The hub, recreated with sample data/names. Open it to filter and search orders, move one along, flag it or add a note. Functionality has been toned down in this demo to protect the full scope of what the hub can do.
15+
Modules in one hub, from orders to invoicing
2
Custom Shopify apps live on the storefront
100s
Product variants price matched against competitors automatically
The problem
Bike Yard Online is a very complicated business logistically and has a complicated stock situation. Some orders in Shopify, others via email or bank transfer, customers in spreadsheets, supplier terms in email threads, accounts in Xero, courier bookings in another portal, and the answers to "how do we handle this?" in one person's head.
Every task meant hopping between systems, and every new assistant meant weeks of explaining where things lived. Not a single off-the-shelf tool could effectively organise and manage the business, nor did any tools that were in use talk to each other.
The build: the hub
One self-hosted system that runs the whole operation. Orders flow in from Shopify automatically via webhooks and land in a single pipeline alongside customers, suppliers, leads, reminders, inventory, credit owed, referrals and invoicing - fifteen-plus modules behind one login.
- Connected to the money. Invoicing and reconciliation talk directly to Xero, and margin tracking sits against every order rather than in a month-end spreadsheet.
- Built for delegation. Role-based access with two-factor authentication means an assistant sees exactly what they need and nothing else - and a built-in handbook of step-by-step procedures means new people train themselves inside the same system they work in.
- The awkward stuff included. Cycle to Work orders, price-match requests, supplier portals, customer follow-ups and time tracking all have their own workflows, because the real business has them.
The build: the Shopify apps
Two storefront apps that off-the-shelf tools either did badly or charged monthly for:
- Delivery estimator. Shows real estimated delivery dates on product pages, in the cart and at checkout, with rules per variant, product or collection, and automated matching.
- Price monitor. Watches competitor pricing, custom built to the requirements of the shop (hidden from the demo).
Why this one matters
Every other case study on this site describes work for a client. This one describes the systems The Frosted Pixel integrated into its co-owned business. The studio is its own longest-serving client. Everything it recommends, it runs.
What it runs on
Inside the hub
- Orders, customers and suppliers in one pipeline
- Invoicing and margins wired to Xero
- Role-based access with two-factor auth
- Built-in handbook and team training
- Cycle to Work, price match and follow-ups
Could this be you?
- If your business runs across five browser tabs and a spreadsheet, this is the pattern that folds them into one.
Next case study
What customers book together, mapped