Last week, I shared how a flexible B2B checkout process, powered by OroCommerce, can turn complex purchasing workflows into seamless experiences tailored to each industry’s unique quirks. Today, I’m taking you beyond the theory and into the trenches with a real-world example. 

Growing up, my middle school English teacher always emphasized, “Show, don’t tell!” Well, today, I’m taking that advice to heart by showing you what flexibility in action really looks like. Let’s dive in!  

Context: Challenges of Government Procurement

Whenever I begin describing a client project, my CEO thoughtfully interjects with a guiding question: “What problem are we solving?” Sure, I’ll get to that, but first, you need to understand the setup. 

Picture a client who supplies to government agencies. That’s already complicated, right? Now add in a procurement process that’s completely custom and further burdened by layers of legal procedures. Why? Because third-party organizations provide oversight to ensure accountability and to validate purchases. 

Here’s how it works: Employees in the field need equipment like safety hats, flashlights, or other essentials. But before these items can be purchased, the department must gather quotes from three vendors and pick the “best deal” as per the company policy. For higher ticket items, central office approval is also required. This is no simple checkout; it is a meticulously scrutinized procurement system. 

Sounds like fun, right? Not exactly. 

Our client steps in to streamline this headache-inducing process. When an employee requests an item, their system takes care of gathering quotes, selecting the best option, and routing approvals through the appropriate channels. If all goes smoothly, the item is shipped, and the expense is processed for payment. But as you can imagine, there’s a lot going on behind the scenes. 

Problem: Visibility and Flexibility

Now that you have the lay of the land, here’s the problem we are solving—a challenge succinctly framed by the client’s Sales Director: “My customers keep asking me, ‘Where is my order?’” This simple yet powerful question inspired the creation of a “pizza tracker” feature.  

1. Need for Order Visibility – Customers demand real-time updates to track the progress of their orders, reducing unnecessary inquiries and improving their overall experience. 
2. Complex, Multi-Step Checkout – The order process involves numerous steps and frequent human intervention, increasing the risk of delays and inefficiencies.
3. Flexible Workflows – The system must be adaptable to accommodate highly specific customer workflows and unique business requirements. 

Additionally, we are helping our clients solve the following problems for their customers: 

• Approval Delays – Bottlenecks from busy managers or multiple decision layers. 

• Manual Errors – Increased risk of mistakes in data entry or approvals. 

• Poor Integration – Difficulty syncing with existing ERP or procurement systems. 

• Policy Compliance Gaps – Inconsistent adherence to vendor selection or spending rules. 

• Limited Exception Handling – Challenges managing urgent or non-standard requests. 

• High Administrative Overhead – Excessive manual effort and operational costs. 

Solution: Oro Commerce’s Flexible Checkout 

What’s the magic trick? A checkout process that’s fully customizable with multistep approvals—ideally without requiring code changes every other Tuesday. 

Using OroCommerce’s flexible checkout and built-in workflow engine, we brought this vision to life. Here’s how it works: 

1. Order Request – The end-user logs in and requests an item, such as a “red claw hammer,” triggering the OroCommerce’s checkout workflow. 
2. Initial Confirmation – The system notifies a procurement associate, who verifies details with the customer (e.g., asking whether they prefer a 16 oz or 10 oz hammer). 
3. Quote Gathering – While waiting for clarification, the associate begins gathering quotes using a separate but integrated procurement and vendor management system. 
4. Customer Selection – Once the customer confirms their preferences, they review the available quotes and select the option that best suits their needs. 
5. Approval Process – If approval is required, the system notifies an approver (often a third party). Using Oro’s permission-restricted roles, the approver can log in to view all pending requests or simply click a secure email link to approve or decline the purchase. We created a simple back-office site for this.  
6. Standard Procurement Cycle – Upon approval, the procurement process begins: buying the item, shipping it, tracking the delivery, and processing the billing cycle. 

The workflow described above has been simplified for clarity. In practice, the implemented workflow includes 12-14 steps, depending on the item’s cost. Designed to be highly configurable, it adapts seamlessly to a wide range of scenarios. Sure, if a client envisions a truly innovative or unique requirement, minor code changes might still be needed. But for most needs, the flexibility is baked right in. 

Another enhancement we implemented to tackle the status visibility challenge is what we lovingly call a “pizza tracker.” Just like tracking your favorite delivery order, the client’s customers can now see exactly what stage their order is in, how many steps remain, and when they can expect their shipment—assuming no surprises pop up. (We can’t promise to deliver in 30 minutes or less, though.) 

Benefits: Streamlined Operations and Happy Customers

With this new solution, our client experienced: 

1. Enhanced Operational Efficiency – Streamlined processes with real-time updates for customers, reducing the need for manual inquiries and speeding up order fulfillment. 
2. Improved Customer Experience – Transparent workflows, self-service capabilities, and a notification center that highlights pending actions, simplifying the end-user’s purchasing journey and increasing satisfaction. 
3. Increased Revenue Growth – Leveraged the flexible framework to rapidly deploy additional sites, opening new revenue streams and accelerating business expansion. 
4. Cost Savings – Retired legacy systems and replaced them with modern, scalable self-service solutions, reducing overhead and operational costs. 
5. Improved Sales Execution – Integrated CRM functionality enabled seamless tracking of negotiations and approvals, empowering the sales team to close deals faster. 
6. Simplified Complex Workflows – Enabled customers to request and manage intricate quotes online, reducing administrative burdens and enhancing overall efficiency. 
7. Stronger Customer Relationships – Transparency and reliability build trust, fostering long-term loyalty and repeat business. 
8. Scalable Processes – The system flexibly adapts to accommodate growing order volumes and evolving business requirements with ease. 

Key Takeaway: Flexible Checkout Process is a Competitive Advantage

You may not need this exact multistep checkout process today. However, in the dynamic world of business—shaped by mergers, acquisitions, and evolving customer expectations—your future checkout needs could look very different. Flexibility isn’t just a luxury; it’s your safeguard for staying ahead. 

In the logistics industry—and really, in any industry—a flexible checkout process isn’t just a feature. It’s a game-changer. So, the next time you’re revamping your system, think about the workflows you don’t even know you’ll need yet. Your future self will thank you. 

Contact AAXIS to Transform Your Checkout Process

If your business is juggling complex workflows or dreaming of a more flexible, efficient checkout process, AAXIS can help. Let’s turn your challenges into opportunities and set you apart in the market. 

Contact AAXIS today to explore how we can tailor solutions to meet your unique needs. Together, we’ll build the systems that drive your business forward.