3+ Hours Per Week Saved
How OrderBase Pro transformed chaotic Instagram DM order management into an automated system for a Singapore artisan snack business
Industry
Home-Based Food Business
Business Size
3 people (family business)
Location
Singapore
Project Duration
Feb 14–19, 2026 (5 days)
The Challenge
Drowning in Chat Messages
Orders Lost in DMs — With multiple Instagram DM and WhatsApp conversations happening simultaneously, orders would get buried in the chat flow and missed entirely.
Manual Calculation Errors — Every order required manual calculation of totals, add-ons, delivery fees, and payment verification. Time-consuming and prone to errors during busy periods.
Payment Tracking Chaos — No systematic way to track payment status made it difficult to see which orders were paid, unpaid, or pending — delaying fulfillment.
Unexpected Stock-Outs — No real-time inventory visibility meant running out of stock unexpectedly. Manual notebook tracking couldn't keep up with order volume.
3-4 Hours/Week on Admin — During pre-order weeks, the team spent 3-4 hours just on order admin: replying, recording, checking payments, calculating totals, and following up.
Unsustainable Growth — Managing 20-30 orders per week through Instagram DMs was overwhelming. As volume increased, the manual system became too messy and stressful to sustain.
The Solution
What We Built
Branded Order Form
Custom Tally form with Ummi Bites branding, mobile-responsive design, and all necessary fields. Shareable link for Instagram bio and WhatsApp eliminates back-and-forth messaging.
Three Integrated Databases
Google Sheets databases for Orders, Customers (CRM), and Products — all automatically synced. Complete order history, customer purchase tracking, and automatic stock count deduction.
Live Dashboard
Real-time sales metrics, revenue tracking, COGS calculations, visual graphs and charts — all data automatically updated with each order. No more manual report generation.
Telegram Notifications
Instant alert when a new order is received, with full order summary delivered directly to Telegram, available 24/7. Never miss an order again.
Backend Automation
Make.com workflow connecting all components, managed and maintained by Klicco, with viewing and editing rights for Ummi Bites. Everything runs automatically in the background.
One-Hour Training
Complete walkthrough of the entire system — how to read the dashboard, add/edit products, extract reports, Q&A and troubleshooting. Family-friendly and easy to use.
Project Timeline
February 14–19, 2026
5-Day Implementation — From chaotic manual system to fully automated order management in just 5 days, faster than the standard timeline. The system went live immediately.
The Results
Numbers That Matter
3-4 hrs → <1 hr
Weekly admin time (75% reduction)
Zero
Manual calculation errors
72
Customers processed smoothly
73
Orders managed effortlessly
100%
Automatic calculations
Real-time
Payment tracking
Automatic
Inventory tracking
24/7
Order processing available
"OrderBase Pro helped us organise all our orders in one place and saved us a lot of time on admin work. It has definitely made running our small home business much smoother and less stressful. Would highly recommend!!"
— Khatijatul, Founder, Ummi Bites
Technology Stack
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