B2B Operational Platforms

Distributor portals, internal tools and AI workflows for Polish B2B operations.

Real client problem this solves

A Polish FMCG distributor with 50 sub-distributors across PL and the Baltics. Orders come in via email to 3 different inboxes. RMAs go to 2 other addresses. Tech-support tickets get scattered across phone, email and WhatsApp. The sales team manually consolidates monthly. Senior account managers spend 40% of every week answering distributor questions that repeat weekly.

The real problem: operational chaos disguised as growth. Onboarding a new distributor takes two weeks (5 systems to teach). Sales velocity scales linearly with the size of the sales team, not with the number of distributors.

Our approach: a self-service distributor portal. Single login, single dashboard. Orders, stock visibility, RMAs, AI-powered tech support, document downloads. The sales team monitors and intervenes only on exceptions. New distributor onboarding: one day.

The pain we solve

Your distributors send orders to one inbox, RMAs to another, technical questions to a third. Half the threads get lost. The other half block your team for hours. Your stock data lives in a spreadsheet that's three days stale.

Tier-1 technical questions consume engineering hours that should go into product work. Onboarding a new partner takes weeks. Reporting back to leadership takes a day every month.

The pattern is the same across mid-size B2B operations: enough volume to need software, not enough volume to justify a full SaaS subscription with seats no one will use.

What we deliver

Distributor portal

Self-service workspace: orders, stock visibility, RMA workflow, document library.

Stock synchronization

Live network-wide inventory with demand forecast and transfer suggestions.

Order management

Per-distributor pricing, credit limits, approval workflows, ERP write-back.

AI tech support

RAG-powered first-line support trained on your manuals. Citations, escalation queue.

RMA workflow

Photo upload, status tracking, integration with your service team, customer notifications.

Internal admin tools

Dashboards, bulk actions, exports — replacing the spreadsheet that runs the business.

Tech we use

Backend

FastAPI · Pydantic · async PostgreSQL

Frontend

Tailwind · HTMX · Chart.js · Vanilla JS

AI layer

Claude API · pgvector · RAG pipelines

Infra

Hetzner · Cloudflare · Docker · GitHub Actions

Typical engagement

Week 1

Discovery + architecture

Stakeholder interviews, data model, deployable spike.

Weeks 2–6

Core build

Weekly demos on real data. Iterative feedback loops.

Weeks 7–8

Refinement + handover

UAT, performance tuning, documentation, production deploy.

Why not Salesforce or Microsoft Dynamics?

Salesforce and Dynamics are the right answer when your problem is sales pipeline, opportunity management or marketing automation across many seats. They are commercial platforms, mature and well-supported.

Where they break down: B2B distribution operations are not a sales pipeline. Distributors place orders weekly, raise RMAs, ask technical questions and need stock visibility. Forcing those flows into a CRM means heavy customization, expensive seats for low-touch users, and a tool that is built for sellers — not for partners self-serving against your operation.

Pick a CRM when you are managing leads. Pick a custom portal when you are running a B2B operation with steady-state distributor activity.