32%
Reduction in Operational Costs
18hrs
Saved Per Week
23%
Increase in Repeat Purchases
4.2x
ROI in First Year

What We Were Solving

A 12-person team spent over 60 percent of working hours on manual operational tasks. Order reconciliation required cross-referencing Shopify, their warehouse system and Xero, taking three hours daily. Stock monitoring was a spreadsheet updated twice daily, causing overselling. Customer follow-ups were sent individually. Abandoned cart recovery was done by a part-time staff member copying emails from Shopify into Mailchimp. At 40 percent year-on-year growth, manual overhead would have required doubling the team within 18 months, an unsustainable 180K GBP annual increase.

Our Strategic Approach

We mapped every manual workflow and built a priority matrix ranking by time cost versus automation complexity. Automated in impact order: intelligent inventory reorder triggers with supplier API integration, automated order status notifications across the entire lifecycle, a multi-touch abandoned cart recovery sequence that outperformed their manual efforts by 340 percent, and automated financial reconciliation to Xero. All automations included exception handling, manual override and a central control dashboard.

Deliverables

  • Inventory reorder automation with real-time stock monitoring
  • Order lifecycle notification engine for dispatch, delivery, delay and returns
  • Multi-touch abandoned cart recovery with email and SMS
  • Customer win-back campaigns based on purchase recency scoring
  • Financial reconciliation pipeline to Xero automated weekly
  • Automation control dashboard with override and scheduling
  • Exception alerting system for edge cases needing review

Project Timeline

Week 1

Workflow Mapping

Full audit of all manual processes across 12 team members. Priority matrix ranked by time cost and automation ROI.

Week 2-4

Core Automations

Inventory reorder, order notifications and financial export pipeline. Highest impact, lowest complexity first.

Week 5-6

Customer Journey Automations

Abandoned cart recovery, win-back campaigns and customer satisfaction scoring with post-purchase follow-ups.

Week 7

Dashboard and Go-Live

Automation control dashboard, exception alerting, team training and 30-day monitored launch.

Measurable Results

32%
Reduction in Operational Costs
18hrs
Saved Per Week
23%
Increase in Repeat Purchases
4.2x
ROI in First Year

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