Client: Wholesale Universe
Industry: Amazon Store Management and Wholesale
Company Size: 200+ employees
Location: United States
Project Duration: 6 months with ongoing support

Overview

Wholesale Universe, a leader in Amazon store management and wholesale, faced operational bottlenecks caused by manual, repetitive tasks. The transition from manual to complete automation addressed challenges such as time-consuming data entry, error-prone invoice management, and delays in product uploads, which negatively impacted financial performance and workflow efficiency.

To resolve these issues, we implemented a robust automation solution using Make.com and Airtable to streamline their operations, eliminating human error and increasing productivity.

Challenges

Prior to automation, Wholesale Universe experienced the following:

• Inefficiency: Employees were manually handling tasks such as data entry, client onboarding, and invoice management, consuming significant resources.
• Frequent Errors: Manual processes led to data discrepancies, product listing mistakes, and invoice errors, which affected the company’s financial health.
• Disjointed Workflow: Processes like onboarding new clients and uploading product data lacked consistency, resulting in slower turnaround times.

Solution

We developed and implemented multiple automated workflows to target each pain point, integrating several key tools:

1. Client Onboarding Automation

• Tools used: Make.com, GoHighLevel (GHL), Close CRM, Pandadoc
• Process: We automated the client onboarding journey from lead capture to contract signing. When a lead’s status in Close CRM changes to “Won”, the automation triggers the creation of a pre-filled onboarding agreement in Pandadoc using client data from Close. Once the agreement is signed by both parties, the system sends notifications to the team and automatically logs the agreement details as notes and activities in Close CRM.

2. Invoice and Client Data Management

• Tools used: Close CRM, Shopify, Airtable
• Process: Data was synced between Shopify and Close CRM to automate invoice creation. Invoices were automatically tracked in Airtable, updating statuses and syncing client information across platforms without manual intervention.

3. Product Upload Optimization

• Tools used: Google Sheets, Airtable
• Process: Product data, such as SKUs, quantities, and prices, was extracted from a central Google Sheets base and automatically uploaded to client manifests. This process removed the manual input that was prone to errors, ensuring accurate product listings for Amazon stores.

4. Airtable for Client Management

• Tools used: Airtable, Make.com
• Process: We migrated client data management from Google Sheets to Airtable, creating dedicated bases for each new client. Each base contained tables for client manifests, sales reports, and real-time dashboards.

Implementation Process

1. Initial Assessment: We conducted a thorough review of the client’s current workflows to pinpoint inefficiencies.
2. Development: We developed custom automation workflows using Make.com and Airtable, streamlining client onboarding, invoice management, and product upload processes.
3. Testing & Optimisation: The workflows were rigorously tested to ensure accuracy and reliability, with fine-tuning to adapt to real-time needs.
4. Deployment & Training: The solution was deployed in phases, and the client’s team was trained to manage the automation tools and workflows for a smooth transition.

Results

Quantitative Benefits:

• Time savings: Manual tasks were reduced significantly, allowing the team to shift focus to revenue-generating activities.
• Error reduction: Invoice management and product upload errors were virtually eliminated through automation, leading to fewer financial losses.

Qualitative Benefits:

• Enhanced team efficiency: Automated workflows freed employees from mundane tasks, boosting overall morale and productivity.
• Streamlined client onboarding: Faster onboarding allowed Wholesale Universe to work with new clients without delay, accelerating revenue growth.

This case study highlights how we successfully automated critical workflows for Wholesale Universe using Make.com, Airtable, and other integrated tools. If your business is looking to reduce errors, increase efficiency, and streamline operations, we can deliver custom automation solutions tailored to your needs.