Automated order status updates from suppliers

Purpose

1.1. Ensure real-time communication of order status updates from arcade machine suppliers to company procurement teams and downstream customers.
1.2. Reduce manual query-response cycles, administrative delays, and miscommunication across supplier and buyer channels.
1.3. Funnel multiple supplier update methods (email, API, EDI, PDF, WhatsApp, etc.) into a single, automated notification stream for consistency and auditability.
1.4. Sync order status changes with procurement dashboards, internal ERP systems, warehouse operations, and customer notifications.

Trigger Conditions

2.1. Supplier changes order status via online portal or API (e.g., pending → shipped).
2.2. Status update emails containing specific keywords received to procurement inbox.
2.3. EDI files or PDFs uploaded to designated cloud storage or SFTP.
2.4. WhatsApp business message or SMS with confirmed supplier identifier and order reference.
2.5. Entry of status in supplier-specific web forms or procurement system fields.

Platform Variants

3.1. Twilio SMS
• Function: Receive SMS from supplier number.
• Configure: Use Twilio webhook for incoming message, filter sender, pass status to automation chain.

3.2. SendGrid
• Function: Parse supplier status email.
• Configure: Inbound Parse API, extract status fields, trigger update process.

3.3. Microsoft Outlook 365
• Function: Monitor shared mailbox for supplier updates.
• Configure: New email trigger, pre-filter by subject/sender keywords, extract status.

3.4. Gmail API
• Function: Filter labelled supplier emails.
• Configure: New email with label trigger, phrase match in body, push status to system.

3.5. Slack
• Function: Real-time supplier status alert in #supply-orders channel.
• Configure: Incoming webhook, post status update via formatted message.

3.6. Zapier
• Function: Multi-platform logic routing.
• Configure: Trigger on email/API, conditional logic, send update to chosen app.

3.7. Shopify
• Function: Update supplier order status in admin.
• Configure: Orders/Update API, set new status via webhook call.

3.8. Microsoft Teams
• Function: Notify procurement group when new update arrives.
• Configure: Incoming webhook to channel, structured card for each update.

3.9. Google Sheets
• Function: Sync status into order tracking sheet.
• Configure: Sheets API, Insert Row on status update event.

3.10. Dropbox
• Function: Monitor supplier PDF uploads for status.
• Configure: File uploaded trigger, PDF parser, extract update.

3.11. Docparser
• Function: Parse scanned order status documents (PDFs).
• Configure: Document processing template, map output fields to status.

3.12. SAP
• Function: Update ERP order record status.
• Configure: OData/REST API, PATCH order entity with new status.

3.13. Oracle NetSuite
• Function: Sync supplier’s status with purchase order record.
• Configure: REST SuiteTalk API, update PO entity.

3.14. WhatsApp Business API
• Function: Receive direct supplier order updates.
• Configure: Registered webhook endpoint for status messages, process order ref.

3.15. HubSpot
• Function: Log order updates in CRM deals.
• Configure: Deals API, patch status property by order number.

3.16. Salesforce
• Function: Update order object with supplier status.
• Configure: REST API, update Order.Status field.

3.17. Google Drive
• Function: Detect new supplier docs in shared folder.
• Configure: File upload trigger, OCR/PDF parse to read update.

3.18. Monday.com
• Function: Mirror supplier order status to procurement board.
• Configure: Item update API, patch status column.

3.19. Jira
• Function: Create ticket or comment on procurement project.
• Configure: Issue API, post status change as comment/transition.

3.20. SFTP
• Function: Poll for uploaded EDI/status file from supplier.
• Configure: On new file, parse contents, update system with extracted status.

3.21. QuickBooks Online
• Function: Update purchase order memo/note with latest status.
• Configure: API update to PO object.

3.22. Trello
• Function: Move procurement card to status list.
• Configure: Card update API, match order ref.

3.23. AWS Lambda
• Function: Serverless parsing of supplier update files.
• Configure: Trigger Lambda on S3/SFTP upload, decode and route update.

Benefits

4.1. Eliminates manual follow-ups and update delays, enabling real-time tracking.
4.2. Reduces risk of human error, lost communication, and misalignment across teams.
4.3. Provides complete audit logs for every update, simplifying compliance and reporting.
4.4. Scales effortlessly to new suppliers, formats, and communication channels.
4.5. Enhances customer and internal stakeholder satisfaction with timely, accurate order visibility.