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At Goodahead, we handle every software development order with a consistent process: we clarify the problem, map the data, work together openly, and release the product only when everything checks out. In this article, we will explain what the customer process looks like, using the creation of a configurator as an example. We will outline each step, the management model that kept both teams in sync, and the data mapping task that proved to be the primary challenge of the project.
About the client
Our client is a digital-first interior brand based in Helsinki. They allow homeowners to give IKEA cabinet frames a custom Scandinavian finish. The company specializes in hand-sprayed doors, drawer fronts, side panels, and worktops that complement IKEA’s METOD kitchen and PAX wardrobe systems. Customers can design their bathrooms, sideboards, or wardrobes entirely online. They choose from a carefully selected color palette, various handle styles, and high-quality materials, such as solid oak or painted MDF.
The business model is “affordable bespoke.” They use IKEA carcasses to create furniture, which helps avoid costly carpentry work. Most parts are made to order at partner factories in Finland and shipped directly to customers throughout Northern and Central Europe.
E-commerce and social media have driven the company’s growth. A key factor in their success has been a strong online configurator and tight ERP integration. Using the configurator on the website, customers can design furniture that meets their needs. To create a new configurator, the client approached Goodahead.
Why Build a New Wardrobe Configurator?
A third-party vendor that once created a configurator for our client has shut down. Without any maintenance or security updates, the risk of sudden downtime increased. Manually quoting every wardrobe order became critical for an e-commerce-only brand. The team identified three strategic gaps that the old tool could no longer address:
- Self-service at scale. Customers wanted to experiment with frame type, color palette, and custom dimensions on their own. The old system displayed only a limited number of options and frequently required manual input. A new engine would allow shoppers to adjust nearly every variable, view the finished wardrobe in real-time, and add it directly to the cart.
- Instant error-free pricing. A closet built from IKEA frames includes many doors, side panels, and hardware. By rebuilding the entire rules engine and linking it directly to the SaaS-based ERP, Goodahead was able to create a complete bill of materials and final price before the order was placed. This avoided any need for adjustments later.
- Maintainability and speed. The use of a proprietary “black box” enabled the inclusion of changes, such as a new color, hinge, or knob, within a multi-week project. In the new setup, design assets from our client, along with a master table of frame-to-frame and component relationships, serve as the foundation for an open-source stack that our in-house team can expand in just hours.
In short, by replacing the outdated configurator, our client’s customers would gain full creative control and price accuracy. And the company would receive a new flexible platform that would be suitable for future growth.
Structuring the Workflow and Communication
To deliver a production-ready configurator under tight deadlines, Goodahead created a clear collaboration model that balanced speed with full client visibility.
Discovery and Documentation
The work began with a series of workshops to gather requirements, where Goodahead’s team collaborated with the client’s team. They mapped closet options, IKEA frame dependencies, and ERP data flows. The outcome was a functional specifications document and a master table that linked each PAX frame size to the corresponding doors, side panels, and hardware of our client. This information served as the essential source for both design iterations and the logic of the internal rules.
Transparent Task Management in Jira
All work items, from UX refinements to ERP API endpoints, were divided into epics and sprint tasks on a shared Jira board. Our client had access to the system at any time and could see:
- the current scope of work per sprint and its duration
- individual estimates and assigned implementers
- projected release dates and any discussions about scope changes.
Regular Feedback Loops
Weekly sprint demos over video let the client team review the latest build, point out UX issues, and confirm BOM accuracy. The team also addressed real-time questions between demos to make sure design or data decisions never lag for more than a few hours.
Dual-Track Testing Pipeline
Each custom script included acceptance criteria and test cases. Once Goodahead QA approved a ticket in the staging environment, the same build went to the client’s UAT server. There, the customer, who was well familiar with its product catalog, conducted a second round of reviews before marking the task “Done” in Jira.
Change Management and Risk Communication
When unexpected ERP issues or gaps in the rules system arose, the team logged them as new problems in Jira, reassessed the scope of work, and quickly updated the overall schedule. This early and clear communication approach helped maintain trust, even as the scope changed.
Creating Documentation
Since our client had been using the configurator for many years, there was no need to learn a new tool. Instead, Goodahead concentrated on building a knowledge base for future employees and support staff:
- Step-by-step guide. During development, engineers created documents that guided users through each screen of the new configurator. They explained why certain options appear, what rules they trigger, and what the interface should look like at every step.
- Logic Diagrams and Lookup Tables. The manual includes a customer-provided dimension logic diagram and a master cross-reference table that lists all part numbers, compatible frames, and required quantities.
- Self-service first. Because the configurator follows a workflow that users already know, the written guide is enough for quick implementation with no scheduled training sessions and no time wasted on support representatives. Familiar user interface templates paired with clear, searchable documentation enabled us to implement the project without a separate training phase. All future team members will be able to learn the tool and start working as soon as possible.
By combining an open, Jira-driven workflow with weekly demos, dual-track testing, and living documentation, Goodahead kept every stakeholder aligned despite changing requirements. The result was a fast-moving project that remained clear and addressed risks early.
From Spreadsheet Chaos to BOM Clarity: Building the Cross-Reference Engine
In the previous chapter, we described our process of working with a client in detail. Now we want to focus on the challenges that came up while handling the client’s request. We also want to share how Goodahead addressed these challenges.
The longest-running task in the project was creating cross-references between two very different groups of SKUs. One group included the IKEA frames (frames, hinges, drawer runners) that customers buy separately. The other group consisted of the fronts and accessories produced by our client that transform those frames into a premium closet.
Every frame height, door style, and internal hardware had to match exactly one-to-one. This was essential for the configurator to produce a complete, error-free bill of materials. We used two parallel data streams to achieve this goal:
- Customer-side ERP system. Our customer’s team first had to enter hundreds of new product records, including sizes, colors, and kitting rules, into their SaaS ERP.
- Configurator lookup tables. Goodahead engineers worked together to map the same information into the new tool. They linked each IKEA SKU to the customer’s corresponding component and quantity. Any mismatch, like an outdated part number or a missing size variant, could disrupt price calculations or leave customers without a set of hinges.
Regular data audits, synchronization scripts, and ongoing checks turned what seemed like a routine task into the most time-consuming part of the project. However, in the end, they ensured that the data in the configurator and ERP system now fully match.
Conclusion
The new configurator helps our clients’ sales growth, ensures correct pricing between BOM and ERP, and gives the in-house team complete control over future product updates. These goals come from a clear workflow and careful data checks. To discuss a similar structured setup for your product configuration project, contact Goodahead.