Grace Opticals – Distributor Ordering Portal BTR-2026-GRC-01

Technical Proposal · B2B Distributor Portal

Grace Opticals
Distributor Ordering Portal

A purpose-built ordering portal that allows authorised distributors to browse the Grace Opticals product catalogue, view purchase price and MRP, enter lens specifications and quantities, and submit orders directly into the Grace Center backend — eliminating manual errors and order back-and-forth. Includes a Management Dashboard with 15 real-time KPIs and an optional Recovery Module.

Prepared By

Bettroi FZE

Biji Thomas
CEO & Principal Consultant
admin@bettroi.com

Prepared For

Dr. Sannup

Founder & Director
Grace Center / Grace Opticals

Reference

BTR-2026-GRC-01

Distributor Portal
Technical Proposal

Date

10 Mar 2026

For review & approval

01 — EXECUTIVE SUMMARY

The Problem & The Solution

Grace Center's distributors currently place orders through manual channels — phone calls, messages, and spreadsheets. This creates repeated entry errors, mismatched specifications, and significant back-and-forth before an order is confirmed. The Grace Opticals Distributor Portal eliminates this entirely: distributors log in, select the product, the system shows purchase price and MRP, they enter dimensions and quantity, and one click submits the verified order directly into the Grace Center backend.

The result is a structured, validated order every time — no ambiguity on lens specifications, no manual re-entry by the Grace Center team, and a full Management Dashboard giving Grace Center real-time visibility across all 15 operational KPIs.

02 — SCOPE OF WORK

Platform Deliverables

1

Distributor Login & Access Management

Secure login for authorised distributors only. Each account is created and managed by the Grace Center admin. Role-based access ensures distributors see only what they are permitted to order.

2

Product Catalogue with Purchase Price & MRP Display

Full searchable product catalogue filterable by brand, lens type, and material. Each product card displays purchase price and MRP automatically — no confusion, no negotiation at the ordering stage.

3

Lens Specification Form — Dimensions & Quantity

Structured per-product order form: sphere, cylinder, axis, addition, lens material, coating, and quantity. All fields validated in real time — mandatory fields enforced, value ranges checked — preventing the most common ordering errors before submission.

4

One-Click Order Submission to Grace Center Backend

On submit, the validated order is pushed directly into the Grace Center backend via API integration or database write. Distributor receives a confirmation with reference number; Grace Center sees the order immediately.

5

Distributor Order History & Status Tracking

Distributors view all past orders, current status (received / processing / dispatched), and can reorder from previous entries — reducing repeat calls for status updates.

6

Grace Center Management Dashboard & Admin Panel

Full admin panel for product catalogue management, distributor account management, and incoming order processing. Includes 15 real-time KPIs giving complete operational visibility (see Page 4).

7

Customer Relationship Module

Distributor profile management, communication log, interaction history, follow-up reminders, and relationship health indicators for the Grace Center admin team.

03 — DISTRIBUTOR ORDER FLOW

How a Distributor Places an Order

1

Log In

Secure distributor account

›

2

Select Product

Purchase price & MRP shown

›

3

Enter Dimensions

Sphere, cyl, axis, add, qty

›

4

Validate

Real-time error check

›

5

Submit

Lands in Grace Center instantly

Validation layer: Mandatory fields enforced, lens specification values checked against clinically valid ranges, and per-distributor order limits applied — before submission, not after.

04 — SYSTEM FEATURES

Platform Capabilities

A

Product Catalogue Management

Admin adds/edits products, sets purchase price & MRP per distributor tier, activates or suspends listings.

B

Real-Time Order Validation

Sphere, cylinder, axis, and addition values checked against valid ranges before submission. Eliminates the primary source of errors.

C

Backend Integration

Orders appear in the Grace Center backend instantly — API integration or direct database write depending on existing system.

D

Distributor Account Control

Admin creates, edits, deactivates accounts. Custom price tiers and order limits per distributor.

E

Order History & Reorder

View all past orders, check fulfilment status, and reorder from previous entry in two clicks.

F

Notifications & Confirmations

Order confirmation to distributor on submission. Grace Center alerted per new order via dashboard and optional email.

Customer Relationship Module

Distributor profiles, communication logs, interaction history, follow-up reminders, relationship health scoring, and CRM analytics — all integrated with the admin panel and KPI dashboard.

05 — DELIVERY TIMELINE

Total Effort: 40 Working Days · 8 Calendar Weeks

WEEKS 1–2 · DISCOVERY & FOUNDATION

Requirements finalisation, system architecture, database schema, API integration plan. Distributor authentication and account module built.

WEEKS 3–4 · CORE PORTAL BUILD

Product catalogue UI, lens specification form with real-time validation, order submission, backend integration. Admin dashboard with 15 KPIs and product/distributor management.

WEEK 5 · HISTORY, NOTIFICATIONS & CRM BUILD

Order history, reorder flow, status tracking, notifications. Customer Relationship Module — distributor profiles, communication logs, interaction history, follow-up reminders, and relationship health scoring.

WEEKS 6–7 · RECOVERY MODULE, QA & INTEGRATION TESTING

Optional Recovery Module build, full QA across all modules including CRM workflows, end-to-end order flow, and concurrent scenario testing.

WEEK 8 · UAT, DEPLOYMENT & GO-LIVE

User Acceptance Testing with Grace Center team and pilot distributors. Feedback resolved. Production deployment, distributor onboarding, and CRM team walkthrough.

