Streamlining the Full Order Lifecycle at Quad City Safety
About Quad City Safety
Quad City Safety is a family-owned supplier of personal protective equipment (PPE) based in Davenport, with a legacy that traces back to 1967. Over the years, the company has built a strong presence serving industries such as construction, elevator services, and general manufacturing.
As part of its ongoing efforts to improve operational efficiency and better support its growing digital ecosystem, Quad City Safety partnered with DCKAP to enhance how its systems worked together. This initiative was carried out in two phases, starting with building a strong integration foundation between core systems, and then extending that setup to automate workflows across external procurement platforms ensuring a more connected and scalable operation.
Phase 1: Establishing Seamless ERP-eCommerce Integration
As Quad City Safety continued to grow, the team started looking closely at how their systems were supporting day-to-day operations. With both Epicor Prophet 21 and EvolutionX in place, they already had the right tools, they just needed them to work better together.
At a glance, everything was running. But behind the scenes, there were a few gaps that risked slowing things down.
A lot of it came down to systems not being connected:
- Teams had to double-check if the latest customer or pricing details were updated online
- Product and inventory updates took extra steps to keep both systems aligned
- Online orders needed to be pushed into the ERP before processing could begin
To their credit, the team recognized this early. Instead of working around these gaps, they decided it was time to connect everything properly, so their ERP and eCommerce platform could stay in sync, without constant manual effort.
The Solution
To address these gaps, DCKAP Integrator was implemented to establish a structured, reliable connection between Epicor Prophet 21 and EvolutionX. The idea was to ensure that the right data flows automatically between systems, without constant manual intervention.
Product Sync (P21 → EvolutionX)
Product data was centralized by syncing it directly from the ERP to the eCommerce platform. With scheduled batch updates, product information remained consistent across systems, reducing discrepancies and ensuring customers had access to accurate and up-to-date listings.
Inventory Sync (P21 → EvolutionX)
To improve stock visibility, inventory levels were synchronized from Prophet 21 to EvolutionX at regular intervals. This ensured that customers browsing the online store could rely on accurate stock information, helping prevent order issues caused by outdated inventory data.
Order Sync (EvolutionX → P21)
When orders were placed on the EvolutionX storefront, they were automatically sent to Prophet 21 and created as approved orders. Key order details were mapped and transferred accurately, eliminating the need for manual order entry and speeding up the overall order processing cycle.
Order Processing Sync (P21 → EvolutionX)
Once orders were processed in Prophet 21, their status and shipment details were synced back to EvolutionX. This allowed customers to stay informed about their orders without needing to reach out for updates, improving the overall buying experience.
This phase focused on getting the fundamentals right like connecting core data points and reducing manual effort.
Phase 2: Extending Integration to Supplier Workflows
After establishing a strong foundation between Epicor Prophet 21 and EvolutionX, the team at Quad City Safety began to look at the next layer of their operations.
As order volumes increased especially with large customers like TK Elevators, there was a clear opportunity to streamline how purchase orders and related documents were handled across external systems.
Orders were now coming through a procurement platform, Jaggaer, through a multi-step process involving EvolutionX and internal systems. While the flow was functional, it still relied on coordination between systems at different stages.
The team wanted to take the next step, automate the complete order lifecycle from purchase order to invoicing and shipment updates without manual follow-ups.
What Needed to Improve
Even with Phase 1 in place, a few gaps remained in this extended workflow:
- Purchase orders coming from external procurement systems needed better alignment with internal order processing.
- Order confirmations, shipment details, and invoices had to be shared back manually or with delays.
- Data consistency across systems became critical as more stakeholders were involved.
As these transactions increased, so did the need for a smoother, more reliable exchange of information between all systems involved.
Solution: End-to-End Document Automation
To support this, DCKAP Integrator was extended to connect the full order lifecycle across systems linking Jaggaer, EvolutionX, and Epicor Prophet 21.
The focus was on automating key document flows while ensuring accuracy at every step.
- Orders placed by TK Elevator through Jaggaer flowed through EvolutionX.
- These orders were then automatically synced into Prophet 21.
- The system ensured that each order was correctly mapped and ready for processing.
- This removed the need for manual intervention at the order intake stage.
Once orders were processed internally:
- Order confirmations were generated in Prophet 21.
- These were automatically sent back to Jaggaer.
- This ensured that customers received timely confirmation without follow-ups.
As orders moved to fulfilment:
- Shipment details and advance shipping notices (ASNs) were captured from the ERP.
- The same information was pushed back to the procurement system.
- This gave customers better visibility into deliveries.
The final step in the cycle was invoicing:
- Invoices generated in Prophet 21 were automatically shared with Jaggaer.
- This ensured billing information reached the customer system without delays.
To keep everything running smoothly:
- Automated schedules ensured documents were exchanged at regular intervals
- Historical data was also aligned to ensure no transactions were missed during the transition.
- The workflows were designed to adapt to different order scenarios, ensuring consistency across transactions.
So basically, from the moment an order was placed to the final invoice, every step was now part of a connected, automated flow reducing manual coordination and making the process more reliable for everyone involved.
The Impact
With Epicor Prophet 21, EvolutionX, and Jaggaer now working together, everyday operations at Quad City Safety became far more streamlined.
- Customer, product, and inventory data stayed aligned automatically.
- Orders flowed directly into the ERP, ready for processing.
- Confirmations, shipment updates, and invoices moved seamlessly across systems.
What once required manual coordination now happened in the background.
For the team, this meant fewer repetitive tasks and more time to focus on meaningful work. For customers, it translated into a smoother, more reliable experience.
If you’re dealing with similar gaps between your ERP, eCommerce, or any other systems, and want to make your operations more seamless, it might be time to take a closer look. Get in touch with us to see how you can bring everything together.
