rishanto

Case study

RondaShip

Importers were chasing suppliers, invoices, and shipments across WhatsApp, email, and paper.

Before

An importer's shipment touches four parties before it clears: the importer who orders it, the supplier who dispatches it, the warehouse that receives it, and the admin team that invoices it. None of them shared a system. Each one held a fragment of the truth and passed it on by message.

The predictable failure was not dramatic. Goods arrived and nobody could match them to an order. An invoice was queried and the thread it was agreed in had scrolled away. A supplier was asked for dispatch details for the third time because the first two replies went to someone on leave.

The awkward constraint: suppliers will not create accounts. Any system that required them to log in would have been routed around within a week, and the process would have gone straight back to WhatsApp.

“Every actor needed their own view of the same shipment — without every actor needing an account.”

What I built

  1. 01

    Mapped the full journey across four actors before writing code

    Product setup, warehouse receiving, document verification, and status tracking — drawn as lanes so each party could see exactly where their part started and ended.

  2. 02

    Built multi-tenant architecture with role-scoped access

    Importer, warehouse, supplier, and super-admin each see one slice of the same record, enforced at the database with row-level security.

  3. 03

    Gave suppliers a magic link instead of an account

    They fill dispatch details from a signed link with no password and no signup — the step that decided whether the process would be adopted or bypassed.

  4. 04

    Made documents read themselves, with a human on the decision

    Uploaded invoices are extracted by OCR and checked against the shipment; an admin verifies side by side and mismatches are flagged rather than absorbed.

  5. 05

    Automated the money and the chasing

    Invoices generate from verified data with a Stripe payment link; webhooks confirm payment; status changes notify over WhatsApp with an SMS fallback and quiet hours.

System flow

  • Importer
  • System / AI
  • Warehouse / Supplier
  • Admin

  1. Add product

    Importer

  2. AI fills description + HS code

    System / AI

  3. Admin confirms

    Admin · notifies

  4. Scan on arrival, record weight

    Warehouse / Supplier · notifies

  5. Supplier fills via magic link

    Warehouse / Supplier

  6. Create shipment, upload invoice

    Importer

  7. OCR extracts qty, value, weight

    System / AI

  8. Verify against document

    Admin

  9. Invoice + Stripe link

    Admin · notifies

  10. Approve and pay

    Importer

  11. Webhook confirms payment

    System / AI · notifies

  12. Shipped → delivered

    Admin · notifies

Notifications: WhatsApp + SMS fallback, quiet hours respected

Delivery plan

Twelve weeks, and what lands in each.

010203040506070809101112FoundationWeeks 1–2Core featuresWeeks 3–4High-risk systemsWeeks 5–6OperationsWeek 7Web sign-offWeek 8MobileWeeks 9–12

After

  • 4

    Actor roles on one record

  • 12

    Week delivery plan

  • TBC

    Hours saved per shipment

The platform runs importer, warehouse, supplier, and admin journeys on one record, with AI and OCR assisting rather than deciding. Operational time savings are being measured — no figure is published until it is.

Artifacts produced

  • System flow diagrams
  • Implementation plan
  • Access matrix
  • Test accounts
  • Investor material

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