Orders get lost between the inbox and the binder. Tie your company together with one document workflow.
We build custom order management and electronic document workflow systems for manufacturing companies. From order intake, through production and dispatch, to the invoice - one process instead of emails, paper slips and folders.
Paper and PDFs in emails are becoming history
Mandatory e-invoicing (KSeF in Poland) is coming and the invoice becomes an electronic document by law. Companies that run orders through inboxes and binders know these signals all too well.
- Orders come in by email, phone and on paper - the sales rep tracks them in their head
- The question "what about my order?" triggers phone calls to three departments
- Documents circulate as PDFs and in binders - nobody knows which version is current
- Production learns about an order change when the goods are already made
- Invoice data is rewritten by hand, and e-invoicing will soon require it digitally
- Every order lands in one register - no matter which channel it came through
- Status from intake to invoice is visible on screen - without a single phone call
- Documents in one system, with approvals and an always-current version
- An order change is instantly visible to production and the warehouse
- Data flows from order to invoice automatically - the system is ready for e-invoicing
What a custom order management system can do
We match the scope to your processes - you pay for what you actually use.
Order register
All customer orders in one place: from email, phone, the store and sales reps.
Statuses and stages
Received, confirmed, in production, ready, shipped, invoiced - everyone sees the same state.
Document workflow
Quotes, orders, delivery notes and invoices linked in one chain, with approvals and versions.
Link to production
An order turns into a production order, reserves materials and watches the deadline.
Alerts and deadlines
Notifications about overdue approvals, approaching deadlines and order changes.
Document search
A document by number, customer or date in seconds - no more flipping through binders.
ERP and e-invoicing integration
Subiekt, Comarch Optima, enova365 - order data flows into invoices and e-invoicing without rewriting.
Permissions and history
Employee roles and a full history: who received, who changed, who approved and when.
From analysis to a working system
Transparent rules, clear contracts, payment after work acceptance. No surprises.
Workflow analysis
We visit you on site or connect remotely. We follow an order from the customer's email to the invoice and write down where documents really get stuck.
From 30 min to a few daysDocumentation and quote
We describe the features, screens and integrations. You receive a document and a concrete quote - before any build decision is made.
5-50 pages of documentationBuild in stages
First the core: the order register and statuses. Then document workflow, approvals and ERP integrations. You review and test each stage on real orders.
First stage in 4-8 weeksDeployment and growth
We train your staff, migrate current orders and stay on for support. The system grows together with your company - and with regulatory requirements.
Payment after acceptanceHow much an order management system costs
Real price ranges from our projects. No per-user subscription - the system is yours.
Order register
€2,875-7,000 net
Customer orders in one place, statuses, notifications, users and basic reports.
Full document workflow
€8,050-14,000 net
The core plus approvals, linked documents, ERP integration and data prepared for e-invoicing.
Workflow tied to production
from €16,100 net
Orders turning into production orders, material reservations, shipments and settlements.
Every project starts with documentation and an exact quote - you know what you are paying for before work begins.
We connect the system to what you already use
We do not replace tools that work - we connect the system to what you already have.
Order workflows are our daily work
For an artisan bakery we built BakePilot - a system where regular customers, shops and hotels, place orders online and the bakery plans production from them. We put the same craftsmanship into order workflow systems.
Frequently asked questions
It is a system where documents - orders, work orders, delivery notes, invoices - are created, circulated and approved digitally, instead of wandering through inboxes and binders. In a manufacturing company the linking is key: a customer order connects to the production order, the warehouse release and the invoice, so every department looks at the same state.
KSeF is becoming mandatory in Poland - first for the largest companies, then for the rest - and it means the invoice stops being paper or a PDF and becomes an electronic document in a government system. Your accounting software will handle KSeF itself. What makes sense is going a step further: since invoices must be digital anyway, let the whole workflow from order to invoice be digital too - then no data is ever rewritten by hand.
A simple order register with statuses and notifications is €2,875-7,000 net. A full document workflow with approvals and ERP integration is €8,050-14,000. Systems tied to production and the warehouse start from €16,100. You know the exact amount before you decide - documentation and quote first, then the build.
The first working stage usually takes 4-8 weeks from documentation sign-off. A full deployment with document workflow and integrations takes 2-4 months. We work in stages, so the order register works for you long before the project ends.
An ERP is good at counting the warehouse and the books, but it rarely reflects what happens between departments: who needs to approve an order, what production knows about a change, where a document got stuck. A custom system does not replace the ERP - it sits on top of it and organizes the flow of work, exchanging data with the ERP automatically.
They do not have to change anything. An order from an email or a call takes an employee a minute to enter into the register - or the system suggests the data straight from the message. The order happens on your side: regardless of the channel, every order has a number, a status and a responsible person.
Count what searching for documents costs you
Book a free consultation. We will follow an order through your company and tell you honestly whether an electronic workflow makes sense for you - and if so, how much it will cost.