What is EDI and How Do You Use It? A Complete Guide for Resellers, MSPs, and Dealers

Image Star
Sep 17
4 min read

In today’s competitive business landscape, efficiency isn’t just a bonus—it’s a necessity. For resellers, MSPs, and dealers working with distributors like Image Star, speed and accuracy in handling orders can make or break a customer relationship. That’s where EDI (Electronic Data Interchange) comes into play.

EDI transforms how businesses communicate by replacing manual, paper-based processes with automated, standardized digital exchanges. But what does that really mean for you? And how does it work with your existing systems? Let’s dive in.

What is EDI?

EDI stands for Electronic Data Interchange, a standardized way for businesses to exchange documents—like purchase orders, invoices, and shipping notices—electronically. Instead of emailing PDFs, faxing forms, or manually keying orders, EDI lets your customer system talk directly to a vendor system in a language they both understand.

Think of EDI as a translator that ensures both sides of a transaction are aligned. It eliminates miscommunication and delays, speeding up processes from purchase order to payment.

How Does EDI Work?

1. From Client to Vendor

At its core, EDI enables communication between your system and your vendor’s system. For example, when a customer submits a purchase order in their own system, EDI translates it into a format the vendor can process. The vendor then responds with an electronic order confirmation and, later, an invoice—no middle layer, no delays.

2. Online Integration

If you’ve ever ordered online through an e-commerce site, you’ve already interacted with EDI. Websites capture your purchase order details automatically, passing them to the vendor for fulfillment. The customer doesn’t need to email or call—the system takes care of it.

3. APIs and EDI Mapping

Another way to connect is through APIs (Application Programming Interfaces). APIs allow two systems to communicate directly, but they require mapping—the process of aligning your fields and workflows with the vendor’s system. Once mapped correctly, orders and invoices flow seamlessly.

At Image Star, we support any customer who connects to our API. Whether you’re using an existing platform or working with your IT team to build a custom connection, our team ensures that your system talks to ours without friction.

What Can You Send Through EDI?

EDI covers a wide range of transactions, but the most common include:

Purchase Orders (POs): Customers send orders directly from their system to Image Star.
Invoices: Vendors send electronic invoices back, simplifying reconciliation.
Order Confirmations: Automatic confirmations reduce back-and-forth communication.
Shipping Updates: Track your order in real-time without manual updates.

This automation saves countless hours compared to traditional, manual methods.

Why EDI Matters for Resellers, MSPs, and Dealers

Efficiency and Speed No more duplicate data entry or chasing down confirmations. Orders move faster from customer to vendor, ensuring quicker turnaround times.
Accuracy Manual entry introduces risk. With EDI, data flows automatically, minimizing costly errors like incorrect product codes or quantities.
Scalability As your business grows, manual processes become unsustainable. EDI enables you to process hundreds—or thousands—of transactions without overwhelming your team.
Customer Experience End-users expect seamless ordering experiences. EDI lets you deliver Amazon-like simplicity, even in B2B environments.

EDI vs. API: What’s the Difference?

While both EDI and API allow system-to-system communication, they serve slightly different purposes:

EDI: Standardized, widely used across industries; focuses on structured documents like POs and invoices.
API: Flexible, real-time, but requires mapping; often used for more customized workflows.

At Image Star, we can support both. Whether your system is built on a standard EDI setup or relies on API connections, we help make the integration smooth.

Common Systems That Use EDI

Many resellers and MSPs already have platforms with prebuilt EDI connections. Some of the most common include:

E-automate
DDMS
Power Commerce
VARStreet

If you’re using one of these, chances are you can plug into Image Star’s systems with minimal effort. If not, your IT team may need to assist with connecting via API—but rest assured, our team is ready to support you.

The Role of Image Star in EDI Support

At Image Star, we don’t just distribute supplies—we partner with Resellers, MSPs, and Dealers to simplify how you do business. Our EDI and API support ensures:

Easy integration: Whether you’re new to EDI or already have a system in place.
Dedicated support: Our team works with your IT staff to troubleshoot or map APIs correctly.
Future-proofing: As your business grows, our systems scale with you.

Do You Need EDI?

If you’re still processing orders manually—via phone, email, or PDF—chances are you’re losing time and leaving money on the table. EDI is not just for enterprise-level companies; it’s for any reseller or MSP that wants to:

Improve efficiency
Reduce errors
Enhance customer satisfaction
Scale operations without scaling costs

Getting Started with EDI Through Image Star

Evaluate your current system Do you already use tools like e-automate, DDMS, Power Commerce, or VARStreet? If yes, you may already have EDI capabilities ready to connect.
Talk to your IT team If your system isn’t prebuilt for EDI, your IT team can help set up API mapping.
Partner with Image Star We’ll guide you through the process, ensuring your system is fully integrated for seamless transactions.

Electronic Data Interchange (EDI) isn’t just a technical buzzword—it’s a competitive advantage. For resellers, MSPs, and dealers, it means faster orders, fewer errors, and happier customers. Whether through EDI or API, Image Star provides the expertise and support you need to simplify your business processes and focus on growth.

If you’re ready to explore how EDI can work for you, our team is here to help.