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sClouds

Business processes in practice.

A customer portal, connected administration or a complete management platform: these projects show how we bring data, working practices and systems together. With attention to the people using them and the exceptions their work involves.

Platforms

B2B customer portal

Business orders, connected to administration.

For a wholesaler with regular business customers, we build a customer portal where those customers manage their details and place orders. A separate management environment connects those orders to the team’s day-to-day follow-up.

Customer portal and management environment

  1. Customer details and product selection
  2. Pricing and order submission
  3. Confirmation and internal follow-up

The challenge

Business orders involve more than a product and a quantity. Company details, billing and delivery addresses, quantity pricing and collection or delivery arrangements need to come together. Customers and employees each need their own view.

Our solution

The frontend and backend connect registration, the catalogue, pricing and ordering through APIs. Orders and their line items are stored and confirmed by email. Customers can view their order history; employees manage customers and track orders and statuses.

From customer account to order follow-up

Information in the right place

A registration flow collects contact and company details, a VAT number, billing and delivery addresses and practical information such as opening hours. Customers can continue to manage their profiles.

Commercial rules in the ordering process

The catalogue supports product variants and filters. Quantities, volume pricing and product discounts come together in the shopping cart’s price calculation.

Separate views for customers and employees

Customers see their own orders and details. Employees use a restricted management environment for customers, orders and statuses such as confirmed, ready for delivery or completed.

What this could mean for your business

Self-service that fits your operations

A similar portal could help a supplier or wholesaler receive structured orders and customer details. Delivery choices, comments and pricing rules become part of the same process.

A foundation for focused expansion

Separating the frontend, backend and APIs allows further development. Connecting other administrative applications is a separate decision, based on available access and the required data flow.

In the application

  • Business registration and profile management
  • Catalogue, variants, shopping cart and wishlist
  • Quantity pricing and product discounts
  • Order history, confirmation emails and internal status management

The case covers the customer portal and its backend and management functions. Connections to inventory, accounting or other business applications depend on the intended further integration.

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AI applications

Order processing

From an order by email to a usable order proposal.

For a wholesaler’s sales administration team, we build an application that extracts order data from PDFs, matches it to the right customer and products and prepares it for the existing order system.

Existing application · ongoing development

Illustrative interface with fictional data

The challenge

Orders arrive by email as PDFs, with different product descriptions, packaging and layouts. That information needs to match the right customer, products and quantities.

Our solution

AI extracts the order data from the PDF. The software matches it against current customer and product data and checks the agreed business rules. Proposals that pass the checks are sent to the existing order system. Exceptions are reviewed by a member of staff first.

From a document to a business process

Wholesale and distribution

Product descriptions and packaging differ between customers. The application connects those order details to the existing product records. The sales administration team can then review a proposal instead of compiling all the information again.

The same approach for other documents

An SME could use a similar workflow for requests, delivery confirmations or case documents: recognise information, check it against existing records and prepare it for the next step. These are possible extensions that need to be assessed for each process.

  1. Receive the order
  2. Extract and check the data
  3. Process the order

In the application

  • Recognise order data in PDF attachments
  • Match customers, products and quantities
  • Review exceptions and record corrections

Staff corrections can be turned into reusable rules. This records which knowledge is applied to future orders, with a history of the changes.

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AI applications

AI production planning

From an order list to a schedule that makes the most of machines and people.

For a manufacturer that die-cuts products from rolls, we are working on an AI planner. Based on orders, delivery dates, machine capacity and available staff, it proposes the most efficient daily schedule, so orders leave the building sooner.

New project · design phase

  1. Read orders and availability
  2. Calculate the optimal sequence
  3. Planner reviews and confirms

The challenge

Every order combines material, colour, size and quantity. Machines differ in speed, people in pace, and a roll change takes time. Whoever plans weighs all of that against delivery dates and priorities every day. One unlucky sequence and every order only ships at the end of the week.

