How we combined 3 online stores into a powerful Magento ecosystem for scalable growth

• 3-in-1 architecture: Consolidation of 3 separate domains and brands under one unified Magento administration for centralized management.
• Cost-Saving logistics: Reduction of courier/logistics costs through automated cancellation of declined shipments at the "warehouse" level.
• Hyvä Performance: Lightning-fast loading speed and excellent user experience (UX), achieved through the implementation of Hyvä Frontend technology.

2. The Challenge

Process optimization during scaling

With the generation of a massive volume of orders and the parallel operation of three different websites, the business faced the classic challenges of growth:

• High rate of returned shipments.
• Time loss in communication due to incorrect phone numbers and addresses.
• Complex inventory management across multiple warehouses and suppliers.

The client’s needs went beyond the development of a standard online store. An intelligent ecosystem was required to enforce a strict Workflow, reduce manual operator work, and minimize financial losses from logistics.

3. The Stenik Solution

Technology and operational efficiency

We built a comprehensive Magento-based solution using a Multi-store architecture, enhanced with deep modifications of the administrative panel to optimize business processes (BPO).

Operational Efficiency and Call Center (back-office logic)

To transform the team’s workflow, we implemented automations based on strict Workflow rules:

• Automated Queue (FIFO principle): We added functionality in Magento allowing operators to select orders for processing via dedicated buttons:
  - Button 1: Automatically loads the oldest unprocessed order.
  - Button 2: Loads the oldest open order with new activity/comment.
  Result: Guaranteed order sequence compliance and elimination of duplicate work.
• Loyalty Risk Assessment: In the admin panel, operators see a color-coded indicator for each customer based on their purchase history. This enables quick and informed decisions on whether the order can be fulfilled immediately or requires additional confirmation.
• Multi-warehouse logic & Smart Check:
  - The system manages inventory from 3 sources: Central warehouse, Local warehouses, External suppliers. In the admin panel, operators see a color indication (e.g., green for central warehouse) of the stock location.
  - Smart Check button: With one click, sends the order for reservation to the ERP, eliminating delays in stock reservations.
  - If a product is supplied by an external vendor, the system automatically displays the supplier’s name and delivery time so the operator can proactively inform the customer.
• Smart Cancel (Loss Prevention): Changing the order status to "Canceled" in Magento automatically stops the sending process to the WMS (warehouse software), preventing packing and shipping of canceled orders.
• Overselling Prevention: The inventory logic reads reservations in real time. If a product is available but reserved for a pending order, the website automatically removes it from sale.
• Dynamic navigation and structure: We implemented a fully manageable dynamic menu with three levels of hierarchy, allowing administrators to easily manage categories, campaigns, and seasonal offers via CMS blocks.

Marketing and Sales (Conversion Boosters)

The front-end is designed for higher conversion rates and better usability:

• Strict data validation: Integration with Speedy’s database for accurate address input on the front-end and phone number validation (exactly 10 digits, starting with 0) in checkout. The result is a drastic reduction in incorrect shipping labels.
• Saved Sale: In case of unsuccessful card payment (MyPOS), the order is not canceled but enters a special status. This allows operators to contact the customer and offer an alternative payment method (cash on delivery), turning potential loss into a completed sale.
• Bundle Packs: Flexible bundle system (aligned with seasonality) that automatically calculates shipping by combining bundle rules with additional products in the cart, increasing Average Order Value (AOV).
• Sticky Add-to-Cart Bar: A sticky bar on scroll allowing quick color selection and adding to cart, regardless of where the user is on the page.
• Price psychology: Visualization of “Amount Saved” in the cart and checkout, showing the difference between regular and promotional price to motivate order completion.
• Dynamic "Best Sellers": Custom module automatically displaying top-selling products in a category based on a defined period (e.g., last 14 days), ensuring relevance without manual maintenance.
• Authentic reviews: Built-in review system allowing photo uploads and “verified purchase” validation to increase brand trust.

Technological Integrations

• ERP: Two-way synchronization of orders, inventory, and statuses.
• WMS (Warehouse Management System): Full integration with warehouse software for real-time status updates (Pick, Pack, Ship).
• Smart Courier Rules: Automatic shipment distribution between courier companies based on weight to optimize transportation costs.
• MyPOS Checkout: Direct payment integration within checkout (without redirecting to another page), keeping users on-site and increasing conversion.

4. The Result

With this project, Stenik demonstrated how a properly designed Magento ecosystem can be a key driver of sustainable growth, optimized logistics, and controlled scaling of an online retail business.

"The Stenik team worked consistently, ensuring that every piece of our ‘puzzle’ was placed exactly where it belonged. With partners like them, there are no limits to our goals."

Marian Bayrev, Owner, Zaropo®