Operations and automation capabilities
Operations and automation capabilities
Self-service for your customers. Fewer manual steps for your operations team.
Cloudfy's operations and automation capabilities give manufacturers, distributors and wholesalers a B2B portal that runs order processing, stock visibility, approvals and notifications on configurable rules, with inventory, pricing and order data synced from the ERP.
Most of the cost in B2B order handling sits after the order is placed: the stock check someone phones the warehouse for, the approval waiting in an inbox, the confirmation keyed by hand into the ERP. Cloudfy turns those steps into rules that run the same way every time, so your team handles exceptions rather than every order.
What your customers get
Outcomes- Live stock by warehouse before they commit to an order
- Order status, dispatch updates and documents without calling you
- Approvals, spend limits and returns handled inside their own account
What your operations team gets
Outcomes- Orders land in SAP, Dynamics 365, NetSuite or Sage already validated, with nothing rekeyed
- Approval, allocation and routing rules run automatically, with a time stamped audit trail
- Exceptions such as a failed sync, low stock or a held order reach a named owner, not a shared inbox
Both sides run from the same source of truth: your ERP.
Built for your operations, finance and IT teams, not just your buyers
Automation is only useful if every stakeholder trusts what it does. Here is what each of them gets.
For Operations
Orders, approvals, stock allocation and notifications follow rules you set once. The phone calls for stock, the spreadsheet checks and the rekeying stop, and your team's time goes on the orders that actually need a decision.
For Finance
Spend limits, budgets and approval thresholds are enforced in the portal before an order reaches the ERP. Credit status read from SAP, Dynamics 365, NetSuite or Sage decides what a customer can place, so margin and credit rules hold without a manual check.
For IT
Cloudfy reads inventory, pricing, customer and order data from your ERP and writes orders back through a pre-built connector. Nothing is duplicated, the ERP stays the master, and your team is not maintaining custom middleware.
- PCI DSS
- ISO 27001
- Cyber Essentials Plus
- AICPA SOC
- Best eCommerce Platform 2025
Every rule on this page depends on the hosting, the connectors and the payment handling behind it. These standards cover all three.
How operations automation works, end to end
A buyer action starts a rule, the rule runs an action, the right people are told and the ERP is updated and logged. Then the next trigger starts the loop again.
However the order gets to Cloudfy
- TriggerA buyer places an order, stock drops below a threshold, a payment fails or a return is requested.
- Rule and actionCloudfy checks the event against your conditions and holds, approves, splits or routes the order automatically.
- NotificationBuyer and internal owner receive an email or portal alert with the order, its status and what happens next.
- ERP update and auditThe result writes to SAP, Dynamics 365, NetSuite or Sage and is time stamped against the order for the record.
Operations and automation capability areas
Four feature sets carry most of the work on this page. Each one connects to your ERP through Cloudfy's pre-built connectors, so the rules run on live data.
Inventory and logistics
Live stock levels, availability indicators and delivery rules read from the ERP, so customers order against what is actually on the shelf and dispatch follows your matrix.
Inventory and logistics ›Ecommerce automation
Triggers, rules and scheduled jobs that process orders, update stock and apply price changes without manual intervention, with every run logged.
Ecommerce automation ›Business administration
Products, accounts, permissions and workflow rules managed from one admin, with roles and spend limits down to individual buyers and departments.
Business administration ›Inventory management
Stock by warehouse, back-in-stock alerts, backorders and pre-orders, kept in step with SAP, Dynamics 365, NetSuite or Sage so the portal never oversells.
Inventory management ›Trusted by these global companies
“We’ve seen real time stock and order integration reduce manual order handling massively across our business.”
Faster order processing and fewer service enquiries for Primeline Group, Ireland's largest independent logistics and route to market provider
Primeline replaced an in-house retailer portal with Cloudfy, connected customer, product, pricing, stock and order data to Microsoft Dynamics AX (now Dynamics 365 Finance and Operations), and enforced contract-based catalogs for restricted products such as tobacco and pharmaceuticals. Customers now check stock, order, download stock sheets and find their contracts without calling the service team.
QUOTE SLOT, pending. The live Primeline case study carries no verbatim customer quote. Options: request one from the sales team, or use the approved Heineken line already on cloudfy.com ("Great work by the Cloudfy team launching our B2B portal in record time.", Tilen K, Ecommerce Manager, Heineken) with the headline and photo switched to Heineken.
See what changes when Cloudfy handles your operations
Five things a buyer checks before shortlisting a B2B portal for operations.
| Area | Without Cloudfy | With Cloudfy |
|---|---|---|
| Workflow rules | Approval and routing rules live in people's heads and in email threads. Every exception needs someone to decide. | Triggers, conditions and actions set once in the admin and applied to every order, with an audit log of what ran. |
| Account and budget governance | Spend limits and approver roles are policed after the fact, from reports and credit notes. | Buyer, manager and approver roles with monthly or annual limits, enforced before checkout and synced with the ERP account. |
| Notifications and exceptions | A failed sync or a held order sits unnoticed until a customer chases it. | Order, stock, payment and sync exceptions alert a named owner by email or in the admin, with the order held safely until resolved. |
| Warehouse and stock visibility | Customers phone for availability. Sales checks a spreadsheet exported last night. | Stock by warehouse shown live in the portal, read from SAP, Dynamics 365, NetSuite or Sage, with back-in-stock alerts. |
| Returns and after-sales | Returns are agreed by email, then keyed into the ERP and the warehouse system by hand. | Returns requested in the customer's account, processed by workflow rules and synced to the ERP and WMS. |
Frequently asked questions about operations and automation
Can we set up our own workflow rules in Cloudfy?
Yes. Triggers, conditions and actions are set in the Cloudfy admin. Order value, customer group, product, warehouse or credit status can start a rule, with approval routing, order holds and notifications as the actions.
Most askedDoes Cloudfy run scheduled or batch jobs as well as event driven rules?
Yes. Stock, price and customer updates run on a schedule through the ERP connector, alongside rules that fire the moment an order, payment or return happens.
How do approval hierarchies and spend limits work for our customers?
Customers set buyer, manager and approver roles inside their own account. Orders route by value or category, and monthly or annual spend limits are checked before checkout, not after.
What notifications can the portal send, and who receives them?
Order, approval, payment, stock, return and sync alerts go to buyers, approvers or your internal team by email or inside the account. Which events trigger which message is configured in the admin.
Most askedWhat happens if an ERP sync fails on an order?
The order is held with its status visible in the admin, the named owner is alerted, and the sync is re-run once the issue is resolved. The order is not lost and not duplicated in the ERP.
Can customers see stock by warehouse before they order?
Yes. Stock levels and status indicators are read from the ERP per warehouse. Customer groups can be tied to specific warehouses so availability and dispatch reflect the location that serves them.
Which ERP and warehouse systems does the automation connect to?
Pre-built connectors cover SAP Business One and S/4HANA, Microsoft Dynamics 365 Business Central and Finance and Operations, Oracle NetSuite, Sage and 20+ ERP systems in total, plus WMS and CRM integrations.
Is there an audit trail of what the automation did?
Yes. Every trigger, rule, approval and status change is time stamped against the order and visible in the admin, and in reporting through the built-in reports or Power BI.
Explore the rest of the platform
Cloudfy. The B2B portal your ERP will love.
Fewer manual steps, the same rules applied every time, and an ERP that stays the master of every order.