Workflow management across several ecommerce services

Workflow management across several ecommerce services.

We consulted our client on workflow for a number of services that we built for their busy ecommerce business.

Process mapping & automation

Several complex and codependent tasks comprised our client’s ecommerce business. After a successful project mapping these tasks and dependencies, we designed a digital workflow to improve effectiveness.

Credit control

A key part of the order workflow is credit control. In some cases, money may be due or owed depending on the status of the order, so it was crucial that this was made clear during the order processing process. By integrating multiple payment services into the system, customers can be assured that orders are made safely and securely and the client is assured that they will be paid on time.

Order-specific split payment methods

By listening to the client and taking a holistic view of the entire order process, we were able to identify internal pain points where we could have the most impact. This included replacing some legacy systems that didn’t meet the client’s needs such as the ability to split payments based on the ordering of goods and services.

VBA userform-driven list builder »

Service digitisation for a Pokemon trading card intermediate »

Sales software for European affiliate partners »

Packing optimisation in VBA for card grading affiliate »

The project

Building a full suite of ecommerce features for our client has released their sales potential, improved efficiency and created the opportunity to scale.

Taking the time to truly understand their business was vital to the design of systems that would have maximum impact; intergate front and back-end features in a way that supported the business needs; and to create room to evolve and grow.

The result

Faster and more reliable ecommerce front-end
Clearer customer journey
Split orders and payment methods by goods and services
Increased revenue opportunities through add-on sales
Order workflow management to improve tracking and speed of order processing
Room to grow and add new features as the business evolves

Client testimonial

“The team got to know us, our business and our ways of working. They listened, provided helpful input and automated many of our processes to get us ready for volume, and allow us to focus on growing the business. Whilst custom software is quite a technical undertaking, we felt well informed and in safe hands at each stage and are happy with the outcome of a brilliant series of projects.” John Parker, Director, Black Label Grading

Other case studies

Transforming a 37-year-old business with quotation automation

Transforming a 37-year-old fabrication business with quotation automation. We saved time and improved efficiency for AIM Group – a busy

VBA userform-driven list builder

Excel applications

VBA userform-driven list builder. We built a pseudo database entirely in Excel VBA to act as a reliable and robust

Sales software for European affiliate partners

Sales software for European affiliate partners.

We developed a feature-packed version of a client’s order management platform to be used by European salespeople.

Bespoke affiliate software

After the success of the original project, our client, a Pokemon card grading business, asked us to develop a version of the software that could be used by field sales people throughout Europe.

User controls & permissions

Whilst the software is fully-featured, allowing affiliates access to essential tools and functions, fully customisable user controls and permissions meant that privacy measures could be taken to ensure that affiliates can only access their own data.

Complex commission calculation

Affiliate commission structures are often complex, and can include several variables such as margins, quantity discounts and in this case, multiple currencies. By developing a bespoke commission calculation process, affiliates are easily able to keep on top of sales, targets and even leaderboards.

VBA userform-driven list builder »

Service digitisation for a Pokemon trading card intermediate »

Workflow management across several ecommerce services »

Packing optimisation in VBA for card grading affiliate »

The project

The original project with our client included a number of product features, including packing optimisation, an ecommerce store and customer communications. [Links] Our affiliate software needed to deliver these key services whilst retaining a layer of privacy and permissions to ensure that affiliates only had visibility of their own orders, customers and sales figures. Our client also needed to have full visibility of all affiliates’ data.

For customers, the experience should be of the same level as expected when dealing with the parent company. To achieve this, we ensured all customer communication was accordingly branded, and that key milestones and notifications were emailed to the customer during various stages of the order process.

The same attention to detail was applied to the affiliate user journey too, with salespeople being able to access the same or similar processes to that of the parent company. There were also a number of additional challenges, such as different currencies and languages. By developing applications that can be easily translated for different regions, we were able to provide our client with a future-proofed solution that is fit for expansion.

Extra effort and care needed to be taken during the QA process to ensure that permissions and communications are not only correct back of house, but consistent for the customer too.

