Beauty & CPG · Customer story

Up to 5 hours a week of order entry, now down to minutes.

Three Ships’ wholesale team was building every B2B order in Shopify by hand, from emailed PDFs, order lists pasted into emails, and retail sample requests. After a colleague’s success with PDF to Order, they switched. Up to 5 hours a week of manual order work now takes minutes, and the time goes back into account management.

The numbers

5^hr/wk

Of manual order entry before LevelOps, now down to minutes

8×

Faster retail sample orders: 2 hours of manual work down to 15 minutes

15 min

Of manual Shopify entry per emailed order, handed off to PDF to Order

Order streams automated: emailed POs (PDF or in-body) and retail sample lists

01The Challenge

Every order built from scratch in Shopify, one line at a time.

Three Ships is a Canadian beauty brand that sells wholesale to retailers. Its B2B orders arrive by email, either as a PDF purchase order or typed out in the body of the message, and every one of them had to be rebuilt in Shopify by hand.

“Before LevelOps, B2B orders were coming in via email as either a PDF or listed within the email itself. The biggest pain was manually adding these orders to Shopify, i.e. creating the order from scratch, adding the company, adding each line item, etc.”Joselle Gozum, Wholesale Account Coordinator

Retail samples added a second stream of the same work. The team would receive a list of accounts and the products to send each one, and every account on that list became another order to create manually. At roughly 15 minutes per emailed order, the order desk was absorbing hours that belonged to the retailers themselves.

B2B orders arriving by email as PDFs or as lists typed into the email body
Every order created from scratch in Shopify: company, then each line item
Retail sample lists turned into one manual order per account
About 15 minutes of data entry per emailed order

02The Solution

A colleague’s results made the decision easy.

Three Ships did not need a long evaluation. A colleague in another part of the company was already using LevelOps PDF to Order for their own orders, saw the results, and recommended it.

“This was recommended by another colleague within my company who was using it for their orders, and after success with their experience, they then recommended it to me.”Joselle Gozum, Wholesale Account Coordinator

Now the team forwards the email, whether the order sits in a PDF attachment or in the message itself, and PDF to Order reads the customer, the SKUs and the quantities and builds the Shopify draft order. Sample lists go through the same flow: one list in, one draft order per account out. The team reviews and approves instead of typing.

Chosen on proven results from a colleague already using it internally
Handles both PDF purchase orders and orders written in the email body
Retail sample lists converted into draft orders for every account
Team reviews and approves; no more building orders line by line

03The Results

From processing orders to managing accounts.

Across emailed orders and sample requests, manual order entry used to take up to five hours a week. It now takes minutes. The sample orders show it most clearly.

“For the retail samples, this has given me back significant time to focus on account management instead of manually processing orders. Two hours of manual work has gone down to 15 minutes.”Joselle Gozum, Wholesale Account Coordinator

Emailed orders tell the same story. The 15 minutes once spent keying each order now goes into the part of the job that grows the business.

“Instead of spending 15 minutes per order, per email, I now have more time to give my accounts quantitative and qualitative information, as opposed to just processing their order.”Joselle Gozum, Wholesale Account Coordinator

For a wholesale coordinator, that is the real shift: less time as an order processor, more time as an account manager, with retailers getting the insight and follow-up that used to be crowded out by data entry.

Up to 5 hours a week of manual order entry, now down to minutes
Retail sample processing down from 2 hours to 15 minutes, 8x faster
PDF and in-email orders handled through the same workflow
Time redirected to account management and retailer insights

“

Send LevelOps your orders to process, so you have time for the more important stuff.

Joselle Gozum

Wholesale Account Coordinator, Three Ships

“

Such a timesaver and super easy to implement! We’ve been using LevelOps for the past month to process Purchase Orders that we receive via EDI, PDF, Excel or email format, and the entire process has been seamless. The team is always available to assist, and they also listen to their customers feedback to develop different features that add value!

Three Ships

Shopify App Store review

The product behind this story

PDF to Order for Shopify.

Forward a customer PO. Get back a validated Shopify draft order in seconds. 14-day free trial.

Try it on Shopify →

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