checks the warehouse → issues an invoice → sends it to the customer → updates the Excel spreadsheet. Every step takes time and creates room for error.
The automated process
- Intake — an order from the online store, a portal or e-mail (read by AI).
- Checks — customer, prices, discounts, credit limit.
- Reservation — the goods are reserved in the warehouse.
- Approval — only if the rules require it (for example, a large amount or a special discount).
- Documents — the invoice and delivery note are created automatically.
- Status for the customer — an e-mail or portal shows where the order is.
An example from practice
In the Moller Baltic Import system we built, more than 40 VW and Audi dealers in the Baltics place orders in one place, and the orders are processed with an automatic approval workflow.
If your orders come from an online store, see also how to connect an online store to inventory and accounting.
