Inventory & Order Management Solution for B2B Companies
Inventory & Order Management Solution for B2B Companies
Inventory & Order Management Solution for B2B Companies
Inventory & Order Management Solution for B2B Companies
Role
Role
Role
UX Designer
UX Designer
UX Designer
Timeline
Timeline
Timeline
2 Months
2 Months
2 Months
Tools
Tools
Tools
Figma, FigJam
Figma, FigJam
Figma, FigJam
Year
Year
Year
2025
2025
2025
Current Problem
Current Problem
Current Problem
Current Problem
Small retailers rely on spreadsheets or manual methods to manage inventory and orders, which often results in stock inaccuracies, missed orders, and limited visibility into business performance.
Small retailers rely on spreadsheets or manual methods to manage inventory and orders, which often results in stock inaccuracies, missed orders, and limited visibility into business performance.
Small retailers rely on spreadsheets or manual methods to manage inventory and orders, which often results in stock inaccuracies, missed orders, and limited visibility into business performance.
Why this matters?
Why this matters?
Why this matters?
Why this matters?
These inefficiencies lead to lost revenue, delayed deliveries, and poor customer satisfaction.
These inefficiencies lead to lost revenue, delayed deliveries, and poor customer satisfaction.
These inefficiencies lead to lost revenue, delayed deliveries, and poor customer satisfaction.
Gap in Market
Gap in Market
Gap in Market
Gap in Market
While existing tools exist, they are often too complex, expensive, or not tailored to the unique needs of small retailers.
While existing tools exist, they are often too complex, expensive, or not tailored to the unique needs of small retailers.
While existing tools exist, they are often too complex, expensive, or not tailored to the unique needs of small retailers.
Opportunity
Opportunity
Opportunity
Opportunity
There is a need for a simple, affordable, and intuitive solution that helps small retailers easily track inventory, manage orders, and make informed decisions without a steep learning curve.
There is a need for a simple, affordable, and intuitive solution that helps small retailers easily track inventory, manage orders, and make informed decisions without a steep learning curve.
There is a need for a simple, affordable, and intuitive solution that helps small retailers easily track inventory, manage orders, and make informed decisions without a steep learning curve.
Solution
Solution
Solution
Solution
Stock Mate will:
Stock Mate will:
Stock Mate will:
Track real-time stock levels
Track real-time stock levels
Track real-time stock levels
Send low-stock alerts
Send low-stock alerts
Send low-stock alerts
Manage and place orders
Manage and place orders
Manage and place orders
Allow quick search
Allow quick search
Allow quick search
and much more.
and much more.
and much more.
This will help retailers reduce errors, improve efficiency, and make informed decisions without relying on memory or manual tools.
This will help retailers reduce errors, improve efficiency, and make informed decisions without relying on memory or manual tools.
This will help retailers reduce errors, improve efficiency, and make informed decisions without relying on memory or manual tools.
Going back to how it started…
Going back to how it started…
Going back to how it started…
Going back to how it started…
Let's rationalise some of the design decision together!
Let's rationalise some of the design decision together!
Let's rationalise some of the design decision together!
Why did I choose this topic?
Why did I choose this topic?
Why did I choose this topic?
Why did I choose this topic?
I chose to work on an Inventory & Order Management system because it tackles a real, everyday problem faced by retailers like manual tracking, missed orders, and stock confusion. It allowed me to explore meaningful design challenges like inventory management, alerts, and dashboards. More importantly, it gave me the opportunity to demonstrate my understanding of B2B product design, where clarity, efficiency, and business impact take priority over just aesthetics.
I chose to work on an Inventory & Order Management system because it tackles a real, everyday problem faced by retailers like manual tracking, missed orders, and stock confusion. It allowed me to explore meaningful design challenges like inventory management, alerts, and dashboards. More importantly, it gave me the opportunity to demonstrate my understanding of B2B product design, where clarity, efficiency, and business impact take priority over just aesthetics.
I chose to work on an Inventory & Order Management system because it tackles a real, everyday problem faced by retailers like manual tracking, missed orders, and stock confusion. It allowed me to explore meaningful design challenges like inventory management, alerts, and dashboards. More importantly, it gave me the opportunity to demonstrate my understanding of B2B product design, where clarity, efficiency, and business impact take priority over just aesthetics.
