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Manufacturing · SunIce & SuCasa

Built a Scalable Operating System for Order Fulfillment

Result
50% workload eliminated
Timeline
2 months
Engagement
Operations + AI Implementation
Cut 50% of my weekly workload to almost zero. Order fulfillment now runs itself.

Wyatt Carder · SunIce & SuCasa

01The problem

Where the work was getting stuck.

Wyatt's beverage company was growing fast. With more orders to fulfill, he wasn't able to keep track of everything, and spent half his week just managing operations.

  • Couldn't keep track of growing order volume
  • Constantly telling team what to do, when, and how
  • No time to focus on growing the business
  • 50% of workweek spent on order creation, tracking, and team management

Wyatt was stuck in the day-to-day. He couldn't step back to work on the business because he was too busy working in it.

02What we built

The system, phase by phase.

We built a complete operating system covering operations, order management, SOPs, tasks, and sales, so Wyatt could get out of the weeds and focus on growth.

01

Phase 1: Discovery and planning

  • Drafted the workspace structure including operations, order management, SOPs, and tasks
  • Aligned on priorities and quick wins
02

Phase 2: Define the main process

  • Mapped the entire fulfillment process in Whimsical before touching Notion
  • This step is critical. The whole system depends on a clear process
03

Phase 3: Build the main ops system

  • Created tracking for raw materials and finished goods orders
  • Automated task creation, PO and invoice uploads
  • Built financial tracking: raw material cost, shipping cost, margin
04

Phase 4: Build task management and SOPs

  • Every task in the fulfillment process is created automatically
  • Each task is linked to its SOP and assigned to the right person
  • Wyatt no longer needs to manage operations manually
05

Phase 5: Build sales systems

  • Created outreach and follow-up system for the sales team
  • Built KPI dashboards: leads contacted, menus converted, pipeline visibility

Built with

Notion · Make.com · Whimsical

03What changed

What it did for the business.

  • Completely out of order fulfillment operations (50% workload reduction)
  • Started new businesses on the side with the freed-up time
  • Sales team more efficient than ever with clear follow-up workflows
  • Automated KPIs give visibility into company performance
  • Confident to keep growing the company and the team
04What we would tell you

What this one taught us.

  • You can't scale what you can't see. Automated KPIs give you the visibility to make decisions.
  • Process before platform. Map it in Whimsical, then build it in Notion.
  • When your systems run, you're free to start new ventures, not just maintain the current one.

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