The Situation
A fast-scaling fitness brand went from launch to seven figures in marketing spend in its first year. Sales were booming, but operations were struggling to keep up.
Unlike a simple eCom order, each device required eligibility checks (wall space, stud width, iPhone support) before shipping. If approved, orders were sent to JB Hunt for delivery and installation.
The problem? All of this was being tracked manually through exported Shopify order lists and a fragile “Master Tracker” spreadsheet.
The Problem
Orders got stuck between Shopify, survey tools, and JB Hunt.
Eligibility surveys (Typeform) weren’t linked cleanly to orders.
Customer changes (emails, cancellations, resubmissions) broke tracking.
JB Hunt’s CSV updates created mismatches between “fulfilled” and reality.
A Salesforce + Mulesoft partner was hired, but the project dragged, was scoped too rigidly, and errors piled up after launch.
The Shift
We built the “Auto Master” — a governed but scrappy system that gave clarity fast, without waiting for a 12–18 month enterprise lift:
Automated Data Flows — Shopify ingested into Snowflake via dbt; SeekWell piped back into Google Sheets as a single source of truth.
Daily Carrier Feeds — JB Hunt CSVs auto-ingested into Snowflake and reconciled against orders.
Survey Integration — Typeform eligibility data stitched into orders, with logic for exceptions like cancellations, resubmits, or email changes.
Governed Logic — Line-item level statuses (not just order-level) to track exchanges, accessories, and roadmap features like relocation.
The Concierge Fix
When the Salesforce/Mulesoft enterprise integration deployment struggled with another agency, we didn’t just point fingers. We took over, refactored the integration cleanly, and fixed errors that had been left behind.
Unlike fixed-scope partners, our embedded model meant we caught the business nuances — things like order resubmissions, JB Hunt mismatches, and future needs for accessory sales — and built them in from day one.
The Outcome
Ops team regained clarity on order flow — from purchase to installation.
Reduced cancellations and refunds by spotting bottlenecks earlier.
Enabled scaling to new features: relocation offering, accessories in the same order.
Built trust back into the data, so Salesforce became usable and adoption stuck.
Freed leadership to focus on customer experience, not firefighting fulfillment errors.
“Even after Salesforce went live, the team kept using the Auto Master — it was the first system they trusted and took us from pre-revenue to huge scale.”
