Etsy shop automation system - project management
CASE STUDY
Etsy Scratch Card
Automation System
E-commerce • Process Automation • Zero-Touch Fulfilment
3 min → 10 sec
5×
0
Delivery time
Capacity scale
Manual steps
Favour Ukpabi
Project Manager & Automation Specialist
CASE STUDY 01
—
ETSY SCRATCH CARD AUTOMATION
The Problem
An Etsy seller of digital scratch cards was processing every order manually — downloading, customising,
and emailing each product by hand. At peak periods, this became a serious bottleneck.
PROJECT BRIEF
CLIENT
E-commerce / Etsy Seller
3+ min per order:
Fulfilment delay during peak periods
DURATION
6 Weeks
Human error risk:
Manual copy-paste caused wrong deliveries
ROLE
PM & Automation Architect
Scalability wall:
More orders = proportionally more time
BUDGET
Low-cost / no recurring SaaS
Rating risk:
Etsy penalises slow digital fulfilment
Solo burnout:
Unsustainable for a one-person operation
Favour Ukpabi | PM & Automation Specialist | favourukportfolio.vercel.app
Case Study 01 — Problem
CASE STUDY 01
—
ETSY SCRATCH CARD AUTOMATION
Delivery Approach
Agile delivery across 3 sprints — parallel build while seller continued operating manually.
SPRINT 1 · Wk 1–2
SPRINT 2 · Wk 3–4
SPRINT 3 · Wk 5–6
Discovery & Architecture
Build & Integration
QA, UAT & Handoff
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Mapped manual workflow end-to-end
Defined automation touchpoints
Selected tech stack
Set success metrics & acceptance criteria
Created Jira sprint backlog
Favour Ukpabi | PM & Automation Specialist | favourukportfolio.vercel.app
Built Etsy webhook order listener
Developed scratch card generation engine
Automated delivery pipeline
Error handling & retry logic
Deployed to Vercel
50+ simulated orders tested
3 rounds of UAT with client
Peak stress-test (100 concurrent orders)
System runbook documented
Client trained on monitoring
Case Study 01 — Approach
CASE STUDY 01
—
ETSY SCRATCH CARD AUTOMATION
Tools & Technology Stack
Jira
Figma
Custom Engine
PROJECT MANAGEMENT
DESIGN & ASSETS
CORE AUTOMATION
Sprint planning, backlog management, issue tracking and
velocity measurement across all 3 sprints.
Scratch card template design, visual asset creation, and
design system for product variants.
Bespoke order-to-delivery orchestration logic — the brain
of the entire fulfilment pipeline.
Etsy API
Vercel
Slack + Email
E-COMMERCE API
DEPLOYMENT
COMMUNICATION
Webhook-based order intake — real-time event capture
the moment a purchase completes.
Favour Ukpabi | PM & Automation Specialist | favourukportfolio.vercel.app
Serverless hosting for automation endpoints — scales
automatically, zero infrastructure management.
Daily async client updates, sprint review documentation,
and final system runbook delivery.
Case Study 01 — Tools
CASE STUDY 01
—
ETSY SCRATCH CARD AUTOMATION
Outcomes & Impact
3 min → 10 sec
5×
0 errors
~15 hrs/wk
Order delivery time
Capacity increase
Post-automation
Manual time eliminated
Delivery speed improved 18× — from 3 minutes to 10 seconds per order
5× capacity: seller handles 5x more simultaneous orders with zero extra headcount
"Favour's project management saved me hours every
week. The system works flawlessly and my customers
love the instant delivery."
Zero fulfilment errors — automated data handling eliminated manual copy-paste mistakes
~15 hrs/week of manual labour replaced with a zero-marginal-cost automated pipeline
Instant delivery directly improved post-purchase experience and 5-star review rate
Etsy Shop Owner
E-commerce Business
Favour Ukpabi | PM & Automation Specialist | favourukportfolio.vercel.app
Case Study 01 — Results
CASE STUDY 01
—
ETSY SCRATCH CARD AUTOMATION
Lessons Learned
01
Map before you build
Documenting the manual process end-to-end before writing a single line of
automation logic prevented significant rework in Sprint 2.
03
Client UX matters for internal tools
Non-technical clients need a simple monitoring dashboard, not raw system logs.
The handoff quality is as important as the technical quality.
Favour Ukpabi | PM & Automation Specialist | favourukportfolio.vercel.app
02
Error handling is not optional
12% of early simulated orders failed on first attempt. Building retry logic from day
one — not as an afterthought — was critical to achieving 100% delivery reliability.
04
Phased delivery protects revenue
Running the old manual process in parallel during the build meant zero revenue
disruption. A hard cutover would have been riskier.
Case Study 01 — Lessons
LET'S WORK TOGETHER
Ready to bring this kind
of delivery to your project?
Portfolio: favourukportfolio.vercel.app
LinkedIn: linkedin.com/in/favouruk
Book a call: calendly.com/favourukgigs
Email:-
Favour Ukpabi | Project Manager & Automation Specialist