The Hidden Cost of Manual Order Processing

Every business wants operations that run smoothly. But if your team still handles orders by hand, you might be losing more than just time. Manual order processing can look like a way to save money, yet it often ends up costing far more in hidden ways. 

At eZCom, we work with companies that start out small and grow fast. Many of them rely on spreadsheets, emails, and manual uploads to keep up. It works for a while, but eventually, the cracks begin to show. Mistakes happen, chargebacks pile up, and staff spend hours fixing the same issues again and again.

Here’s what those hidden costs actually look like.

Lost Time That Adds Up

Order processing sounds simple until you realize how much time it eats. Downloading purchase orders, retyping data into your ERP, printing labels, uploading advanced ship notices, creating invoices… it all adds up. That “just a few minutes” per order quickly turns into hours of repetitive work. And the more manual steps you have, the more delays and errors you face.

When you automate with Lingo, our EDI software, the time savings come from both sides. Your data can move cleanly between your systems, and Lingo can also create and send key EDI documents automatically. That means fewer clicks, fewer manual steps, and more time for your team to focus on work that actually grows the business.

Errors That Lead to Expensive Problems

Manual entry means more room for mistakes. Maybe it’s a wrong PO number or a label printed with the wrong SKU. One small slip can trigger a chargeback or delay payment. Retailers like Walmart, Target, and Nordstrom set strict compliance standards. If you miss something, even once, it can cost you a lot more than you expect.

An automated EDI workflow takes those mistakes off the table. Data moves between systems automatically, which means fewer chargebacks, smoother payments, and better relationships with your trading partners.

Limited Visibility Into What’s Really Happening

When your orders live in emails and spreadsheets, it’s hard to see the bigger picture. You might not know how many orders are pending, which ones are delayed, or where errors keep happening. That lack of visibility slows down every decision you make. 

With a platform like Lingo, you can view your entire order-to-cash cycle from one dashboard. You’ll see what’s happening in real time, spot issues before they grow, and use your data to make smarter choices. You can also run detailed reports to get the exact insights you need, whether you want to see which orders include a certain item or which locations are set to receive specific shipments. It’s a simple way to stay in control and stay ahead.

Team Burnout and Turnover

Manual order entry isn’t just slow. It’s mentally draining. Repeating the same steps all day can wear down even your best employees. Over time, this leads to burnout and turnover.

When you automate, your team’s day changes completely. They can focus on projects that matter –  improving customer service, managing new accounts, and finding ways to increase efficiency. That’s better for morale and retention.

Missed Growth Opportunities

Manual systems don’t scale. If you need extra hands every time a new retailer comes on board, growth becomes stressful instead of exciting.

Automation removes that limit. Once your EDI setup is managed by a full-service provider, adding new partners or expanding channels becomes simple. No extra hours. No new hires. Just a smoother way to grow.

The Takeaway

Manual order processing might seem manageable now, but it quietly eats into your profits and productivity. The hours, the errors, the missed opportunities – they all add up.

Switching to an automated, fully managed EDI system can change that.

At eZCom, our Lingo platform connects directly to your ERP or accounting system and keeps your data flowing automatically between you and your trading partners. Our U.S.-based support team handles the setup, the mapping, and the ongoing updates, so you don’t have to worry about it.

Want to find out how much manual work is really costing your business?

Book a quick call with our team or try our free 2-minute EDI Health Quiz to get instant insights.

Frequently Asked Questions (FAQ)

What exactly is manual order processing?

Manual order processing involves using non-integrated methods—like spreadsheets, emails, and manual data entry—to handle purchase orders, shipping labels, ASNs (Advance Ship Notices), and invoices. This repetitive, human-driven process is prone to errors and takes up significant staff time.

What are the main hidden costs of manual order processing?

The main hidden costs include significant loss of staff time due to repetitive data entry, expensive chargebacks and penalties from retailers due to errors, lack of real-time visibility into the order-to-cash cycle, higher staff burnout and turnover, and limitations on business growth and scaling.

How does an automated EDI system prevent chargebacks?

Automated Electronic Data Interchange (EDI) systems eliminate manual data entry errors, which are the primary cause of chargebacks (e.g., wrong PO numbers, incorrect SKUs, missing documents). Data flows automatically and accurately between your system and your trading partners’ systems, ensuring compliance with strict retailer standards.

What is the Lingo platform? 

Lingo is eZCom’s fully managed EDI platform. It connects directly to your ERP or accounting system to automate the flow of data between your business and your trading partners, ensuring orders are processed efficiently, accurately, and compliantly without manual intervention.

Can my small or fast-growing business benefit from EDI automation? 

Absolutely. While manual systems work for a while, they quickly become a bottleneck for fast-growing businesses. Automation via a fully managed EDI system like Lingo allows you to easily add new retailers and scale your order volume without needing to constantly hire new staff or work extra hours.