Director of Systems & Strategy
Intelligentsia Coffee Inc.
A few years ago, Intelligentsia was using an outdated process to keep track of ECommerce sales orders that included the manual transfer of order batches from one application to another. On average, the coffee company was manually processing 200-400 daily transactions, but their eCommerce business was expanding rapidly. With the addition of Magento, and later, Amazon and Shopify, the business would soon require a more streamlined way to manage the boom in sales orders from all of their ECommerce platforms.
Matt Riddle, director of IT & Systems Strategy, explained that they were easily looking at a few thousand orders across all their eCommerce platforms. “Overall, we were looking at thousands of transactions a day,” said Riddle. In addition, they also had retail transactions, plus other financial information such as employee files and payroll files.
As a result, extra overhead was needed to deal with any issues, errors or delays that came from the manual process, “For example, transaction rejections without errors, or if it does have an error and you don’t know what the error means, you can’t really fix it,” said Riddle. “And if somebody wanted to take a day off, that was always troubling because if the one person that really, intimately, knew that manual process was off, or say if they won the lottery the next day and didn’t come back, then we’re in trouble as a business. So, our desire to automate things was to protect the business and get rid of these manual processes that really prohibited us from growing.”
In 2018, the coffee company launched an internal project to connect their eCommerce platforms, retail transactions, and other accounting records to NetSuite.
In terms of ease of use and breadth of offerings, Riddle saw that Celigo was head and shoulders above the rest in terms of functionality. “In our business, we’re going more and more digital. Celigo has quite a marketplace of integration opportunities to move data from one system to another. They are my go-to partner for digital transformation,” he said.
With the addition of Celigo’s Integration Apps for Amazon and Shopify, Riddle was able to simplify the business’ entire eCommerce order-to-cash process and keep his financial team to its current two-man operation. “We’ve made big gains in efficiencies and have significantly reduced the errors I spoke of in the early days. Deploying Celigo’s integrator.io has allowed us to maintain a very lean organization. It’s me and one other guy, and we support the entire business from an IT perspective. If we didn’t have Celigo, we wouldn’t be able to manage the eCommerce aspect of our business effectively with just two people.”
The coffee company’s retail operations have also benefited. Nightly closing processes that include reconciling cash night sheets, deposits, and credit card transactions can also be automated now. Instead of store staff spending time on cash closing processes, Riddle uses Celigo to automatically export the data from their point of sales system. “It’s turned a daily task into a weekly reconciliation task, so we’re saving on both sides of it.”