06 — GRACE CENTER MANAGEMENT DASHBOARD

15 Real-Time Operational KPIs

KPI 01

Outstanding Orders

Orders received but not yet processed or dispatched. Primary action queue for the Grace Center operations team.

KPI 02

Orders Today

Total orders submitted by all distributors in the current calendar day — refreshes in real time.

KPI 03

Orders This Month

Cumulative order count for the current month with day-on-day trend sparkline.

KPI 04

Active Distributors

Number of distributor accounts that have placed at least one order in the current rolling 7-day period.

KPI 05

Pending Dispatch

Orders confirmed and ready to be picked, packed, and shipped. Triggers fulfilment workflow.

KPI 06

Dispatched Today

Orders marked as dispatched in the current day — cross-referenced against outstanding to show progress.

KPI 07

Order Accuracy Rate

Percentage of submitted orders that pass validation on first attempt — measures reduction in manual errors.

KPI 08

Error / Rejected Orders

Count of orders flagged due to specification errors, out-of-range values, or manual rejection by admin.

KPI 09

Average Processing Time

Mean time (hours) from order submission to dispatch confirmation — operational efficiency metric.

KPI 10

Reorder Rate

Percentage of orders placed that are repeats of a previous order — indicates distributor workflow efficiency.

KPI 11

Top Selling Product

Highest-volume product by units ordered in the current month — aids stock planning and purchasing decisions.

KPI 12

Orders Awaiting Review

Orders held for manual review by admin (e.g., unusual spec combinations, exceeding order limits).

KPI 13

New Distributor Requests

Pending account activation requests from new distributors waiting for Grace Center approval.

KPI 14

Monthly Order Trend

Current month vs. previous month order volume comparison — identifies growth or seasonal dip patterns.

KPI 15

Distributor Activity Ranking

Leaderboard of distributors ranked by order volume — helps Grace Center identify top partners and inactive accounts.

07 — OPTIONAL RECOVERY MODULE

Add-On: Outstanding Order Recovery & Follow-Up

Outstanding Order Tracker

Automatically surfaces all orders that have been sitting in "outstanding" status beyond a configurable threshold (e.g., 24 hours). Generates a prioritised recovery queue for the Grace Center team.

Automated Distributor Follow-Up Alerts

System sends automated reminders to distributors for incomplete orders (started but not submitted) and to Grace Center staff for stale orders pending action.

Order Dispute & Correction Workflow

Structured workflow for distributors to flag errors on received orders. Admin reviews, approves corrections or raises replacement orders — full audit trail maintained.

Recovery Analytics

Dashboard sub-panel showing recovery rate, average time to resolve outstanding orders, and distributor-level resolution patterns — feeds back into KPI 01 (Outstanding Orders).

BTR-2026-GRC-01

08 — CUSTOMER RELATIONSHIP MODULE

Distributor Relationship Management

The Customer Relationship Module gives the Grace Center admin team a 360-degree view of every distributor relationship — from first onboarding to ongoing order activity, communication history, and relationship health scoring. All CRM data is linked directly to order history and KPI dashboards.

Distributor Profile Management

Centralised profiles for every distributor — contact details, assigned tiers, territory, credit terms, onboarding date, and account status.

Communication Log

Record all interactions — calls, emails, meetings, and notes — linked to each distributor account with timestamps and admin attribution.

Interaction History Timeline

Visual chronological view of every touchpoint with a distributor alongside their order activity — enabling context-aware follow-ups.

Follow-Up Reminders & Scheduler

Set manual or automated follow-up reminders triggered by inactivity thresholds, overdue orders, or custom rules defined by the admin.

Distributor Segmentation

Tag and group distributors by region, tier, order volume, or custom labels — enabling targeted communication and performance analysis.

Relationship Health Score

Automated scoring based on order frequency, outstanding amounts, response rates, and engagement — flagging at-risk distributor relationships.

Notes & Document Attachments

Attach agreements, price lists, or correspondence to each distributor record. Notes are visible to all authorised admin users.

Activity Feed & Audit Trail

Real-time activity feed per distributor showing orders placed, status changes, communications logged, and admin actions — full audit trail.

CRM Analytics Dashboard

Aggregate view of relationship health across all distributors — active vs. inactive, follow-up pipeline, top performers, and churn risk indicators.

09 — MANAGEMENT DASHBOARD — TENTATIVE SCREEN DESIGN

Grace Center Admin Dashboard — Illustrative Layout

Proposed Layout (Illustrative)

Reference Design

Grace Center Admin Dashboard — Illustrative Layout

Tentative design — final dashboard layout subject to UX review and client feedback

10 — TERMS & CONDITIONS

Work commences on written acceptance of this proposal via email to admin@bettroi.com referencing BTR-2026-GRC-01.
Timeline assumes Grace Center provides backend system access, API specifications, or database schema within the first 3 business days of kickoff. Backend integration approach (API vs. direct database) confirmed in Week 1 — quoted scope covers either path.
Validation rules (lens specification ranges, per-distributor order limits) will be defined by Grace Center during Week 1 discovery and built accordingly.
The Optional Recovery Module (Section 07) is an add-on and not included in the base scope. It will be quoted separately on request.
The distributor portal is a web application accessible on desktop and mobile browsers. A dedicated native mobile app is not included in this scope.
Hosting, domain, and third-party subscription costs are borne by Grace Center directly and are not included in this scope.
Full intellectual property of all deliverables transfers to Grace Center on project completion. This proposal is governed by the laws of the UAE.