Case study
Salas Resin
A three-step estimate request and a dedicated Doral search page, both live on the contractor’s own site.
- Doral search page
- Structured intake
- Estimate workflow
Software development in Doral
Software Development in Doral
A purchase order arrives by email, gets retyped into a spreadsheet, then again into your system, and a customer asks where it is. ALCA Software builds document, integration and status tools for Doral companies, working remotely in English or Spanish.
Paperwork that moves between companies gets typed more than once
In trade and distribution, the same shipment produces a purchase order, a packing list, an invoice and a stream of confirmation emails, each written by a different company. Near Miami International Airport, a coordinator may open four attachments to learn one fact, then enter it into a spreadsheet and a second system. Every retype is a chance for a wrong quantity or a missed revision.
The cost shows up on the customer side too. Buyers and consignees ask for status by phone or email because nothing they can see is current. Staff stop moving freight to answer them. If this sounds familiar, the first software target is rarely a giant platform. It is the point where a document enters your business and its details get copied somewhere else.
Today — manual & disconnected
- Quantities from a packing list do not match the invoice, and nobody notices until a customer does
- Order details are keyed into an inbox, a spreadsheet and an operations system separately
- Customers and partners email for status because no shared view exists
- A revised purchase order arrives and the earlier version keeps circulating
One ALCA system
Your workflows, data and tools — connected and automated.
With your system — connected & automated
- One unified system
- Automated routing and follow-up
- Live operational dashboard
- Connected CRM and tools
- Centralized customer data
- Reports that build themselves
Read the document once, then let the rest of the process reuse it
A practical first release picks one document type, such as inbound purchase orders, and follows it from the inbox to the system of record. Software can extract fields from a PDF or email, put them in a review queue and flag mismatches against a packing list. A person confirms the result before anything is saved or sent, so a bad read never becomes a bad shipment record.
To prepare for discovery, gather a handful of redacted sample documents from one customer, a list of the systems where those details end up, and the name of whoever fixes exceptions today. Note which fields cause disputes most often. Connections to a carrier, broker or customer system depend on the access that party grants, and we confirm that early instead of assuming it.
Systems, not templates
Three pieces that fit a document-heavy operation
Pull fields from purchase orders, packing lists and invoices into a structured record, with a review screen for anything uncertain. Extraction drafts the entry; your staff approve it. Start with the one document that creates the most retyping.
See document processing automationMove confirmed order data between your inbox, warehouse system and accounting software so it is entered once. Feasibility depends on each tool’s API, your subscription tier and permissions, which we check during discovery.
See API integration servicesGive buyers a sign-in page that shows the milestones you choose to share, so they stop emailing for updates. Decide up front which statuses are customer-safe and which stay internal.
See client portal developmentPossible workflows around the airport corridor
Freight, wholesale and warehousing are part of the business setting west of the airport. The examples below are proposed workflows, offered for discussion. None is finished client work, and ALCA is not claiming a freight specialty.
Freight forwarding intake
A forwarder could receive shipper documents by email, extract the key fields into a queue and show an agent which items are missing. Any link to a carrier or customs broker would depend on the access and rules that third party sets.
Import/export order tracking
A trading company might keep one record per order, with its purchase order, invoice and packing list attached and compared. Buyers could see a limited status view rather than asking a salesperson each time.
Wholesale order confirmation
A wholesaler could turn emailed orders into draft sales entries that a clerk checks and approves. Changes to a revised order could be flagged against the earlier version so stale copies stop circulating.
How a first document workflow gets scoped
We keep the first release narrow and testable. For a Doral operation it usually follows the life of one document type.
- 01
Trace one document
Follow a real purchase order from arrival to the last place its data is typed, and list who touches it.
- 02
Define the review rules
Decide which fields must match, which mismatches block progress and who resolves them.
- 03
Confirm outside access
Check what any carrier, broker or customer system actually allows before designing around it.
- 04
Release to one lane
Run a single customer or document type live, then widen once staff trust the review queue.
Relevant client work
A related South Florida project: Salas Resin
Salas Resin is a South Florida epoxy-flooring contractor. ALCA built the contractor’s website, an estimate request in three steps and search pages for several cities, Doral among them. What it demonstrates is customer intake and local search. It is not a logistics, shipping or document-processing system.
1
Relevant case study
Frequently asked questions
Can software read our purchase orders and packing lists automatically?
It can draft the entry. Extraction pulls fields from a PDF or email into a review screen, and a person approves or corrects them before saving. Accuracy depends on how consistent your documents are, so we test with your real samples during discovery.
Will you connect to our carriers or a customs broker?
Only where the other party offers access and allows it. Their API availability, terms and credentials decide what is possible. Our software does not file customs entries or replace a licensed broker; it can organize the documents your team sends to one.
How do we scope a first release for a document workflow?
Pick one document type and one customer, then trace where its data gets re-entered. Scope, how many systems are involved, document quality and who approves exceptions drive the estimate. Once discovery is done, we put a first release in writing, with deliverables, a budget and a timeline.
Can you work with a team that is busy receiving freight all day?
Yes. Sessions are remote and short, in English or Spanish, and we ask for sample documents rather than shadowing time on the dock. Staff review the screens in small rounds, so the people handling freight spend minutes, not days, on feedback.
Related services & locations
- Business Process Automation in Miami
- API Integration Services in Miami
- Dashboard Development in Miami
- Software Development in Coral Gables
- Custom software development
- API integration services (nationwide)
- Document processing automation
- Manual data-entry automation
- Guide: How to automate manual processes
Explore all of ALCA Software’s software services or visit the homepage.
ALCA Software is based in Georgia and works with Doral businesses remotely — discovery, design, delivery and support all run without an in-person meeting. We do not operate an office in Doral; it is a market we serve.
Let's build it
Bring one document and the places it gets retyped
Book a call and show us a redacted purchase order, the systems it touches and the exception that costs the most time. We will suggest where a first release could start.