Design Process (The Real Story)
Design Process (The Real Story)
Design Process (The Real Story)
Design Process (The Real Story)
Understanding how does the retailers operate
Understanding how does the retailers operate
Understanding how does the retailers operate
Understanding how does the retailers operate
Day-to-Day operation involves…
Day-to-Day operation involves…
Day-to-Day operation involves…
Stocking Products
Stocking Products
Anil, the store owner, purchases sofas, beds, tables, and chairs from different manufacturers. He places orders through calls or WhatsApp and records them manually.
Anil, the store owner, purchases sofas, beds, tables, and chairs from different manufacturers. He places orders through calls or WhatsApp and records them manually.
Inventory Tracking
Inventory Tracking
When new stock arrives, he updates an Excel sheet (if he remembers). There’s no real-time visibility into what pieces are in stock, what’s selling fast, or what’s running low.
When new stock arrives, he updates an Excel sheet (if he remembers). There’s no real-time visibility into what pieces are in stock, what’s selling fast, or what’s running low.
When new stock arrives, he updates an Excel sheet (if he remembers). There’s no real-time visibility into what pieces are in stock, what’s selling fast, or what’s running low.
When new stock arrives, he updates an Excel sheet (if he remembers). There’s no real-time visibility into what pieces are in stock, what’s selling fast, or what’s running low.
Sales & Reordering
Sales & Reordering
Often, Anil realizes certain furniture items are out of stock only when a customer asks. He then scrambles to reorder without reviewing overall inventory needs.
Often, Anil realizes certain furniture items are out of stock only when a customer asks. He then scrambles to reorder without reviewing overall inventory needs.
Often, Anil realizes certain furniture items are out of stock only when a customer asks. He then scrambles to reorder without reviewing overall inventory needs.
Sales & Reordering
Often, Anil realizes certain furniture items are out of stock only when a customer asks. He then scrambles to reorder without reviewing overall inventory needs.
Supplier Management
He works with 4–5 different furniture manufacturers but doesn’t track their delivery timelines or reliability. Follow-ups are done over phone, making it hard to plan restocking.
Supplier Management
Supplier Management
He works with 4–5 different furniture manufacturers but doesn’t track their delivery timelines or reliability. Follow-ups are done over phone, making it hard to plan restocking.
He works with 4–5 different furniture manufacturers but doesn’t track their delivery timelines or reliability. Follow-ups are done over phone, making it hard to plan restocking.
He works with 4–5 different furniture manufacturers but doesn’t track their delivery timelines or reliability. Follow-ups are done over phone, making it hard to plan restocking.
Team Involvement
Team Involvement
Anil has a sales assistant, but without a system, they can't track incoming deliveries or update available inventory on their own.
Anil has a sales assistant, but without a system, they can't track incoming deliveries or update available inventory on their own.
Anil has a sales assistant, but without a system, they can't track incoming deliveries or update available inventory on their own.
Anil has a sales assistant, but without a system, they can't track incoming deliveries or update available inventory on their own.
No Analytics
No Analytics
Anil doesn’t know which product styles or categories are bestsellers. Decisions are based on memory or rough assumptions rather than data.
Anil doesn’t know which product styles or categories are bestsellers. Decisions are based on memory or rough assumptions rather than data.
Anil doesn’t know which product styles or categories are bestsellers. Decisions are based on memory or rough assumptions rather than data.
Anil doesn’t know which product styles or categories are bestsellers. Decisions are based on memory or rough assumptions rather than data.
Key takeaways
Key takeaways
Key takeaways
Key takeaways
Frustrations
Frustrations
Frustrations
Manual tracking of inventory through spreadsheets or notebooks.
Manual tracking of inventory through spreadsheets or notebooks.
No real time visibility of stocks.
No real time visibility of stocks.
Order confusion as no system to track order status.
No alerts or automation of low stock alerts or upcoming orders.
No data on
fast/slow-selling items or supplier performance.
Order confusion as no system to track order status.
No alerts or automation of low stock alerts or upcoming orders.
No data on
fast/slow-selling items or supplier performance.
