Best Sales Order Management Software
Don’t for one minute think that the order process is merely taking a product off the shelf and sending it to the customer. There’s way more to it. Warehouse management. Tracking inventory. Processing purchase orders and invoices. Done manually, it’s a slow, error-prone process. Using sales order management software to automate the process streamlines end to end.
Rossum handles sales automation and can transform your business operations.
Receive a sales order. Deliver goods to customer.
Woah! There’s way more to it. And because there are so many steps involved, the possibility of snags in the process are increased. Slow order processing can lead to a customer experiencing late delivery. Delaying when you’ll get paid. This poor experience can prompt the customer to find another supplier.
Trust lost. Oops!
Avoid this catastrophe with sales order management software to automate the order to cash process end to end…
Table of Contents
What is sales order management?
Sales order management is the process of handling and organizing a sales order’s life cycle. Starting from a customer placing an order to delivery. Sales order management optimizes the order processing workflow, ensuring customers’ orders are completed accurately and efficiently. Sales order management steps include…
- Order placement – Customer places an order via an e-commerce website, sales representative, etc.
- Order verification – The order is checked – product/service specifications, pricing, quality, availability – and confirmed.
- Order processing – Processing the order includes inventory allocation, payment processing , and updating the status of the order.
- Inventory management – Product availability is confirmed and inventory levels are updated.
- Payment processing – Payment is processed and the status of the order is updated.
- Order fulfillment – The products are selected, packed, and shipped. The order status is updated to show progress, and shipping details are shared with the customer.
- Order tracking – Sales order management systems allow the customer and vendor to track the status and location of the shipment.
- Invoicing – Once the order has been completed, an invoice is generated and sent to the customer. It includes product/service details, prices, taxes, and payment instructions.
- Returns and exchanges – Should the customer wish to return or exchange a product, the system handles the request and updates the inventory, refunding/replacing the customer’s goods.
- Reporting and analysis – Reporting analyzes sales trends, tracks order fulfillment efficiency, late deliveries, etc.
To ensure customer satisfaction, sales order management has to be timely and accurate. A streamlined process helps maintain inventory levels, improves cash flow, and enables sales channel data-driven decision making.
What is sales order management software?
Sales order management software automates the order fulfillment process. Creating a frictionless process from order placement to delivery.
OMS software manages all order-related information, customer information, inventory, shipping, and payment. Sales order management software gives your real-time visibility of order status, inventory, shipping tracking, and more.
“61% of businesses using sales order automation exceeded revenue expectations in 2020.” HubSpot
How does sales order automation work?
Sales order management streamlines the process of receiving and processing orders in your system, by integrating with your existing tech stack – ERP system, accounting software, e-commerce website. It involves an automation platform that is triggered by events, such as a customer placing an order on your site. The platform then takes action across systems, data, and teams to achieve the end result.
Punctual delivery to the customer. Prompt receipt of payment.
A sales order automation platform can automate the following steps in your process…
After the order is placed it has to be validated. Data is analyzed to confirm it’s accurate. If your business has defined rules – for instance, product quantity limits – the automation solution will also check and confirm that they’ve been met.
Once the order has been validated, availability is confirmed and the inventory numbers are automatically updated so you can keep track of stock.
Fulfillment documents generated
Documents such as packing slips, delivery notes, etc., are automatically created.
Invoicing and payment
An invoice is automatically generated that includes payment details, and submitted to the customer.
Integration with existing systems
Your automation solution is integrated with your current systems – CRM, ERP, etc. – and all relevant data is uploaded. Ensuring all data is accessible by all your team, allowing for reporting and analysis.
Benefits of automating sales order management
It’s more than just saving time. Automating your sales order management process sprinkles benefits throughout your business.
Be ready to scale up when your company grows. Protect your brand reputation. Reduce employee churn.
Check out some of the benefits of sales order automation…
Improve accuracy and reduced errors
Manual data entry is by its very nature, error-ridden. Humans get tired, bored, distracted. While the occasional mistake isn’t going to take down your company, when large volumes of documents are involved, errors can hit your business financially.
Having to redo an order, missing a shipping date, etc., will hit your reputation as well as your pocket. Low quality data will also contribute to miscalculations and poor decisions.
Automating your sales order process eliminates human errors. With constant monitoring for discrepancies improving the validation process.
Faster and more efficient
An automated sales order management process is faster, and can run 24/7. Machines don’t need to snooze.
With manual intervention reduced, your order processing workflow is streamlined. From orders verification and processing, to shipping and payment.
Real-time updates on order status, inventory levels, etc., enable better decision making. Your customers will also benefit from this improved efficiency. Deliveries will be punctual, if not early.
Improved customer experience
We’re all in a hurry, so we expect order completion to be quick. Automation helps process orders faster, with real-time workflow updates. Improving customer satisfaction as your business is seen to be reliable and trustworthy.
Automated sales orders improve the customer experience – CX – with status of delivery tracking, outreach emails to customers, and automatic reordering of products.
Real-time inventory management
Sales order management software integrates with your inventory management systems, providing real-time updates on stock levels, to prevent overselling and stockouts.
