From paper and fax to QR-scan ordering

The problem

For years, ordering product samples meant reading a paper ledger, then calling or faxing the order in. Item numbers were easy to mistype, orders could only be placed from the office, and month-end tallying was entirely manual — the process depended on individual memory and experience.

What we did

We didn't start with a system proposal. We started by following the actual ordering flow with the team, and identified that "getting the item number right" was the real bottleneck.

So we attached a QR code to every product sample and built an app (iOS/Android) where placing an order takes a scan and a quantity. The existing item-number scheme and workflow stayed exactly as they were; the screens were pared down to the minimum so nobody on the floor gets lost.

The result

• Orders complete in a few taps from anywhere — no more returning to the office
• Scanning eliminated item-number transcription errors entirely
• Order data lands in a ledger automatically, so month-end tallying disappeared