No alerts or automation of low stock alerts or upcoming orders.
No data on
fast/slow-selling items or supplier performance.
No data on
fast/slow-selling items or supplier performance.
Motivations
Motivations
Motivations
Eliminate manual entries by automating inventory and order tracking.
Eliminate manual entries by automating inventory and order tracking.
Get real-time stock visibility and low-stock alerts to avoid missed sales.
Get real-time stock visibility and low-stock alerts to avoid missed sales.
Manage suppliers, pending orders, and stock levels from a single
dashboard—anytime, anywhere.
Get on-time
notifications and alerts for low stocks and upcoming orders.
Access simple insights to understand what sells, what doesn’t, & when to restock.
Manage suppliers, pending orders, and stock levels from a single
dashboard—anytime, anywhere.
Get on-time
notifications and alerts for low stocks and upcoming orders.
Access simple insights to understand what sells, what doesn’t, & when to restock.
Increase in the number of orders placed to increase overall revenue
Access simple insights to understand what sells, what doesn’t, & when to restock.
Increase in the number of orders placed to increase overall revenue
Get on-time
notifications and alerts for low stocks and upcoming orders.
Increase in the number of orders placed to increase overall revenue
Design Strategy
Design Strategy
Design Strategy
Design Strategy
Goal
Goal
Goal
To design a simple, intuitive web-based SaaS tool that will help small retailers efficiently manage inventory, track orders, and avoid stock-related losses without relying on manual processes.
To design a simple, intuitive web-based SaaS tool that will help small retailers efficiently manage inventory, track orders, and avoid stock-related losses without relying on manual processes.
To design a simple, intuitive web-based SaaS tool that will help small retailers efficiently manage inventory, track orders, and avoid stock-related losses without relying on manual processes.
Target Users
Target Users
Target Users
Retail Store Owners
Retail Store Owners
Inventory Managers
Inventory Managers
Small Retail Chains with 1–3 outlets and basic digital literacy
Small Retail Chains with 1–3 outlets and basic digital literacy
Problem it Solves
Problem it Solves
Problem it Solves
Manual Stock Tracking and Confusing Logistics
Manual Stock Tracking and Confusing Logistics
Manual Stock Tracking and Confusing Logistics
Technology Constraints
Technology Constraints
Technology Constraints
Must run on standard web browsers (Chrome, Firefox)
Must run on standard web browsers (Chrome, Firefox)
Should work well on low-end desktop systems with average internet speed
Should work well on low-end desktop systems with average internet speed
No complex onboarding or setup
No complex onboarding or setup
Should use lightweight front-end
Should use lightweight front-end
Major Competitors
Major Competitors
Major Competitors
Zoho Inventory, Katana, Browntape, Odoo Inventory
Zoho Inventory, Katana, Browntape, Odoo Inventory
Zoho Inventory, Katana, Browntape, Odoo Inventory
Competitive Analysis
Competitive Analysis
Competitive Analysis
Competitive Analysis
Feature
Feature
Zoho Inventory
Zoho Inventory
Katana
Katana
Browntape
Browntape
Web based platform |
Real-time inventory tracking
Real-time inventory tracking
Low stock alerts
Low stock alerts
Supplier management
Supplier management
Designed specifically for marketplace sellers
Designed specifically for marketplace sellers
Mobile Access
Mobile Access
Advanced Analytics & Reports
Advanced Analytics & Reports
Ease of Use
Ease of Use
Low cost
Low cost
Why existing tools don't work?
Why existing tools don't work?
Why existing tools don't work?
Why existing tools don't work?
They need features more specific to their products and sales.
Dashboards are full of numbers and not easy to understand.
Dashboards are full of numbers and not easy to understand.
They're used to Excel or notebooks. New systems feel risky and confusing.
They just need basic features and most tools feel too technical and overloaded.
They just need basic features and most tools feel too technical and overloaded.
Too Expensive.
Monthly fees or per-user charges don’t fit their budget.
Too Expensive.
Monthly fees or per-user charges don’t fit their budget.
They need features more specific to their products and sales.
Dashboards are full of numbers and not easy to understand.
They're used to Excel or notebooks. New systems feel risky and confusing.
