Operational Analysis and Solution Design
We map the current workflow, handoffs, systems and exceptions before proposing technology. The output is a prioritized solution architecture tied to a measurable operational goal.
The problem
The systems are there. The handoffs aren't.
Most companies we meet don't have a software problem. They have a handful of systems that each work fine on their own, and people manually carrying data between them all day.
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The same data, keyed in three times
A supplier invoice lands as a PDF in someone's inbox, gets typed into the ERP line by line, then copied into a spreadsheet again so accounting can reconcile it. Same data, three rounds of work.
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Spreadsheets are what's actually holding it together
Stock counts, shipment plans, current price lists — the version everyone trusts is a file on one person's laptop. When the file breaks or the person is out, the process stops with them.
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Orders lose the thread between systems
Marketplace orders get exported and re-entered into the ERP, and the tracking number travels back the same way by hand. In the gap, stock stops telling the truth — which is how you oversell and then cancel.
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The process lives in people's heads
Which customer's order jumps the queue, which supplier is always late, what to do when an invoice doesn't match the purchase order — none of it is written down anywhere. When that person isn't at their desk, the work waits.
Technology toolkit
We apply the right technology to the problem
Software, integration, automation, AI and data are tools—not the end product. We combine only what the operation needs to reduce manual work and create a connected, measurable flow.
Custom Software
When off-the-shelf products do not fit the operation, we build applications, portals and control panels around the way your teams actually work.
Business Process Automation
Purchase requests, approvals, order intake, order-to-invoice — the flows that currently run on email threads move onto explicit rules. Every approval leaves a trail, and whatever is stuck becomes visible instead of silent.
Document Processing Automation
Invoices, delivery notes, order forms, customs paperwork and contracts get read, extracted, matched against your order and stock records, and written into the system. Anything that doesn't match isn't dropped — it lands in one review queue with an owner.
Forecasting and Decision Support
Demand forecasts, replenishment suggestions, delivery-time estimates, order prioritisation — the system puts a recommendation on the table. It shows the reasoning behind it, and the planner still makes the call.
Systems and Data Integration
We move data between ERP, CRM, WMS, marketplaces, e-invoicing, carriers and banking on a single tracked path. Every transfer is logged, failures retry, and nothing disappears quietly.
AI-supported Operations
We embed document understanding, classification, assistants, forecasting and agents into real workflows where they create a clear operational benefit and remain under defined human control.
Before / after
How the process ran before, and how it runs after
These are real operational steps — what changes is the shape of the work, not a number on a slide. Which of your steps look like this is something we map together during discovery.
Before
- Supplier invoice — The invoice arrives as a PDF, accounting keys the lines into the ERP one by one and eyeballs whether it matches the purchase order and the delivery note. Anything that doesn't match gets chased over email and tracked in someone's memory.
- Stock levels — Counts live in a spreadsheet and channel stock gets updated by hand at the end of the day. For anything sold in between, the number on the site isn't real.
- Order flow — Orders get exported from the marketplace panel and pasted into the ERP; after dispatch, the tracking number is entered a second time by hand. The two systems disagreeing on status is treated as normal.
- Planning decision — Someone pulls a sales history report and decides the order quantity from experience. Because the reasoning isn't recorded anywhere, it can't be reviewed later.
After
- Supplier invoice — The invoice is read automatically and matched against the order and delivery records; clean ones post straight through. The rest sit in one review queue with the discrepancy spelled out.
- Stock levels — Stock has one source in the ERP and propagates to the channels on its own. When a channel drifts out of sync, an alert fires instead of someone eventually noticing.
- Order flow — The order moves from channel to ERP in one flow, with status and tracking synced both ways. What the customer is told and what the system says are the same thing.
- Planning decision — The system proposes a quantity and shows the data behind it. The planner approves or overrides — the decision stays human, the trail stays in the system.
Our approach
We build on top of what you already run
We're not asking you to replace the ERP, CRM or warehouse system you've spent years on — they stay the system of record. We work in the gaps between them, and on the manual work in those gaps.
Your systems
ERP
CRM
WMS
Marketplaces
E-invoicing
Carriers
Custom software
The layer we add
Data integration
Document reading
Process rules
AI agents
Forecasting
Exception queue
Your system of record stays your system of record
The ERP keeps its job; automation feeds it rather than replacing it. If you stopped working with us tomorrow, your data would still be sitting in your own systems.
