Breaking points for your e-shop

You reach a breaking point when you start losing customers and money.

A successful e-shop cannot carry on like it used to indefinitely. As your business is growing, it is naturally approaching a point at which the existing internal process set-up isn’t enough and requires optimization. Not only to keep the company’s momentum, but, primarily, to increase it. Are you, too, waiting for any of the breaking points listed below?

We are GRiT and we can prepare you for them.

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Warehouse ≠ accounting

There are differences between the stock listed in your accounting system and the actual stock in the warehouse. In the accounting system, you can find information about item quantities, but not their position, or whether they are physically in the warehouse. As a result, there isn’t enough goods available and your orders aren’t processed as quickly as they should be.

Keeping track of the goods in your warehouse and in the accounting system in real time. Item quantities match. 100 % clarity when it comes to the goods’ positions, 10 times faster preparing for shipping and fewer errors during the dispatch process.

„The number of our incorrectly picked orders descreased by 60 %. I have also noticed that our warehouse keepers are working faster.“

Michal Cirok, Logistics Specialist, Orkla Food Ingredients Česko

Paper processes

Each incoming invoice is first printed out, then forwarded for approval and only after that manually transcribed into the ERP. As the number of your invoices grows, this approach ceases to be efficient as the archiving folders keep piling up. In the warehouse, all movements of goods, receiving, dispatching and moving, are handled in paper form. The goods arrive, the warehouse keepers place them on the shelves, manually record their batch and warehouse position on paper and then transcribe it into the ERP.  This results in a lengthy work process, high error rates and frequent order substitutions.

Thanks to digital archiving, your documents will no longer have to be printed. Aside from the invoices themselves and the data extracted, all data pertaining to the approval process are archived as well, which substitutes the signatures on printed documents. All warehouse activities are digitized, and the details of the goods are transcribed into the ERP. The warehouse keepers use a barcode reader to guide them.

"Therefore, the entire archiving and approval process has allowed us to completely abandon the archiving of invoices in paper form, which also saves us the time, money and space which we used to dedicate to the ever-growing number of binders."

Dana Dvořáková, Economist, INPAP PLUS

Employee overtime

The lights in the accounting department are on well into the night and your colleagues take the rest of their work home with them. When there is a large volume of orders, your warehouse keepers cannot process the goods in time and often have to work overtime. Slowly but surely, the eight-hour workday is becoming a thing of the past. Your employees are dissatisfied and cost you extra money.

Artificial intelligence helps with the receipt of invoices and other documents. Their approval and subsequent archiving is fully digitized, which can save you up to 80 % of time. The warehouse keepers keep track of the goods and there is a detailed plan of the warehouse in the system, thanks to which they can find their way in the warehouse. The dispatching process has got faster and the warehouse keepers can get more work done in less time.

"In the past, we had problems with the warehouse keepers’ overtime work, caused by the fact that they would wander around the warehouse inefficiently, which disproportionately increased the time needed to ship the goods."

Petr Vinduška, Financial Director, PEVI

Vast (and unnecessary) expenses

The warehouse keepers have no idea about the exact position of the goods in the warehouse and, as a result of orderes processed in paper form, often make mistakes and send the wrong goods to the end customer. The excess costs may run into tens of thousands to hundreds of thousands of crowns.

100 % clarity when it comes to the goods’ positions, the digitization of order receipt – and errors in the form of incorrectly sent orders have been completely eliminated.

"At the same time, we have reduced the cost of dealing with complaints and the associated costs of taking goods back from the customer and sending back the correct shipment."

Tomáš Divinec, Executive Director, Taktik Vydavateľstvo

Excel-based warehouse

You are managing your stock using Excel tables, but your expanding range of goods and skyrocketing number of orders are rendering this tool wholly inefficient and error-prone, leading to slow dispatch times and increasing returns. What is more, the warehouse keepers move back and forth between the warehouse and the admin office, asking for instructions.

100 % clarity when it comes to the goods’ positions, 100 % increase of goods dispatched, more space in the warehouse, new job openings, fewer goods returns and an overall increase of profit = expansion, growth.

"Our main goal was to be able to better keep track of the current state of our warehouse."