The result

A fully bespoke sales and CRM platform that delivers a seamless experience to customers and affiliates alike.
A robust privacy and permissions structure that ensures affiliates can only see relevant data and that customer data is kept safe.
A future-proofed application that can be utilised in different countries and currencies as the business expands.

Client testimonial

“The team got to know us, our business and our ways of working. They listened, provided helpful input and automated many of our processes to get us ready for volume, and allow us to focus on growing the business. Whilst custom software is quite a technical undertaking, we felt well informed and in safe hands at each stage and are happy with the outcome of a brilliant series of projects.” John Parker, Director, Black Label Grading

Other case studies

Transforming a 37-year-old business with quotation automation

Transforming a 37-year-old fabrication business with quotation automation. We saved time and improved efficiency for AIM Group – a busy

VBA userform-driven list builder

Excel applications

VBA userform-driven list builder. We built a pseudo database entirely in Excel VBA to act as a reliable and robust

Packing optimisation in VBA for Pokemon card grading affiliate

Packing optimisation in VBA for Pokemon card grading affiliate.

We designed an algorithm to optimise order packing and eliminate crossovers.

Intelligent packing algorithm

Black Label Grading needed a reliable planning and packing solution that eliminated the risk of any similar or identical playing cards from different customers being packed into the same bundle. Automating this process reduced the risk of human error and increased the speed of the process, which had become too onerous to complete manually.

Cost optimisation

International sales meant that multiple VAT schemes, such as VAT margin, needed to be taken into account. Our systems ensure tax is calculated and reported accurately. Bundles contained between 100 and 200 cards, allowing BLG to unlock favourable shipping rates.

EASY for Excel novices

Being mindful of our client’s initial budget, timelines and to allow easy integration to their current processes, the decision was made to combine a bespoke Excel VBA-based application with several pre-existing frameworks.

VBA userform-driven list builder »

Service digitisation for a Pokemon trading card intermediate »

Workflow management across several ecommerce services »

Sales software for European affiliate partners »

The challenge

Our digitisation work with Black Label Grading covered a number of areas, including their customer database, ecommerce store, workflow management and customer communication. This particular part of the project focused on optimising the physical packing of cards to be sent from the business to a third-party grading partner.

Due to postage requirements, and volume discounts, several limitations are imposed on how boxes are packed and the amount of cards in each box. This not only presented challenges around quantity calculation, but also highlighted the importance of assigning duplicate cards to different boxes to remove the risk of erroneous identification or incorrect grading.

Our approach (the science bit)

Optimisation algorithm design

In order to automate packing list creation that would meet the complex needs, we designed an optimisation algorithm in VBA based on simulated annealing. This is a technique for understanding a global optimum of any given function, and is a method that is well-suited for large quantities of data, particularly when involving high volume search.

Process optimisation

The algorithm processes up to 10,000 packing iterations in a single trial run, and may perform multiple trial runs with adjusted variables if required. In most cases, the optimum bundle set is reached within two trial runs, each of around 3,000-4,000 iterations, but extending the maximum iterations allows the algorithm to explore routes that might initially score lower but ultimately work out better and potentially lower the number of trial runs that need to be completed. The metric throughout this process is a ‘goodness score’, which will ultimately define which combination is the optimal set of bundles.

Expert input

When dealing with such complex variables, we feel it’s important to have confidence in our work. We chose to partner with a mathematician, who became a key part of the project’s overall QA process.

Compatibility

The entire framework was built within Excel, allowing the client to access the tool easily, and run it from any machine within the business. Being a VBA application, the tool can be easily modified, updated and even integrated with other critical business tools.

Excel modelling

By modelling the packing algorithm in Excel with VBA, we kept the timeline short and project overhead low. We created a working tool to solve the client’s immediate need and the model, having demonstrated effectiveness, can be adapted for the client’s other software needs when required.

