Case Study: E-Commerce Automation Using Google Sheets
This scalable, cost-effective system is now the backbone of Optically’s daily operations — built entirely on Google Workspace tools.
We helped Optically.co.il, a leading online optical store, automate their backend operations using Google Sheets. Our custom solution replaced manual workflows with a real-time, script-powered system to manage inventory, orders, customer data, and invoices — all within Google Sheets.
Client Overview
Optically.co.il is a modern online optical retail brand based in Israel, offering a wide range of eyeglasses, contact lenses, prescription sunglasses, and optical accessories. Known for their quality products and fast delivery, they serve a growing customer base across the country through their eCommerce platform.
As their business scaled, Optically faced growing complexity in backend operations — especially in managing inventory, tracking orders, generating invoices, and maintaining accurate prescription records. These were previously handled through manual processes and scattered spreadsheets, which led to errors, inefficiencies, and delays in customer service.
The Optically team wanted to streamline these operations without investing in a heavy, expensive ERP system. They were looking for a lean, flexible, and cost-effective solution that could be built on tools they already use — Google Sheets and Google Workspace.
That’s when they partnered with Sutra Analytics to design and deploy a custom Google Sheets-based automation system, purpose-built for their daily workflow.
Challenges Faced
Manual Data Entry
Order details, inventory updates, and customer prescriptions were entered manually across multiple spreadsheets — leading to duplication and inconsistencies.
No Real-Time Stock Visibility
With no centralized system in place, the team struggled to track available inventory accurately across different product categories.
Fragmented Prescription Tracking
Prescription details were scattered and difficult to retrieve quickly during repeat orders or customer support calls.
Cumbersome Invoice Generation
Invoices had to be created manually, often leading to delays and errors in formatting or customer information.
High Risk of Human Errors
Repetitive tasks like updating order status, adjusting stock levels, or generating reports increased the risk of costly mistakes.
The Solution: Google Sheets Automation Using Apps Script
Inventory Management
Track stock for each product in real time.
Auto-update quantity when stock is added or items are sold
Low-stock alerts for reordering
Order Management
New orders added via a simple form or script
Status auto-updates (Pending → Packed → Shipped)
Order fulfillment triggers inventory deduction
Customer & Prescription Records
Each customer’s profile stored with purchase and prescription history
Easy search/filter by name or ID
Editable fields with update and delete options
Invoice Generation
Auto-filled invoice template
Pulls data from order and customer sheets
Clickable button to generate and download printable PDF invoices.
CRUD Operations in Action
| Operation | What It Does | Example |
|---|---|---|
| Create | Add new orders, customers, or inventory | New order auto-populates linked sheets |
| Read | View real-time dashboards | Track current stock & active orders |
| Update | Modify order status or stock levels | “Mark as Shipped” button updates system |
| Delete | Remove duplicate or test entries | Admin-restricted delete buttons |
Outcome & Benefits
After implementation, Optically.co.il reported:
✅ 75% reduction in manual effort
✅ 100% visibility into product movement
✅ Accurate order tracking with status changes
✅ Professional invoices generated in 1 click
✅ Data centralized, shareable, and secure
Client Testimonial
Why Google Sheets for E-Commerce?
💡 No complex software needed
💸 Zero monthly subscription fees
📱 Mobile + desktop accessible
⚙️ Fully customizable to your workflow
🔒 Secured & cloud-based
Let's Connect
Ready to streamline your Notion workflows?
This case study showed how we automated data flow between Notion and Google Sheets to save time, reduce errors, and boost team efficiency. If your team is juggling between tools, we can help simplify that.
Connect Notion with Google Sheets — seamlessly
Keep your data updated, organized, and shareable
Automate routine tasks and focus on what matters
Build a system tailored to your workflow
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