PDF Tool: a paperless order workflow in medical distribution
PDF Tool is an order workflow application built by 2Simple for HAMMERmed Medical, a medical equipment distributor. It replaced printouts circulating between the warehouse, the office and drivers with a single system where a document is edited, approved and archived without being downloaded, and data reaches the ERP automatically.
- Client
- HAMMERmed Medical Polska
- Industry
- medical equipment distribution
- Scope
- analysis, application, ERP integration, rollout, maintenance
- Technologies
- TypeScript, React, Node.js, Rust, SQL
Starting point
Orders from hospitals and clinics arrived by email, through procurement platforms and by phone. Each one was printed, passed to the warehouse, and after picking came back to the office with handwritten notes. Shipping documents travelled with the driver and returned days later. Order data was retyped into the ERP by hand, and the question "what stage is this order at" required a phone call. The paper archive occupied a separate room.
What we built
- One document repository: orders from email, scanner and platforms land in one place with automatic customer and number recognition.
- A PDF editor in the browser: corrections, annotations and signatures directly in the system, without downloading the file.
- Versioning: every status change or edit creates a new version with author and date.
- ERP integration: an approved order is saved in the ERP without retyping.
- A tablet app for the field sales team.
How the rollout went
We started with a process analysis alongside the order desk and the warehouse: we traced the document from intake to shipment and pinpointed where it got stuck.
We built an MVP for one order type and launched it as a pilot to gather feedback on real documents.
We then extended the system to all document types and trained the drivers on the tablet app.
Results
- 100%
- of orders handled electronically
- 0
- printouts in the order workflow
- Tens of thousands
- documents handled
- Full change history
- Paper archive eliminated
- Access on tablet and phone
- no paper between departments
What the client says
"I recommend working with 2Simple to every business in the medical sector. If you value a partner who delivers on time and takes care of excellent communication, 2Simple will be an excellent choice."
What's next
The system is maintained and extended by 2Simple.
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