The connection method fits the system, not the other way round
If there's a proper API, we use it. If there isn't, we work through read-only database views, file or EDI exchange, or — as a last resort — screen-level automation. A closed or ageing system isn't a dead end.
Permissions and data boundaries carry over
The AI layer never sees more than the user is already allowed to see in the source system. Where data is processed — your own servers, a private cloud, or a provider — and whether it's ever used for training is settled in writing.
Failures surface instead of vanishing
Every transfer is logged, failed jobs retry, and whatever can't be resolved goes to an exception queue with a named owner. There's no state where the automation looks fine and has quietly stopped.
Focus
The industries we focus on
We don't take on every industry, because what makes the difference isn't the technology — it's knowing how that operation actually runs. Today our work concentrates in three.
Manufacturing
Production plans, material requirements, quality records and shop-floor data are usually split between the ERP and a stack of spreadsheets.
- Matching supplier invoices to purchase orders
- Getting shift data back into the plan
- Quality records without paper forms
Logistics and Distribution
Transport orders, load plans, delivery notes and proof-of-delivery paperwork still move on paper and phone calls.
- Digitising delivery documents
- Connecting carrier and customer systems
- Shipment status on one screen
Retail and E-Commerce
Several marketplaces, your own store and physical stock all have to be right at the same time.
- Stock and pricing in sync across channels
- Orders into the ERP in one flow
- Returns and claims off manual tracking
Next: energy and tourism. Document reading, system integration and forecasting are the same building blocks, and we're starting our first work in energy and tourism on that basis. If you have an operational problem in either, we're open to the conversation.
Measurement
We don't quote a return. We measure one.
We can't hand you a percentage up front, because that number comes out of your data, not our brochure. What we do instead is measure four things before the pilot and measure the same four again after.
Time
Before the pilot we count, together, how long one transaction takes end to end and how many times a month it happens.
The same count is repeated afterwards, so the delta is measured rather than claimed.
Errors
Corrections, mis-shipments, returns, unmatched invoices and re-keyed records are counted before we start.
The value usually shows up less in speed and more in how much work stops coming back for rework.
Cost
On one side the direct spend — development, licences, infrastructure, upkeep. On the other, the spend that stops: overtime, late-delivery penalties, the cost of getting an order wrong.
Both go in the same table, for the same period.
Capacity
How much more volume can flow without adding headcount, and how much of the team's time shifts from data entry to handling exceptions?
In most companies the point isn't cutting the team — it's growing without having to grow it.
The baseline for all four is written down during the opportunity analysis, and the same document defines what counts as a successful pilot.
Engagement model
How we work
We don't open with a transformation programme. We start with one process, real data, and a success criterion agreed in advance — and at the end of each stage, stopping is a legitimate outcome.
Discovery
We look at the process as it runs, not as it's described: who opens which screen, where data moves by hand, which spreadsheet is patching which gap. The output is a map of the current flow and the systems we'd need to connect.
Opportunity analysis
We rank the candidates by volume, error load and technical feasibility, and decide together which one goes first. This is also where the baseline measurements get recorded.
Pilot
One process, real data, deliberately narrow scope. The success criterion is written before we build, so at the end there's nothing to argue about.
Scaling
If it held up, we roll the same structure out to the next processes and teams. That comes with monitoring, exception handling, maintenance, and training so your team can own it.
Let's find where your operation is losing time and money
We will analyze your current processes and identify where automation, integration or custom software can create a measurable improvement.
Schedule an Operations AnalysisOur capabilities
We choose the technology to fit the operational problem
Custom software, system integration, process automation, AI and reporting are not separate products to us. They are the tools we combine to produce the right business outcome.
A technology partner that understands the operation first
We do not start with a software proposal. We map how work actually moves, identify the bottleneck and apply the combination of software, integration, automation and AI that the operation needs.
100% Customer Satisfaction
We prioritize customer satisfaction by ensuring trust and quality in development, maintenance, and support processes.
R&D Studies
As Pomelo Soft, we stay updated with technology to deliver innovative and high-quality solutions.
Experience and Expertise
With over 10 years of experience, Pomelo Soft delivers tailored solutions and meets business needs effectively.
Our References
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Software Company
We reduce manual work and automate the flow of data between your systems — without replacing what you already run.
Software refers to commands developed in computer language for performing tasks assigned to electronic devices. In its simplest form, software can be described as a set of commands provided to perform a specific task. With software, these commands evolve into an event that is processed with the help of a processor.