| Item | Qty | Unit |
|---|---|---|
| HTR-9 heater, 9 kW | 2 | $2,180 |
| CTL-T1 touch control (flagged) | 2 | $1,890 |
| Rock pack, 40 lb | 4 | $96 |
| HL-HTR-6 (old code) (flagged) | 1 | $1,640 |
| Freight to dealer | 1 | TBD |
Handwritten: “Rush if you can. Customer install Dec 2.”
For manufacturers that sell through dealers
The order desk,
without the retyping.
For specialty manufacturers and brands that sell through dealers or the trade, starting with sauna, spa, and outdoor. We build software around the systems you already use, so orders, changes, and dealer paperwork stop being retyped, and your team makes the calls that need a person.
Starts with a 15-minute intro call. We schedule the review together.
Dealers, orders, part numbers, and prices on this page are sample data.
The order desk
Five jobs.
One desk.
- 01
PO and PDF intake
Dealer purchase orders read into a checked draft in your order system.
- 02
Order changes
Ship dates, added lines, and contact changes from one email, prepared where each one belongs.
- 03
Dealer setup
W-9, resale certificate, credit application, and insurance certificate tracked to a complete file.
- 04
Quote prep
Specs and missing details gathered from a dealer’s request, ready for the person who prices it.
- 05
Warranty claims
Serial numbers, photos, and purchase dates collected before a claim reaches service.
Why manufacturers
We build for the dealers.
We see the other side.
Cymba Labs builds Porchlight, software for sauna and outdoor dealers. From the dealer side, we see the same problems arriving at the manufacturer: orders sent as PDFs, changes buried in email threads, and setup paperwork that holds up a new account.
Sauna, spa, and outdoor brands first. Building products and fabrication next.
About Porchlight (opens in a new tab)PO and PDF intake
The order that arrives as a PDF.
A dealer emails a purchase order. Someone retypes every line into the order system, checks it against the price list, and notices problems only if they happen to look.
See the full workflowNorthfield · 5 lines ready to enter
- 01Remove
No retypingFive lines read from the PDF into a draft order in the order system.
drafted - 02Use rules
Dealer, terms and ship-to matchedAccount found; credit limit has room; ship-to is on file.
passed - 03Apply AI
Old part code mappedHL-HTR-6 was replaced by HTR-6 in March. Same spec.
mapped - 03Apply AI
Rush note captured“Install Dec 2” added as a required delivery date.
flagged
04You decide
The touch control is priced at last year’s $1,890. Current dealer price is $2,010.
Honor the PO price on this order, or send a corrected confirmation?
- Correct price
- Honor once
- Today
- 5 lines retypedPlus a price list lookup, a parts lookup and an email back to the dealer.
- With Cymba
- 1 checkThe order is drafted and checked. A person confirms the one real question.
- 01RemoveWork that disappears
- 02Use rulesChecks and routing
- 03Apply AIReading and drafting
- 04You decideJudgment stays with your team
Order changes
One email, four updates.
A dealer asks for three changes in one email: a new ship date, an added heater, and a new billing contact.
See the full workflowErin WalshLakeshore Sauna & Spa · Dealer since 2019
Changes to PO 4471
Hi team, two changes on PO 4471. Can we push the ship date from Nov 9 to Nov 14, and add a second 8 kW heater with the same control as the first one? Also, please send invoices to our AP address from now on. Thanks!
- PO 4471 · 3 lines
- Dealer account · Net 30
Lakeshore · PO 4471 changes
- 01Remove
No retyping in four placesOrder, schedule, billing contact and CRM note prepared from one email.
1 review - 02Use rules
Billing contact updatedLow-risk change applied automatically and logged.
applied - 02Use rules
Nov 14 ship date checkedWarehouse slot is open; carrier pickup rebooked on approval.
ready - 03Apply AI
“Same control as the first”Matched to line 2: CTL-T1 touch control. Order line drafted.
drafted
04You decide
The added heater is backordered until Nov 21.
Ship the original order on Nov 14 and the heater separately, or hold everything until Nov 21? The reply draft is ready for either answer.
- Split shipment
- Hold to Nov 21
- Call Erin
- Today
- 4 systems · 3 peopleOrder system, ship schedule, accounting, CRM. Sales, ops and billing each take a piece.
- With Cymba
- 1 reviewThree updates prepared or applied, one question surfaced, the reply drafted.
- The step that gets dropped
- The billing contact change. The next invoice goes to Erin, sits for three weeks, and gets paid late.
Dealer setup
Onboarding without the chase.
A new dealer sends setup paperwork across several emails. The file stays current, and the name mismatch goes to a person.
See the full workflow- Signed dealer agreementreceived
- W-9received
- Resale certificatereceived
- Credit applicationreceived
- Bank referencereceived
- Certificate of insurancemissing
Ridgeline · 5 of 6 ready
- 01Remove
No manual checklistFiles sorted into the dealer record as they arrive.
filed - 03Apply AI
Each file read and labeledLegal name, EIN, ship-to and certificate dates pulled for checking.
5 read - 02Use rules
Resale certificate checkedIssuing state matches the ship-to address. Expiry on file.
passed - 02Use rules
Reminder drafted for the insurance certificateSends Monday unless the dealer manager edits it.
scheduled
04You decide
The W-9 is for “Ridgeline Outdoor LLC.” The credit application says “Ridgeline Outdoor Living Inc.”
Same business under a trade name, or a different entity? Credit terms wait until someone confirms with the dealer.
- Ask dealer
- Same entity
- Today
- 3 inboxes · 1 memoryThe setup checklist lives in someone’s head or a spreadsheet that drifts.
- With Cymba
- Always currentStatus, gaps and the reminder are ready. Credit and the name mismatch stay with people.
Who we work with
The people who
run the desk.
Owner or president
You see how the order desk shapes dealer relationships, and you want it to keep up as the dealer network grows.
COO or VP Operations
You own the order system, the ship schedule, and the exceptions that fall between them.
Customer service or inside sales manager
Your team does the retyping, the checking, and the chasing, and knows where it goes wrong.
The free workflow review
What we’d look at
in a review.
A 45-minute working session on one part of the desk, scheduled on the intro call. Within 2 business days you get a one-page map of what to remove, what to automate, and what to keep human.
- 01
Where orders arrive.
Inboxes, portals, PDFs, and phone notes, and who picks each one up.
- 02
Every retype.
Each place a line, a date, or a contact is entered by hand, and how often.
- 03
The rules you already apply.
Price lists, credit terms, part supersessions, and ship-to checks your team runs from memory.
- 04
The calls only people should make.
Pricing exceptions, split shipments, and credit decisions that stay with your team.
How it works
- Workflow ReviewFree
One working session on one process, scheduled on the intro call, and a one-page map you keep.
- ProjectFixed price
One workflow built and running with your team, with a fixed price agreed before we start. Includes an operating guide, a walkthrough with your team, and support when you want more.
You keep the map from the review, whether or not we build it.
Start with the work
Bring one order.
We’ll map the desk.
Bring a recent PO, a change request, or a dealer setup file. In a free workflow review we map what to remove, what to automate, and what to keep human.
Starts with a 15-minute intro call. We schedule the review together.