Order management spans capture, stock validation, preparation, shipping, delivery proof and invoicing. Without a structured workflow, each step lives in a different tool — the webshop, the WMS, the carrier portal, the billing system — and exceptions fall through the cracks.

The result: stock errors, delayed shipments, missing delivery proofs and disputed invoices. Utilyx models the full order-to-delivery chain as an executable workflow with stock validation, shipping, POD capture, invoicing and PDF document generation.

The workflow is structured as a decision tree with 3 branches (in-stock standard, partial-stock backorder, out-of-stock substitute) and 8 steps end-to-end. Every action is logged in the order_audit subtable. Order errors cost €200+ per incident to fix — automated validation catches them.

• Step 1 (Start — Order capture): orders arrive from the webshop, EDI, email or phone into a single queue with mandatory fields order_id, customer_id, line_items[], shipping_address, payment_terms, requested_date. The copilote IA normalizes the order and validates fields (address format, SKU existence, payment terms).

• Step 2 (Automated validation): the workflow runs 5 validation rules — sku_exists (sql-query against product_master), price_matches_current_catalog, customer_credit_ok (sql-query against customer_account), shipping_zone_valid, payment_terms_approved. Any failure routes to Branch C (exception hold) for agent review.

• Step 3 (Branch — stock split): Branch A (in-stock): all line items available, proceed to preparation. Branch B (partial-stock): shortfalls trigger a backorder sub-workflow; the customer is asked to accept split shipment or wait. Branch C (out-of-stock): substitute proposal routed to customer for approval before cancellation.

• Step 4 (Preparation): the pick list is generated and routed to the warehouse via webhook to the WMS; the workflow tracks packing status and updates the order in real time. Pick errors are flagged by barcode scan validation.

• Step 5 (Shipping): the workflow selects the carrier based on routing rules (destination, weight, SLA tier, cost) via sql-query against carrier_rate_table, prints the label, and sends the tracking link to the customer in their language (7 languages supported).

• Step 6 (Proof of delivery — POD): on delivery, the carrier or driver captures a signature or photo POD via the mobile app, attached to the order record with geolocation and timestamp.

• Step 7 (Invoicing): the workflow triggers invoicing on POD confirmation, reconciles invoice against the order (price, quantity, freight), and usePDF generates the delivery note and invoice PDF in the customer's language.

• Step 8 (Archive): the complete order file (order, validation log, delivery note, POD, invoice) is archived in useArchive with index fields order_id, customer_id, invoice_id, delivery_date for accounting and legal retention.

Teams using Utilyx reduce order exceptions by 50% thanks to the 5-rule automated validation that catches SKU, price, credit and address errors before fulfillment, saving €200+ per incident in fix costs. Delivery disputes drop by 60% thanks to captured POD with geolocation and timestamp.

The no-code visual designer lets an operations manager build and adjust the workflow without developers, and the AI copilot generates validation and routing rules from a plain-language description — 60% faster deployment at 70% lower TCO. The carrier-rate comparison via sql-query cuts freight costs by an average of 12%.

The workflow connects order capture, stock, carrier and billing steps without siloed tools via webhook to WMS and carrier APIs. usePDF generates the delivery note and invoice in a consistent branded format across 7 languages.

useArchive retains the complete order file per regulatory and accounting requirements, with configurable retention periods per document type, and the order_audit subtable gives finance an audit-ready trail of every validation, fulfillment and invoicing step.