monday.com Project Management Implementation for a Pharmaceutical Company

About the Company

Our client is a multi-national pharmaceutical company with a wide presence globally. Their products export to 120 countries, including the United States and Europe.

Summary 

monday.com Project Management Implementation 

A leading pharmaceutical company partnered with CloudCache Consulting to streamline its CRM, inventory, and administrative workflows using monday.com. The project involved setting up a unified system to manage contacts, sales, inventory with LOT/EXP tracking, and automating document processes like custom invoice numbering. Shopify and DHL integrations were configured for seamless order and delivery management. Gantt charts and dashboards enabled real-time project tracking across departments. The result was a 35% improvement in operational alignment and an 80% reduction in manual work.

Customer Challenges

Despite being an industry leader, the client was experiencing multiple challenges in coordinating their operations effectively:

• Fragmented Systems: CRM, ERP, and internal admin tasks were managed through separate platforms, causing workflow inefficiencies and limited team collaboration.
• Inventory Tracking Issues: The pharma industry requires accurate LOT and EXP tracking. Their existing system lacked this feature, risking compliance and operational efficiency.
• Manual Administrative Work: Generating sales orders, delivery notes, and invoice numbers required manual inputs, especially for maintaining their custom invoice format: RG-DDMMYY-001.
• Third-Party App Integration: The client needed to integrate with Shopify (for order syncing) and DHL (for shipping automation) but had no clear way to configure these modules within their existing tools.
• Lack of Visibility on Projects: Project progress tracking across departments was disorganized, with no unified view or proactive scheduling in place.

They required a powerful, flexible solution that could act as a central hub for contact management, sales workflows, inventory coordination, and admin automation—with the ability to scale and integrate external apps.

Solutions

We recommended monday.com as the ideal project management platform to bring all operations under one roof. With custom boards, automations, and app integrations, we helped the client implement a scalable and centralized system tailored to their unique business needs.

CRM Setup in monday.com 

We implemented monday.com’s boards to centralize and automate customer contact management, sales activities, and deal tracking. This included:

• Custom pipelines creation for tracking leads throughout various sales stages.
• Linked records to connect contacts with orders and communications.
• AI Automation rules  triggering for reminders, follow-ups, and deal closures.

Inventory Tracking with LOT and EXP Data 

Custom columns and dashboards were configured to handle:

• Batch-wise inventory tracking
• Expiration date alerts
• Automated reorder notifications

This ensured regulatory compliance and helped the production team manage resources effectively

Administrative Automation 

Using monday.com’s built-in automation and formula columns, we:

• Customized sales order and delivery note templates.
• Built a custom automation to generate the RG-DDMMYY-001 invoice number format dynamically, ensuring all invoices met compliance and internal standards.
• Minimized manual intervention for administrative documentation.

Third-Party Integration 

With the help of monday.com’s integration center, we configured:

• Shopify Integration: Automatically synced orders, customer data, and fulfillment updates from Shopify into relevant monday.com boards.
• DHL Integration: Streamlined shipping label creation, tracking updates, and delivery confirmations within the same workspace.

These integrations eliminated the need for juggling multiple platforms, ensuring smoother order-to-delivery cycles.

Project Tracking with Gantt Views 

We utilized monday.com’s Gantt charts and timeline views to manage cross-departmental production projects:

• Full visibility from vendor to customer: Every phase, dependency, and milestone was visualized and mapped.
• Historical data review: Our team analyzed previous production delays and configured risk alerts to prevent repeat issues.
• Live client updates: Project boards were shared with clients for full transparency.

Results 

With monday.com project management as the central platform, the client experienced a major transformation in operational efficiency and clarity:

• Operational Alignment Improved by 35%

Teams across departments now worked in sync, thanks to unified boards and shared dashboards.

• 80% Reduction in Manual Admin Work

Automations and template-based documents drastically reduced repetitive tasks.

• Real-Time Compliance Tracking

Inventory data with LOT/EXP tracking ensured that no expired batch ever left production unnoticed.

• Seamless Order Fulfillment

Shopify and DHL integrations eliminated data entry errors and improved customer satisfaction with timely deliveries.

• Faster Decision Making with Visual Reports

Gantt charts and dashboards empowered managers with insights to quickly resolve blockers and manage workloads.

Technology and Tools Used 

monday.com project management, shopify, dhl

Final Words 

This implementation shows how monday.com—when configured properly—can do more than manage tasks. By using monday.com as a CRM, ERP-lite solution, and admin tool, the client now enjoys a streamlined, integrated, and scalable digital workspace.

At CloudCache Consulting, we specialize in building custom solutions for companies across healthcare, manufacturing, education, and more. Whether it’s CRM, automation, or app integrations, our team brings the strategy and execution needed for success. You can check our customer reviews on Upwork.