Warehouse to Web Portal: Transforming a Design Storage Business Through Smart Automation
TABLE OF CONTENTS
Executive Summary
A Charleston-based design storage business was spending entire days manually tracking inventory and creating invoices for 40+ design firms. Through strategic automation using Airtable, Make, Softr, and QuickBooks, they transformed their operations into a streamlined, efficient system that delighted both the business owner and her clients.
Core Business Model
The business operates as a specialized storage and logistics provider for interior design firms in Charleston, SC. Key aspects include:
- Client Base: Serves approximately 40 design firms
- Project Structure: Each design firm manages multiple concurrent projects
- Service Offerings:
- Secure storage for high-end design items
- Inventory management
- Item receiving and inspection
- Coordination of deliveries and pickups
- Project-based organization of items
- Revenue Model:
- Monthly storage fees based on dimensions
- Service fees for receiving, inspection, and handling
- Project-based billing structure
The Challenge
Andrea, the owner of the design storage facility, faced multiple operational challenges managing her growing business:
- Manual Work Overload: Andrea was spending entire days just checking inventory and creating invoices for her clients
- Pricing Headaches: She had to juggle many different types of charges - from storage and receiving to inspection and pickup fees
- Frustrated Designers: Her design clients couldn't see what items they had in storage without calling or emailing her first
- Tech Simplicity Needed: As someone who wasn't tech-savvy, Andrea needed a solution that would be easy to use day-to-day
"She could spend the entire day just generating and verifying all the items that needed to go into QuickBooks and then send it." - Implementation Team Member, describing the previous manual process
Previous Solution
The business relied on:
- Google Sheets for inventory tracking
- Manual calculations for storage fees
- Email-based communication with clients
- Time-intensive invoice creation in QuickBooks
This manual approach led to:
- Full days spent on invoice generation
- Lack of transparency for clients
- Risk of calculation errors
- Delayed notifications about received items
The Solution
A comprehensive automation system was implemented using:
Technology Stack
- Airtable: Core inventory and project management
- Softr: Client portal interface
- Make: Workflow automation
- QuickBooks: Financial management and invoicing
Key Features
Automated Fee Calculation System
- Dimension-based storage fees
- Receiving charges
- Inspection fees
- Service fees for additional handling
Client Portal
- Real-time inventory visibility
- Project-based organization
- Image galleries for stored items
- Fee transparency
Automated Notifications
- Instant client notifications when items arrive
- Automated image sharing
- Invoice reminders
The Results
Transformed Item Management Process
The new system enabled critical capabilities that were previously impossible:
Enhanced Item Documentation
- Mobile-friendly photo capture at receiving
- Automatic client notifications with delivery photos
- Detailed dimension tracking
- Condition documentation
Streamlined Project Management
- Multi-project tracking per client
- Automated storage duration calculations
- Real-time inventory updates
- Partial pickup management
Improved Client Communication
- Instant delivery notifications
- Photo galleries for each item
- Self-service inventory checking
- Project status tracking
Operational Improvements
- The time savings were dramatic - what used to take full days now takes just minutes to generate invoices
- Designers love having around-the-clock access to check on their stored items through the client portal
- No more calculation mistakes thanks to the automated system handling all the math
- Everyone stays in the loop with automatic updates whenever items arrive or change status
- The system easily handles the complexity of managing inventory for over 40 design firms running multiple projects simultaneously
Need support setting this up? We can help!
Transform your design storage business with a seamless integration of Airtable, Make, Softr, and QuickBooks, just like Andrea did. Experience streamlined operations and enhanced client satisfaction—book a free consultation with us today!
