How Provis took the stock, tracking and sample work off the WholesaleScrubs team.
WholesaleScrubs sells scrub sets and medical uniforms wholesale to clinics and medical teams in the United States. Staff were typing tracking numbers by hand, making packing slips by hand and chasing sample buyers. Provis automated each of them, from August to October 2025.
Client: WholesaleScrubsWholesale scrubs and medical uniforms, United StatesTracking, stock alerts and sample follow-ups, done automatically.
From the store's tracking logs (October 2025) and the work Provis shipped.
- Every 4 h
- tracking added automatically
- Tracking numbers come from the supplier's invoices, so staff no longer type them in
- Stock alerts
- before checkout
- If a size is short, the buyer is told and can choose to backorder it
- Follow-ups
- sent automatically
- Buyers who order a sample get a reminder email 7 days later by default
At a glance
- Problem
Buyers could order sizes that were out of stock, staff typed tracking numbers by hand, packing slips and reports were made by hand, and sample buyers were not followed up.
- Solution
A stock modal with backorder, a tracking import from the supplier's invoices, packing slips made from the order, a report that leaves out samples, and automatic sample follow-up emails.
- Result
Tracking numbers are attached every 4 hours without staff, backorders are easy to find, and every sample buyer is followed up. Live and still run with WholesaleScrubSets.
- Client
- WholesaleScrubs.com, run as one operation with WholesaleScrubSets and part of the Natural Uniforms group
- Industry
- Medical uniforms: wholesale scrub sets for clinics and medical teams
- Market
- United States
- Platform
- WordPress and WooCommerce
- Services
- eCommerce development
- Provis work
- Started 2 August 2025, releases through 23 October 2025, and still run together with WholesaleScrubSets
- Also on the store
- Elementor Pro, YITH Wishlist, Contact Form 7, Authorize.Net, Square and Google Tag Manager
Stock surprises, hand-copied tracking and mixed reports on every order.
WholesaleScrubs sells scrub sets and medical uniforms in bulk. The store already had embroidery, held orders, sample orders and bulk price editing, built by earlier developers. Orders went to the supplier's NowCommerce system, and the supplier sent back invoices as files with the tracking numbers in them.
Staff copied those tracking numbers by hand, made packing slips by hand, and saw sample buyers mixed in with real wholesale buyers in their reports. Buyers could also add sizes that were out of stock with no warning.
WholesaleScrubs is run as one operation with WholesaleScrubSets, and both belong to the Natural Uniforms group. Natural Uniforms is the supplier, and it runs NowCommerce.
How an order was handled before
- Orderplaced on the store
- Supplierorder goes to the supplier's system
- Trackingnumbers copied from invoice files by hand
- Packing slipmade by hand
- Reportssample and real buyers mixed together
How an order moved before, and the steps staff did by hand.
Four jobs staff did by hand, and what replaced each.
These are the four problems Provis fixed on the store in 2025.
-
Buyers ordered sizes that were out of stock
A buyer could add a short size to the cart with no warning, and staff only found out afterwards.
What Provis builtA stock modal and a backorder filterWhen a size is short, a modal offers the buyer a backorder. In the admin, staff can filter backordered orders, so they find every one in a single step.
-
Tracking numbers were typed in by hand
The supplier returned invoices with tracking numbers as files, and staff copied each number across.
What Provis builtAn automatic tracking importEvery 4 hours the store reads the supplier's invoice file, matches each order by its PO number, checks the address, and attaches the FedEx or USPS tracking number. Its logs show runs such as "Processed 1 orders, added 12 tracking numbers", and the address check caught mismatches.
-
Packing slips and reports were made by hand
Slips were made one at a time, and sample orders sat in the same customer report as real wholesale buyers.
What Provis builtPacking slips from the order, and a cleaner reportPacking slips are now generated from the order. The customer report leaves out sample orders and has a separate page for embroidery customers.
-
Sample buyers were not followed up
Nothing prompted the team to write to someone after a sample order.
What Provis builtAutomatic follow-up emailsWhen a sample order is completed, an email is scheduled for a set number of days later, 7 by default, with an optional second follow-up.
Built in five steps, from August to October 2025.
- Early August 2025Stock modal, stock-aware add to cart, colour sorting, sample orders and the cart
- Mid August 2025The customer summary report and changes to My Account
- September 2025The backorder column in the admin and an embroidery button
- Late September 2025Sample follow-up emails, checked on test orders first
- October 2025The tracking import from the supplier's invoices
-
Stock: a modal that offers a backorder when a size is short, and a backorder filter for staff.
-
Orders: packing slips made from the order, and a customer report that leaves out sample orders.
-
Sample buyers: an automatic follow-up email after a sample order, with an optional second.
Shipping automation:
Tracking arrives without anyone typing it.
Every 4 hours the store reads the supplier's invoice file and matches each order by its PO number. It checks the address, then attaches the FedEx or USPS tracking number.
Each release was checked on test orders first.
In October 2025 the order push to the supplier was switched off on this store. The hand-off to the supplier now runs from WholesaleScrubSets.
How Provis builds eCommerce storesShopping WholesaleScrubs on a phone.
Five screens from the live store, from the home page to a product page. Select one to enlarge it.
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HomeScrub sets from $14.99
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FeaturedA scrub top and a jacket
-
A categoryThe Scrub Sets grid
-
A productA jogger scrub set in colours
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Product detailsDetails and Add to cart
Live at wholesalescrubs.com, and still run by Provis.
The store runs on desktop and on phones. The figures below are published on the store's own site, October 2026.
- $14.99
- scrub sets, from
- 9
- product ranges
- Free
- shipping
wholesalescrubs.com (opens in a new tab)After launch
Provis is still working on it.
Provis work started on 2 August 2025, with releases through 23 October 2025. The latest was the tracking import from the supplier's invoices.
The store is still run together with WholesaleScrubSets, which receives this store's supplier-invoice links.
Provis has delivered 200+ projects since 2012, with a team of 25+ engineers, designers, QA and project leads.
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- One project leadyour single point of contact
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