How 123BigBags keeps a grip on 40,000+ orders in 12 countries with iWeb

123BigBags sells exactly what the name suggests: big bags. But behind that simple product is a serious international operation. The company delivers in twelve countries, sells through its own webshop, Bol.com, Amazon, Kaufland and Leroy Merlin, and also has a custom project branch for custom big bags. All those sales channels, countries and order types require an IT landscape that grows with them. And that's exactly where iWebDevelopment came in.

The challenge: getting all the data in one place

123BigBags had a clear vision: Salesforce had to become the single source of truth. All orders, from whatever channel, had to come together in Salesforce. From there the data had to flow seamlessly to Exact Online for the complete administration.

In practice, that meant a big job. The company sold through multiple web shops and marketplaces, processed orders in different currencies and VAT regimes, and also had custom project orders that required their own invoicing process. Keeping track of all that manually was unsustainable.

Key bottlenecks:

• Manual order processing that became unsustainable with growing volumes.
• Error-prone invoicing due to manually transferring data between systems.
• Time-consuming bank mutations that were manually downloaded and imported daily.
• No automatic feedback of invoices to Salesforce, requiring employees to look up information manually.

The solution: a Salesforce link built from practice

Cooperation with iWebDevelopment began back in the PrestaShop era, but took on a new dimension when 123BigBags made the switch to Salesforce as its central platform. Together, a link was developed that fully fits their specific way of working.

The integration handles the following processes automatically on a daily basis:

• Synchronizing relationships and contacts from Salesforce to Exact Online.
• Creating sales orders in Exact Online based on all incoming orders in Salesforce, including marketplace and custom project orders.
• Automatically invoice and deliver with correct VAT provisions per country.
• Journalize payments so that incoming payments are automatically linked to invoices.
• PDF invoices linked back to Salesforce so the entire team can access the correct documents immediately, without having to search Exact Online.

In addition, 123BigBags uses iWebDevelopment's Revolut bank link. Where previously transactions were manually downloaded and imported into Exact Online on a daily basis, this is now fully automated.

The impact: from fifteen minutes to half a minute

The figures speak for themselves. Since going live, more than 40,000 orders have been processed automatically via the link. But the difference is not only in volume.

Take the custom project orders: customized big bags that go through their own quotation and invoicing process. Previously, an employee would spend about 15 minutes pulling all the data together and manually creating an invoice. Now, a Salesforce flow automatically generates the right order, which, via the link, is in Exact Online within thirty seconds. With an average of fifteen projects per container, that adds up.

On top of that, the bank link saves daily manual work. No more manual downloading and importing of transactions, and no more payments that have to be matched manually.

The result: fewer errors, more speed and a team that can focus on growth instead of administration.

From customer relationship to partnership

The partnership between 123BigBags and iWebDevelopment goes beyond a standard vendor relationship. The Salesforce connection was developed in co-creation. 123BigBags contributed in-depth Salesforce knowledge, iWebDevelopment's expertise in Exact Online and links. Together this resulted not only in a solution for 123BigBags, but in a mature Salesforce product that is now also available to other companies.

Do you also want your Salesforce and Exact Online environments to work together seamlessly?

At iWebDevelopment, we help companies like 123BigBags smartly connect complex IT landscapes. Whether you work with Salesforce, Exact Online, multiple marketplaces or a combination thereof: we ensure that the data ends up in the right place without you having to constantly look at it.

Wondering what we can do for your processes? Please contact us for an informal talk. We are happy to think along with you.