In today’s fast-paced retail and distribution environment, businesses handling high-volume orders across multiple channels require more than just a standard order entry system. They need real-time visibility, seamless ERP synchronization, and automated workflows to keep pace with customer expectations and operational demands.

One of Zolute’s clients, a rapidly expanding retail and B2B distribution company, faced growing operational pressure as their order volumes increased across online platforms, physical stores, and bulk orders. Their manual processes, disconnected systems, and lack of live tracking were leading to delays, errors, and lost opportunities.

Client Objective

To build a fully automated order management system that integrates directly with their ERP, syncs inventory in real time, and delivers live updates for both internal teams and customers—all without human intervention.

The Challenges

• Manual ERP entries caused delays in inventory updates and dispatch

• Scattered systems for order intake, fulfillment, and delivery tracking

• No real-time updates for customers or internal teams

• Frequent errors in stock deduction, dispatch status, and invoicing

• Lack of centralized dashboard to monitor order flow and KPIs

Zolute’s Custom-Built Solution

Zolute engineered a robust, AI-enhanced automation system integrated directly with the client’s ERP (SAP & Zoho). The system intelligently handles every phase of order processing—from capture to fulfillment—with minimal manual oversight.

Key Capabilities:

• Automated Order Intake: Unified system to collect orders from website, marketplace, and offline sources

• ERP Synchronization: Two-way data sync for order creation, inventory deduction, invoicing, and dispatch entries

• Real-Time Inventory Updates: Stock levels auto-updated after each order; triggers low-stock alerts

• Smart Dispatch Handling: Automatic generation of delivery slips and tracking IDs, connected to courier APIs

• Central Command Dashboard: Visual panels for real-time tracking, fulfillment status, cancellation rates, and more

• Exception Management: Built-in logic to identify incomplete orders, duplicate entries, and stock mismatches

Implementation Highlights

1. Workflow Mapping – Collaborated with sales, operations, and IT teams to define business logic

2. ERP Integration – Seamlessly connected Zoho Inventory and SAP modules with RESTful APIs

3. Rule Engine Configuration – Implemented smart rules for prioritization, dispatch logic, and order grouping

4. Pilot Phase – Live testing with real orders and error logging for refinement

5. Training & Support – Role-based user training and SLA-driven support setup for post-deployment success

Business Outcomes

✅ 65% Faster Order Dispatch Time – Orders processed automatically and pushed to ERP and delivery partners in real-time
✅ 90% Reduction in Manual ERP Data Entry – Time and human error drastically reduced
✅ 80% Improvement in Inventory Accuracy – Elimination of stock miscalculations and out-of-stock overselling
✅ 99% Delivery Status Tracking Accuracy – Customers and support teams received timely, reliable updates
✅ Boosted Customer Satisfaction – Faster service, fewer errors, and consistent communication improved brand trust

Conclusion

Zolute’s order management automation solution empowered the client to eliminate delays, reduce human errors, and gain real-time visibility into operations. By integrating directly with ERP and delivery networks, the system created a smooth, scalable, and intelligent workflow that allowed the business to confidently handle rapid growth and high-volume demand.

This case study showcases how automation and smart integration can redefine efficiency and customer experience in modern commerce.