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Problem
When Growth Outpaces the Backend
A fashion-forward e-commerce brand known for bold designs and self-expressive apparel, was scaling fast—but its internal systems weren’t keeping up. As demand grew, the team struggled to manage a high volume of sales leads, custom design requests, and production workflows across disconnected tools.
Sales reps tracked leads manually in spreadsheets, which made it difficult to maintain pipeline visibility or convert opportunities into fulfilled orders efficiently. Duplicate design records, unclear task ownership, and rework became common issues. Worse, sales data wasn’t linked to design or fulfillment processes, creating constant back-and-forth between teams and delaying execution. The VP of sales even said that "Before SmartSuite, we were juggling data and pipeline transitions through emails, spreadsheets, and even texts. It led to double entries, confusing PO requests, and missed deadlines."
With customer expectations rising, they needed a centralized, fluid system to connect lead management, creative collaboration, and order fulfillment—eliminating silos and enabling the brand to scale with speed and precision.
Q1
Solution
Designs, Deals, and Dashboards—All in One
They implemented SmartSuite to connect their entire sales and fulfillment lifecycle—from prospect outreach to production handoff—within one intuitive, automated system. Their VP of Sales said that "After SmartSuite, We’re saving 5–10 hours a week, managing workflows across departments, and closing deals more efficiently. Managers now have real visibility, and employees can track work and requests clearly."
1. Integrated Sales Pipeline & Deal Management: SmartSuite allowed the sales team to track every outreach, meeting, and deal in a unified CRM. Automations now trigger the creation of design requests directly from the deal stage, based on sales activity or status changes.
“We wanted a way to request designs even before a deal closes—and now we can. One click from the deal record triggers the right workflow and keeps everyone aligned,” said the VP of Sales.
2. Design Automation & File Handling: Sales reps can initiate design requests without leaving their workflow, attaching logos, sponsors, and specific notes via conditional forms. Once submitted, SmartSuite auto-links the request to the deal and notifies the design team, eliminating confusion and record duplication.
3. Shopify & QuickBooks Integration: By connecting SmartSuite with Shopify and QuickBooks using Make, the company now syncs sales, invoices, and product data automatically, ensuring orders are accurately tracked without manual entry or reconciliation.
4. Role-Based Access and Dashboards: SmartSuite’s permission controls allow interns and new hires to see only what’s relevant to them. Interns love onboarding through SmartSuite and even build customer dashboards to track their performance while managers can review team performance, conversion rates, and pipeline health from high-level dashboards.
Q2
Results
SmartSuite: The New Runway for Ops
Their entire business—from first outreach to final delivery—is now orchestrated inside SmartSuite. The result: streamlined handoffs, better collaboration, and data-driven insights that support ongoing growth.
“SmartSuite gave us the tools to eliminate chaos and focus on execution,” said the Founder. “Now we’re confident every rep, every designer, and every client is working from the same source of truth.”
Sales and design operate as one fluid process, allowing the company to scale its team and deliver custom orders with speed and precision. Overall, it's helped them move faster, cleaner, and with more alignment.
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