Hallo × OneTrail × Infodation
From 28 Minutes to 2 Minutes
90% less manual work. 80% fewer manual steps. 10× more processing capacity. 300K+ products. 10 distributors. One fully automated procurement flow.
One fully automated procurement flow
Since going live in June 2026, Hallo Nederland has been processing real orders across 10 distributors and more than 300,000 products through an automated procurement platform built by Infodation and powered by OneTrail TPN™.
The result is a fundamental change in how Hallo manages hardware procurement: what was once a fragmented, manual process across multiple supplier portals is now an integrated flow running directly from Salesforce.
Procurement Was Becoming a Bottleneck
Hallo sells hardware and related products to business customers. Its sales process runs on Salesforce, while procurement involves multiple IT distributors, each with their own systems, data formats and processes.
Before the transformation, placing an order could involve checking stock manually, contacting a distributor, creating and sending a purchase order, logging into supplier portals to track the order, retrieving shipment information and eventually reconciling the supplier invoice.
There was no single, real time view of the complete order lifecycle. Sales, operations and finance often had to work across different systems and manually reconcile information.
As the number of distributors and orders increased, so did the operational workload. Adding another distributor could require a separate integration and testing process, making procurement increasingly difficult to scale.
One Connected Procurement Process
Hallo wanted to move from fragmented procurement to one integrated, automated process.
The objective was not simply to connect Salesforce to another API. The entire hardware procurement process needed to be redesigned so that product management, sales, procurement, operations and finance could work from the same information.
The new process needed to cover the complete journey:
- 01 Quote
- 02 Customer Order
- 03 Smart Sourcing
- 04 Purchase Order
- 05 Order Management
- 06 Shipment
- 07 Delivery
- 08 Invoice
All within Salesforce, with updates flowing automatically between Hallo, OneTrail and its distributors.
Intelligent Procurement Inside Salesforce
Infodation redesigned and implemented Salesforce as the central operating platform for Hallo's procurement process, with OneTrail TPN™ acting as the connectivity hub between Hallo and its distributor network.
The solution combines three layers:
Salesforce
Azure Middleware
A canonical product database, service bus, fulfillment engine and monitoring layer.
OneTrail TPN™
Standardised XML connectivity for orders, shipment notifications, invoices and product data.
This architecture allows Hallo to work with multiple distributors through a single integrated process instead of maintaining separate point to point integrations.
From Quote to Delivery, Automatically
The new process automates the complete procurement lifecycle.
Hallo product management team is able to quickly create the commercial products based on the rich product information provided by OneTrail. Hundreds of thousands of suppliers offerings are curated and combined under unique canonical products that are quickly exposed as commercial products ready for the sales team to quote. The product updates, such as hourly stock updates, daily and weekly product lifecycle and price are automated keeping the products lifecycle clean and reflecting the market trends.
A quote is created using the commercial products. Once the customer signs, the sales order in Salesforce triggers the procurement flow.
The solution then recommends the most suitable supplier based on factors such as price, stock availability and historical delivery performance. The purchase order is submitted automatically through OneTrail TPN™.
From that point, the order lifecycle is managed automatically. Acknowledgements, updates, cancellations and shipment information flows back into Salesforce without employees having to manually check supplier portals.
Shipment notifications also provide tracking information and serial numbers per unit, which are linked directly to the relevant order line and inventory records.
Finally, supplier invoices are received, validated and automatically matched to the corresponding purchase order.
The result is a single source of truth for product management, sales, operations and finance.
The Results
| KPI | Before | Now | Business impact |
|---|---|---|---|
| Processing per order line | ±28 min. | ±2–3 min. | 90% gain in time efficiency |
| Manual process steps | 100% | ±20% | 80% reduction in manual tasks |
| Processing capacity | 1× | 10× | 10× more capacity |
| New supplier onboarding | ±1 month | ±1 minute* | From weeks to minutes |
| Products available | Fragmented suppliers offerings | 300K+ | One product view converging all suppliers SKUs under one canonical product |
| Distributors | Multiple portals | Salesforce | One procurement flow |
| Inventory updates | Periodic, depending on suppliers capability | Hourly | More current data enabling informed decisions when placing a purchase order |
| Order visibility | Manual follow ups on different suppliers portals | End to end | Real time visibility in Salesforce |
*One minute configuration time reflects the Salesforce configuration to activate the new supplier. When a new supplier is added to OneTrail network, the data flows automatically from OneTrail back to Hallo.
90% Gain in efficiency
- 28 minutes → 2–3 minutes
- 90% less manual work
- 10× more processing capacity
One of the clearest improvements is the time required to process an order line.
