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Streamlining Order Processing with WooCommerce and QuickFile Integration

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Introduction

BEAM Onboard is a UK-based e-commerce store that sells a range of transport technology products. They were struggling to keep up with the volume of orders they received through their WooCommerce platform and manually creating invoices in their accounting platform QuickFile. This resulted in inefficiencies, delays and errors in their order processing workflow.

Challenges

  • High volume of orders received through WooCommerce platform.
  • Manual process for creating invoices on QuickFile.
  • Delays and errors in the order processing workflow.
  • Inefficiencies in reconciling order and accounting data.

Solution

SPACEtag recommended the implementation of a workflow automation solution to streamline the order processing workflow. The solution involved the following steps:

  1. Integrate the WooCommerce platform with the QuickFile accounting platform using a custom automation tool.
  2. Extract the relevant order information from the WooCommerce platform and generate an invoice on QuickFile for internal accounting purposes.
  3. Send an automated notification to the finance team when a new invoice is generated.

Make (Integromat) was the primary workflow automation platform implemented. It has a module that will integrate with WooCommerce and check the order status. Once an order has been paid for, an invoice record would be created using the QuickFile API, and an email would then be sent to the accounts team. In certain edge-cases where an invoice couldn’t be created, a notification would be sent to the team advising that attention was required for a particular order.

Results

After implementing the workflow automation solution, BEAM Onboard achieved the following results:

  • 90% reduction in manual effort for invoice creation and order processing.
  • Increased accuracy and efficiency in the order processing workflow.
  • Improved visibility and accessibility to order and accounting data by the finance team.
  • Reduced delays in the order processing workflow.
  • Improved customer satisfaction and reduced order fulfillment time.

Key Takeaways

The key takeaways from this case study include:

  • Workflow automation can significantly reduce manual effort and increase efficiency in business processes.
  • Automation platforms can extract relevant information from different platforms and use it to generate data in a different platform.
  • Integration between different platforms can result in improved accuracy, visibility and accessibility to data.

Conclusion

By implementing a workflow automation solution, BEAM Onboard was able to streamline their order processing workflow, reduce manual effort, and improve accuracy and efficiency. The finance team now has improved visibility and accessibility to accounting data, resulting in reduced delays and errors in the order processing workflow.

Do you have similar challenges?

If your business is struggling with manual processes and inefficiencies, contact us today to learn how we can help you streamline your workflows with custom automations and integrations tailored to your specific needs.

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