We have reduced the time taken to process an order from 15 minutes to 1 minute.
We have streamlined the order processing from 15 minutes to 1 minute.
A furniture retailer was processing over 800 orders a month manually and passing them on to a dozen or so suppliers. Within three weeks, we implemented Base, integrated the sales channels, accounts and bulky goods transport, and reduced order processing time from 15 minutes to 1 minute.
The challenge
The client was processing over 800 orders a month manually. Each order required the details to be checked, documents to be prepared and the order to be passed on to the relevant supplier. In the case of made-to-measure furniture, this meant contacting each of the dozen or so suppliers individually.
On top of that, transport had to be booked manually with a carrier specialising in bulky consignments. Rising sales did not merely increase the number of orders; they also increased the number of repetitive tasks that the team had to carry out without a shared system.
The real problem was not the lack of another sales channel, but a process that was not ready for larger-scale operation. Without automation, the client would have had to take on more staff to manage it. At the same time, he wanted to prepare the company to move onto new platforms without carrying over the existing chaos.
About the client
A furniture retailer operating its own online shop and selling via the Black Red White platform. The catalogue contained around 3,000 products, and fulfilling orders required collaboration with over a dozen suppliers.
The furniture was made to order and dispatched as bulky goods. Consequently, the process involved not only the sale, but also providing the supplier with the correct specifications and arranging for suitable transport.
What we’ve done
The decisions that determined the outcome.
We have consolidated orders, documents and stock levels in Base
We connected the client’s own online shop and the Black Red White platform to Base. Orders from both channels began to be routed to a single OMS – the order management system.
As part of the same process, we introduced automated invoicing, stock level updates and the synchronisation of consignment note numbers. This meant that staff no longer had to transfer the same information between several locations or keep track of every change manually.
We have compiled a joint catalogue of around 3,000 products
Before implementing the automation, we needed a well-organised product database. We built a catalogue in Base comprising around 3,000 items, so that orders from various channels would be matched to the correct products and stock levels.
This stage was also necessary with a view to future expansion. The new platform can be integrated into the existing database, rather than creating yet another separate catalogue and a new way of managing it.
We’ve made placing an order with a supplier as simple as pressing a single button
We have created buttons that trigger actions for orders. When the relevant action is selected, Base prepares an email containing product information and the details required for fulfilment, and a member of staff sends it to the relevant supplier.
This reduced the need for manual data entry and eliminated a source of errors that had previously resulted in orders being sent to the wrong suppliers. Following implementation, the number of such errors fell to zero.
We have incorporated oversized cargo transport into the same process
We have integrated Base with a courier company specialising in bulky parcels. You can create a consignment and arrange for it to be collected directly from within the system. The tracking number is automatically added to the order, so there is no need to enter it manually.
The integration also updates the status once an order has been dispatched and delivered. Information on order fulfilment remains linked to the order and is available in the same place as the sales data, documents and the order to the supplier.
Course
Key stages.
- August 2026 · Stage 1 Launch of Base Configuration of the OMS system and preparation of the environment for processing customer orders.
- August 2026 · Stage 2 Accounting integration Integration of the ordering process with automatic invoicing.
- August 2026 · Stage 3 Creating a product catalogue Creation of a shared catalogue in Base containing around 3,000 products.
- August 2026 · Stage 4 Sales channel integrations Connecting your own online shop to the Black Red White platform and setting up automatic order retrieval and stock level updates.
- August 2026 · Stage 5 Carrier integration Launch the creation of bulky consignments, arrange collections, synchronise tracking numbers and update statuses.
- August 2026 · Stage 6 Tests and training Testing the process using actual orders and training the client’s team on how to use the solution. The entire implementation was completed within three weeks.
The process before and after the implementation of Base.
| Credits | Before implementation | Following implementation | Change |
|---|---|---|---|
| Average order processing time | 15 minutes | 1 minute | 14 minutes shorter |
| Errors in routing orders to suppliers | occurred | 0 | eliminated |
| Processing over 800 orders a month | manual | supported by automation in Base | without at least one additional full-time post |
| Operational data | scattered amongst manual tasks | orders, invoices, stock levels and consignment numbers in a single process | a single OMS system |
How we did it.
We didn’t start by launching new platforms. First, we migrated orders from our online shop and Black Red White, along with invoices, stock levels and parcel numbers, to Base. We then built a catalogue of around 3,000 products, streamlined the process of sending orders to suppliers and integrated bulk freight. As a result, the time taken to process a single order was reduced from 15 minutes to 1 minute, errors in routing orders to suppliers were eliminated, and the client avoided having to hire at least one additional member of staff.
Repeatability
Why do we think it wasn’t a coincidence?.
One delivery address for the entire order
Centralising orders, invoices, stock levels and consignment numbers reduces the need for manual data entry. This system can be used wherever sales take place across more than one channel.
A repeatable action instead of manual rewriting
A button that generates a complete order for the relevant supplier reduces the workload and minimises errors. Automation can be rolled out in stages: from an action initiated by an employee to a process that runs without their involvement.
First the process, then the other channels
The new platform increases the number of orders, but does not improve order processing. Streamlining the process before expansion allows the business to scale up without a corresponding increase in manual work.
What this case does not prove: This case study does not prove that simply launching Base automatically resolves operational issues. The outcome depended on the design of the process, the preparation of the product catalogue, appropriate integrations, testing and staff training.
Does manual order processing limit sales volumes?
We will review the process and design a Base implementation that integrates channels, accounts, suppliers and carriers. We will start with the areas where the team spends the most time.
Let’s talk about implementing Base
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