The system

One platform.
Five working parts.

Sampleful is built around the full lifecycle of a sample — from the moment a rep enters a request on their phone, through warehouse pick lists, carrier handoff, and the follow-up that turns a sample into a repeat order.

01Sample requests

Submit and track every request on one page.

  • Submit a complete request in under a minute
  • Multi-product line items with rapid-fire entry
  • Built-in edit windows mitigate confusion
  • Flag VIP accounts for fulfillment priority
  • Real-time delivery status on every row
02Fulfillment

Save hundreds of hours per coordinator, per year.

  • Cycle-count inventory on your schedule
  • Edit requests + update stakeholders in one step
  • Multi-site fulfillment routing built in
  • Minimize redundant data re-entry
  • Automatic carrier label + tracking handoff
03Automatic notifications

Keep customers and sales in the loop, automatically.

  • Submitted, processing, shipped, delivered alerts
  • Sales follow-up reminders at the right moment
  • Custom email templates — only pertinent info
  • Opt-in SMS for internal team members
  • Threaded chat inside every request
04Inventory management

Live stock, smart pick lists, no stock-outs.

  • Real-time inventory based on demand + shipments
  • Smart daily pick lists by fulfillment site
  • Color alerts for low stock and expirations
  • One-click stock replenishment requests
  • CoA + tech docs by lot, with version history
05Approval workflows

Permissions that keep your samples accountable.

  • Granular roles: admin, sales, distributor, agent
  • One-click approval flows and notifications
  • Distributors and agents get an internal approver
  • Region-based compliance checks built in
  • Block requests that look like competitive intel
Across every plan

Built on enterprise-grade infrastructure.

  • 2-factor auth, world-class cloud security
  • Lightning-fast, dynamically scalable
  • Mobile + tablet-friendly responsive web
  • CSV exports + instant search everywhere
  • Enterprise: API, custom workflows, self-host

The Sampleful Edge

Systems & Security

  • ✓ Industry-leading cloud service providers with world-class security protocols
  • ✓ Infinitely and dynamically scalable cloud server infrastructure
  • ✓ Lightning-fast database systems and management
  • ✓ Mobile-friendly, responsive web app
  • ✓ 2-factor authentication
  • ✓ SMS notifications option
  • ✓ Custom API integration option (enterprise plan)
  • ✓ Self-host data option (enterprise plan)
  • ✓ Easy external marketing platform web form integration – creating requests automatically for internal assignment by sales territory/account
  • ✓ Custom approval workflow (enterprise plan)
  • ✓ Unique request & fulfillment workflow prevents competitive intel data mining and improves branding intel

Teams & Collaboration

  • ✓ User permission levels based on role, including external sales agents and distributors
  • ✓ Personalized dashboards based on role
  • ✓ Automatic email notifications for request status changes
  • ✓ Automatic full-detail shipping notifications sent directly to the customer at key milestones
  • ✓ Chat feature within each request
  • ✓ Inventory stock replenishment request system and workflow
  • ✓ Multiple fulfillment site assignment workflow
  • ✓ Built for one-offs, for R&D project-centered business development
  • ✓ Include notes and sample preparation details for R&D samples and non-market items (brochures, kits)
  • ✓ Ability to mark requests high priority or urgent

Automation & Efficiency

  • ✓ Easy and fast sample request form (mobile-friendly)
  • ✓ Personalized address books for fast re-entry
  • ✓ Order processing workflows
  • ✓ One-page summary of all request statuses
  • ✓ Live tracking of multiple shipments on one page from FedEx, UPS, DHL, USPS
  • ✓ Built-in one-click approval workflow for external sales agents and distributors
  • ✓ One-click table data exports to CSV (Excel)
  • ✓ Instant search & highlight feature
  • ✓ Built-in fulfillment KPI data analytics via charts and graphs
  • ✓ Data analytics charts and graphs by sales market, by customer, by product (custom charts & graphs for enterprise-plan customers)

Inventory Management

  • ✓ Custom standardized sample sizes
  • ✓ Smart pick lists by fulfillment location for efficient daily sample retrieval
  • ✓ Instant inventory check by line item during product & fulfillment site selection workflow
  • ✓ Tablet-friendly responsive web app
  • ✓ Smart inventory stock levels
  • ✓ Quick inventory update tables with automatic timestamps for pending request counts
  • ✓ Multiple-period demand trends to prevent stock-outs
  • ✓ Certificate of analysis and technical document upload by lot number, including prudent version history
  • ✓ Expiration period warnings
  • ✓ Recertification site assignments, contacts, and request workflow for seamless product recertification

Compliance

  • ✓ Sales markets approval workflow by product to prevent sending out products for unintended applications
  • ✓ Trade name management including registration entity, trademark status, and approved regions
  • ✓ Product-level archival system
  • ✓ Product-level sample preparation instruction and status notification during fulfillment selections
  • ✓ Region-based internal compliance checks (embargos, company blacklists)