Dashboards are full of numbers and not easy to understand.
They're used to Excel or notebooks. New systems feel risky and confusing.
They're used to Excel or notebooks. New systems feel risky and confusing.
User Personas
User Personas
User Personas
User Personas
Persona 1
Persona 1
Persona 1
Anil Mehta
Age:
38
Location:
Pune, India
Occupation:
Store Owner
Tech Comfort:
Basic
Goals
Goals
Always have key items in stock
Always have key items in stock
Avoid over-ordering and storage clutter
Avoid over-ordering and storage clutter
Track pending orders and supplier delivery timelines
Track pending orders and supplier delivery timelines
Quickly check stock status without asking staff
Quickly check stock status without asking staff
Frustrations
Frustrations
Uses Excel for inventory which is often outdated
Uses Excel for inventory which is often outdated
No alerts when popular items run low
No alerts when popular items run low
Misses follow-ups with suppliers
Misses follow-ups with suppliers
Has to rely on memory or check shelves manually
Has to rely on memory or check shelves manually
Needs
Needs
A simple system to track stock and orders
A simple system to track stock and orders
Role-based access for staff and admin
Role-based access for staff and admin
Daily overview of low stock and pending orders
Daily overview of low stock and pending orders
Web-based (no app install needed)
Web-based (no app install needed)
Easy to learn, no steep learning curve
Easy to learn, no steep learning curve
Persona 2
Persona 2
Persona 2
Priya Nair
Age:
29
Location:
Pune, India
Occupation:
Inventory Manager
Tech Comfort:
Moderate
Goals
Goals
Keep stock records accurate and updated daily
Keep stock records accurate and updated daily
Quickly process incoming stock and mark deliveries
Quickly process incoming stock and mark deliveries
Have clear visibility on what’s available across branches
Have clear visibility on what’s available across branches
Frustrations
Frustrations
Spends too much time updating sheets and stock books
Spends too much time updating sheets and stock books
Doesn’t know which items are running out unless told
Doesn’t know which items are running out unless told
Struggles to access records when on the shop floor
Struggles to access records when on the shop floor
Needs
Needs
A central dashboard to view stock
Low stock alerts and delivery tracking
Role-specific access with edit rights
Quick search and filtering to find products fast
Quick search and filtering to find products fast
Quick search and filtering to find products fast
How I structured the solution?
How I structured the solution?
How I structured the solution?
How I structured the solution?
To make inventory and order management simple, I sketched the solution with two sides:
To make inventory and order management simple, I sketched the solution with two sides:
To make inventory and order management simple, I sketched the solution with two sides:
Frontend for Staff: A web portal where team members could log in daily, see real-time analytics, check inventory levels, and place low-stock orders without friction.
Backend for Admins: Powered by Salesforce, this side gave admins full control—adding new staff, monitoring member orders, and generating secure login IDs—all from the same portal.
Frontend for Staff: A web portal where team members could log in daily, see real-time analytics, check inventory levels, and place low-stock orders without friction.
Backend for Admins: Powered by Salesforce, this side gave admins full control—adding new staff, monitoring member orders, and generating secure login IDs—all from the same portal.
Frontend for Staff: A web portal where team members could log in daily, see real-time analytics, check inventory levels, and place low-stock orders without friction.
Backend for Admins: Powered by Salesforce, this side gave admins full control—adding new staff, monitoring member orders, and generating secure login IDs—all from the same portal.
With the structure defined, I focused on crafting the frontend solution in detail.
With the structure defined, I focused on crafting the frontend solution in detail.
With the structure defined, I focused on crafting the frontend solution in detail.
User flow
User flow
User flow
User flow
Choosing the right interface
Choosing the right interface
Choosing the right interface
Choosing the right interface
Feature
Feature
Desktop
Desktop
Mobile
Mobile
Large screen for tables |
Large screen for tables |
Bulk editing and uploads
Bulk editing and uploads
Full data visibility
Full data visibility
Fast typing/input
Fast typing/input
Report analysis
Report analysis
Installation required?
Installation required?
