From manual order processing into a one-tap operation
FIZI’s B2B wholesale operation was growing. Processing capacity wasn’t. Now they are onboarding new clients without adding a single hour of manager time.
The Challenge
FIZI serves 200+ B2B clients across Spain and Portugal with personalised pricing, custom delivery thresholds, and individual tax conditions. Every order arrived through a different channel: email, WhatsApp, Instagram, phone, and required 20 minutes of manual work to process.
6-step process per order
Accept the order, create a custom invoice per client conditions, send it, manually submit to the fulfilment centre, log it in the financial spreadsheet, send the tracking number. Every time, for every client.
No single source of truth
Client-specific pricing, delivery thresholds, and tax conditions lived in people’s heads and spreadsheets.
Scaling meant hiring
More clients meant more client manager hours.
What We Built
A complete B2B platform with three integrated layers: a client-facing portal, an admin dashboard, and a zero-touch automation engine — all connected to existing tools.
B2B Client Portal
Each client gets a personal cabinet with their own pricing, order history, and invoice archive. They place orders, track delivery status, and see exactly how much is left until free delivery — all without contacting the team.
Client-facing catalog with product images, quantities, and live cart
Order review with line items and auto-generated invoice preview
Admin Dashboard
One place to create, approve, and edit orders, manage client-specific pricing tiers, onboard new clients, and monitor the full order pipeline in real time.
Dashboard overview — orders, revenue, active clients at a glance
Order management with status tracking, shipping details, and invoicing
Admin can create orders on behalf of clients from the product catalog
Promotion engine — create promo codes, set discounts and dates
Built-in i18n — manage all UI strings in English and Spanish
Automation Engine
Seven workflows handling the full order pipeline: one-tap approval via Telegram, automatic invoice generation with client-specific conditions, invoice delivery to the client’s accounting email, Shopify draft order creation, fulfilment submission to the warehouse, automatic ledger update in the financial spreadsheet, tracking number sync to the client’s cabinet, and status notifications at every stage.
New order notification in Telegram — approve or deny with one tap
Shopify draft order created automatically after approval
Shipping tracking synced across platform, Shopify, and client notifications
Order-to-Delivery in 7 Steps
From the moment a client taps “Place Order” to the package arriving at their door — every step is automated, tracked, and visible.
Order → Approval
Client Places Order
Client browses personalized catalog, adds items to cart, and submits. Each client sees their own negotiated pricing.
Webhook Fires
Order data, line items, and a PDF invoice preview are packaged and sent to the automation engine.
Telegram Notification
Admin receives the full order summary with an attached PDF and two buttons: Approve or Deny.
One-Tap Approval
Admin reviews and approves directly inside Telegram. One tap triggers all downstream actions.
⚡ On approval — 4 actions fire simultaneously
Invoice Emailed
Auto-generated PDF invoice sent to the client’s billing email via Resend.
Shopify Draft Order
Draft order created with correct SKUs, quantities, and B2B tags for the distributor.
Ledger Updated
New row appended to the financial tracking sheet with order total, tax, and client details.
Status Updated
Order status changes to “approved” in the database. Client sees the update on their portal.
Fulfillment → Delivery
Distributor Ships
Distributor completes the Shopify draft order and adds the tracking number from Correos Express or GLS.
Tracking Synced
Shopify webhook fires. n8n picks up the tracking number and syncs it to the platform database.
Client Tracks Delivery
“Track Shipment” button appears on the client’s portal with a direct link to the carrier page.
The Results
1,000+ hours saved per year. The 6-step manual process is now two clicks approval. Confirm in Telegram, approve fulfilment dispatch. Done.
The 6-step manual process is now two clicks approval. Confirm in Telegram, approve fulfilment dispatch. Done.
Clients see how much is left until free delivery and order more per session.
Clients place orders independently, invoices are generated and delivered automatically, and every invoice is stored in their cabinet. Their accounting team has everything in one place. Visible tracking information.
Scaling requires no additional headcount.
As the client base grows from 55 to 200+, the platform absorbs the load without new hires. At 200 clients, the manual equivalent would require 2 full-time employees.