Data Done Right: Simplifying 3PL Operations with Embedded PrecisionTransportation, Logistics, Supply Chain, and Storage

The client, a rapidly growing third-party logistics (3PL) platform, offers fulfillment, warehousing, and cost-optimization services for brands seeking to streamline logistics across multiple vendors.

As their client base expanded, they faced operational bottlenecks in managing invoice data and ensuring tool reliability. They needed a reliable, detail-oriented partner to take over their data-intensive and QA-heavy tasks so their team could focus on scaling and optimizing their platform.

challenge

Fragmented Invoice Data Sources: The client was managing invoices from a wide range of brands, each with its own format, structure, and delivery method (email, Dropbox, Google Sheets). This led to inconsistencies and required intensive manual effort to standardize and input data into Airtable.

Resource Constraints: With a lean internal team, the client lacked the bandwidth to handle both ingestion and quality checks of the increasing invoice volume. This bottleneck risked delays in reporting and affected their ability to make timely business decisions.

Tool Reliability and System Downtime: The client relies on several proprietary and third-party tools (e.g., monday.com, Airtable, Metabase). Without dedicated support to verify tool functionality daily, teams frequently encountered mid-shift issues that disrupted productivity and delayed task completion.

Limited Insight Into Data Quality Trends: With no structured process to review data integrity or observe trends in errors or inefficiencies, the business had little visibility into recurring issues that could be addressed systematically.

Impact on Strategic Focus:These operational inefficiencies pulled core team members away from strategic initiatives like client acquisition, engineering development, and product innovation, directly impacting growth potential.

solution

Invoice Reconciliation & UAT Oversight

We performed User Acceptance Testing (UAT) and invoice validation across the client’s tools and brand datasets. This included:

Daily Tool Checks: Verifying that all mission-critical tools (e.g., Airtable, BI dashboards, internal apps) were functioning correctly before the client team began work, avoiding disruptions due to unexpected tool failures.
UAT Across Key Categories:
- Pick and Pack: Ensuring per-item billing and SKU-level data matched expectations.
- Freight: Validating package-level weight-based charges.
- BI-Dashboards: Cross-verifying that data visualizations aligned with Airtable entries and identifying any anomalies or trends.
- Tool Functionality: Testing UI and logic flow to identify usability issues and relay real-time feedback for engineering improvement.
Proactive Reporting: Any operational inconsistency, unexpected behavior, or user experience challenge was documented and communicated to the client daily via Slack and email.

Data Ingestion & Operational Support

Data Normalization: Extracting and cleaning invoice data from email, Dropbox, and spreadsheets — ensuring fields like invoice date, brand code, service type, and amounts were accurate and complete.
System Updates: Organizing files by brand, renaming them for consistency, and updating parallel systems such as Monday.com and Metabase.
Gap Identification: Actively monitoring Airtable for missing brand entries or untagged records and resolving them to ensure complete and clean datasets.
Monitoring & Reporting: Ongoing review of Metabase for performance insights and issue detection, Maintenance of the Hypercare Tracker to ensure timely resolution and visibility.
Financial Tracking: Continuous updates to the Expected Invoices Tracker to manage billing expectations and timelines.
Client Collaboration: Participated in daily client team huddles to stay aligned on task priorities, format changes, and process updates — functioning as an integrated team member rather than an external vendor.

Outcomes

Increased Productivity & System Reliability

Tools Checked Daily Across 4 Functional Categories: This prevented costly mid-day downtime.
20+ Brands Actively Supported: This enabled the client to onboard and manage logistics for new partners without straining internal bandwidth.

Higher Data Accuracy & Cleaner Records

Thousands of Data Points Ingested: This guaranteed that critical data in Airtable and Metabase was complete, clean, and consistent.
Zero Reported Escalations on Delivery Volumes: This enabled the client to rely on our team for quality, consistency, and scale.

Operational Cost Reduction

100+ Engineering Hours Reallocated Monthly: Enabled the client’s engineering team to focus on core development and tool optimization, resulting in faster iterations and enhanced platform performance.
~20% Extension of Internal Capacity: With Team V2 operating as de facto team members, the client effectively expanded its operational team without the need for full-time hires.

Enhanced Collaboration & Feedback Loop

Real-Time Communication via Slack: All findings, updates, and blockers were shared daily, ensuring no delay in decision-making or task redirection.
Continuous UX Feedback: Daily UAT insights led to actionable changes in dashboard design and tool workflows, directly improving the user experience for the client’s internal and external users.

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V2Solutions became a true extension of our team. They took over complex data and QA tasks with precision, helped us prevent system downtime, and freed up 100+ engineering hours each month. Their daily support and proactive insights let us scale operations smoothly across 20+ brands without adding internal headcount.

COO

Leading 3PL Fulfillment Platform,

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