Commerce & Operations Intelligence Platform

Purchase orders are created in Xero and transferred through an API-driven workflow into ClickUp, where each PO becomes a structured operational task. Individual line items are created as subtasks so products can be tracked separately when manufacturing, shipment or delivery progress differs within the same purchase order.

ClickUp acts as the central operational view for the full PO lifecycle, including approval, manufacturing, shipment and final delivery. The team can see the current stage of every PO, relevant dates, partial or full shipment status, and progress at both PO and line-item level without relying on multiple spreadsheets.

Make.com coordinates the automation layer throughout the process, including requests for updates from external stakeholders such as factories and suppliers. Google Apps Script provides lightweight external data-entry interfaces, allowing stakeholders to submit manufacturing, shipment or other operational updates without requiring direct ClickUp access. Submitted information is validated and written back to the relevant ClickUp purchase order fields through the API.

This replaced spreadsheet-based coordination with a structured, trackable workflow connecting finance, internal operations and external partners across the entire purchase order cycle.

Xero remains the accounting source of truth, but the native accounting interface did not provide the management visibility needed across receivables, payables, cash and commercial performance. We built a custom reporting layer that extracts Xero data through the API, processes it through Make.com and stores structured reporting data in Supabase.

Custom WordPress dashboards then turn that data into focused management views covering accounts receivable aging, customer concentration and payment behaviour; accounts payable aging, supplier exposure and payment prioritization; bank and cash position, liquidity and transaction trends; and sales and revenue performance across customers, channels and products.

The reporting layer also introduces business-specific calculations and analysis that go beyond standard accounting reports, including aging risk, payment behaviour, customer and supplier concentration, working-capital indicators, cash trends and management summaries.

The result is a finance reporting environment built for operational decision-making rather than bookkeeping alone, giving finance and leadership teams faster visibility into what is owed, what needs to be paid, where cash sits and how revenue is performing.

A significant share of revenue comes through B2B and commercial orders, so the process needed more than simple ecommerce order capture. We built a structured B2B sales workflow that connects Shopify orders with ClickUp so each commercial order becomes part of an operational process the team can actively manage.

Order data is mapped into ClickUp through API-driven automations, with the relevant customer, product, order and commercial information written into structured fields. ClickUp then becomes the working layer for tracking progress, ownership, follow-up, exceptions and the next required action.

Automations keep Shopify and ClickUp aligned as order information changes, while reconciliation logic helps identify missing, duplicated or inconsistent records before they become operational problems.

The result is a clearer B2B sales process around some of the company’s most important revenue sources, giving the team one place to see which commercial orders are on track, what still needs attention and where responsibility sits.

ShipHero generates a large volume of operational warehouse and fulfillment data across orders, products, shipments, labels and warehouse inventory. To make that data usable outside the native platform, we built an automated synchronization pipeline around ShipHero webhooks.

ShipHero fires webhook events throughout the day, which are received and processed by Google Apps Script. The scripts normalize the incoming data, retrieve additional records where required, and update the corresponding Supabase tables so the reporting database stays synchronized with ongoing warehouse activity.

Supabase acts as the structured reporting layer, storing thousands of ShipHero records across orders, order items, products, shipments, labels, warehouse products and webhook events. Reporting views prepare this data for analysis without requiring the WordPress interface to process raw ShipHero payloads directly.

A custom PHP-based WordPress reporting application then turns this data into a large operational report covering areas such as orders, shipments, shipping methods and carriers, warehouse activity, fulfillment performance, problematic shipments and tracking issues.

The result is an independent warehouse intelligence layer that transforms high-volume ShipHero operational data into structured, searchable and management-friendly reporting while keeping synchronization automated in the background.

The factory inspection process was moved from fragmented manual coordination into a purpose-built WordPress application designed for external factory users. Inspectors can open the page, select the relevant inspection, enter results and supporting information, and complete the workflow without needing access to the underlying ClickUp workspace.

The interface was localized for the teams using it, including Chinese-language versions and dedicated usage guidance, reducing friction for external stakeholders and making the inspection process easier to follow consistently.

