Work / Panda Patches CRM / Founder-affiliated
Custom CRM development for Panda Patches
Case study updated
One place for our team to manage the working day.
We built a custom CRM for the Panda Patches team to manage customers, orders, production, payments, attendance and reports in one place. Workflow automation handles steps such as wholesale pricing, invoices and delivery follow-up. It's our own system, built for the business owned by co-founder Imran Raza Ladhani.
- Project
- Custom CRM and workflow automation
- Team workspace
- Customers, orders, production and payments
- Access
- Private staff workspace
Inside our custom CRM
One workspace.
The team's working day.
A custom CRM built around how the Panda Patches team manages customers, orders and the work that follows. These screens show the order form, team access and reporting.
01 / Customers and orders
Keep the whole order together.
The team records the customer, product, artwork, delivery details and payment information in one order. Staff can see what needs to happen next without piecing the job together from separate messages.
The form includes a lead source, order status and an optional shipping reminder. Files have their own places for proofs, production artwork and delivery labels.
This is an empty order form. No customer record is shown.
From customer details to a working order
The complete order form, including the information the sales and production teams need to hand over a job.
02 / Team access
A workspace for the people doing the work.
Team members sign in to the CRM. Their role determines which records and actions they can use, from sales and production to shipping and administration.
An administrator manages accounts and permissions. The wider build enforces access in the database as well as the application, so hiding a button is not the only access check.
Names, personal emails and permission details are obscured in the published staff-list screenshot.
A separate team sign-in
The staff workspace has its own sign-in, separate from the public Panda Patches store.
Roles for sales, production and administration
The account-management screen shows roles and account status. Personal information has been hidden.
03 / Reporting
See where enquiries and orders come from.
The team can review lead sources alongside orders and order values. Discovery records combine captured referral information with what customers tell us in quote forms and the CRM.
The charts and tables offer different views of the records. The orders-to-quotes ratio compares separate counts in a period; it is not a matched-customer conversion rate and can exceed 100%.
These screenshots show the reporting interface. Their selected date range is not visible, so the figures are not presented here as a dated revenue result or proof that a channel caused a sale.
Source reporting in one view
The team can compare recorded sources using tables and charts without assembling a separate spreadsheet.
From a chart to the underlying totals
The table separates leads, orders and booked order value. Booked value is not the same as cash collected.
For a CRM built around your team, start with one real workflow: who receives the enquiry, who does the work, and what each person needs to see. That becomes the scope for a useful first release.
What the CRM handles.
- Orders, from quote to delivery
- Order statuses: 17 defined, 14 in live use. An order moves from new order through digitizing, customer approval, production, quality check and shipping to delivery, and every change is logged with who made it and when.
- Access the database enforces
- 7 roles, 11 permissions. Production staff can't see payment information, and that's enforced in the database, not just hidden on screen. Access rules are switched on for 59 of 59 tables, 6 of them default-deny.
- A factory floor off the spreadsheet
- The production floor ran on a Google Sheet until this replaced it: 1,779 rows were imported and reconciled line by line into a 5-step pipeline, from new order to dispatched.
- Reports the owner actually uses
- 12 reporting modules, including sales, profit and loss, income statement, product mix and lead attribution, each filtered by date range and exportable as CSV.
- Payments, email and the working day
- Connected to Square payments, ZeptoMail transactional email, Meta CAPI, Sentry. Staff clock in and out on it, and a shift someone forgets to close closes itself.
- Still growing
- 27 signed-in app routes when last counted, built and extended since November 2025 while the business runs on it every day.
Every figure above comes from the project record and was counted or checked on 15 September 2026. Earlier claims about time saved and efficiency gains were withdrawn because no measurement backed them, and they are not repeated.
Added since the last count.
- Wholesale orders, priced automatically
- Wholesale partners order through their own portal. Each order is priced by the same engine as the public storefront, then invoiced and sent a payment link without anyone touching it. If any line can't be priced, the whole order goes to a manual quote instead of a guess, and nothing is ever invoiced at zero.
- Mockup work, ranked by deadline
- Free quote requests become mockup tasks with due dates counted in working days, holidays included. The queue ranks them by urgency and warns the team before a deadline is missed.
- Deliveries confirmed by the carrier
- DHL shipments are checked daily and marked delivered from the carrier's own record, so the review request goes out after a real delivery, not a guessed one.
How it works day to day
Our founder-affiliated Panda Patches store connects orders, customer approvals and production in one operations portal.
- 01Order
- 02Mockup
- 03Approval and payment
- 04Production
- 05Delivery
- Orders reach the right team
- New orders arrive in one place and are routed to the appropriate team. Rush orders have their own board, with ship-by deadlines calculated in working days.
- Mockups have a follow-up clock
- Each new order starts a 24-business-hour mockup timer. Overdue mockups are flagged, with unresolved alerts escalating to the team lead and then management. Uploading a mockup triggers a customer approval email.
- Payments connect to production
- Staff create Square card or PayPal payment links in one click. Invoices are generated from the order, deposit payments notify the responsible person, and paid orders move to production.
- Conversations stay with the order
- Each order has tasks and chat. Teammate mentions trigger phone or laptop push notifications, overdue tasks are flagged, and each person sees their tasks and chats in urgency order.
- Shipping updates stay connected
- The floor board shows each job's production status. Courier tracking is pulled into the order so customers receive shipping updates without staff retyping them.
- Resellers place their own orders
- Reseller partners use a separate ordering portal connected to the same pricing engine as the public website.
Questions about this project.
What can a custom CRM help our team manage?
Can you build a CRM around our existing workflow?
Should we build a custom CRM or customise the one we already use?
How much does it cost to replace Google Sheets with a custom business dashboard?
What is role-based access control (RBAC) and why does a small business need it?
How long did it take to build the Panda Patches CRM?
Technical reference: Supabase row-level security and privileged access. Project counts retain their original measurement dates; this editorial review did not rerun the production access tests.
Still running the business on spreadsheets and group chats?
Tell us which tools your team juggles today, and we'll work out what one system would need to do.