Case Study: Joe & the Juice

When Joe & the Juice in Iceland needed a faster, smarter way to manage incoming orders from emails and website forms, they partnered with GRID to create an improved workflow to make their operations more efficient. Before their new workflow, they were processing each order manually - which was taking up to 20 minutes for each order. Today, the team is saving around 6 hours per week by using the GRID API and ChatGPT to process their incoming orders. Let’s take a look at how they did it.

Before GRID

Before the new workflow was implemented, orders were handled through a manual process. Customers either sent emails or filled out a simple web form. All order details then had to be manually retrieved and entered into a spreadsheet, and employees needed to prepare a separate summary for each location of Joe & the Juice. This created significant risk for input errors, quantity mismatches, and delays in the flow of information. Key details were often missing, or customers would order items that were unavailable, requiring staff to manually review, explain, and correct the orders. On average, processing each order took 15 to 20 minutes — and sometimes even longer if the information was incomplete or inaccurate. Improving the workflow wasn’t just about saving time; it was about ensuring customers received reliable, up-to-standard service.

The improved workflow

Today, the process is far more automated and efficient, with built-in ingredient calculations added to each order — ensuring that every Joe & the Juice location’s kitchen has exactly what it needs to deliver the orders. The workflow is a combination of a custom GPT, an Excel file and website calculators built with Calculator Studio. 

In the website form, the customers can fill in the information of their order. The form submissions are sent to Joe & the Juice in an email as a PDF, and some orders are sent directly to their email (not through the form). The team has created a custom GPT that can quickly extract the information from both the PDFs and the emails, and insert the information into an Excel spreadsheet that’s connected to the GPT via the GRID API. Already, the team has saved a great deal of time in eliminating the need to manually type in this information in Excel. 

The custom GPT generates a link to Calculator Studio, where the employee that’s processing the order sends a confirmation email to the customer, as well as a confirmation email to the relevant Joe & the Juice location. By having an Excel spreadsheet as the backend for this process, we’ve made it possible to also add the quantity of ingredients needed for each order, ensuring that the kitchen can deliver the order on time. 

The new workflow serves the sales team, the kitchen, and the accounting department. The kitchen now receives precise ingredient quantities based on orders — something that wasn’t possible before.

Today, Finn Axel Hansen, the COO of Joe & the Juice uses the new workflow and processes all incoming orders. He initially took on this task to perfect the process and ensure the workflow worked as intended before handing it over to the customer service team. However, there are no set plans for them to take over later since the workflow has become so efficient and low-effort, because he's fully able to manage it himself without it impacting his other responsibilities.

The impact of the AI and spreadsheet-powered workflow

When asked about the impact of their new workflow, Finn said:

The time savings have been remarkable. The team now saves around 15 to 20 minutes per order. With an average of 20 orders per week, this translates to approximately 5 to 6.5 hours saved each week in manual order-related tasks. The system also significantly reduces errors by ensuring that all products are included and quantities are calculated accurately.

Another improvement Finn mentioned is that orders are now presented in a standardized, accessible format, creating clear communication across all parts of the process — whether it’s the sales team, the kitchen, or accounting. In addition, overall visibility into orders has improved greatly, making it easy to see clear summaries at a glance. The automatic calculations of ingredient quantities also improves organization and reduces waste significantly.

From idea to measurable value

For the GRID team, this collaboration has been both rewarding and inspiring. Together, we worked closely with Joe & the Juice to design a solution tailored to their needs — a process marked by professionalism, creativity, and shared commitment. Finn shared with us: 

In a short time, we developed a user-friendly and powerful system that significantly improves our daily operations. The collaboration with GRID has been both professional and enjoyable. The team was quick to respond, highly solution-focused, and provided clear, actionable suggestions throughout.

Seeing the project evolve — from an initial idea to a fully operational system with real, measurable impact — has been a true highlight for us at GRID, and we look forward to building on this success together.