The result

Unique bundle sizes now make all packages easily identifiable and traceable throughout their logistical journey
No two or more identical playing cards that have different owners will appear in the same bundle, eliminating the risk of customers’ cards being confused or incorrectly graded
Bundles and packages are now more cost-efficient, and meet all of the requirements from the third-party grading company
Our simple execution of what is otherwise a complex and technical tool means that the process is future-proofed, and can be upgraded or integrated at any time

Client testimonial

“The team got to know us, our business and our ways of working. They listened, provided helpful input and automated many of our processes to get us ready for volume, and allow us to focus on growing the business. Whilst custom software is quite a technical undertaking, we felt well informed and in safe hands at each stage and are happy with the outcome of a brilliant series of projects.” John Parker, Director, Black Label Grading

Other case studies

Transforming a 37-year-old business with quotation automation

Transforming a 37-year-old fabrication business with quotation automation. We saved time and improved efficiency for AIM Group – a busy

VBA userform-driven list builder

Excel applications

VBA userform-driven list builder. We built a pseudo database entirely in Excel VBA to act as a reliable and robust

Assistive care app development and device management

Application development for a pioneering assistive technology company.

We increased performance and management of SMS-based assistive care devices with privacy and reliability front of mind.

The brief

Our client developed a communication device designed to provide assistive technology to residents in the supportive housing sector. Our detailed brief was to develop a system that improved automation, data privacy, reporting, cloud storage, device visibility and organisational decision making.

Care sector device management

Our client's primary requirement was better visibility of device usage, allowing them to understand which users may not be utilising the full benefit of the critical service.

Zendesk integration

We implemented a service desk to handle tickets generated by users and devices. With Zendesk, the client can easily manage and maintain patient and device records.

Textmagic SMS integration

This project wasn’t without its challenges, with the connected devices communicating by SMS through the 2G network, which can be affected by adverse conditions.

The result

Our redevelopment of this entirely new system has allowed our client’s invaluable service to shine. In a world where care, safety and security are a number one priority, the organisation and its residents are reassured by a robust and reliable system that puts wellbeing first.

Confidence around standards of care has been restored, with devices throughout the community being fully visible with the addition of essential remote access
Staff can pull reports dependent on their level within the organisational structure of the business, whilst a dashboard provides clear information and performance indicators
On-demand mass messaging can be used for essential service announcements across the network
Third-party applications such as Zendesk can now communicate with the application via API, facilitating a quicker and more coordinated response to helpdesk tickets
Integration with GetAddress provides instantaneous postcode data so that staff can look up an address when required
Privacy, GDPR and safeguarding of data is now a key priority not only on a system level but across individual devices too
Automated functions have drastically reduced administrative tasks within Enabling Me, unlocking time and resources across several teams

Featured case studies

Custom serialised inventory management system

Smartphone displaying ecommerce page with dashboard on screen behind

Inventory management system (IMS) for a mobile phone ecommerce business.

We transformed NextDayMobiles' inventory management, facilitating growth, productivity and profitability.

The brief

Our client, NextDayMobiles, is one of the UK’s most trusted used mobile phone suppliers, were looking to move away from manually managing their stock to a new system that utilises automation wherever possible and enables multiple users to work simultaneously.

Complex inventory management

Properties such as IMEI, condition and history made each item unique, which was a challenge for standard systems. We created a custom IMS to handle these properties.

Advanced VAT reporting

International sales meant that multiple VAT schemes, such as VAT margin, needed to be taken into account. Our systems ensure tax is calculated and reported accurately.

Driving growth through automation

The web app we created massively reduced admin times and allowed them to scale up business activities with minimal additional administrative burden.

The result

Since our implementation of the new system, our client is feeling the benefit of time and cost savings throughout the business. This efficiency not only accelerates various processes throughout the company, but increases productivity and profitability.

