An eCommerce brand selling handcrafted products had a problem: fulfilling orders quickly and accurately was harder than it should’ve been.
Each new order brought messy product data buried in descriptions, which someone on the team had to read, interpret, and manually reformat before work could begin. It was tedious, time-consuming, and left too much room for error.
"There was no reason a human needed to touch that data," said Nathan Weill, founder and CEO of Flow Digital. "It just wasn’t scalable. Zapier made it easy to reimagine how that work got done."
With help from Flow Digital, a Zapier Solution Partner, the company went from patching a single broken workflow to deploying an AI-powered automation system that cleans and syncs order data in real time, giving the team time back and unlocking faster fulfillment for customers.
The challenge: Manual cleanup was slowing everything down
The team uses Shopify to manage sales and Monday.com to coordinate production, but there was no structured connection between the two. Important order details, like metal type or product size, were hidden in long-form product descriptions. Since the production team worked in Monday.com, someone had to manually extract and reformat the data before fulfillment could begin.
It was a classic case of square peg, round hole: Shopify wasn’t designed for internal operations, and the fulfillment team wasn’t equipped to parse marketing-friendly product copy into manufacturable instructions.
They initially tackled the problem with a simple Zap, but ran into challenges with inconsistent inputs. That’s when they brought in Flow Digital, expecting a quick fix, and walking away with a powerful, long-term solution.
The solution: A fully automated, AI-powered order flow built to scale
Flow Digital rebuilt the entire workflow using Zapier and AI. The new system automatically extracts the details production teams need and formats them into structured data, without anyone lifting a finger.
Here’s how it works:
Trigger: Every time a new paid order comes through Shopify, the Zap begins.
Looping: Zapier loops through each line item in the order.
AI parsing: Zapier AI reads the product description, identifies the material (e.g., metal type) and size, and maps it to a predefined list. If nothing applies, it returns a blank for clarity.
Structured output: The clean, consistent data is sent straight to Monday.com, formatted and ready for the production team to act on.
This approach not only solved the original issue, it allows the team to import and clean historical data by temporarily increasing task volume, without changing the core setup.
"It used to require custom development just to do this kind of data cleanup," said Moshe Gotfryd, Automation Specialist at Flow Digital. "Now we do it in three steps using AI inside Zapier."
The result: Clean data, real-time orders, and a team that can move fast
The team no longer needs to manually review product descriptions, convert measurements, or reformat order data. Every order, whether it’s from yesterday or five minutes ago, flows through the automation and lands in Monday.com, ready for fulfillment.
With this new workflow, the business:
Eliminated manual parsing and rework
Saved multiple hours per week across operations and fulfillment
Reduced errors caused by inconsistent or incomplete data
Accelerated fulfillment with real-time, structured order handoffs
Results Snapshot (March vs. June):
Monthly revenue up by 128.58%
Orders up by 54.62%
Processed nearly 3,000 orders
Automated the handling of over 26,000 line items
What started as a fix for one Zap turned into a scalable infrastructure that saves time and reduces stress every single day. With the right setup, the team no longer second-guesses what data is coming in or how it will flow to production.
"They didn’t just want automation, they needed confidence that things wouldn’t break at scale. Zapier delivered that," said Nathan.
With AI-enhanced automations powering daily operations, the team can now focus on what matters: delivering beautiful, high-quality products on time and at scale to their customers.
