Order & Dispatch Management System

The Challenge

The client managed their orders and enquiries through a manual system with some Excel tracking, leading to inefficiencies and difficulty in managing stakeholders' needs. Multiple stakeholders (transporters, warehouse staff) needed coordination, orders needed accurate tracking to avoid delays, and there was a lack of real-time updates for orders and dispatches.

What We Built

Using Retool, AI Sensy (WhatsApp API), and Zoho Books API, we built a custom order management system around their actual workflow. It handles enquiries, orders, and dispatch end-to-end — with real-time WhatsApp notifications keeping every stakeholder in the loop.

The system includes CRUD functionality for all entities, automated invoice generation via Zoho Books API, WhatsApp notifications via AI Sensy for order updates, and role-based views for different stakeholder types.

The Results

40% time savings by automating manual tasks. Improved communication with all stakeholders, reducing delays. Full visibility into each stage of the order and dispatch process. Automated invoice generation eliminated manual accounting errors.

Behind the Scenes

We spent time at the warehouse and office watching the order-to-dispatch lifecycle play out. Talked to transporters, warehouse staff, and the accounts team separately — each had a different version of "the process." The final system reflects how they actually work, not a sanitized version of it.