Case Study
How FlaxitUp cut Stockout Risks by 35% and Transformed Inventory Management with Automation
Background:
FlaxitUp is a thriving food chain with 10 outlets across Mumbai. Known for high-quality meals and a customer-centric approach, the company faced increasing operational challenges as it expanded. Their website https://flaxitup.com/, serves as a central hub for customer interaction and order placement.
Challenge:
The client faced several operational bottlenecks: ***Fragmented Data Sources: Manual entries in Google Sheets, form submissions, and third-party platforms (Swiggy, Zomato) led to inefficiencies and data inconsistencies. ***Stock & Consumption Data Discrepancies: Varying units of measurement (grams, packets, kilograms) across stock and consumption reports made reconciliation difficult, causing forecasting errors of up to 28%. ***Delayed & Unorganized Forecasting: Manual stock forecasting led to delays, with stockout risks increasing by 35%. ***Lack of Real-Time Alerts: Missed form deadlines and emergency orders often went unnoticed, leading to 20% higher operational inefficiencies. ***Inaccurate Performance Tracking & Incentives: Inconsistent branch performance metrics and non-standardized incentive calculations created disputes and dissatisfaction.
Approach:
To streamline operations and enhance data accuracy, we implemented an automated, data-driven system: **Automated Data Integration ***API Pipelines: ****Integrated Petpooja for real-time stock updates, reducing manual intervention. ****Automated Swiggy, Zomato, and FamePilot data collection for a unified feedback system. ***Google Forms & Sheets Automation: ****App Script automated data collection, instantly feeding responses into BigQuery. ****Manual consumption data updates were automated to mark completion, ensuring clear tracking. **Advanced Forecasting System ***Custom Forecast Algorithm: ****Analyzed consumption trends for 150+ items, using past data to predict stock requirements with 90% accuracy. ****Incorporated minimum order quantities (MOQs) to prevent understocking. ***Unit Reconciliation & Conversion: ****Standardized units across stock reports using a conversion matrix, reducing forecasting errors by 28%. **Real-Time Alert & Notification System ***Google Chat Notifications: ****Alerts 2 hours before form deadlines, reducing missed submissions by 40%. ****Emergency order notifications enabled instant response. ****Automated PO creation messages streamlined procurement workflows. ****Daily branch performance summaries ensured transparency. ****Instant maintenance issue alerts led to quicker resolutions. **Performance Scoring & Incentive Automation ***Scoring Framework: ****Deductions for missed deadlines, incomplete checklists, stale items, and customer complaints. ****Incentive calculations were fully automated, ensuring fairness and transparency. ***Automated Incentive Notifications: ****Branches received real-time incentive breakdowns, boosting motivation and performance. **Comprehensive Dashboard Visualization ***Looker Studio Dashboards: ****Unified all data sources (Petpooja, FamePilot, Google Forms, and Sheets) into a single platform. ****Provided real-time stock insights, sales trends, and customer feedback analytics. ****Enabled data-driven decision-making for operational improvements.
Results:
**Operational Efficiency: Eliminated 90% of manual processes, allowing teams to focus on strategic initiatives. **Enhanced Accuracy: Addressed stock forecasting errors, reducing discrepancies by 28%. **Proactive Decision-Making: Real-time alerts and dashboards ensured swift, informed actions. **Optimized Inventory Management: Improved stock forecasting, cutting wastage and ensuring availability. **Motivated Workforce: Automated performance tracking and incentive systems enhanced branch engagement.
Conclusion:
FlaxitUp’s automation journey showcases the power of integrating APIs, real-time data processing, and advanced forecasting tools. By tackling complex operational inefficiencies, we delivered a scalable, robust system that streamlined resource management and reinforced FlaxitUp’s commitment to operational excellence and customer satisfaction. This initiative has positioned them for sustained growth in the highly competitive food industry.