As an e-commerce business grows, the systems behind the scenes need to keep up. Orders need to be processed correctly, customer information needs to stay accurate, payments need to be tracked, and the team needs a clear view of what must happen next.
For Mondvol, this meant improving the systems already supporting the business and making sure they could work more reliably as daily operations became more complex.
Mondvol already had a Zoho implementation in place, but it was not working as smoothly as the team had hoped. Andrew Georgiou, founder of the South African baking brand Mondvol Cookies, approached AJ Connoway, founder and director of SystemsEZ, to improve the setup and help the systems better support the way the business was growing.
The first step was to fix and strengthen parts of the existing integrations. From there, SystemsEZ could start building more reliable workflows around Mondvol’s daily operations, with improvements added step by step as new needs were identified.
This custom solution brings together:
- Zoho CRM
- WooCommerce
- WordPress
- Google Sheets
- WhatsApp Business
- Xero
- Payment integrations
- Bob Go Shipping Integration
- Custom automation
A Connected Systems Approach For A Growing E-Commerce Business
For Mondvol, the goal was not only to connect different platforms. The business needed practical systems that could reduce manual admin, improve accuracy and support the team’s daily operations without adding unnecessary complexity.
For more than two years, SystemsEZ has provided ad-hoc and ongoing support across WooCommerce, Zoho CRM, Xero, data management, reporting and related integrations to help keep customer, order and financial information accurate and aligned.
A key part of the work has been centralising WooCommerce order data in Zoho CRM, including the line items linked to each order. This gave Mondvol’s support, operations and production teams a more reliable point of reference for what had been ordered, what needed to be baked, what needed to be packed and what still needed to be shipped or collected.
With the order data in one central place, SystemsEZ could build more focused automations around production, customer communication and reporting.
A Custom Solution Supporting Production, Orders and Shipping
One of the main parts of the Mondvol solution is a custom operational management system used to manage daily production, packing, shipping and collections.
Built primarily around Google Sheets and integrated business systems, the platform serves as a central operational hub for multiple departments. It was created around the practical needs of the team’s day-to-day operations, including:
- Baking and production planning
- Order scheduling and workload management
- Packing progress and fulfilment tracking
- Shipping preparation and dispatch management
- Collection order management
- Automated calculations and validation rules
- Integration with e-commerce, customer and order management systems
- Operational reporting and visibility
The platform has become a core operational tool used by the Mondvol team on a daily basis. It has contributed to improved production planning, better team coordination and a clearer way to manage daily orders.
Improving Customer Data Management With Zoho CRM and WooCommerce
Reliable customer information is important for smooth e-commerce operations. When details are outdated, duplicated or not aligned across systems, it can affect communication, reporting and order management.
SystemsEZ implemented website-to-Zoho synchronisation to help keep customer information accurate and up to date. The integration automatically synchronises customer contact details, personal information updates, account changes made through the website and customer profile updates linked to e-commerce activity.
As part of the customer data management process, SystemsEZ also implemented phone number normalisation and validation to improve customer record matching and support more reliable WhatsApp communication.
Together, these improvements help create a more reliable single source of truth for customer information. They also reduce manual data capturing, support cleaner reporting and help the team work with better customer records.
Automating Customer Communication and Collection Reminders
Once orders are ready for collection, clear communication becomes important.
To support this process, SystemsEZ implemented an automated WhatsApp pickup reminder system to notify customers when their orders are ready.
The system includes:
- Scheduled reminders over multiple days
- Retry tracking to avoid excessive messaging
- Status updates for orders that remain uncollected
- Internal notifications when follow-up is needed
These automated communication workflows help reduce manual follow-up while keeping customers informed at the right points in the order process.
Supporting Mondvol Cookie Club With Payment and Member Automation
As Mondvol Cookie Club forms part of Mondvol’s wider customer experience, the membership process also needed reliable systems support around member administration, subscription payments and member communication.
SystemsEZ designed and implemented automation to allocate incoming payments to the correct member records. This reduces manual payment reconciliation, improves visibility of member payment statuses and supports more accurate subscription reporting.
Automated member communication workflows related to membership activity and account management were also implemented. This supports consistent communication with members and reduces repetitive admin for the team.
Improving WooCommerce, Shipping, and Reporting Workflows
As part of Mondvol’s broader e-commerce systems support, SystemsEZ improved the reliability of data flowing from WooCommerce into internal systems.
These WooCommerce integration enhancements included improved shipping calculations, more accurate handling of shipping taxes, automated processing of order information and reduced reliance on manual intervention.
SystemsEZ also supports reporting for operational and financial analysis, including advanced Excel-based reports, process monitoring and exception reporting that help the team identify items requiring attention.
This allows the Mondvol team to focus on exceptions such as orders awaiting collection, failed processes, subscription payment issues or records requiring manual review.
Ongoing Zoho, WooCommerce, and Systems Support For Mondvol
Systems support is rarely a once-off task, especially in a growing e-commerce business. As processes change, the systems behind them need to be adjusted, refined and improved.
Today, SystemsEZ continues to work closely with Mondvol as a technology and automation partner. The support is ongoing and based on Mondvol’s growing needs, with automated communication improvements remaining a key focus.
This includes workflow adjustments, process improvements, automation enhancements, troubleshooting, issue resolution and ongoing system maintenance.
As Mondvol continues to grow, SystemsEZ also identifies new opportunities to improve the systems behind the business. Future improvements being explored include a loyalty programme and a more structured inventory system for the team on the floor.
The ongoing work has focused on reducing manual administration, improving customer communication, maintaining accurate customer records, increasing operational visibility, and creating scalable processes to support future growth.
For SystemsEZ, working with Mondvol has been innovative, challenging and rewarding. Mondvol is a client with unique operational needs, and the team understands that as the business grows, its systems need to grow with it. SystemsEZ is proud to be part of this ongoing process.
E-Commerce Moves Fast. Your Systems Should Too.
For growing e-commerce businesses, disconnected systems can quickly lead to extra admin, unclear reporting and avoidable errors.
SystemsEZ helps businesses connect the tools they rely on every day, with practical support across CRM configuration, workflow automation, WooCommerce integrations, reporting, customer data management and ongoing systems optimisation.
If your team is spending too much time on admin or struggling to get a clear view of operations, it may be time to rethink the systems behind your business.
Get in touch with SystemsEZ for a quick demo.