Staff no longer locate orders on a spreadsheet manually, and the business has estimated that they are saving an hour of admin every day
An additional hour was saved by removing the requirement to list products and set prices manually
Automation reduced the risk of human error in the fulfillment of orders, and mitigated the danger of corruption or failed updates
The new system enables phones to be processed in super-fast time. The moment they are logged, they are immediately listed for sale
Better accessibility to key metrics has taken accounting and reporting above and beyond original requirements
Stock data can be accessed in real time, and individual phones can be tracked to examine their repair and usage history

“We were working in different systems, which was ineffective. OnlyExcel’s custom software has made a huge difference. Now I’m more focused on business strategy than daily tasks, things are getting done quicker, and I’m even getting more time off!”

Elis, Founder, NextDayMobiles

Featured case studies

Sales and customer service software for a B2B water services company

Sales and customer service software for a B2B water services company.

Excel modelling helped us to create a highly effective web-based application, enabling our client to grow from a startup to over £5m annual turnover.

The brief

Brightwater wanted a tool that could integrate the Market Data Set (MDS) for over 200,000 supply points across Scotland. With a large sales force made up of Brightwater employees and affiliates, the tool needed to provide competitive, accurate and consistent estimates whilst protecting margins, which often varied by different partners and brokers. We also needed to ensure that the tool could adapt as the business grows to deliver its service at scale.

AFFILIATES ESTIMATE MANAGEMENT

A customised affiliate sales portal facilitated a controllable and scalable sales model with hundreds of sales partners and brokers.

AUTOMATED AND INTEGRATED SYSTEMS

We brought sales and service processes into a single system, improving the overall business workflow and reducing onerous administrative tasks.

BESPOKE SERVICE DESK / TICKETING SYSTEM

Our work enabled more efficient handling of service requests and tickets, such as customer queries or requests from existing clients.

The result

The sales application contributed to Brightwater’s incredible growth, from a startup business in February 2016 to a supplier to over 4,700 premises in 2021. With a turnover in excess of £5m, we’re proud to say that our partnership has led to substantial, long-term results and an ongoing relationship with our client.

In addition, we developed a new suite of software tools that allowed Brightwater to consolidate their accounts from a series of spreadsheets to one coordinated workflow system. This improved efficiency and helped in ensuring their compliance with strict water and wastewater regulations.

“Our business has benefited substantially from our relationship with OnlyExcel. They understand what we want, they deliver it quickly, and speak about it in terms that we can understand. No job is too big or too small.”

Tom Barberton, Managing Director, Brightwater

A sophisticated quotation app for a national cleaning company

A sophisticated quotation application for a national cleaning company.

We created an efficient quotation tool using Laravel to expedite the sales process and enhance profitability.

The brief

With over 1,400 employees, Spotless Commercial Cleaning required a single quotation tool that could provide estimates for contracts, ensuring that proposals are consistent and competitive. The tool needed to handle complex customer requirements, competitive margins, as well as improving efficiency and usability for the sales team.

POLISHED, PROFESSIONAL QUOTATIONS

We developed a quotation app using Laravel, allowing sales teams to generate highly professional and accurate proposals in a fraction of the time it had previously taken.

CONSISTENCY AT A NATIONAL LEVEL

Using a cloud-based app ensured that quotes were consistent across a large, national network and delivered maximum competitiveness while protecting margins.

GAME-CHANGING PERFORMANCE

The client described the tool as “a game changer” allowing improved control of the quotation process and standardising sales teams’ approach to profitability.

The result

The new tool drastically reduced the amount of time to assemble a quote, improving productivity in the sales team. Quotes are now highly competitive whilst protecting margins, which has been fundamental in driving up new business and maintaining profitability.

Sales staff reported the tool as being easier to use than the previous system and enabling them to work more flexibly and effectively. Senior staff can also adjust margins through a centralised control system when necessary, as well as gaining a clearer view or overall sales activity.

“What I really liked about working with OnlyExcel was their speed, efficiency and ability to think outside the box. They know what good innovation looks like for us.”

Roger Green, Chairman, Spotless Commercial Cleaning

Event management web app

An event management web app for one of the UK's leading B2B event organisations.

Improved project management, better budgeting and reporting capabilities, and company-wide Xero integration.