Historical data will help you manage stock levels and identify demand patterns, such as seasonal increases.
Automating your document processing tasks leads to reduced labor costs. Your team can then focus on high-value tasks that are more creative and innovative. Your customer-facing teams can spend more time personalizing communication and building relationships with customers and prospects.
Accurate reporting and analysis
Automated reports and analytics provide data insights into sales trends, order processing efficiency, and other key performance indicators – KPIs.
This real-time data fuels informed decision making, to help your business adapt immediately to a shift in market conditions.
Scalable with growth
If you’re still following a manual document processing strategy, you’re going to struggle when your business grows or you experience seasonal spikes in document volume.
Hiring more people is an option. But, they’ll need onboarding, which can be costly. Automated sales order management processes accommodates an increase in orders. Working with an automated processing platform is essential for growing businesses.
Full compliance and auditing
An automated process will ensure compliance with industry regulations and standards. Providing full visibility of the audit trail of all transactions, providing a transparent record for auditing and compliance.
Improved employee satisfaction
It’s boring spending so much time on manual data entry. Automation will save your team from performing repetitive tasks, leaving it available to work on business-growth tasks.
90% of knowledge workers say automation has improved people’s lives in the workplace.
If your people are being more creative, employee satisfaction will increase. Leading to reduced employee churn.
Best sales order management software
There’s a ton of sales order management software you can choose from that’ll work together to automate your sales order management process. Each with different features and functions. Choose solutions according to your business needs, industry, size, and budget. Here’s a taster…
Rossum | AI document processing
Automated order-to-cash workflow process.
Rossum’s end-to-end data capture solution brings massive time savings to the manual data entry processes by speeding them up 6x-10x.
AI-powered automation will streamline your sales order process. This improvement of your business operations will increase productivity and revenue, strengthen vendor relationships, and improve the customer experience.
Rossum’s AI document processing platform can automate sales order processing with precision and high-speed performance.
Take a look at our Bus Industrial Tools customer case study…
Bus Industrial Tools was looking to streamline and improve the purchasing power of its customers. The company’s rule-based data extraction solution was struggling when presented with documents in various styles. Receiving both EDI – electronic data interchange and PDFs.
Rossum saved the day and improved its order-to-cash workflow process. Reducing the workload and improving the customer experience. This partnership with Rossum brought about a saving of 80% of time previously spent on managing the order-to-cash process.
“Before learning about Rossum, I doubted that an Intelligent Document Processing (IDP) software could deliver high-quality output without investing much effort at the deployment stage. Rossum proves the opposite. After a short set-up phase, we can now process our sales orders considerably faster, with much fewer errors and higher overall scalability. As a result, the team at Bus Industrial Tools now has more time to focus on important tasks instead of the repetitive input work.”
Thijs Engel, Business Intelligence specialist at Bus Industrial Tools
SAP Business One | ERP solution
ERP solution for managing your entire company.
Access SAP Business One at any time and anywhere.
An integrated enterprise resource planning – ERP – solution that includes sales order management for SMB enterprises. Includes accounting, financials, inventory, purchasing, sales, customer relations, reporting, and analytics.
SAP Business One helps you streamline processes and make business decisions based on real-time data.
- On-premise or cloud based
- Integrated business intelligence
- Integration with the SAP HANA platform
- Fast deployment and onboarding
We’re now an official SAP Certified Partner. We’ve also launched a new SAP Certified integration with SAP S/4HANA Cloud – to import SAP master data and streamline end-to-end document workflows – designed for organizations of all sizes.
QuickBooks | Invoice automation
Automate your invoice processing.
Create customized invoices, estimates, and sales receipts to represent your brand.
An invoice automation software created to help business across industries. Invoice processing automation saves time, reduces costs, and eliminates errors. Recurring invoices can be scheduled and sent in batches or individually.
Real-time tracking of outstanding, viewed, and paid invoices. Once an invoice is marked as paid, QuickBooks matches the payment with the invoice.
The software currently supports English, French, Spanish, Italian, Chinese (traditional), and Portuguese. And, uses multi-currency to accept and make payments in more than 145 countries.
- Customized invoices
- One click, estimate to invoice
- Real-time tracking of invoice payments
- Send automatic reminders
Sales order management FAQs
A sales order is a document generated by a business after it receives a customer request to buy goods or services. It includes the details of the order, items, quantities, prices, delivery terms, and payment instructions.
Sales order management is the business process of handling customer orders for goods or services. It covers the lifecycle of a sales order, from creation and verification to processing, invoicing, fulfillment, shipping, and payment.
Frictionless sales order management ensures accurate and timely completion of customer orders. Helping businesses to optimize inventory control, reduce errors, enhance customer satisfaction, and improve overall operational efficiency.
Automation of the sales order management process increases efficiency, reduces errors, improves customer satisfaction, provides real-time inventory updates, lowers costs, automates reporting and analysis, and ensures compliance with regulations.
Eliminate sales order management inefficiencies
Head to our eBook Automating Sales Orders: How IDP Can Help to see what this solution will do for your business. From reducing costs and errors to generating more revenue.