AI Partner
How we connected systems, automated order tracking and helped a family-run trophy business get ahead of its busy season.
A family-run trophy and awards business was already busy, but most of its operational knowledge sat with one person. Orders, customer requirements, artwork, stock, engraving, deadlines and follow-ups were being held together through experience, memory and manual checking.
Turn the daily workflow that lived in one person’s head into a visible system both owners could see and manage, without forcing the business to abandon the tools it already relied on.
We created a central operational system in GoHighLevel and connected it with the existing internal order platform. New orders move through a shared pipeline: Order Created → Order Review → Awaiting Requirements → Requirements Complete → Ready for Production → In Production → Ready for Collection → Completed.
The workflow reads incoming order information, creates or updates the customer, creates the job, tracks stock, logos and engraving, moves the job through production stages, and highlights what is ready or still blocking production. A pre-season engagement system also tracks Ready for Outreach → Contacted → Follow-Up Required → Order Confirmed / On Hold / Lost.
With roughly 1,200 invoices per year and around 40–50 sporting clubs returning each season, the business now has a clearer view of active orders, production blockers, upcoming presentation dates and pre-season opportunities. Earlier engagement creates the opportunity to retain more recurring customers, accept more work and reduce last-minute pressure.