Our solution

The planner reads orders from the existing order system and knows the parameters of the shop floor: which machine handles which products, what an operator achieves per hour and how long a changeover takes, with and without preparation. Combined with a simple staff schedule per half-day, AI calculates the sequence that completes orders as early as possible. The planner sees the proposal, adjusts where needed and confirms.

What the planner takes into account

Orders and priorities

Product, material, colour, size and quantity per order, together with the delivery date and the customer's priority.

Machines and people

A realistic capacity per machine and per operator with a safety margin, and the time a roll change takes when the next roll is ready or not.

Availability per half-day

A simple staff schedule: who is present, who is on leave or ill, who works at which machine or task.

Rules that make the schedule smart

Large runs on the automatic machines

Fast movers in large quantities go to the automatic machines; the manual line focuses on specials.

Complete orders, not just busy machines

The schedule aims for fully finished orders that can ship straight away, instead of running the same variant on three machines while customers wait. Revenue comes in sooner.

The planner decides

AI proposes, the planner approves or adjusts. Every change stays visible in the schedule.

In the application

  • Read orders and parameters from the existing order system
  • Capacity per machine and operator, with a safety margin
  • Staff schedule per half-day
  • Proposal for the optimal sequence, reviewed by the planner

This project is in the design phase. The shop-floor parameters are measured first and recorded with a margin; the planner design and a quotation follow. That keeps the schedule credible for the people who work with it.

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Integrations

Requests & administration

From online request to checked processing.

At a service organisation, we connect online requests to the underlying administration. The application checks data, records processing results and supports follow-up by the employees and branches involved.

Integrations and internal application

Illustrative interface with fictional data

The challenge

A request arrives digitally but still needs to reach the right place. Information must be checked, a record created and employees informed whether processing succeeded. Different systems and branches make that handover complex.

Our solution

A scheduled process retrieves new requests through an API and stores them for follow-up. Data is prepared and checked before the integration creates a customer in the administration system. Results, warnings and errors are recorded, with notifications supporting follow-up.

The processing behind the form

From input to usable data

The application prepares incoming data and checks information such as addresses. A result status distinguishes successful processing, warnings and errors.

Connect systems and track the outcome

The integration passes data to the administration system and stores the outcome. Later processing runs use that status to determine which requests still need handling.

Follow-up by the right people

The internal environment supports follow-up by branch, statuses and a contact and change history. Notifications to those involved connect to the administrative processing.

Relevant to other organisations

One process across different applications

The same questions arise in customer intake, service requests and case management: which information is required, who is responsible and what happens if an integration fails? The solution connects those agreements to the software.

  1. Receive the request
  2. Check and process the data
  3. Return status and support follow-up

In the application

  • Retrieve online requests through APIs
  • Prepare data and check address information
  • Administrative processing and result statuses
  • Internal follow-up, history and notifications

The application described uses defined rules and API integrations. A similar approach can be adapted to your business’s intake, responsibilities and administrative systems.

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Integrations

DUPLOC

Two separate systems, one automated data flow.

We developed an integration that synchronises data between two systems with no built-in connection, with checks for duplicates, processing and API usage.

Integration developed

DUPLOC

The challenge

Two existing systems need to exchange data but cannot connect directly. Manual transfers take time, while duplicate records and uncontrolled growth can create extra costs.

Our solution

We developed an integration that retrieves, checks and synchronises data through APIs. Duplicate records are consolidated and the number of API requests per synchronisation run is capped. Interrupted processing can be resumed.

What this could mean for your SME

From sales to customer management

The same integration approach could pass purchase or customer data from a sales channel to customer management or marketing software. Staff would no longer need to enter those records again; checks determine which records are added or updated.

Growth with visibility into processing and costs

More customers and transactions also mean more data traffic. The DUPLOC approach - deduplication, capped API requests and resumable processing - can help an SME connect existing packages with attention to reliability and usage.