Ideation
Ideation
Ideation
Ideation
Defining UI Styles & Components
Defining UI Styles & Components
Defining UI Styles & Components
Defining UI Styles & Components
Here's how it works
Here's how it works
Here's how it works
Here's how it works
Success metrics & impact
Success metrics & impact
Success metrics & impact
30%
30%
30%
30%
Improved inventory accuracy, reducing errors and mismatched stock records.
Improved inventory accuracy, reducing errors and mismatched stock records.
10%
10%
10%
10%
Reduce is stockouts, reducing missed orders
Reduce is stockouts, reducing missed orders
40–50%
40–50%
40–50%
Faster order placing time
40–50%
Faster order placing time
60%
Weekly dashboard usage, leading to more data-driven restocking decisions.
60%
60%
60%
Weekly dashboard usage, leading to more data-driven restocking decisions.
3-5%
3-5%
3-5%
3-5%
Revenue uplift, achieved through fewer missed sales.
Revenue uplift, achieved through fewer missed sales.
50%
50%
50%
50%
Onboarding time
Onboarding time
One solution. Many industries.
One solution. Many industries.
One solution. Many industries.
One solution. Many industries.
The system adapts to any retail or product-based business.
The system adapts to any retail or product-based business.
The system adapts to any retail or product-based business.
Electronics Stores
Electronics Stores
Electronics Stores
Electronics Stores
Bookstores or Stationery Suppliers
Bookstores or Stationery Suppliers
Bookstores or Stationery Suppliers
Bookstores or Stationery Suppliers
Medical Supply Stores / Pharmacies
Medical Supply Stores / Pharmacies
Medical Supply Stores / Pharmacies
Medical Supply Stores / Pharmacies
Fashion & Apparel Retailers
Fashion & Apparel Retailers
Fashion & Apparel Retailers
Fashion & Apparel Retailers
Grocery & Convenience Stores
Grocery & Convenience Stores
Grocery & Convenience Stores
Grocery & Convenience Stores
Small Manufactures / Distributors
Small Manufactures / Distributors
Small Manufactures / Distributors
Small Manufactures / Distributors
Finally, my top learnings
Finally, my top learnings
Finally, my top learnings
Finally, my top learnings
Thinking like a business owner - This wasn’t just a design exercise — I had to step into the shoes of a shop owner juggling sales, suppliers, and stock. Every feature had to answer: "Would this help me run my store better?"
Thinking like a business owner - This wasn’t just a design exercise — I had to step into the shoes of a shop owner juggling sales, suppliers, and stock. Every feature had to answer: "Would this help me run my store better?"
Thinking like a business owner - This wasn’t just a design exercise — I had to step into the shoes of a shop owner juggling sales, suppliers, and stock. Every feature had to answer: "Would this help me run my store better?"
Designing for utility and intuition - Balancing functional efficiency with user-friendliness was crucial. Small retailers wanted control, not complexity — every screen had to simplify without dumbing down.
Designing for utility and intuition - Balancing functional efficiency with user-friendliness was crucial. Small retailers wanted control, not complexity — every screen had to simplify without dumbing down.
Designing for utility and intuition - Balancing functional efficiency with user-friendliness was crucial. Small retailers wanted control, not complexity — every screen had to simplify without dumbing down.
Micro-decisions matter - Low stock indicators, reorder nudges, "Buy Again" shortcuts — the smallest elements often had the biggest user impact. I learned to sweat the small stuff.
Micro-decisions matter - Low stock indicators, reorder nudges, "Buy Again" shortcuts — the smallest elements often had the biggest user impact. I learned to sweat the small stuff.
Micro-decisions matter - Low stock indicators, reorder nudges, "Buy Again" shortcuts — the smallest elements often had the biggest user impact. I learned to sweat the small stuff.
Designing beyond one industry - What started as a solution for furniture retailers turned out scalable for FMCG, electronics, and even apparel. The universal nature of the problem pushed me to keep the system adaptable.
Designing beyond one industry - What started as a solution for furniture retailers turned out scalable for FMCG, electronics, and even apparel. The universal nature of the problem pushed me to keep the system adaptable.
Designing beyond one industry - What started as a solution for furniture retailers turned out scalable for FMCG, electronics, and even apparel. The universal nature of the problem pushed me to keep the system adaptable.