Digital ordering, procurement and invoicing.
Digital ordering: we take on the whole ordering and invoicing operation, from the customer’s requirements to the invoice that goes out.
When orders and invoices arrive by email, spreadsheet and phone call, someone has to hold it all together. We take on that whole operation: understanding what your customers and suppliers require, setting up purchasing, budget and account checks, taking in customer orders, mapping them to the systems you use, putting approvals in the right places, preparing invoices, handling the exceptions and supporting the operation once it is live. Your team ends up handling the exceptions rather than the routine.
What it does for your business
The business side first. The software comes later.
Orders in without the retyping
Customer orders arrive digitally and are checked against the account and the budget before anything is committed, so fewer mistakes reach the warehouse or the invoice.
Invoices out on time
Invoices are prepared from the orders that are ready, validated against what was ordered, and sent in the format each customer requires.
Contract terms and deadlines met
Where a customer sets a date or a format, the operation is built to meet it, so a contract does not come down to how quickly someone can type.
Exceptions handled properly
Documents that fail a check wait in a queue with the reason recorded, so your team can fix them rather than discover them later.
What it has done for clients
| The cost today | What changes | Proof |
|---|---|---|
| A contract up for renewal that depended on automated ordering and invoicing | Ordering and invoicing automated in time for the renewal, with every order invoiced within 24 hours | Miranda |
| A budget and account check done by hand at the trade counter | Every order checked against the project budget and the contractor’s account standing when it is placed | Miranda |
| A customer’s fixed deadline for digital orders and invoices | Orders received, validated and shown to the operations team, with invoices returned in the required format before the deadline | Everything Boxed |
| Documents that fail a check with nowhere to go | A validation and exception queue, with the reason recorded and an audit trail for every document | Everything Boxed |
Source: Miranda and Everything Boxed case studies.
Connects the channels your customers and suppliers use, your operations screens and Sage, with EDI and APIs as the methods underneath.
How the work runs
- 1
Understand the requirements
We map what your customers and suppliers require, how orders arrive today, where they are checked, and what has to be approved.
- 2
Design the operation and its controls
We set out the ordering process, the purchasing, budget and account checks, the approval points, and the exceptions that need a person.
- 3
Connect the systems
We connect the ordering channels, your operations screens and your accounts package, with document checks and a queue for anything that fails.
- 4
Test with real orders and invoices
We test against real specifications and samples, including the failures, before anything goes live.
- 5
Roll out, hand over and support
We roll the operation out, train your team on the exceptions and the approvals, and stay accountable for keeping it running.
Questions
What does the operation cover?
The whole path from the customer’s or supplier’s requirements to the invoice: purchasing, budget and account checks, order intake, system mapping, approvals, invoice preparation, the exception queue, rollout and ongoing support.
What if a customer insists on its own format?
That is the usual starting point. We read the specification, map each field to the data you already hold, and build the documents to match. The first release covers the flow the deadline depends on.
Who approves what?
The approval points are agreed in the scope. Routine orders move on their own, and anything involving judgement, money or a customer waits for the person you name.
What happens when a document fails a check?
It waits in a queue with the reason recorded and appears on a screen your team can act on. Processing records and duplicate checks help prevent repeat sends, and every document carries a status that forms the audit trail.
How does the engagement start?
With a conversation about how orders and invoices flow through your business today. We agree the scope in writing and quote for delivering the operation, with the stages and a date for each.
How does this relate to your other work?
Digital ordering is part of our stock and ordering work, alongside stocktaking and admin automation. Where stock is part of the same problem, our stocktaking work covers the counting and stock-control side.
Start with how orders become invoices
Book a free call. We follow one order from the customer’s requirement to the invoice, agree the scope of the operation, and quote for delivering it.
Max RevittFounder and Director