Trade Workflows & Solutions

For wholesale, retail, importing, distribution, warehousing and online sales.

From enquiry to payment

Your sales team, office and warehouse can work from connected customer, product and order records.

flowchart TD
    ENQUIRY["Customer enquiry or online order"] --> ORDER["Quote approval and sales order"]
    ORDER --> STOCK{"Stock available?"}
    STOCK -->|No| PO["Purchase order and receiving"]
    PO --> PICK["Picking and checking"]
    STOCK -->|Yes| PICK
    PICK --> DELIVERY["Delivery or collection"]
    DELIVERY --> INVOICE["Invoice and payment"]

Online orders may enter directly as sales orders. Quote approvals, stock handling and the timing of invoicing are configured to suit your agreed process.

Stage	How the workflow works	Why it helps
Enquiry and follow-up	Record leads, customer details, communications and the next action	Keep enquiries visible and reduce missed follow-ups
Quote	Prepare a quote using product and customer pricing; apply approval rules where required	Reduce inconsistent prices and repeated entry
Sales order	Convert an accepted quote into an order, or receive a connected website order	Carry agreed details into fulfilment
Stock check and purchasing	Check stock and arrange purchasing for shortages; use replenishment suggestions where configured	Make purchasing decisions with stock and demand information
Receiving	Record incoming goods and update inventory through the agreed receiving process	Keep purchasing and stock records connected
Picking and dispatch	Pick against the order, check items using barcode scanning and record delivery or collection details	Catch fulfilment errors and retain supporting records
Invoice and payment	Create invoices, record payments and use agreed accounting or payment connections	Reduce finance re-entry and improve visibility of balances
Returns	Record returns and credit notes, and confirm stock handling	Keep customer, financial and stock records aligned

Common challenges and solutions

Your challenge	How Matricle can help	Expected benefit
Orders arrive as PDFs or images and must be typed again	AI prepares a draft for staff to check against the original	Less manual entry with human review
Customers have different prices	Customer groups and customer-specific pricing support the agreed price structure	Faster quoting and fewer pricing mistakes
Staff re-enter the same quote, order and invoice details	Connected quote, order and invoice records	Fewer repeated steps
Stock figures are difficult to trust	Connect receiving, dispatch, returns and stock adjustments	More consistent records when movements are recorded correctly
The warehouse picks the wrong item or quantity	Barcode checks, order status and supporting photos or signatures	Better checks before goods leave the warehouse
The website and office maintain separate information	An integrated Matricle website or an assessed Shopify connection	Less duplicated maintenance and clearer order flow
Purchasing depends on manual stock checks	Replenishment suggestions using stock, incoming goods, demand and agreed rules	Better visibility of purchasing needs
New product choices rely only on personal judgement	AI recommendations informed by historical records, with reasons and staff review	More information for purchasing decisions
Sales follow-ups and performance records are scattered	Sales accounts, CRM, follow-up records and agreed commission settings	Clearer ownership and less manual administration
Managers need to ask several people for an update	Shared order status, dashboards, reports and record history	Faster access to current business information

Customer pricing and online ordering

With an integrated Matricle website, authorised customers can log in to see prices assigned to their customer group and place orders that connect to ERP workflows. Website design, ordering rules, payments and any existing website integration are assessed as part of your scope.

What to confirm for your business

• Where orders come from: sales representatives, phone, counter, email or website.
• Who approves quotes, discounts and customer terms.
• How you handle shortages, partial deliveries, collection and returns.
• How many warehouses, pricing groups and sales channels you use.
• When invoices should be created and which records should connect to Xero.

Next: Implementation process · Frequently asked questions · Getting ready