SOLUTION

Field staff management system for B2B distribution

Track your field team in real time and sync orders and reports instantly back to the operations center.

Field staff management system for B2B distribution

OKAXI builds a field staff management system (DMS) for B2B distribution companies. Track routes in real time, optimize travel automatically, and capture orders and market reports right at the point of sale through a clean mobile app that syncs data instantly back to the operations center.

Core technology

  • Mobile App
  • GPS Realtime
  • Route Optimization
  • Offline Sync
  • Apache Kafka
  • Microservices
  • PostgreSQL
  • Dashboard Analytics

What field team management struggles with

  • No route visibility

    No way to know where staff actually are or which points of sale they really visited.

  • Inaccurate attendance

    Manual attendance invites fraud and is hard to verify against the real on-site location.

  • Slow order updates

    Orders and stock at the point of sale reach the center late, delaying decisions.

  • Revenue leakage

    Loose control lets orders and field data slip through, with no clear accountability.

Before and after the system

Before (manual control)

  • No idea where staff are
  • Attendance fraud, hard to verify
  • Handwritten visit reports, late
  • Orders and field data leaking

After (real time system)

  • Real time GPS tracking, transparent routes
  • GPS attendance at the point of sale, fraud proof
  • Real time reports and orders at the point of sale
  • Instant sync, leakage under control

The OKAXI three step rollout

  1. 01

    Configure routes and roles

    Set up points of sale, visit routes and permissions by management level and territory.

  2. 02

    Deploy the field app

    Roll out the mobile app to your team, working even offline and syncing once back online.

  3. 03

    Monitor and optimize

    Track the real time dashboard, optimize routes and assess performance from the data.

Field data architecture: MCP Server plus Kafka streaming into the OKAXI core

OKAXI field data architecture connecting through an MCP Server and Kafka streaming into the core Field staff Apache Kafka Microservices · Python/C# CRM/ERP · Database AI Agent · MCP Server GPS, check-ins and sales pushed asynchronously through Kafka; the AI Agent queries the core and returns insight instantly

The system in real operation

app.retail-hub.okaxi.com

Active Agents

284

+12%

AI Resolution

94%

+8%

FIELD STAFF · TODAY

  • Nguyen Van A

    Check-in · Zone 3

    09:14 Active

  • Tran Thi B

    Route done · 8 visits

    09:02 Done

  • Le Van C

    Training module 4 completed

    08:55 Done

Field rep screen at the point of sale

OKAXI AI Agent Integration

The system shows this customer has a 25% higher B2B up-sell rate this quarter. Recommend applying the new discount policy to optimize revenue.

Committed optimization metrics

  • Route transparency

    Real time GPS shows where staff are and which points of sale they actually visited.

  • Accurate attendance

    Location bound attendance at the point of sale removes fraud and timesheet disputes.

  • Real time orders

    Orders and stock update instantly to the center, enabling faster decisions.

  • Less revenue leakage

    Every field transaction is captured and traceable, keeping leakage under control.

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Technical FAQ

  • Does the app work when staff are in areas with no signal?

    Yes. The mobile app supports offline mode, so staff still clock in, record orders and file visit reports without a connection. Data is stored locally and syncs automatically to the center the moment connectivity returns, so no field information is lost.

  • How does it integrate with our existing ERP or DMS?

    We connect over APIs and an Apache Kafka queue to your existing ERP, DMS and inventory systems, with no full replacement required. Orders and stock from the field are pushed straight into your core systems, preserving the technology investment you already made.

  • Does staff location tracking comply with privacy expectations?

    Yes. Location is recorded only during working hours and within the business scope, under role-based permissions with audit logging. The collection policy is disclosed transparently to staff, balancing operational oversight with individual privacy.

Core engineering assurance

  • The Core AI Agent and MCP Server of the field solution inherit OKAXI secure Private LLM packaging and infrastructure isolation.

    See enterprise AI integration

  • Field staff management is the digitized execution layer within a broader process automation ecosystem.

    See process automation

  • A stack of Python, C#, Kafka and Docker underpins a high-load field data synchronization system.

    Explore our tech stack

Ready to take control of your field team?

Request a demo of the field staff management system sized to your team, completely free of charge.

Request a Demo