The brief

With bespoke events and a wide range of variables across locations, keeping track of individual projects was a challenge for our client. They required new event management software that matched their highly creative and innovative business model.

Their ideal system would provide powerful segmentation and financial insight into each event, the ability to produce company-wide revenue and profit reporting, and the option to track third-party costs and how they relate to industry-standard margins.

Bespoke web app development

We developed a web app addressing shortcomings in the client’s management and reporting systems, allowing real-time tracking of individual projects, and streamlining the flow of information to the senior management team.

Project profitability reporting

The web app enabled managers to improve the accuracy of financial reporting for each individual project – an essential factor in a business where each event is unique with its own set of variables around pricing, suppliers and margins.

Integration with Xero

We created a fully-integrated platform connecting project operations with the client’s accounting system, allowing them to automate invoicing and record keeping.

The result

Our web app significantly improved reporting, enabling clear, granular oversight of KPIs, finances and time. This allowed the leadership team to identify events where profitability was being compromised and make adjustments.

We greatly reduced admin times and increased the accuracy and speed of reporting, keeping the management team on top of events as they were happening.

By moving from Excel, the system allowed greater control of user permissions, so information was only seen by those authorised to do so.

The client was delighted that we succeeded in ironing out their reporting issues and, by working in close partnership with their accountant, we had fully retained the strengths of the system we replaced.

Featured case studies

Utilities Brokerage Management App

Reduced admin and improved automation and reporting for a utilities brokerage.

We maximised the client's control and their ability to forecast by minimising admin through a bespoke web app.

The brief

One of the UK’s fastest-growing commercial utilities consultants was managing and monitoring contracts using manual processes and spreadsheets.

The client wanted to connect contract information seamlessly with their accounting systems. They also required detailed analysis and risk assessments.

A bespoke web app

We created a web app that helped the client improve reporting and forecasting and drastically cut administration times taken up managing spreadsheets.

Maximised control

The client was able manage their contract information more effectively, use algorithms to provide more accurate forecasting and integrate this information with their accounting systems.

Minimised admin time

The application helped to substantially reduce the amount of time required to keep track of and analyse all of their client contracts.

The result

The automated reporting and analytics gave the client a clearer overview of performance, liabilities and revenue projection. The system also gave sales teams enhanced visibility of contract details and ensured that compliance was monitored more effectively.

Having proven the effectiveness and future-proofed the system design from the outset, the client is ready for the next phase of development, including compliance management and integration to other applications.

Meal Delivery Web App

A bespoke web application for a startup delivering healthy meals to customers.

Including innovative back-office task automation, a customer self-service portal and a built-in billing and invoicing platform.

The brief

A healthy London-based bespoke meal prep company were seeing rapid growth, and as a result, the team were creaking under the volume of manual administration in spreadsheets, emails, and documents. They needed to reduce their administration burden to make the business scalable.

A mobile-friendly web app

An all-new web app made it easier for customers to buy meals and edit their preferences, all from a quick and lightweight application in the smartphone's browser.

Automated meal algorithms

Clever algorithms helped customers with meal planning. The automated service replaced the need for manual planning, with the results based on users' preferences.

Third-party software integration

We connected the business to invaluable postcode look-up software, as well as the Stripe API, allowing them to take multiple payment types from customers remotely.

The result

Our two-phase approach meant that we could relieve pressure from the team immediately before implementing a long-term solution.

We began by automating many of their existing processes using VBA in Microsoft Excel. This reduced administration by about 40 hours per week and freed up the operational team’s time and resources to work on the next phase.

Next, we replaced spreadsheets with a mobile-friendly web app on our Laravel based framework, that made it easier for customers to pay by card, reduced administration and kitchen overheads by a further 40-60 hours per week, and reduced food wastage by around 50%.

Overall, these streamlined processes put the business in a position to see immediate growth in the shape of franchising and scalability.

Other case studies

Quotation app for national cleaning company

A browser based app which allowed sales teams to generate highly professional proposals in a fraction of the time it had previously taken.