CASE STUDY — OPERATIONS
The Context
A D2C fulfilment center based in Dubai was managing storage, packing, and shipping for over 50+ lifestyle brands. While order volumes had grown steadily, the backend hadn’t scaled accordingly. Dispatch errors, client complaints, and frequent handholding had become common.
Their workflows relied heavily on disconnected tools: Google Sheets for inventory, WhatsApp for internal updates, and email threads for client communication. They reached out to us to set up a streamlined operations system that would reduce errors, improve client visibility, and give leadership real-time control.
The Challenge
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Manual & Redundant Workflows: No connected system to track task progress or inventory in real-time.
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High SLA (Service Level Agreement) Breach Rate: Only 81% of orders were dispatched within T+1.
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Poor Coordination: Frequent miscommunication between warehouse, customer support, and client success teams.
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Inventory Inaccuracy: Lag in stock updates due to batch-wise logging led to dispatch errors.
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Client Dependency: Clients were calling daily for order or stock updates due to lack of visibility.
Our Approach
We replaced their fragmented setup with a lightweight tech stack that connected inventory, task flow, and client updates in one ecosystem.
What We Did
1.
Workflow Redesign Using ClickUp
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Created board-style dashboards for Inbound, QC, Packing, Dispatch, and Escalations
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Every order was assigned as a task card with time-based triggers and SLA labels
2.
Zoho Inventory Setup
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Migrated inventory from Sheets to Zoho Inventory for real-time multi-location stock tracking
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Integrated handheld barcode scanners for instant inbound/outbound logging
3.
Client Order Portal & Dashboard
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Designed a live dashboard using Data Studio to pull in order statuses, fulfilment KPIs, and stock positions
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Shared password-protected views with clients
4.
Email Alert System
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Set up automated email updates at every critical stage: order confirmation, shipping, exceptions, delays
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Reduced the need for WhatsApp follow-ups or manual replies
5.
Weekly Error Analytics + Training Loop
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ClickUp tasks tagged with error reasons, SKU IDs, and responsible team members
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Set up a Friday review loop for quality audits and training needs
Services Provided
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Fulfilment Workflow Redesign
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Zoho Inventory Setup & Barcode Integration
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ClickUp-Based Ops Management System
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Client Dashboard & Portal Setup
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Automated Email Communication Flow
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Error Tagging & Process Review System
Results (After 6 Weeks)
What Worked
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Connected task flows reduced information gaps
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Inventory sync with barcode scanning eliminated manual logging issues
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Client dashboard access cut down dependency and built trust
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Weekly reviews closed the loop on recurring issues
Key Takeaways (For Us)
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Don’t underestimate the impact of small tools when stitched together well
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In operations-heavy businesses, visibility is control
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Teams adopt systems better when they reduce effort, not add it
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Replacing reactive updates with real-time access improves CX and reduces friction
