Login portal
Self-serve ordering for hospitals & clinics
SAP ByDesign
Orders synced into the ERP
Group pricing
Different prices per buyer group
Subaccounts
Parent controls its facility accounts
About the Client
EQUASHIELD is a US medical company that supplies hospitals and clinics with medical equipment and has a large customer base. A single customer often covers many facilities, and orders its supplies based on the negotiated pricing. The business runs on SAP Business ByDesign, so any ordering system had to work the same way: with the order landing correctly inside that ERP.
About the ERP
SAP Business ByDesign is a cloud-based enterprise resource planning (ERP) system built for small and midsize businesses. It covers finance, customer management, and sales, including purchasing and supply chain. Changes made in any of these areas (e.g. an order) automatically flow through to inventory, invoicing, and reporting. The system works entirely in the cloud, and it gives growing businesses enterprise-grade capabilities without the in-house IT infrastructure such systems usually demand.
The Challenge
EQUASHIELD needed a proper ordering portal, so their clients could log in with their own credentials and order equipment for their hospitals or clinics, instead of going back and forth with the sales team by phone and email. The biggest challenge wasn’t the integration of data itself but the account model they had, and the complex logic that needed to be implemented for each of the functionalities.
SAP Tracking All Orders
When someone places an order on the site, it can’t just sit in WooCommerce. It has to create the corresponding record, a Work Order inside SAP Business ByDesign, so that every order can be fulfilled according to pre-established criteria.
Discount Groups
Customers sit in negotiated pricing tiers. Some customers get a 20% discount, while others get only 15%, and the buyer needs to see only their own group’s pricing, not a single public price list. The tier data already existed in SAP, and now had to be pulled from it rather than re-entered by hand.
Multi-location Accounts
Every hospital can have multiple locations, and at each site, there is a manager who orders for that specific branch. Additionally, there are deputies who are also allowed to place orders. The portal had to reflect that hierarchy (location, manager, deputies) and give each role suitable permissions.
Undocumented SAP Structure
Another problem for the implementation was the SAP instance itself. In ByDesign, the way accounts, discount groups, and orders are arranged is custom-built for each customer, and there’s no generic schema to code against. Since that structure had been configured earlier and poorly documented, the client had no clear picture of how the system worked.
Our Approach
Everything on the WordPress and WooCommerce side was built by our team: the login and reorder flow, the group-based pricing that shows each customer only their own negotiated tier, and the full permission system with its complex hierarchy.
Since EQUASHIELD’s SAP structure was poorly documented and the client had no understanding of the logic behind it, we had to work with their new SAP consultant and reverse-engineer the answers together. That resulted in successfully transferring client data, discount groups, and role hierarchies from SAP into the new portal, with pricing being applied automatically per group, and each order being sent back into SAP, in the right place, against the correct account and location.
The Outcome & Value
Once the portal was live, the sales team was finally out of the manual reordering loop.
The value showed up on both sides of the business. For their customers, ordering went from slow, manual processes prone to delays and human mistakes to just a few clicks on the new portal. Now the correct pricing was applied every time, and there was no risk of misplaced orders. For EQUASHIELD, their sales team was finally freed from chasing details and losing time over things that should be automated. And their ERP stayed clean and authoritative because every order was correctly placed by default.
That shift has a direct bottom-line effect. Every order that used to take a salesperson’s time to receive, clarify, and manually enter now costs the business nothing to process. The same team can handle growing order volume without growing headcount, and the time they save now goes toward selling rather than data entry. Fewer manual touchpoints also mean fewer pricing mistakes and mis-keyed orders, each of which carries a real cost to correct, refund, or reship. In short: faster ordering for customers, lower internal cost per order, and a business that scales with far less friction than before.
Before & After
Metric
Before
After
Ordering
Manual, by phone and email
Self-serve login portal
Pricing
One list, handled offline
Automatic, per buyer group
Account model
Flat
Parent accounts with scoped subaccounts
SAP orders
Blocked, no usable docs
Automated into ByDesign, per account
Tech and Tools
WordPress
WooCommerce
SAP Business ByDesign API
REST integration
Services Provided
Features
- Login-based customer portal
- Self-serve reordering
- Client data transfer from SAP to portal
- Automatic Work Order creation in SAP
- Order sync back to SAP (mapped to correct account and location)
- Discount group pricing (per-tier, per-customer)
- Discount group sync from SAP
- Customer-specific price visibility (buyers can see only their own tier)
- Multi-location account structure
- Role-based permission hierarchy (location/manager/deputies)
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