DistributionPro: Order Entry, Warehouse & Supplier Onboarding
How GetPost Labs would build the order entry officer's workflow: emailed and phoned-in orders read into the ERP by an AI agent, discrepancies resolved by your team, and proof of delivery matched before the invoice goes out. Supplier onboarding and warehouse picking run on the same record.
Executive Summary
The Problem: Orders still arrive by email, PDF and phone. The order entry officer keys each one into the ERP, checks product codes, prices and delivery details, then chases proof of delivery before the invoice can go out. New suppliers are set up from forms and email attachments, so the same details are typed in more than once.
The Solution: DistributionPro gives the reading and matching to AI agents, keeps price, credit and stock checks as fixed rules in software, and leaves every discrepancy with your customer service team. Supplier onboarding and warehouse picking run off the same record.
The Outcome: The order entry officer reviews flagged lines instead of keying every order, the warehouse picks from a checked order, and each order keeps its own trail from the customer's email to the invoice.
The Challenge
Understanding the problem space
"Ensuring all orders delivered on any given day are supported by Proof of Delivery (POD) and entered into the Company records"
— A duty listed in a current Australian customer service officer job ad (SEEK, September 2026)
Order entry is the core of the role. Across 51 current order entry and customer service ads, the same duties come up again and again: enter customer orders into the ERP, answer enquiries by phone and email, resolve discrepancies, process returns and credits, follow up proof of delivery.
Most of that work is copying information that already exists somewhere else — the customer's email or PDF, the price list, the stock position, the driver's signed delivery docket. When it lives across an inbox, the ERP (the ads name SAP, Pronto, Dynamics and MYOB) and a folder of scanned PODs, every order is re-keyed by hand, and one wrong product code or missing POD turns into a credit note or a disputed invoice.
Source: 51 order entry and customer service job ads in Australia on SEEK and LinkedIn, September 2026. Employers not named.
The Solution
What GetPost Labs would build
Core Capabilities
Where the Time Comes Back
Checking, not re-keying
The order entry officer stops keying every order by hand and starts reviewing what the agent has flagged:
Order Entry
Open the email or PDF, find each product in the ERP, type in quantities and delivery details, then check prices against the list by eye.
The agent has drafted the order and flagged the two lines that don't match — an old product code and a price above contract. The officer checks those, not the whole order.
Proof of Delivery
Chase drivers and carriers for signed dockets, scan them in, and hold the invoice until someone finds the paperwork.
The agent reads each POD as it arrives, matches it to the order and drafts the invoice. A rule lists every delivery still missing its POD, so follow-up doesn't rely on memory.
Supplier Onboarding
Supplier forms, bank details and certificates arrive by email and are typed into the ERP, sometimes twice.
The agent reads the forms into one supplier record, a rule checks every required detail is there, and a person approves the supplier before the first purchase order.
BPMN Workflow
The business process modelled
Customer Order: Email to Invoice
User Journey
A Customer Order, Emailed to Invoiced
Scenario: Monday morning at a Brisbane food wholesaler. A café group emails its weekly order as a PDF, including two items it has not ordered before.
Sends a PDF order to the orders inbox with the delivery day it needs
Drafts the ERP order line by line, matched to product codes. Flags two lines written in the customer's own words
Checks contract prices, the customer's credit limit, stock on hand and the delivery cut-off. One item is short
Confirms the two new items with the café by phone and agrees a substitute for the short item. Releases the order
Picks from the confirmed order and loads it for the delivery run
Reads the signed delivery docket, matches it to the order and drafts the invoice, noting one carton marked damaged
Invoice issued once the POD is matched; the damaged carton goes to customer service to decide on a credit. Order, flags, POD and invoice kept on one record
Outcome: The order is keyed once, checked by rules and delivered with its proof on file. The agent read and matched; your team made every call.
Interactive Prototype
Functional dashboard demonstrating the concept
Warehouse Overview
Real-time inventory
© 2026 GETPOST Labs. Full Stack Engineering Solutions.
Functional prototype. Click on cells and entries to see interactions.
System Context
Where DistributionPro fits in the ecosystem
Have a Similar Problem?
This is the kind of workflow automation GetPost Labs builds. If your organisation has similar challenges, we'd love to discuss how a custom solution might help.