Choosing between order processing software, OMS, and ERP: Key differences and what you actually need
At a glance
Order processing software, OMS platforms, and ERP workflows each solve different parts of the order management puzzle.
ERP systems manage records, OMS tools handle fulfillment, and order processing software drives execution.
Gaps remain in coordination, exception handling, and human oversight across these systems.
Moxo fills those gaps with orchestration, automation, and compliance-ready workflows that connect people and platforms.
When manual order management becomes a bottleneck
Order management lies at the intersection of operations, finance, and customer experience. As organizations scale, the processes that once worked through spreadsheets and manual approvals become bottlenecks. Errors increase, compliance checks get skipped, and customers experience delays that directly affect revenue and satisfaction. This is when leaders begin evaluating solutions like ERP systems, OMS platforms, or order processing software.
Each of these systems promises efficiency and visibility, but the reality is more complex. ERPs centralize core data but are rigid and expensive to modify. OMS platforms streamline fulfillment but struggle with exceptions or approvals. Standalone workflow tools provide agility but often lack deep system integrations. The question is not which system to choose, but how to orchestrate them effectively. This is where Moxo delivers value, by bridging automation with human oversight across the entire order lifecycle.
Understanding Your Options: ERP, OMS, and Workflow Orchestration
Choosing the right software for your order processing can be complex. ERPs, OMSs, and dedicated workflow orchestration tools each offer distinct advantages and address different operational needs. Let's break down their core functions, strengths, and limitations to help you determine what your business truly needs.
1. Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle): The central hub
What it does: Unifies core business functions like finance, supply chain, HR, and procurement into one platform.
Strengths:
- Centralization: A single source of truth for all critical business data.
- Compliance: Ensures financial accuracy and data consistency across departments.
- Comprehensive: Manages a broad range of enterprise operations.
Limitations:
- Rigid workflows: Often difficult to adapt for exceptions or industry-specific processes.
- Heavy IT involvement: Requires significant IT resources for modifications and implementation.
- Long implementation cycles: Can be slow and costly to deploy and customize.
- Not optimized for order speed: While it handles orders, it's not built for high-volume, real-time e-commerce scenarios.
2. Order Management Systems (OMS) (e.g., Shopify Plus, NetSuite Order Management): The e-commerce specialist
What it does: Specializes in handling high-volume orders, particularly in e-commerce, from multiple channels to fulfillment.
Strengths:
- High-volume order processing: Designed for speed and efficiency in managing large numbers of orders.
- Real-time inventory: Keeps inventory updated across all sales channels.
- Multi-channel routing: Efficiently directs orders from various sources.
- Faster deployment: Generally quicker to implement than ERPs.
Limitations:
- Limited human oversight: Falls short when complex human approvals, external vendor confirmations, or escalations are needed.
- Less comprehensive: Focuses primarily on orders and fulfillment, not broader enterprise functions.
- System-logic dependent: Struggles with scenarios outside its predefined rules.
3. Workflow Orchestration Tools (e.g., Moxo): The Bridge Builder
What it does: Sits between ERPs and OMSs, providing flexible flows that blend automated (system-driven) and manual (human-driven) steps.
Strengths:
- Flexibility: Design workflows that adapt to exceptions, approvals, and dynamic processes.
- Human-in-the-loop: Ensures human judgment and accountability remain central where it matters most.
- Integrates seamlessly: Connects with existing ERP and OMS platforms without replacing them.
- Handles exceptions: Manages non-standard scenarios and external confirmations efficiently.
- Automates accountability: Ensures processes flow smoothly while retaining necessary checks and balances.
Why it's critical: This category is vital because it addresses the gaps left by traditional ERP and OMS solutions, ensuring that automation enhances, rather than replaces, critical human oversight and judgment.
Where each excels (and falls short)
The best way to compare these systems is by looking at their strengths and gaps side by side.
The takeaway is that ERPs and OMSs are essential but incomplete. ERP systems enforce compliance and financial accuracy, but cannot flex to exceptions easily. OMS platforms excel at order speed but fail when approvals or external participation are needed. Workflow orchestration provides the missing link by connecting automation with oversight, making it a necessary complement rather than a replacement.
When to add Moxo for human-in-the-loop steps
The critical question for buyers is when orchestration is necessary. The answer lies in identifying gaps where ERP and OMS systems fall short.
One of the most common gaps is external participation. Orders often require confirmation from vendors, clients, or regulators who are outside the company’s systems. Moxo solves this with Magic Links, which allow secure, one-click access for external reviewers without the burden of creating accounts. This speeds up approvals while maintaining compliance.
Another gap is exception handling. While ERP and OMS systems excel at predictable processes, they struggle when data is incomplete or non-standard. Moxo’s AI Agents validate order data and flag issues for human review, ensuring that problems are caught early without slowing down the entire workflow.