  1. Retrieve data
  2. Check and deduplicate
  3. Synchronise

In the application

  • Retrieve and synchronise data through APIs
  • Monitor duplicate records and API usage
  • Resume interrupted processing safely

A custom integration that makes existing systems work together, with attention to reliable processing and manageable costs.

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Platforms

OBTF

A complete platform for operations, workflows and integrations.

OBTF brings member administration, planning, payments, approvals and communication together in one platform. We develop the backend, management environments, public website and external integrations.

Complete platform · ongoing development

OBTF

The challenge

A competition brings together seasons, divisions, teams, players, scheduling agreements, results, payments and communication. Those processes need to stay simple for players and clubs, while administrators need reliable data, clear controls and a way to handle exceptions.

Our solution

The backend is the core: it manages data, applies business rules, calculates standings and controls each workflow’s steps. Secure management environments give different users access to their tasks. APIs connect the public website and external services; background processes handle processing and follow-up.

Behind the platform

Central administration and access control

Data is managed centrally. Separate management environments and access permissions determine who can view or change members, teams, matches and settings.

Competitions and matches

Management of seasons, divisions, cups, calendars, line-ups and scores. Results are processed and standings calculated from the same data.

Members, teams and registrations

Administrators manage players, teams, venues and registrations. Payments and confirmations connect to those records.

Agreements and approvals

Teams can propose a schedule change and agree it with their opponents. The backend checks for conflicts and refers exceptions to the board.

Automated follow-up

Background jobs handle reminders, notifications and recurring checks. A change history shows who made an update and what was processed.

External integrations

The backend exchanges data with payment, email and content services. Partners access the information they need through APIs with defined permissions.

The same challenges in your business

From member records to customer and case management

OBTF brings members, teams, permissions and statuses together in central administration. The same structure could support an SME where sales, administration and delivery work with shared customer or case records.

From match arrangements to planning and approvals

The backend checks change proposals, conflicts and exceptions. A similar approach could support work scheduling, leave requests or internal approvals: who can decide, which rules apply and what happens after approval?

External services as part of the process

Payments, communication and partner data connect to central processing in OBTF. For an SME, a backend like this could connect accounting and customer management to its own working agreements, with error handling and a history of changes.

  1. Data and access permissions
  2. Business rules and approvals
  3. Processing, integrations and follow-up

In the application

  • Public website and secure management environments
  • Competition, team, member and match management
  • Automated checks, notifications and background processing
  • APIs for frontends and external partners

The application was built for a sports organisation. Its complete backend, management environments and integrations demonstrate an approach that could also support business administration, scheduling and approval processes.

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Examples

Other processes we have worked on.

Alongside the detailed cases, we build focused applications for data validation, external documents, information overviews and notifications. These examples outline how they work.

Validate address files

An application reads address files and checks them in batches through an external validation service. The output keeps original and validated fields alongside statuses and error messages.

Applicable to: preparing customer records for an import, data migration or mailing.

Collect external case documents

An integration retrieves project information and related documents from an external portal. A queue handles downloads; files are stored by case and incomplete downloads are submitted again.

Applicable to: construction, property or technical services teams bringing external project information together.

Bring information sources into one overview

A read API and frontend combine stored entries from multiple RSS feeds. Source selection, visibility and date determine which entries appear in each overview.

Applicable to: a central view of industry news, supplier updates or professional information. Automated collection and AI summaries are possible extensions.

Send targeted notifications in the background

A backend selects recipients by category and sends push notifications in batches. Deliveries are recorded and certain failures retried; email has a separate processing flow.

Applicable to: service updates, status notifications and communication with employees or customers.

AI

AI where it helps your process.

Recognising order details, comparing documents or finding information: AI can handle or prepare a step in your workflow. We first establish what the task requires and which checks it needs.

Explore AI in your workflow

Which process would you like to improve?

Tell us where information, time or visibility gets lost. Together, we identify a first step that helps your team.

Discuss your workflow