E-Commerce Retail | Distribution | Consumer Goods

Automating Order Management, Inventory Availability, and Invoice Processing Across Leading Retail Marketplaces and Vendor Portals

IDW Processes Orders, Updates Inventory Availability, Generates Invoices, Reports Shipment Tracking and Escalates only exception.

Client Overview

A North American e-commerce retail distribution partner that helps consumer brands sell through major retailers and marketplaces. The company manages inventory, order fulfillment, invoicing and retailer compliance through SAP Business One and multiple retailer platforms including Rithum, Radial, DSCO, Wayfair, Home Depot, QVC, and AAFES.

The Challenge

24,000+Orders processed each year

1,500+Of manual hours annually across 3 workflows

5-8% Manual ErrorRate of transactions needed rework or follow-up

5+ Systems and vendor portalsSAP, Rithum, Radial, Carrier tracking & Vendor portals

3,900+Invoices processed manually

Managing Multiple Retail Ecosystems

The company supported multiple retail channels, each with its own portal, reporting requirements, compliance standards, and operating procedures. Orders, inventory updates, invoices, and shipment information had to be managed across numerous platforms, creating a growing administrative burden as transaction volumes increased.

Time-intensive Manual Order Entry and Invoice Processing

Staff manually entered approximately 24,000 + orders annually from retailer portals and entered into SAP Business one. Staff reviewed customer information, product details, quantities, pricing, and shipping requirements before creating sales orders.

Inventory Availability Management

To prevent overselling, inventory availability reports were exported daily from SAP, updating each vendor platform such as Rithum, Dsco, and Radial separately, and distributed to internal teams. More than 7,200 inventory reports were processed annually. The work was slow and error-prone, and any gap between what SAP showed and what a sales channel displayed risked overselling stock the warehouse no longer had.

Invoice Processing and Retailer Compliance

Invoices were generated from deliveries in SAP and reported through retailer portals such as Wayfair, Home Depot, QVC, and AAFES. Shipment tracking information also had to be extracted from FedEx and UPS and submitted to retailer platforms to maintain compliance and support timely payment.

The IDW Solution

Intelligent automation across the entire workflow

1 Daily Order Entry Automation

The IDW logs into retailer portals, retrieves incoming orders, validates customer product information, purchase order number, quantities, shipping address, and delivery date and automatically creates order into SAP exactly as a person would. Every transaction is logged and confirmed, eliminating manual re-keying and reducing processing delays.

2 Inventory Availability Reporting

The IDW downloads inventory reports from SAP, prepares retailer-specific availability files, and distributes inventory updates to internal teams and retail channels including Rithum, the Dsco platform, Radial, and Wayfair. These vendor portals cater to Home Depot, QVC, ASOS, and Wayfair. This ensures accurate inventory visibility while reducing the risk of overselling and inventory discrepancies.

3 Invoice Processing Shipment Tracking and Compliance Reporting

The IDW generates invoices directly from SAP deliveries, reports invoice information through retailer portals, retrieves shipment tracking information from FedEx and UPS, and updates retailer systems automatically. Clean invoices move to finance for payment approval, while any mismatch or pricing discrepancy is routed straight to the vendor instead of sitting in a pending pile. Exceptions are routed to staff for review while compliant transactions proceed without manual intervention.

Visual Process Breakdown

Smart Validation Logic

Document Understanding

Reads and interprets orders and invoices from any vendor portal or document format, with no rigid templates required and adapting automatically to layout changes.

Order Validation

Validates customer, product, quantity, and pricing information before creating transactions in SAP

Field Extraction

Extracts purchase order details, product information, quantities, shipping addresses, and invoice totals from unstructured documents, and flags any missing fields.

Inventory Availability Check

Ensures inventory reports accurately reflect current SAP stock levels before distribution.

Purchase Order Matching

Cross-references each invoice against its purchase order to verify pricing and quantities before posting, so only validated invoices go through.

Exception Routing

Escalates missing data, portal errors, inventory discrepancies, and compliance issues to the appropriate team.

Retailer Compliance Checks

Confirms required retailer portal updates are completed successfully.

Audit Trail Integrity

Logs every transaction, submission, confirmation, and exception for complete traceability.

Systems & Integrations

Business Outcomes

80%Reduction in processing time per transaction

95%Reduction in processing errors

35,000+Transactions processed annually

<2%Of transactions need human review, the rest run fully automatically

1500+Hours saved

Interested in additional Intelligent Digital Worker applications across retail, distribution, and supply chain operations?

This solution is ideal for e-commerce retailers, distributors, wholesalers, consumer goods companies, and omnichannel brands managing orders, inventory availability, invoicing, and compliance across multiple retailer ecosystems, vendor portals, and ERP systems.

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