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
