Workflow Automation for Ecommerce Agency
See how we helped a boutique ecommerce agency streamline their operations, reducing project setup time by 50% and boosting client capacity by 25%.
Client Overview
A boutique ecommerce consulting agency specializing in launching and managing online storefronts for independent brands. The agency supports 10-15 concurrent clients, each with unique onboarding, project setup, and reporting requirements. Client identity is protected under NDA.
"The workflow platform Famous Labs built has been a game-changer. We spend less time on admin, deliver a more consistent client experience, and can take on more business without burning out our team."
Key Results
The platform delivered measurable improvements in efficiency, capacity, and client experience.
project setup time
onboarding errors
project throughput
Satisfaction Scores
operational savings
The Challenge
The agency's growth was constrained by manual, error-prone processes for client onboarding, project setup, and reporting.
Custom Client Intake
Unique onboarding steps required for each brand.
Manual Project Setup
Duplicating templates and manually tracking deliverables was time-consuming.
Inefficient Reporting
Status updates handled via spreadsheets and email, lacking visibility.
Poor Progress Visibility
Difficulty tracking project progress and deadlines across clients.
Inconsistent Experience
High risk of missed steps or inconsistent client communication.
Inadequate OTS Tools
Existing tools were too generic, complex, or required costly customization.
Our Solution
Famous Labs delivered a custom workflow automation platform tailored to the agency's exact needs:
Technical Implementation
- Dynamic Intake Forms
Configurable client onboarding forms with conditional logic for different project types.
- Automated Project Setup
One-click project creation with pre-populated milestones, tasks, and timelines based on client profile.
- Centralized Dashboard
Real-time visibility into all active projects, deadlines, and client status.
- Automated Status Updates
Scheduled progress emails and client-facing reports generated from project data.
- Integration
Connected with Google Workspace for calendar/task sync and Slack for team notifications.
Development Process
2-week discovery phase with process mapping and stakeholder interviews.
Agile development over 10 weeks (5 sprints).
Pilot with 3 client projects, followed by full rollout.
Training and documentation for agency staff.
Implementation Challenges
- Workflow Diversity
Designing a flexible system to accommodate varying client needs without overcomplicating the UI.
- Change Management
Ensuring staff adoption by mirroring familiar processes and providing hands-on support.
Technologies Used
Backend
Next.JS, PostgreSQL
Frontend
Next.JS, Tailwind CSS
Integrations
Google Workspace API, Slack API
Infrastructure
AWS (EC2, S3)
Long-term Impact
Eighteen months after implementation, the solution continues to deliver increasing value.
Cost-Effective Maintenance
Ongoing support and maintenance costs of $7K/year.
Client Growth
Agency has grown to 18 concurrent clients with no increase in project management headcount.
Service Expansion
Platform enhancements now support new service offerings (e.g., influencer campaign management).
Continued Efficiency
System paid for itself within 16 months and continues to deliver efficiency gains.
Ready to Transform Your Business?
We specialize in building custom software and AI solutions that drive efficiency and growth. If you're facing similar challenges, let's talk about how we can help.