Challenge
A buying group coordinates work across vendors, buyers, agents, warehouse teams and drivers. Each group has a different part to play. Vendors need approval, identity checks and signed agreements. Buyers and agents join deals and record commitments. Warehouse teams arrange drop-offs, while drivers collect goods and document the pickup. Invoices arrive as PDFs, and administrators prepare payout data and keep agreements and invoices available for export.
When these activities sit in separate conversations and files, it is difficult for each participant to know what needs attention next. The portal needed to give people a clear place to complete their part of the process, while keeping operational records distinct. An invoice upload should start a draft for review, a warehouse receipt should identify a scheduled delivery, and a driver pickup should be tied to a specific handoff.
What we built
We built vendor onboarding with identity checks through a third-party KYC service, approval records and signed agreements. Buyers and agents have accounts for deals, commitments and referral programs. Promotional programs and spend and growth charts give administrators a view of activity across the buying group.
Warehouse teams can schedule drop-offs by slot and location, send invitations and create receipts with QR or barcode short codes. Drivers can record pickups with photos. These records give the warehouse and administration teams a practical view of scheduled deliveries and completed handoffs.
Vendors can upload invoice PDFs in bulk. Google Gemini extracts invoice information into draft orders and displays progress while the upload runs. A hash-based check identifies duplicate files before the team continues processing. Administrators can prepare payout data as a CSV for the bank and export agreements and invoices to Dropbox.
How we worked
We organized the portal around the people doing the work and the handoffs between them. Vendor approval and signed agreements have a clear home. Buyers and agents can follow deals and commitments. Warehouse staff work with locations, time slots, invitations and receipts, while drivers record pickups with photos. Administrators can move from an invoice upload to a draft order, then prepare payout and document exports.
The invoice workflow keeps the review step visible: extraction creates a draft rather than a completed order, and the hash check helps staff identify repeated files. Payout preparation and document export fit into the same administrative workspace, with the bank CSV and Dropbox files ready for their respective tasks. Each participant can focus on the information needed for their next handoff.
Result
Vendors can submit invoices and work from draft orders, buyers and agents can manage commitments, and warehouse teams can coordinate scheduled drop-offs and recorded pickups. Administrators can review program activity, detect duplicate invoice files, prepare bank payout CSVs and export agreements and invoices. The portal brings those daily handoffs into one working process.