ClickUp remains the operational backend. Inspection records are connected to the relevant products and operational tasks, while API-driven workflows validate submissions and update the corresponding ClickUp data. The system handles pass/fail results, prevents duplicate submissions, and ensures items that later pass inspection are no longer incorrectly presented as failed work.

Additional features include confirmation and review steps, inspection history, CSV export, UK-localized date and time handling, and a guided “How to Use” area with instructional video support.

The system connects purchase orders and individual PO line items with the shipment process, allowing full or partial shipments to be created through API-driven workflows and tracked throughout the supply chain.

ClickUp acts as the central operational layer for shipment and supply chain data, including linked POs, products, manufacturing readiness, shipment status, routing, carrier information, key milestones, documentation and final delivery.

Make.com coordinates automation across internal teams, factories and carriers, while Google Apps Script and custom WordPress interfaces provide simple external data-entry and visibility tools without requiring direct ClickUp access.

From pre-shipment preparation through ocean or inland transport and final delivery, the system provides one structured view of what is moving, what is delayed, what has shipped partially or fully, and what action is required next, replacing fragmented coordination across spreadsheets, emails and disconnected records.

The shipment visualization layer turns ClickUp shipment data into an interactive global operations view. Active shipments are displayed geographically on a world map with their origin, destination, current routing and transport type, making it possible to understand the state of the supply chain without opening individual shipment records.

Selecting a shipment reveals the operational information needed to understand its progress, including shipment status, route, transport mode, key dates and other relevant logistics details. Each shipment remains linked directly to its underlying ClickUp record so the team can move from high-level visualization into the full operational workflow when needed.

ClickUp remains the backend and source of truth. The custom WordPress interface retrieves and presents shipment information through API-driven integrations, creating a management-friendly visibility layer on top of the existing supply chain process rather than maintaining a separate shipment database.

The result is a single visual view of what is currently moving across the global supply chain, where shipments are travelling, how they are being transported and which records require closer attention.

Large amounts of operational and coordination data were maintained across spreadsheets, including information shared with the UK side of the business. Finding the right information required staff to understand where data lived, how individual sheets were structured and how different records related to each other, creating a particular challenge for new team members.

We built a custom WordPress chat interface connected through Make.com to an AI agent that queries live operational data at runtime rather than relying on static answers or manually maintained chatbot knowledge.

Staff can ask questions in natural language and the agent searches the relevant structured data to find, filter, compare or summarize information. This makes operational knowledge easier to access for existing staff while also acting as an onboarding tool for new employees who do not yet know the underlying spreadsheets and data structure.

The interface provides a simple conversational layer over complex business data while the existing spreadsheets and connected systems remain the underlying sources of truth.

Zoho Books is the primary source for financial and accounting data. Relevant data is extracted through the API and stored in Supabase, creating an independent structured copy that can be used beyond the limits of the live Zoho environment.

The Supabase layer is not only a backup. It becomes the reporting foundation for custom WordPress dashboards that recreate and extend important Zoho Books reports, giving the team focused views of financial and operational information without relying entirely on Zoho’s native reporting interface.

Where required, selected Zoho CRM data is also connected to the reporting layer so finance and customer information can be viewed together. This creates a more flexible system for continuity, historical access, custom reporting and future integrations.

After the initial Zoho export and reporting work, Supabase was expanded into a central business data layer that brings together information from multiple operational systems instead of relying on each platform’s native reports separately.

Data from Xero, Shopify, ShipHero, Zoho Books, Zoho CRM and other connected sources is synchronized into structured Supabase tables and reporting views, where it can be normalized, compared and reused across different business functions.

Custom WordPress dashboards consume this shared reporting layer to provide focused management views such as executive business health, sales and revenue, channel performance, finance, accounts receivable and payable, product performance, inventory, orders and shipment-related reporting.

The reporting environment was also turned into a lightweight mobile-friendly application with authenticated user access. Role-based permissions determine which dashboards and data each user can see, helping protect sensitive financial and operational information while still giving teams access to the information relevant to their responsibilities.

The platform also supports historical data from older systems alongside current operational data, while keeping reporting logic centralized instead of rebuilding calculations separately inside every dashboard.

This created a reusable business intelligence foundation where new dashboards, reports and internal tools can be added on top of the same controlled data layer as requirements evolve.