The Challenge

Totally Branded manages a high volume of time-sensitive orders, many from event agencies where delivery deadlines are critical. Each order involves different production steps such as printing or engraving, often across multiple machines with varying capacities.

Before working with us, the team relied on Monday.com alongside manual processes to plan production. Sales staff would need to check feasibility by speaking to production, who would then calculate timelines manually. This slowed down response times and made it difficult to give customers immediate answers.

Order data was also copied between systems, increasing the risk of human error and inconsistencies. As order volume grew, this approach became harder to manage and limited the team’s ability to scale.

The Desired Outcome

Totally Branded needed a system that could automatically assess whether an order deadline was achievable based on real production capacity.

The goal was to remove manual calculations, reduce reliance on internal back-and-forth, and allow the sales team to respond to customers instantly with accurate delivery timelines.

They also wanted to eliminate duplicate data entry and create a more reliable, scalable production planning process.

The Solution

We built a bespoke web application tailored to Totally Branded’s production workflow, integrating directly with Zigaflow to automatically pull in order data.

The system includes a production checker that allows sales users to enter an order request and immediately see whether the requested deadline is feasible. This is calculated based on machine capacity, production time per SKU, and current workload.

If a deadline cannot be met, the system provides the next available production date, allowing the team to offer alternatives without delay.

Once an order is confirmed, the system tracks production progress, highlights capacity issues, and flags where additional resource or overtime may be required.

The Impact

The new system transformed how Totally Branded manages production and interacts with customers:

• Faster response times – sales teams can confirm delivery dates instantly without checking with production.
• Improved conversion rates – quicker, more confident responses reduce the risk of losing business to competitors.
• Reduced manual work – automated data flow removes the need for copying information between systems.
• More accurate planning – production capacity is calculated consistently using real data.
• Better resource allocation – teams can identify bottlenecks and plan workloads more effectively.

The system continues to evolve, with new features added over time to support additional machines and production scenarios as the business grows.