A golf accessories manufacturer replaced its wholesale order flow, and every order now reaches production without being retyped.

The owner described his systems as “barely holding together.” A B2B ordering portal, a production MRP, a website, a CRM, and a layer of spreadsheets and Trello boards that had become the real operating system, none of them connected. Every time information moved from one tool to the next, a person typed it.

The same wholesale order lived in six places. A rep entered it in the portal, the portal pushed it to a holding store, the MRP created a sales order under a placeholder customer, and someone then retyped it into a tracking sheet and made a Trello card. Artwork approvals traveled through five to seven people by email, with logo files scattered across inboxes and local folders and no way to tell which version was current. New wholesale accounts were set up by hand in two systems. The weekly production list for the metalwork vendor was assembled by hand every Friday.

The owner’s own baseline for answering “where is this order and do we have stock” was 15 to 30 minutes of cross-referencing. Nobody on the team had a working dashboard.

The company had already tried to fix this: a new system that did not stick, then a consultant. Lead times were rising and the team was feeling it.

A two-week audit, interviewing the owner, sales, design, and production, produced a written diagnosis before anything was built. Four findings carried the plan:

Islands that do not talk. No automated connection between any two tools, so every order paid a manual entry tax on every hop.

A broken chain of custody for artwork. Five to seven handoffs per approval and no central library.

Production blind spots. Inventory numbers in the MRP were not trustworthy because the system was never configured to commit materials, so purchasing ran reactively.

Sales friction. Reps could not see real inventory or production status and had to guess or ask.

The owner’s response was that the project was bigger than he had originally discussed with his team.

Over three months, the diagnosis became a working system:

The wholesale portal was replaced with a Shopify B2B storefront. About 1,600 wholesale account records were migrated with their own catalogs, pricing, and payment terms, on a custom theme with price gating and a built-in logo customizer.

Every wholesale order now creates a manufacturing sales order in the MRP under the correct customer, automatically, carrying the full customization spec on its line items. Over 2,800 automated runs to date, zero errors.

New wholesale accounts create themselves in Shopify from the account setup form. No more double entry.

Every order carries a status, a requested in-hand date, an estimated ship date, and an order type, visible in saved views to anyone with admin access.

Artwork requests are generated from the order into a design tracker instead of being retyped, and a company logo and stamp library was built and loaded from the scattered files.

The Friday production list for the metalwork vendor is generated from live orders instead of assembled by hand.

The sewing vendor now receives purchase orders by integration, signed and verified end to end, with shipment notices flowing back.

Every automation is documented, and the team runs the storefront from a written SOP.

Manual re-entry is gone from account setup, from the order-to-production handoff, and from design intake. The production sales order is created by the system, not a person, and it names the right customer.

The owner can see every wholesale order’s status, dates, rep, and customization detail without asking anyone. Territory and rep sales figures are available on request in minutes.

Four processes that depended on one specific person no longer do: creating a wholesale account, knowing which customer an order belongs to, the artwork request record, and the customization spec reaching production.

The client renewed for a second engagement at twice the monthly rate and expanded the scope to finance automation, direct-to-consumer inventory, production data, and an owner dashboard.