Jakub Uderman, Executive Director, UDERMAN

Messy documents

Sheets of paper pile up on the desks of the employees in charge, and if an overdue invoice reminder is delivered, it is often very hard to figure out the status of said invoice. Checking whether the invoice really can be paid, and the associated communication within the whole company as well as with the supplier, only prolongs the whole process and keeps dozens of employees busy, from store managers, team leaders to admin and accounting staff. 

Thanks to the electronic workflow, the number of document queries has dropped by ten and the number of overdue invoices has gone down by 75%. You can keep better track of your invoices, which are easily traceable in the archive from anywhere in the world.

"In the past, if paper documents were sitting on someone's desk, it was difficult to maintain order and pay them in a timely manner. Now, all invoice-related communication with our suppliers and within the company has been significantly reduced, saving us huge quantities of energy."

Milan Švihla, IT Manager, Parfumerie Douglas

Unavailable goods

Your range of goods consists of a large number of varied items, all of which need to be kept track of.  Sometimes, it turns out only after receiving an order that the goods in question aren‘t in stock despite the fact that you are offering them on your e-shop website. They have to be ordered again, which slows down the delivery to the customer.

Keeping perfect track of goods in real time, better planning of new goods purchases, minimization of stockouts, high service level (availability of goods).

"For example, we told our customer that the toothbrush in question was in stock. Only then did we find out that it wasn‘t there anymore."

Petr Matoušek, Executive Director, Bonus Bona

Manual data transcription into the system

Purchasers and suppliers exchange tens to hundreds of documents per year. All invoices, delivery notes etc. must be manually transcribed into the ERP, which naturally leads to errors and requires additional communication when solving these issues. This work is time-consuming and devoid of any added value, and, on top of that, takes up a lot of time, which is completely unnecessary.

Artificial intelligence finds the right information on invoices, whether they are PDF files attached to emails or scanned paper invoices from the post office. Invoices are delivered digitally in a structured form (EDI, ISDOC, IDOC, etc.) and then they are automatically uploaded into the ERP. This saves up to 80 % of work time, which allows admin staff to dedicate themselves to other tasks than routine data transcribing.

"In 2020 alone, based on our calculations, we saved over 10 million, so our savings are growing every year."

Jakub Chalupecký, Financial Director, MALL.CZ

Knowing the goods is a must

Due to the small or specific range of items in your warehouse, it can take your warehouse staff weeks or months to learn to distinguish the subtle differences between items. This slows down their work, makes it less productive and causes a high error rate when dispatching goods. At PEVI, training a new colleague used to take 6 months on average.

Faster training of part-time workers and new employees, no need to know the goods, the human factor is eliminated, warehouse keepers can now be rewarded based on their performance, removing goods from stock is 40 % faster, the error rate during the dispatch process is down by 98 %. The amount saved in the first month adds up to 100,000 CZK.

"A lot of our goods have the same or similar packaging, so people receiving them or preparing them for dispatch would often mix them up."

Michal Cirok, Logistics Specialist, Orkla Food Ingredients Česko

Expanding abroad

You would like to open new markets abroad or expand your range of products. However, it doesn’t make sense for you to hire twice as many admin employees just because you now have twice as many suppliers. That kind of growth doesn’t make enough profit as it goes hand in hand with increasing your costs. Instead, you need to scale your business.

All documents are transferred electronically and are automatically recorded into the ERP – orders, order confirmations, delivery notes, invoices, etc. When the goods are received, the purchase prices are immediately loaded into the warehouse system. The warehouse keepers then just scan the barcodes using the barcode readers during the physical receipt and thus immediately places the goods in storage. There is no need to create new job openings as the same number of employees gets more work done.

"We didn’t want to waste our time with administration as that can be easily automated. Thanks to the automation of our processes, we can grow and withstand the fluctuations of demand, even though our costs related to the processes concerned remain the same."

Michal Hanáček, Director of Operations, Pilulka Lékárny

Staff shortages

You struggle with finding new qualified employees. With the growing number of orders, you need more reinforcements for your warehouse or offices. Temporary workers are unreliable and their constant traning only keeps your permanent employees from achieving their full potential.

You will get even more work done with your current number of employees. There is no need to create new job openings for other colleagues. Thus, you are saving both time and money.

"Automation has simplified our document processing to such an extent that we didn’t have to create two new job openings."

Renáta Pavičová, Director of Finance and Property Division, 3E PROJEKT