Stays in the ERP
Finance and the system of record
Ledger, invoicing, credit control, master data. The people who need it keep the seats they already have, and the controls around them stay exactly as they are.
Use case · Vision + Orbit
Written once by the customer. Typed again by your team.
A busy order desk handles hundreds of orders a week, and almost none of them arrive in a form the ERP will take. So the team retypes. Vision reads the emailed ones before anybody sits down. Orbit gives the desk somewhere to take the phoned ones, with the price, the stock and the margin already on screen.
The figures further down are To Øl’s, measured on their own order desk. On every call
The same five questions. The answers live on five different screens.
This is what actually costs the desk its day — not the typing, but the looking-up around it. Every “let me just check that for you” is a hold, and a hold happens hundreds of times a week.
“What’s my price on the 12-pack?”
- Was
- Price list in the ERP, or a spreadsheet somebody maintains
- Now
- Their contract price is already on the line — per-account price lists, volume tiers, currency
“Have you got it, and when can I have it?”
- Was
- Call the warehouse, or promise and hope
- Now
- Stock and lead time per warehouse, on the line being ordered
“Can you do better if I take fifty?”
- Was
- A discount given by feel, and checked by finance next month
- Now
- The margin on the line, before the discount is given
“Send it over and I’ll get it approved.”
- Was
- Type it up after the call, email a PDF, wait
- Now
- A quote they accept in one click — and it is a real order
“Just put me down for the usual.”
- Was
- Dig out what they bought last time
- Now
- Their order history, and what they have stopped buying, next to the account
Where the desk works
An order desk needs a desk. Not an ERP login.
The ERP is the system of record, and finance is right to keep it that way. But it was never designed for a dozen people taking orders at speed, and its seats are not priced for them either.
Moves to Orbit
The people taking the orders
Order entry, quotes, prices, stock and account history, at €49 per seat. Add a temp for the peak season without buying an ERP licence or running an ERP training day.
Order entry
Built for speed, not for accounting
A screen designed around taking an order while somebody is talking, rather than an ERP form with thirty fields the desk never fills in.
Quotes
Accepted before you hang up
Send a quote they accept in one click and it becomes a real order. Or skip the quote and let it pass straight through — the buyer who says “just book it” should not have to click anything.
Margin
See the value before you discount it
The value of the order and what the discount does to it, while it is still a conversation. Discounting stops being folklore and starts being a decision.
Account context
Their terms, not the list
Customer-specific pricing, payment terms, what they are allowed to buy, stock and warehouse — visible while the order is being made, not discovered afterwards.
The pile that never reaches the desk
And the emailed ones never reach a keyboard at all.
Orbit handles the orders that need a person. Vision handles the ones that only needed a typist — which, on most order desks, is the larger pile.
Vision — email order capture
Your team approves. It does not type.
- It arrivesPDFs, spreadsheets with the columns in a different order every time, a photographed order pad.
- It is readThe email body, the attachments and the corrections, together.
- It is matchedEvery line against your catalogue — their wording, your item number, or a barcode.
- It is pricedThe prices you agreed with that customer replace whatever was on the document.
- You approveOr it passes straight through, inside the value, line-count and price-deviation limits you set.
What the desk gets back
The pile stops being a queue
- Before anyone sits downThe overnight pile is already read and matched.
- What is leftApprovals — minutes of checking rather than hours of typing.
- What it cannot readLands on an action list. Nothing fails silently.
- Everything togetherPhone, email and storefront orders arrive as the same order, in the same place.
What changes
Same team. More orders. Fewer corrections.
- Reps retyping orders that already exist in writingReps approving what has already been read and matched
- “Let me check that and call you back”Price, stock and lead time answered on the call
- Discounts justified after the factMargin visible before the discount is offered
- Quote typed up after the call, then chasedQuote accepted in one click, as a real order
- Every order-taker needs an ERP seatFinance keeps the ERP; the desk gets a €49 seat
- More volume means more order-entry hoursMore volume on the same headcount
Proof · craft brewery, Denmark
Half a rep’s day, going into the inbox.
To Øl sell to bars, cafés, hotels and the Danish retail chains, shipping to more than 50 countries. Orders arrived by email, by phone and by EDI, and every one of them was keyed into SAP Business One by hand.
“I was selling to the customer, getting an email with the order, and punching it into SAP myself. On top of that I was invoicing every day. You were locked to your chair because you had to be there in case an order came in before the cut-off.”
- 90%
- of orders now placed by the customer directly, against a starting point where every order was keyed in by a sales rep
- ~20 hrs
- a week back per sales rep, and the equivalent of one full-time admin role
“From our perspective, if our sales reps are spending half their day just typing in orders, we are wasting their time.”
To Øl reached this by moving most orders onto a storefront and reading the rest with Vision, rather than by putting their desk on Orbit — so read it as evidence for what happens when the typing stops, not as an Orbit measurement. Read the full story →
What it costs
Two line items, and no commission on anything you sell.
Vision
From €199/month
Priced by how many orders it reads. No setup fee.
Orbit
€49/seat/month
Minimum 3 seats; admin accounts do not count. Runs alongside a channel plan.
Ready?
Bring us a week of your order desk.
Send a handful of real emailed orders — the messy ones — and tell us how many calls the desk takes in a week. We will show you what never reaches a keyboard, and what the rest looks like when the price, the stock and the margin are already on screen.
Book a demo