Demo audit
Sample dataFreshly Pressed
E-commerce / Specialty Food & Beverage · 6-20 people · Started 4d ago
Melbourne specialty coffee roastery selling direct-to-consumer online and wholesale to cafes across VIC and NSW. 300% YoY growth has the operations team drowning in manual work.
Interview Progress
2 of 4 interviews complete
Team Members
4 interviews in this audit
James Okonkwo
Customer Service Lead · Customer Experience
“Same five questions answered 50+ times daily”
Priya Sharma
Finance & Accounts · Finance
Interview underway
8 messages so far
Tom Bradley
Warehouse & Inventory Lead · Operations
Interview underway
3 messages so far
Sarah Chen
Operations Manager · Operations
“Typos cause delivery failures (~1 per fortnight)”
Cost of inaction
Burning while you wait
burned this week on automatable tasks across 10 workflows · Resets Monday 00:00.
$189K
Annual exposure
$91
Per working hour
$2
Per minute
Where it’s burning
Top 3 of 10- 01Wholesale Order Entry from Email to Shopify$36K/yr19% · Operations
- 02Customer Order Status Email Replies$31K/yr16% · Customer Experience
- 03Shopify-Xero Weekly Payment Reconciliation$29K/yr15% · Finance
Benchmarks
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Emerging Patterns
6 patterns detected
Cross-team insights surfaced from completed interviews
Spreadsheets bridging every disconnected system
Sarah, James, Priya, and Tom each maintain a private Google Sheet that bridges a gap between two systems that should talk to each other. The collective spreadsheet maintenance burden is over 12 hours per week and creates four single points of failure.
Stripe refunds invisible to Xero reconciliation
James processes refunds in Stripe but Priya only sees them on Monday reconciliation. This creates 5-8 mismatches every week, each requiring 15-20 minutes to resolve.
Manual data movement between Shopify and other systems
Three of four interviewees independently described copy-pasting between Shopify and another tool — Auspost, Xero, or a spreadsheet. The team has built informal personal workarounds because Shopify is the system of record but disconnected from the rest of the stack.
Inventory counted twice, invariably wrong
Tom keeps a warehouse spreadsheet, Sarah patches Shopify from it, and the two are never in sync. The team is double-counting inventory while still being inaccurate enough to oversell.
Cross-functional dependencies routed through Slack DMs
Refund coordination, late-payment chasing, and inventory questions all flow through one-to-one Slack messages or WhatsApps. Each message inserts a wait of 30 minutes to 2 hours into a workflow, multiplied by every person involved.
Customer feedback intelligence dies in James's inbox
James sees patterns in customer complaints (e.g., subscription renewals going to spam, leaking new bag design) but no system captures them. Insight that should reach product, marketing, and ops is lost in 60+ daily emails.
Workflows extracted
10 workflows surfaced so far
Click any column header to sort
| # | ||||||
|---|---|---|---|---|---|---|
| 1 | Auspost Shipping Label Re-keying Sarah re-types customer shipping addresses from Shopify into the Australia Post portal because the existing integration only covers retail orders. | Operations | Daily | 5 | 9.4/ 10 | Easy |
| 2 | Customer Order Status Email Replies Customers email asking "where is my order?". James looks up the order in Shopify, copies the tracking number, and sends a templated reply. | Customer Experience | Multiple times daily | 12.5 | 9.1/ 10 | Easy |
| 3 | Weekly Sales Report Compilation Sarah exports CSVs from Shopify, Xero, and Instagram Shop, combines them in Google Sheets with formulas, formats a one-page summary for Marcus. | Operations | Weekly | 4 | 8.8/ 10 | Easy |
| 4 | Wholesale Order Entry from Email to Shopify Cafes email orders overnight in PDFs or email body. Sarah manually reads each one, finds wholesale SKUs in Shopify, sets pricing, and creates the order. | Operations | Daily | 14 | 8.4/ 10 | Easy |
| 5 | Late Payment Chasing Sarah manually emails wholesale cafes whose invoices are overdue, because she owns the relationships. | Operations | Weekly | 2 | 8.2/ 10 | Easy |
| 6 | Subscription Issue Handling (Recharge) Customers email confused about subscription renewals. James investigates Recharge, refunds, pauses, or apologises. | Customer Experience | Daily | 4 | 8.0/ 10 | Easy |
| 7 | Shopify-Xero Weekly Payment Reconciliation Every Monday Priya manually matches Shopify Payments payouts against Xero invoices. Refunds processed by James create mismatches she has to hunt down. | Finance | Weekly | 8 | 7.6/ 10 | Moderate |
| 8 | Inventory Tracking Spreadsheet Sync Tom updates inventory in a warehouse iPad spreadsheet after each shipment, then syncs to Shopify weekly. Sarah patches it ad-hoc when she has time. | Operations | Daily | 3 | 7.2/ 10 | Moderate |
| 9 | End-of-Month P&L Compilation Priya combines data from Shopify, Xero, Stripe, and the bank statements into a master Google Sheet to produce P&L for Marcus and the BAS submission. | Finance | Monthly | 7.5 | 7.0/ 10 | Moderate |
| 10 | Returns Tracking & Refund Coordination James logs returns in a private Google Sheet. Tom WhatsApps photos when goods arrive. James messages Priya to issue the refund in Stripe. | Customer Experience | Daily | 5 | 6.8/ 10 | Moderate |