How Provis automated stock, tracking and supplier orders for WholesaleScrubSets.
WholesaleScrubSets.com is a long-running wholesale store for scrubs and medical uniforms in the United States. Stock, orders and tracking were all moved by hand between the store and the supplier's system. Provis automated them, from August 2025 to May 2026.
Client: WholesaleScrubSets.comWholesale scrubs and medical uniforms, United StatesStock and tracking that update by themselves.
From the store's stock and tracking jobs, and its first customer list of 23 April 2026.
- Hourly
- stock updates
- Stock updates every hour from the supplier. Before, staff updated it by hand.
- Every 2 h
- tracking added automatically
- FedEx and USPS tracking numbers come from the supplier's invoices, not typed by hand
- 160
- customers to win back
- The first list found 115 who only bought samples and 45 who bought embroidery
At a glance
- Problem
Stock levels were out of date, tracking numbers were typed by hand, orders were re-keyed into the supplier's system, and sample and wholesale buyers were mixed together.
- Solution
An hourly stock sync, an automatic tracking import every 2 hours, a "Send order to supplier" button with retries, and a customer export and report for campaigns.
- Result
Stock updates every hour and tracking every 2 hours with no staff input, and the first export found 115 sample-only and 45 embroidery customers. Still supported, latest work May 2026.
- Client
- WholesaleScrubSets, run as one operation with WholesaleScrubs and part of the Natural Uniforms group
- Industry
- Medical uniforms: wholesale scrub sets, lab coats, scrub tops and pants, clogs
- Market
- United States
- Platform
- WordPress and WooCommerce
- Services
- eCommerce development
- Provis work
- August 2025 to May 2026, on a store that has been online since at least 2016
- Also on the store
- Authorize.Net and PayPal payments, reCAPTCHA and Google Tag Manager
Stock, orders and tracking all moved by hand.
WholesaleScrubSets.com sells wholesale scrubs and medical uniforms, with a $350 minimum order. The store has been online since at least 2016, and earlier developers built it and its wholesale tools: prices, embroidery, samples and held orders.
Orders went to the supplier, Natural Uniforms, which runs the NowCommerce system. Stock and tracking numbers lived in files from NowCommerce and reached the store by hand, so staff spent time copying stock, orders and tracking between the two. Sample buyers and wholesale buyers were also mixed together in reports.
The store is run as one operation with WholesaleScrubs, and both belong to the Natural Uniforms group.
How stock and orders were handled before
- Stockcopied from the supplier's files by hand
- Ordertyped again into the supplier's system
- Trackingcopied from invoices by hand
- Customerssample and wholesale buyers mixed together
How stock, orders and tracking moved before, all by hand.
Four jobs staff did by hand, and what replaced each.
These are the four problems Provis fixed on the store between 2025 and 2026.
-
Stock levels were out of date
Stock lived in the supplier's inventory file and reached the store by hand.
What Provis builtAn hourly stock syncEvery hour a job reads the supplier's inventory file and updates the stock of every SKU in one go. It was rewritten in April 2026.
-
Tracking numbers were typed in by hand
Tracking came back from the supplier as invoice files, and staff copied it across.
What Provis builtAn automatic tracking importEvery 2 hours the store reads the supplier's invoice file, matches each order by its PO number, and attaches the FedEx or USPS tracking number. Duplicates are skipped.
-
Orders had to be re-keyed into the supplier's system
Each order had to be typed in again in NowCommerce.
What Provis builtA "Send order to supplier" buttonOne click sends the order to the supplier. If it fails, the store tries again, up to three times, and then emails the admin. The automatic send is off on this store, so staff use the button.
-
Sample and wholesale buyers were mixed together
Campaigns could not tell a sample buyer from a regular wholesale customer.
What Provis builtA customer export, a report and follow-up emailsAn export and a report list the sample-only customers and the embroidery customers, for campaigns. A follow-up email goes out a set number of days after a sample order. The first export, on 23 April 2026, listed 115 sample-only and 45 embroidery customers.
Built in six steps, from August 2025 to May 2026.
- August to October 2025Plugins shared with WholesaleScrubs: sample orders, the customer report and the tracking module
- February 2026Updates to the sample follow-up emails
- April 2026The send-to-supplier button with retries, and the order screens
- 21 to 22 April 2026The stock-sync rewrite, with changes to the cart and settings
- 23 April 2026The customer export, set up in a session with the shop owner
- 30 April to 1 May 2026Embroidery form and customer updates, and a report update
-
Stock: an hourly sync from the supplier's inventory file, for every SKU in one go.
-
Orders: a "Send order to supplier" button with automatic retries, and an email to the admin if it fails.
-
Payments: Authorize.Net and PayPal, connected to the store.
-
Customers: an export and a report that separate sample-only and embroidery customers for campaigns.
Supplier automation:
Stock and tracking arrive without anyone typing them.
The store reads the supplier's inventory file every hour and its invoice file every 2 hours. It matches orders by PO number and attaches the FedEx or USPS tracking number.
Duplicate tracking numbers are skipped.
If sending an order to the supplier fails, the store tries again and emails the admin.
How Provis builds eCommerce storesShopping WholesaleScrubSets 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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HomeStop paying retail prices
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Product gridWholesale prices on show
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A categoryScrub Sets, with sorting
-
A productA men's jogger scrub set
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Product detailsDescription and add to cart
Live, and still supported by Provis.
The store runs on desktop and on phones. The figures below are published on the store's own site, October 2026.
- $350
- minimum order
- 4
- ranges: sets, tops and pants, lab coats, clogs
- Hourly
- stock updates
wholesalescrubsets.com (opens in a new tab)After launch
Provis is still working on it.
Provis work ran from August 2025, and the latest was in May 2026: the embroidery form and customer updates. The store is still supported.
The store is run together with WholesaleScrubs, and the pair belong to the Natural Uniforms group.
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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