How Koud helped a retail chain automate its operations

Process automation in the retail sector is key to staying competitive, especially when dealing with multiple branches, complex inventory flows, and real-time demands. This case study details how we at Koud collaborated with a well-known retail chain to transform its fragmented, manual operations into an automated digital network.

As project leader, I was responsible for the implementation and validation phase, working closely with operations, IT, warehouse, and management teams. The experience made one thing clear: automation doesn’t just reduce errors—it unlocks a company’s true growth potential.

Fragmented Processes And Dependence On Manual Work

Before implementing the solution, the chain faced a series of recurring problems that affected both profitability and responsiveness:

• Repetitive, manual tasks, such as order registration, stock updates, and price verification, consumed valuable work hours that could have been used for higher-value activities.

• Constant inventory errors, mainly due to lack of synchronization between branches, warehouses, and accounting systems.

• Delays in product restocking caused by inefficient or poorly coordinated communication between store and warehouse managers.

• Lack of traceability in key operations like returns, adjustments, or inter-branch transfers, making post-analysis difficult.

• Scattered or unreliable reports, preventing quick, data-driven decisions.

The consequence of this scenario was clear: business growth was being limited by internal inefficiencies. The goal was to design and implement a custom software solution to automate critical processes and seamlessly connect all operational areas, from the point of sale to the warehouse.

The Solution: Centralized Operational Automation System

At Koud, we work with one principle: software must adapt to the business—not the other way around. That’s why we developed a custom web and mobile platform, built from a detailed diagnosis of the real operation of each store location.

The solution included the following key modules:

• Automated inventory management by store and warehouse, with real-time updates whenever a sale or return was recorded.

• Automated order and replenishment generation, based on consumption rules per product, sales history, seasonality, and configurable minimum levels.

• Direct synchronization between branches and distribution centers, eliminating the traditional communication “bottlenecks.”

• Automatic alerts for stockouts, overstock, or mismatches between physical and theoretical inventories.

• Analytical and operational reports with key indicators for executives, admin, logistics, and finance teams.

• Integration with existing accounting and point-of-sale software, allowing for retention of prior infrastructure and faster adoption.

The development was carried out iteratively, with weekly validations alongside the client’s team, ensuring that every feature solved a real operational need.

Results: Large-Scale Efficiency

Just six months after the platform was implemented, the benefits were evident and measurable:

• 50% reduction in inventory errors, thanks to automatic synchronization between sales, warehouse, and accounting systems.

• 40% decrease in manual registration tasks, freeing staff to focus on customer service and strategic activities.

• Faster restocking with no human intervention, as orders were automatically generated by the system based on real consumption.

• 35% improvement in product availability on shelves, translating into a better customer experience and increased sales by reducing lost sales opportunities.

• More agile decision-making, with consolidated, real-time reports containing reliable indicators.

One of the most significant achievements was that the chain scaled its operation without having to increase its workforce, maximizing the use of existing resources and strengthening its position against larger competitors.

Automate To Scale

This case demonstrates that automating operational processes is not a luxury—it’s a strategic decision. Efficiency isn’t just about saving costs; it’s about responding faster to the market, freeing up talent for higher-impact tasks, and building a scalable operation.

At Koud, we firmly believe that custom software development is the most solid path for companies seeking to grow without losing control of their operations. Automation is transformation. And in retail, whoever automates first, leads later.