Your Customer Service Rep
New brands set up once, with every document on file.
When a brand signs on, your Customer Service Rep collects company details, the credit application, spec sheets, approvers and compliance documents, sets up the account in Dynamics and opens the first job. Nothing lives in one person’s inbox.
Setup steps
- CompanyDone
ABN checked, 2 delivery sites
- ContactsDone
4 contacts, all 4 approvers named
- DocumentsDone
5 of 5 uploaded
- CreditWaiting
Sent to accounts 09:20
- DynamicsNext
Customer created on approval
Documents
- Spec sheet SB-MAG-120
- Uploaded
- Dieline, reverse tuck
- Uploaded
- Brand guidelines
- Uploaded
- AUST L number
- Recorded
- GMP certificate
- Expires Mar 2027
Approvers
- Artwork sign-off
- Priya Venkat
- Regulatory
- Tomasz Brennan
- QA sign-off
- Aroha Tipene
- Stock call-offs
- Sam Okafor
Before and after
The same new brand, set up two ways.
With forms and email
- The account form goes out as a Word file and comes back half filled.
- Spec sheets, dielines and logos arrive in different emails over two weeks.
- Nobody is sure who at the brand can approve artwork or sign off a price.
- The customer is keyed into Dynamics by hand, with a typo in the ABN.
- The first order is held because the credit check was never finished.
With Otopack
- The brand fills in one secure form with ABN or NZBN, delivery sites and contacts, and uploads documents in the same place.
- Spec sheets, dielines and brand files are stored against the brand and each SKU.
- Approvers are named up front: who signs off artwork, who approves prices, who calls off stock.
- The customer account is created in Dynamics from the form, with the ABN checked.
- The first job opens only when the account and credit steps are complete.
How it works
From signed brand to first job.
A typical setup. Each step is shaped around how your team works today.
- 01
Send the setup link
Your rep sends the brand one link. The form asks only what your team needs for that type of customer.
- 02
The brand fills it in
Company details, ABN or NZBN, delivery sites, contacts and approvers, plus spec sheets, dielines and certificates.
- 03
Checks and approval
The ABN can be checked against the Australian Business Register, missing documents are flagged and the credit application goes to your accounts team.
- 04
Account live in Dynamics
The customer, contacts and delivery addresses are created in Dynamics and the first RFQ or proof round opens.
Works with
Fits around the people and systems you already have.
- Microsoft Dynamics
- The customer, contacts, delivery addresses and payment terms are created from the setup form.
- Your accounts team
- Receives the credit application with the ABN already checked, and approves it in one step.
- The brand
- Fills in one form and uploads files from their browser. No account to create, no portal to learn.
- Your artwork and dispatch teams
- Know from day one who approves proofs and who is allowed to call off stock.
Collected at setup
The documents a regulated brand needs on file.
- ABN
- Australian Business Number recorded and checked. NZBN for New Zealand brands.
- TGA
- AUST L or AUST R number recorded for each supplement and medicine SKU.
- FSANZ
- Allergen and nutrition details captured for each food SKU, ready for artwork checks.
- CERT
- Certificates the brand asks you to hold, stored with their expiry dates.
Questions
What packaging teams ask us.
Do brands need to create a login?
No. They fill in the form from a secure link. Your team decides what each type of brand is asked for.
Can we keep our own credit application?
Yes. Your form and your credit terms are used. Otopack collects it and routes it to your accounts team.
What if documents are missing?
The account stays in setup and Otopack reminds the brand contact on the schedule you set.
Does it create the customer in Dynamics?
Yes, once your team approves it. Nobody re-keys the details.
Does it work the same way for every business?
No. We set it up around your process, your systems and your approval rules. What you see here is a typical setup.
Bring one real order. Watch it run.
Pick a quote, a proof round or a call-off from this week. We will walk it through Otopack on top of your own systems, so you see exactly where the hours go.