Login portal
Self-serve ordering for hospitals & clinics
SAP ByDesign
Orders synced into the ERP
Group pricing
Different prices per buyer group
Subaccounts
Parent controls its facility accounts
Client snapshot
EQUASHIELD is a US medical equipment company that supplies hospitals and clinics. Its customers are large. A single customer often covers many facilities, each ordering its own supplies on its own negotiated pricing. The business runs on SAP Business ByDesign, so any ordering system had to end the same way: with the order landing correctly inside that ERP.
What they needed
A proper ordering portal. Customers log in with their own credentials and order equipment for their hospitals and clinics, instead of going back and forth with the sales team by phone and email. The account model behind it was the hard part:
- Group pricing. Several buyer groups, each seeing its own negotiated prices, not a single public price list
- Parent and subaccounts. A main account creates a subaccount for each hospital or clinic it manages. Subaccounts can place orders but cannot create more accounts. Only the parent account can, and it keeps full control over all of them
- Every order into SAP. Each order had to flow into SAP Business ByDesign, mapped to the right account, group, and structure
How we built it
On the WordPress and WooCommerce side, we built all of it: the login and reorder flow, the group-based pricing, and the full parent-and-subaccount permission system, with each role scoped to exactly what it should be able to do.
The hard part was SAP. Business ByDesign is one of the most complex enterprise platforms there is. Getting an order in means sending it with exact instructions: which account, which group, which subgroup, all inside a structure that is custom-built for every SAP customer. The initial SAP consultant on the project had left that structure poorly documented, so there was no reliable way to know which endpoints to hit or how to shape the data. The integration dragged while we tried to work it out from the outside.
At a certain point we called it: this needed a real SAP specialist, not more guessing. Once a qualified SAP consultant came in and gave us the exact endpoints and the mapping, we built the integration against them, and orders started flowing into SAP Business ByDesign the way the account structure actually worked.
The outcome
The portal is live. Facilities reorder for themselves, group pricing is applied automatically, and each order lands in SAP Business ByDesign mapped to the right account. The sales team is out of the manual reordering loop.
A few later enhancements the client asked for were ready on our side but depended on what the SAP configuration could support, so they stayed with the SAP team to resolve. That is the honest shape of an ERP integration: we own the commerce system end to end, and the platform on the other side sets its own limits.
The real lesson from this build is judgment. We wrote the entire portal and account system ourselves, and the thing that unblocked SAP was knowing when a problem sits on the other side of an integration and getting the right specialist in, rather than burning weeks against undocumented endpoints.
Metric
Before
After
Ordering
Manual, by phone and email
Self-serve login portal
Pricing
One list, handled offline
Automatic, per buyer group
Account model
Flat
Parent accounts with scoped subaccounts
SAP orders
Blocked, no usable docs
Automated into ByDesign, per account
Tech and tools
WordPress
WooCommerce
SAP Business ByDesign API
Custom roles & group pricing
Parent / subaccount system
REST integration
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