A third gap is audit readiness. Regulators or auditors require a complete trail of who approved what and when. ERP systems may provide logs, but they are often buried and difficult to extract. Moxo offers audit trails, SSO/SAML authentication, and management reporting dashboards that make compliance checks straightforward.
In short, Moxo complements existing systems by handling the exceptions, validations, approvals, and external confirmations that ERP and OMS platforms cannot manage effectively.
Example architectures
Organizations often wonder how to layer Moxo alongside existing ERP and OMS tools. Below are three example architectures that illustrate where orchestration fits.
ERP-led architecture: ERP acts as the system of record, managing finance, supply chain, and fulfillment. Moxo overlays this with approvals, exceptions, and external reviews. Orders remain in ERP, but the human-in-the-loop steps are orchestrated through Moxo.
OMS-led architecture: OMS handles the high-volume, channel-driven orders and fulfillment updates. Moxo manages the exceptions, escalations, and compliance approvals that OMS cannot. For example, a high-value order flagged for manual review can be routed through Moxo before returning to the OMS for fulfillment.
Hybrid architecture: In more complex environments, both ERP and OMS are in play. Moxo serves as the orchestration layer that bridges the two systems, ensuring approvals, external communication, and compliance steps are managed consistently. This architecture delivers the highest flexibility while maintaining control.
For a deeper look at automation in complex industries, see workflow automation vs manual processes.
Decision checklist: Do you need a workflow orchestration layer?
Choosing the right software is crucial for efficient operations.## Decision checklist: Do you need a workflow orchestration layer?
While ERPs and OMSs are powerful tools for managing core business processes and orders, they can sometimes be rigid and require significant IT resources for customization. If your current systems are creating bottlenecks, especially when human intervention or external collaboration is needed, a workflow orchestration layer might be the missing piece.
Use this checklist to determine if you need to augment your existing ERP or OMS with a workflow orchestration solution:
- Handling Exceptions: Does your current ERP require heavy IT customization to handle order exceptions or unique client requests?
- Process Bottlenecks: Does your OMS stall or create delays when orders require manual approvals, human reviews, or complex compliance checks?
- External Collaboration: Do you struggle to efficiently manage vendors, clients, or regulators who need to participate directly in your order workflows?
- Audit and Compliance: Do you need comprehensive, audit-ready reporting that tracks both automated system actions and manual human interventions in a single view?
- System Integration: Could an orchestration layer improve collaboration and streamline processes without the costly and time-consuming process of replacing your existing systems?
If you answered "yes" to any of these questions, it's a strong indicator that your business would benefit from a workflow orchestration solution. Tools like Moxo can provide the flexible, collaborative layer needed to make your ERP and OMS systems more effective and responsive. For use cases involving external vendor management, see our vendor portal solution.
How Moxo helps
Moxo bridges the gaps left by ERP and OMS systems by providing the orchestration layer that connects automation with human oversight. Where ERP ensures centralized data accuracy but struggles with flexibility, and OMS speeds up fulfillment but lacks exception handling, Moxo adds the missing capabilities. With Flow Builder, teams can design end-to-end order flows that incorporate validations, approvals, and escalations directly into the process without relying on IT-heavy customizations.
Critical steps such as compliance reviews, vendor confirmations, or high-value order approvals are made seamless through Magic Links, which enable external stakeholders to participate securely without friction. AI Agents validate order data in real time, catching missing information or anomalies before they cause delays downstream. This combination of automation and human-in-the-loop ensures accountability while maintaining speed.
Fill the gap with Moxo
The choice between ERP and OMS is not either-or. Both are essential components of modern order management, but both have gaps that create inefficiencies and compliance risks. ERP centralizes data but is rigid. OMS speeds up fulfillment but lacks oversight.
Workflow orchestration through Moxo fills these gaps by adding human-in-the-loop approvals, external participation, and audit-ready reporting.
To explore how Moxo can complement your ERP or OMS and see real examples of orchestration in action, book a demo.
FAQs
What is the difference between ERP and OMS in order processing?
ERP systems centralize financial and operational data, providing strong compliance and financial controls. OMS platforms specialize in high-volume order intake and fulfillment, often used in e-commerce. The two are complementary but incomplete without orchestration.
Why add workflow orchestration on top of ERP or OMS?
Neither ERP nor OMS can effectively handle exceptions, approvals, or external stakeholder participation. Workflow orchestration tools like Moxo bridge these gaps by combining automation with oversight.
Can Moxo integrate with ERP and OMS systems?
Yes, Moxo integrates with ERP, OMS, payment, and shipping systems. This ensures consistent data flows while still allowing approvals, validations, and external confirmations through the orchestration layer.
Is Moxo a replacement for ERP or OMS?
No, Moxo is not a replacement. It is an orchestration platform that complements ERP and OMS by adding flexibility, external participation, and compliance-ready governance.
How does Moxo support compliance in order workflows?
Moxo provides SSO/SAML authentication, encryption, audit trails, and role-based permissions. These features ensure that sensitive order data is handled securely and that organizations remain audit-ready.
