There is a dangerous tipping point in every growing e-commerce business. It happens when you are receiving orders faster than you can update your spreadsheets. Suddenly, you have sold the same item twice on two different platforms, your warehouse staff are picking the wrong products, and you are drowning in customer service emails.
This is the "Inventory Chaos" phase.
At Custom Coded Websites, we build bespoke Inventory Management Systems (IMS) using Python and Django. Unlike generic plugins that struggle to keep up, a custom solution acts as the central brain of your operation. Below is the workflow template we recommend to our UK clients to turn chaos into a streamlined machine.
1. The Centralized "Source of Truth"
The first step in any robust workflow is centralization. You cannot have one inventory number for your website, another for Amazon, and a third for your physical shop.
The Template: Your custom Django backend becomes the Master Record.
- Input: All sales channels (Website, eBay, Etsy, EPOS) feed directly into one database via API.
- Action: When a sale happens anywhere, the Master Record deducts stock immediately.
- Result: Real-time inventory levels are pushed back out to all channels instantly, preventing the dreaded "oversell."
2. The "Soft Allocation" Logic
What happens between an order being placed and it being shipped? This is where generic systems fail.
The Template: We implement a "Reserved" status versus a "Deducted" status.
- Order Received: Stock is "Soft Allocated" (reserved) for that specific customer. It is removed from the website so no one else can buy it, but it is still physically in the warehouse.
- Payment Failed/Cancelled: If the order is cancelled, the system automatically releases the reservation, making the stock available for sale again instantly.
3. Intelligent Pick & Pack Routing
If your warehouse staff are walking back and forth inefficiently, you are losing money on labour hours.
The Template: A custom "Warehouse View" dashboard.
- Batch Picking: The system groups orders that contain similar items or are located in the same aisle.
- Digital Pick Lists: Staff use a tablet to view the pick list. No paper printing required.
- Validation: Staff scan the barcode of the item before putting it in the box. If it's the wrong item, the app buzzes/alerts them. This eliminates shipping errors.
4. Automated Dispatch & Carrier Integration
Copy-pasting addresses into the Royal Mail or DPD website is a waste of time.
The Template: One-click label generation.
- Logic: The system checks the order weight and destination (e.g., London vs. Scottish Highlands).
- Selection: It automatically selects the cheapest or fastest shipping service based on your pre-set rules.
- Printing: The 6x4 shipping label is generated instantly and sent to your thermal printer.
- Closure: The order status is updated to "Shipped," and the tracking number is emailed to the customer automatically.
5. Reordering & Low Stock Alerts
A good workflow doesn't just handle outgoing stock; it manages incoming stock too.
The Template: Predictive purchasing.
- Thresholds: Set minimum stock levels for every SKU.
- Alerts: When stock hits the threshold, the system flags it on the admin dashboard or emails your purchasing manager.
- Forecasting: Our custom algorithms can look at your sales history (e.g., "You sold 50 units last Christmas") and suggest order quantities for the upcoming season.
Conclusion: Automate or Stagnate
You cannot scale a business on manual entry. A custom-coded Inventory Management System doesn't just save time; it creates a tangible asset for your company that increases its valuation.
Stop working for your inventory. Make your inventory work for you.
Book a consultation today to map out a custom workflow that fits your specific business needs.