An importer of restaurant textiles gets a container from Izmir every three weeks. This is how Kontti, Varasto, Tulli and Asiakas turn its packing list into a checked list and honest answers to customers, and where a person still decides.
The situation
A three-person importer brings tablecloths, napkins, aprons and chef jackets from Izmir. Each container comes with one packing list, often 200 lines in English, and covers 30 to 40 customer orders. Before Toimeen, splitting it took a morning: who gets everything, who waits, and who needs a message.
What the agents do
- Kontti follows the container: the arrival date, the free days at the port, and the bill of lading against the supplier's invoice.
- Varasto reads the packing list PDF when it lands in the mailbox and matches every line to a product code. A code it does not know is flagged, never guessed. The list of what arrived is ready for the person who allocates the delivery to orders.
- Tulli compares the packing list with the supplier's invoice, line by line, and lists every difference: a quantity, a weight, a missing line.
- Asiakas drafts answers to the customers who ask about their order, from the shipment Kontti follows: what has arrived and when the rest is expected.
| Product | Invoiced | Arrived |
|---|---|---|
| Tablecloth 140×240 | 12 | 12 |
| Napkin 40×40 | 240 | 240 |
| Apron, black | 10 | 0 |
| Chef jacket, M | 6 | 2 |
Two products are short, so customers who ask get an honest answer before the delivery, not a surprise after it.
What still needs a person
Every customer message waits for approval. An unknown product code waits for someone who knows the supplier. The agents never change an order, a price or a delivery date on their own.
What changed
The morning of checking became a review: open the list, read the proposals, approve or edit. A person still allocates the delivery to orders, now from a checked list. Mistakes in the supplier's packing list show up on the day the container lands, not when a customer calls.
This use case describes a typical setup. Company, customer and supplier names are examples.