Previously, processing an order line took approximately 28 minutes, mostly due to multiple manual steps. With the new process, this has been reduced to approximately 2–3 minutes.
That represents around 90% reduction in time and 80% fewer manual steps.
For Hallo, this means the same team can handle significantly more work without adding the same amount of operational effort.
The automation also reduces the need for manual checks, data entry and reconciliation, helping employees spend less time managing the process and more time managing the business.
Smarter Sourcing Across 300K+ Products
Automation does not stop at order placement.
The platform uses live information from the distributor network to support sourcing decisions. 300,000+ products, both hardware and software, across 10 distributors are organized and updated automatically. The choice of the best supplier is facilitated by a recommendation engine that scores the different suppliers based on factors including price, stock and delivery performance.
Instead of automatically buying from the supplier a sales representative happens to know best, Hallo can use current data to identify the appropriate sourcing option.
That creates an opportunity to reduce purchasing costs while also improving availability and delivery performance.
From "Where Is My Order?" to Full Visibility
Before the transformation, finding out where an order was could mean calling a distributor or logging into a supplier portal.
Now, the order lifecycle is visible directly in Salesforce.
Order acknowledgements, status updates, cancellations, shipment notifications, tracking information and serial numbers are captured and linked to the appropriate records.
Sales, operations and finance therefore work from the same information rather than maintaining separate views of the order.
Serial Numbers No Longer Get Lost
Hardware traceability is another important improvement.
Previously, serial numbers could require manual registration when hardware arrived. With the new process, serial numbers are captured from the shipment advice and linked directly to the relevant order line and inventory.
That gives Hallo a much clearer chain of custody for individual devices and provides a stronger foundation for processes such as returns and RMAs.
Finance: Automated Invoice Matching
The automation continues all the way through invoicing.
Instead of finance manually matching supplier invoices against purchase orders, invoices are received, validated and matched automatically to the corresponding PO.
This removes hours of manual reconciliation work and gives finance access to the same transaction data as sales and operations.
From One Month to Minutes: Infodation's AI First Way of Working
Speed was not only achieved through the technology architecture. Infodation's NWOW, or New Way of Working, also played an important role.
The approach is AI first, meaning AI is embedded into the way Infodation designs, develops, tests and improves custom software.
This makes it possible to develop and adapt bespoke functionality faster than through a traditional development approach.
For Hallo, that translates into a more scalable way of extending the procurement platform. Instead of treating every new distributor as a new bespoke integration project, the combination of OneTrail's standardised network and Infodation's development approach allows new connections to be configured much faster.
The original onboarding process could take around one month. The new configuration approach can reduce the Salesforce configuration itself to approximately one minute.
That is more than a faster integration. It means the procurement platform can evolve at the pace of the business.
Built to Scale
More distributors. More products. More orders.
Without creating a new manual process for every increase in volume.
The architecture is designed around a canonical product model, meaning product data from connected distributors can flow into Salesforce through a standardised model rather than requiring bespoke product mapping for every distributor.
This allows Hallo to add distributors without rebuilding the entire integration landscape.
The OneTrail architecture also provides a standardised XML message layer for orders, DESADV messages, invoices and product files, while the Infodation middleware handles processing between OneTrail and Salesforce.
The result is a procurement platform where volume can grow without workload growing at the same rate.
The Business Impact at a Glance
per order line
Faster procurement process
fewer manual steps
more processing capacity
products scored across the connected distributor network
distributors connected in production
inventory updates
for the Salesforce configuration step when adding a new supplier
live in production with real orders
One Platform. One Process. One Source of Truth.
The Hallo case demonstrates what happens when connectivity, automation and business process design are treated as one challenge rather than separate IT projects.
OneTrail connects Hallo to its distributor network.
Infodation transforms that connectivity into an automated procurement process inside Salesforce.
Hallo gets a procurement operation that is faster, more transparent and designed to scale.
The outcome is not simply a better integration.
It is a fundamentally different way of running hardware procurement.
- From manual procurement to intelligent sourcing.
- From fragmented systems to one connected process.
- From 28 minutes to 2–3 minutes.
Looking to automate your procurement process?
Let's explore how Infodation can turn connectivity into an automated process inside your existing systems.
Also view:
TeamsCX
Advanced Reporting Tool for MS Teams & Anywhere365 Contact Centers
When TeamsCX approached us with the request to develop a reporting tool, there was simply nothing comparable on the market. But what exactly is TeamsCX? It is an advanced reporting tool for Microsoft Teams and Anywhere365 Contact Centers. This platform provides real-time insights, enhances collaboration efficiency, and improves customer interactions. Infodation played a crucial role in the development of this innovative platform.
Read more