Wholesale Universe manages Amazon stores for its clients and employs more than 200 people. When we started, the work that held the business together was done by hand: onboarding each new client, entering data, creating invoices and uploading product information.
It was slow, and because the same data was typed into several systems, it went wrong. Product listings went up with mistakes and invoices went out wrong. Onboarding and product uploads also ran differently depending on who was doing them.
Four workflows over six months
Client onboarding automation
When a lead’s status in Close CRM changes to won, Make generates a pre-filled onboarding agreement in PandaDoc from the deal details. Once the client signs, the agreement’s details go back into Close CRM and the team is notified. GoHighLevel sits in the same flow. Nobody drafts a contract or re-types a client’s details.
Invoices and client data
Shopify and Close CRM now sync, so invoices are created from data that already exists instead of being assembled by hand. Airtable tracks each invoice’s status across the platforms, so there’s one place to see what has been sent, paid or missed.
Product uploads
Product data is extracted and manifests are uploaded automatically between Google Sheets and Airtable. This replaced the manual entry behind most of the listing errors.
Airtable client management
Client management moved off Google Sheets into Airtable, with one base per client holding its manifests, sales reports and live dashboards. Make keeps product data, invoices and CRM records in sync between them.
What it returned
About 1,000 hours of manual work removed in six months. Invoice and product upload errors are virtually eliminated, since nothing is typed twice, and onboarding runs the same way every time a deal closes.
Wholesale Universe kept us on for support after the build.
Stack used
- Make
- Airtable
- Close CRM
- GoHighLevel
- PandaDoc
- Shopify
- Google Sheets
Related: business process automation, airtable consulting, make consulting and automation support