Company structure for the B2B online distribution business
This page defines the operating structure of the company, including management, administration, sales, finance, procurement, logistics, warehouse activity, and the reporting lines that support daily execution.
Phase 1
Operating hierarchyDigital Tree
Initial organization tree
A visual department tree based on the first company structure layer: management at the top, with sales, operations, finance, and administration underneath.
Company Structure Tree
Visual reporting view for the company structure and reporting hierarchy.
Department Structure
Current department breakdown
A working summary of the current structure, reporting line, and the positions already defined for each department.
| Department | Reports To | Headcount | Defined Positions |
|---|---|---|---|
| Management | Board / Ownership | 1 | GM Founder |
| Administration | GM Founder | 3 | Administration & HR, IT & Web Development, Data Entry |
| Sales | GM Founder | 3 | Sales Manager, 2 Account Managers |
| Finance | GM Founder | 2 | Finance Manager, Finance Officer |
| Operations | GM Founder | 9 | Logistics Manager, 4 Warehouse Employees, 2 Drivers, Procurement Manager, Procurement Officer |
| Logistics & Warehouse | Operations | 7 | Logistics Manager, 4 Warehouse Employees, 2 Drivers |
| Procurement | Operations | 2 | Procurement Manager, Procurement Officer |
Working Structure
Initial operating process
This visual process explains how the company starts building the web store, prepares item structure, purchases stock, receives goods into the warehouse, updates inventory, and confirms final pricing before products go live.
Store Foundation
GM, Administration, IT, and Web Development build the web store and product structure.
Procurement Launch
Procurement begins sourcing and purchasing stock for the three defined divisions.
Warehouse Receiving
Goods are received, checked, and moved into warehouse handling and control.
Barcode & Storage Setup
Warehouse and Procurement confirm barcodes, labels, and storage locations for each SKU.
Data Entry Update
Data Entry updates stock, item details, and inventory records on the web store.
Pricing Coordination
Procurement, Sales, and Marketing confirm cost, margin, and selling price per item.
Store Price Update
Final approved prices are added to the web store and products become commercially ready.
Sales Activation
Sales contacts customers, arranges meetings, opens accounts, and starts onboarding.
Registration Approval
Administration approves customer registration so the client can start purchasing.
Order Intake Window
The web store receives customer orders continuously until 12:00 midnight.
Night Picking Shift
The warehouse night shift prepares all orders from 12:00 AM until 8:00 AM.
Morning Final Check
At 8:00 AM, the manager performs final review and dispatch approval for all prepared orders.
First Delivery Batch
Drivers deliver the planned next-business-day orders with target completion by 2:00 PM.
Return & Supplier Collection
After the first batch, drivers return for warehouse support and supplier material collection.
Same-Day Delivery Option
Urgent customer orders can be released as an extra paid same-day delivery service.
Second Delivery Batch
Drivers remain ready for the second dispatch cycle to complete same-day urgent deliveries.
Process Narrative
- The GM, Administration, IT, and Web Development start by preparing the web store structure and product framework.
- The structure covers the three business divisions already defined in the plan.
- Once the structure is ready, Procurement starts sourcing and purchasing the required materials.
- Purchased materials are supplied to the warehouse and received by the warehouse team.
- The warehouse team coordinates with Procurement to confirm barcode logic, labels, and storage locations for each SKU.
- After stock is organized, the item data is passed to Data Entry to update the web store inventory.
- Pricing is then confirmed by Procurement, Sales, and Marketing based on cost and target margin.
- After the final price is approved, the store is updated and the products are ready for the next operational and sales steps.
- The sales team then approaches customers, arranges meetings, and opens accounts for approved business clients.
- When a customer completes registration, the Administration team approves the subscription so the account can start ordering.
- The web store continues receiving orders until 12:00 midnight in each working cycle.
- From 12:00 midnight until 8:00 AM, the warehouse night shift prepares the orders.
- At 8:00 AM, the responsible manager performs the final review and dispatch approval.
- The drivers take the approved orders and deliver them to customers with a target completion time of 2:00 PM.
- After 2:00 PM, drivers either continue remaining tasks or return to the warehouse to collect materials coming from suppliers.
- For urgent customer needs, the company can offer an optional same-day delivery service with extra charges.
- After the first delivery batch, drivers remain available for a second batch dedicated to same-day delivery orders.
Department Responsibilities In This Phase
- GM: Overall approval of the structure, workflow, and readiness of the store foundation.
- Administration / IT / Web Development: Build the store, category structure, item fields, and digital setup.
- Procurement: Source materials, purchase stock, and confirm product coding requirements with operations.
- Warehouse Team: Receive stock, organize items, and apply operational storage logic.
- Data Entry: Upload and maintain stock availability and item data on the web store.
- Sales and Marketing: Help define the final selling price and target margin before launch.
- Sales Team: Prospect customers, meet them, open accounts, and activate purchasing relationships.
- Administration: Approve customer registration before the account becomes active for ordering.
- Warehouse Night Shift: Prepare all confirmed orders between midnight and 8:00 AM.
- Operations Manager / Logistics Lead: Perform the morning final check before dispatch.
- Drivers: Deliver customer orders first, then support supplier collection and warehouse return flow.
- Same-Day Delivery Process: An optional urgent-delivery service can run as a second dispatch batch for approved customers at extra charge.