Inventory, Retail & Commerce
E-commerce Management System
A custom online store and order back office with product catalogue, checkout, mobile money and card payments where available, order fulfilment and delivery tracking.
- Web-based
- Android
- iOS
Overview
E-commerce Management System
An E-commerce Management System lets a business sell online while keeping orders, stock and deliveries under control behind the scenes. Extrion Tech builds both parts: a fast, mobile-friendly storefront for customers and an administration back office where staff manage the catalogue, process orders and arrange delivery.
Most online shoppers in Tanzania browse and pay from their phones, so the storefront is designed for mobile first, with simple checkout, delivery zones and payment options such as mobile money, card or cash on delivery. Payment gateway integration is subject to scope and the provider’s API. A shop in Zanzibar can set different delivery charges for Stone Town, the north and east coast hotels or Pemba, and customers receive SMS or email updates as their order moves from confirmed to packed to delivered.
In the back office, orders flow through clear stages, stock is reserved at checkout and released if payment fails, and returns are handled with refund approval. Sales, conversion and abandoned-basket reports show what is working. The store can share stock and products with an existing inventory or POS system, so online and in-shop selling do not oversell the same item.
Business problems it addresses
- Orders arrive by WhatsApp and phone calls and are easily lost or duplicated.
- Online customers buy items that are already out of stock in the shop.
- Payment confirmation is checked manually, delaying dispatch.
- Customers keep calling to ask where their order is.
- There is no clear view of which products and channels sell online.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From product listing to delivered order
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1
Catalogue listing
Publish products with photos, variants, prices and stock availability.
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2
Customer checkout
Customer selects items, delivery zone and preferred payment method.
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3
Payment confirmation
Payment is confirmed by gateway callback or marked for cash on delivery.
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4
Order processing
Staff confirm the order and stock is reserved against the item.
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5
Picking and packing
Packers prepare the parcel and print the delivery label.
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6
Delivery
Rider or courier delivers, and the customer receives status updates.
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7
Returns and reviews
Handle returns, approve refunds and collect customer feedback.
Functions covered
Modules and what they do
01 Storefront
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Product catalogue
Displays products with photos, variants, search and category filters.
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Cart and checkout
Collects delivery details, zone charges and payment choice in a few steps.
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Customer accounts
Lets customers view order history, addresses and order status.
02 Back office
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Order management
Moves orders through confirmed, packed, dispatched and delivered stages.
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Stock reservation
Reserves stock at checkout and releases it when orders are cancelled.
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Delivery management
Defines delivery zones and fees and assigns orders to riders or couriers.
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Returns and refunds
Records return reasons and routes refunds for approval.
03 Growth and integration
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Coupons and campaigns
Creates discount codes and featured product campaigns.
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Payment gateway integration
Optional / subject to scope
Confirms card and mobile money payments where the provider offers an API.
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Inventory and POS sync
Optional / subject to scope
Shares stock and products with an existing inventory or POS system.
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Customer mobile app
Optional / subject to scope
Provides a branded Android and iOS shopping app.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Card details are handled by the payment provider rather than stored by the shop, and customer addresses and phone numbers are visible only to staff who need them to fulfil orders.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Monitoring and error logging
Errors and unusual activity are logged and monitored.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Disaster recovery planning A documented plan to restore service after a major failure.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
Data integrity
Checkout reserves stock and creates the order in one transaction, preventing two customers from buying the last unit. Payment callbacks are verified and matched to the order before it is marked paid, and duplicate callbacks are ignored. Daily settlement reports reconcile gateway payments with paid orders.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Storefront design, branding and languages
- Delivery zones, fees and courier options
- Payment methods subject to provider availability
- Order stages and notification messages
- Integration with inventory, POS or accounting systems
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Inventory, Retail & Commerce
Related systems
Inventory Management System A custom inventory system that tracks every product from receipt to issue or sale, with batch details, reorder alerts and stock counts across stores and branches.
Warehouse Management System A warehouse system that directs receiving, put-away, picking, packing and dispatch by bin location, so pallets and cartons move quickly and every location stays accurate.
Point of Sale System A fast point of sale system for shops, restaurants and pharmacies, with barcode checkout, mixed payments, shift cash-up and live stock deduction across tills and branches.
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