Streamlining Order Management for a Promotional Products Distributor: A Case Study
June 23, 2025
Streamlining Order Management for a Promotional Products Distributor: A Case Study
Company Overview:
PrintPLANR implemented a customized Order Management System for Distributors for an Australian promotional products distributor to centralize their order management. The client previously struggled with fragmented operations across multiple software platforms, including Promodata Integration, Joomla, Xero, and StarTrack. They needed a system that could integrate these tools seamlessly, eliminating inefficiencies and manual data entry.
PrintPLANR’s API-friendly solution linked all these platforms, providing a single interface for order processing, shipping estimation, and accounting. Despite the complexity of their workflow, our team successfully delivered an integrated solution that met the client’s operational needs and enhanced overall efficiency.
Client Overview
The client, a distributor of promotional products in Australia, sought a centralized platform to manage orders and integrate seamlessly with their existing systems. Their business relied on the following tools:
- Promodata to pull product information.
- Joomla as their e-commerce platform.
- Xero for accounting.
- StarTrack for shipping estimation.
Operating across these tools meant they had to manually extract and input data into each system, leading to inefficiencies and errors. They approached PrintPLANR with the goal of having a single platform that connected these systems, streamlined workflows, and improved Order Management Automation.
The Initial Challenges
Before partnering with PrintPLANR, the client struggled with several operational issues:
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Disconnected Systems:
Manual data entry was required across Joomla, Xero, previous MIS system and Australia Post for creating inefficiencies and duplication of efforts.
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Fragmented Operations:
Managing orders, retrieving product data, estimating shipping charges, and tracking financial information required accessing multiple tools separately.
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Time-Consuming Workflows:
Lack of integration led to longer order processing times and delays in customer communications.
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Scalability Issues:
The current setup was not scalable, making it difficult to handle increasing order volumes efficiently.
Our Tailored Solution
PrintPLANR, known for its API-friendly Print MIS integration, addressed these challenges by delivering a fully integrated system tailored to the client’s needs.
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Integration with Promodata:
PrintPLANR was linked with Promodata to pull all product information into the system. This allowed the client to access and use product data directly within PrintPLANR to create quotes, jobs, and invoices.
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Integration with Joomla:
PrintPLANR was integrated with Joomla to:
- Automatically retrieve orders placed on the client’s website.
- Sync product updates from Joomla into PrintPLANR.
- Push updates, such as order statuses, from PrintPLANR back to Joomla for real-time visibility.
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Integration with Xero:
PrintPLANR connected with Xero to manage accounting seamlessly. Invoices generated in PrintPLANR were automatically pushed to Xero, while payment details from Xero were pulled back into PrintPLANR for a complete financial overview.
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Integration with StarTrack:
While outside PrintPLANR’s native scope, Infomaze, the parent company of PrintPLANR, developed an additional integration between Joomla and StarTrack. This allowed customers to estimate shipping charges based on product details and locations directly on the Joomla website. The delivery charges were then synced back into PrintPLANR, along with carrier information, enabling the client to include them in quotes and invoices.
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Automated Workflows:
By centralizing operations within PrintPLANR, the client could automate repetitive tasks such as order syncing, quote generation, and invoice creation, eliminating manual interventions and reducing errors.
How the System Works
The integrated solution worked as follows:
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Product Management:
Promodata supplies product details to PrintPLANR, allowing the client to access this data for order creation.
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Order Management:
Orders placed on Joomla are automatically pulled into PrintPLANR. Changes in order status or information are synced between Joomla and PrintPLANR.
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Shipping Estimation:
StarTrack provides delivery charges for orders on Joomla. These charges, along with carrier details, are synced to PrintPLANR for inclusion in quotes.
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Accounting:
Invoices created in PrintPLANR are pushed to Xero. Payments processed in Xero are pulled back to PrintPLANR, keeping financial data up to date.
The Results
By integrating PrintPLANR with Promodata, Joomla, Xero, and StarTrack, the client achieved significant operational improvements:
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Centralized Operations:
The client now uses PrintPLANR as order management software, eliminating the need to log into multiple systems.
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Improved Efficiency:
The automation of tasks reduced manual work by approximately two users’ worth of time daily, allowing the client to focus on core business activities.
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Error Reduction:
Seamless integrations eliminated data entry errors, ensuring accurate quotes, orders, invoices, and reports.
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Scalability:
The system is designed to accommodate future growth, allowing the client to handle larger order volumes with ease.
Conclusion
Fragmented systems and manual processes can hinder business efficiency and growth. PrintPLANR’s tailored print MIS solution provided the client with an integrated platform that streamlined operations, reduced redundancies, and enabled scalability. By connecting Promodata, Joomla, Xero, and StarTrack, PrintPLANR empowered the client to manage their business effortlessly from a single platform. Promotional products distributor software solutions like this are a game-changer for businesses looking to boost efficiency.
Ready to streamline your operations with a custom solution? Contact PrintPLANR today for a free consultation!