From WhatsApp Orders to a Structured Print Operations System

Overview

This project moved a print business away from manual coordination and into a single operations system. Earlier, orders came through WhatsApp, email, and calls, so teams had to piece together context from multiple channels. We rebuilt that flow so orders, files, roles, and status updates all live in one place.

Problem

The business had no reliable system boundary between sales, design, and production. Order status depended on manual follow-ups, different teams kept separate records, and sensitive financial data was visible more widely than it should have been. As order volume grew, delays and handoff mistakes became more common.

What We Built

We introduced a centralized order pipeline where customers can place and track orders directly. Internal teams work on the same order record, so customer-facing status and internal production status stay aligned.

Role-based access control was added at the core level, not as a later patch. Admin, design, and staff views are separated by permission, and financial data is restricted to authorized roles.

To handle unclear customer requests, we integrated a local LLM layer that assists with print configuration suggestions. We also added S3-backed file handling for large design assets from both customers and designers.

For management, we included dashboards focused on orders, revenue flow, and production state, so decisions no longer rely on manual summaries.

Stack

The platform uses Next.js, Tailwind CSS, and shadcn/ui on the frontend, with NestJS on the backend. File storage is handled through S3. Access control is enforced through RBAC, and print suggestion support runs on a local LLM layer.

Outcome

Manual workflow dropped by roughly 70 percent. Teams gained consistent order visibility, and access control around financial data became enforceable in day-to-day operations.