Streamlining Order Processing for a Fashion E-commerce Client

Executive Summary

This case study examines the transformation of a fashion e-commerce client's order processing system. The client faced significant challenges in managing a large number of orders, especially with worldwide shipments and hand-made custom goods requiring precise quality assurance. By implementing a custom-made order and product management solution, our team automated most of the manual processes, resulting in significant improvements in efficiency, error reduction, and business growth.

Background

Our client, a successful fashion goods retailer, operates an e-commerce platform selling globally. Despite their success, they struggled with the inefficiencies of manually processing a high volume of orders. The complexities of handling worldwide shipments, custom-made items, and stringent quality assurance requirements compounded their challenges. The manual processes were prone to errors, leading to slow processing times and customer dissatisfaction.

Challenges

1. Manual Order Processing: Orders were manually processed by opening Shopify order pages and passing information to manufacturers.
2. Inventory Management: Checking inventory levels was a manual task, leading to potential errors and delays.
3. Shipment Label Printing: Shipment labels were printed manually, increasing the risk of mistakes.
4. Quality Assurance: Ensuring quality through manual checks and approval was time-consuming.
5. Human Errors: Manual processes were highly prone to human errors, causing delays and inaccuracies.

Objectives

• Automate order processing to reduce manual workload and errors.
• Integrate various tools to streamline the entire workflow from order receipt to shipment.
• Maintain high standards of quality assurance while speeding up the process.
• Enable scalability to support business growth.

Solution

Our team developed a comprehensive solution that automated most of the manual processes using various tools and APIs. The solution included the following components:

1. Airtable for Data Management and Visualization: Used to manage and visualize data effectively, replacing manual data entry and tracking.
2. DHL API for Shipment Automation: Automated the creation and printing of shipment labels, ensuring accuracy and speed.
3. Stripe API for Payment and Payout Automation: Streamlined payment processing and payouts, reducing manual intervention.
4. PDF.co for Production Documents Creation: Automated the creation of production documents, ensuring consistency and reducing errors.
5. WhatsApp for Automated Order Status Updates: Implemented automated messaging to keep customers informed about their order status.

Implementation

1. Initial Assessment: Conducted a thorough analysis of the client's existing processes and identified areas for improvement.
2. Custom Solution Development: Developed a custom order and product management system integrating Airtable, DHL API, Stripe API, PDF.co, and WhatsApp.
3. Testing and Iteration: Rigorously tested the system to ensure reliability and accuracy, making necessary adjustments based on feedback.
4. Training and Support: Provided comprehensive training for the client’s team to ensure smooth adoption of the new system.
5. Go-Live and Monitoring: Deployed the solution in a phased manner, closely monitoring performance and addressing any issues promptly.

Results

The implementation of the custom solution led to significant improvements in the client's order processing workflow:

1. Time Savings: Saved approximately 6 hours of manual work per order.
2. Error Reduction: Achieved a 90% decrease in the error rate.
3. Business Growth: Enabled the client to grow their business by 40% year-over-year in order count.
4. Foundation for Digitalization: Established a solid foundation for further digitalization of the company's processes.

Conclusion

The integration of automated tools and custom solutions revolutionized the client’s order processing system. By automating key processes, we significantly reduced manual work, minimized errors, and supported substantial business growth. This case study demonstrates the potential of automation and digital tools in transforming e-commerce operations and setting the stage for future growth.

Contact us to explore how we can tailor our solutions to streamline your operations and drive your business forward: sales@vatech.io