Inventory and reordering
One stock list kept current from the tools you already use, with a draft purchase order for each supplier when items run low.
Free process analysis, with your solution design within 2 business days.
From the last box used to the next delivery.
- 1
Sales and the items your team logs update the count.
Sales come in from Square, Shopify, Lightspeed or Toast where each one lets outside apps connect. Your team logs deliveries, counts and items used on a phone. Each place you keep stock shows on its own, with the total beside it.
- 2
Each item is checked against your rules.
You set the reorder point, how much to restock, pack sizes and how long each supplier takes. Recent use gives an estimate of when each item runs out, and you get an email when one crosses its rule.
- 3
Reorders become a draft for each supplier.
Items are grouped by supplier and rounded to pack sizes and minimums. Each draft comes in the format that supplier takes, such as an email, a PDF or a CSV file, or as a purchase order in QuickBooks Online or Lightspeed. Each draft waits for your approval.
- 4
You approve, and the delivery is checked in.
The order goes out from your own email, so the supplier replies to you. When it arrives, your team ticks it off on a phone. Counts update where your POS or books allow it, and anything still owed stays on the order.
What changes for you.
You know what's on hand.
Each location and the total update as sales come in and your team logs deliveries and use.
You see what runs out first.
The items closest to running out sit at the top, and an email comes when one crosses its rule.
Orders start already written.
Each supplier's draft comes in the format they take, rounded to their pack sizes and minimums.
You decide what gets ordered.
Drafts wait for your approval and go out from your own email. After the first month you can let a supplier's orders send on their own, up to a limit you set.
How we build yours.
- Explain.
Tell us how you count stock and place orders today, by voice or text.
- Map.
We map where each count lives, who supplies each item and how each supplier takes orders.
- Design.
We design the stock list, your reorder rules, the purchase order for each supplier and the phone screens your team uses.
- Build.
Approve the design, and we build it, connected to your POS, online store, books or spreadsheet where they allow it.
Questions.
Doesn't my POS or accounting software already do this?
Often, yes. Many POS, online store and accounting apps have low-stock alerts, reorder points and purchase orders, and if yours covers what you need, your solution design says to turn it on. We build when your stock sits in more than one system or location, or when it's ingredients, parts or supplies used on jobs. We also build when your software can't make purchase orders the way your suppliers take them, or when you want an estimate of when each item runs out.
Can it track supplies we use but don't sell?
Yes. Your team logs what's used on a job, in the kitchen or in a treatment room by searching for the item on a phone. If a menu item or a type of job always uses set amounts of several items, one sale or one logged job takes all of them off the count. Controlled substances and food traceability records stay outside it.
Will it place orders on its own?
Not unless you say so. By default every purchase order waits for your approval and goes out from your own email, so suppliers reply to you. After the first month you can let a supplier's orders go out on their own, up to a spending limit you set. For suppliers that only take orders on their own website, we draft the order and you place it.
Which systems does it connect to?
Square, Shopify, Lightspeed, QuickBooks Online and Toast, plus a Google Sheet or an Excel file kept in OneDrive or SharePoint, where each one lets outside apps connect. QuickBooks Online tracks stock only on its Plus and Advanced plans. Toast restaurants buy Toast's Standard API access so we can read sales and stock. That access only reads, so counts in Toast itself don't change, and your solution design tells you if your plan or access needs a change.
What do I need to have?
Admin access to each system that holds your stock or sales, your item list with current counts, and your locations. If your counts are out of date, your team does a full count before it goes live. For each supplier, we need how they take orders, their minimums, pack sizes and usual delivery time, plus who approves orders and who gets alerts. If we update counts in your books, your bookkeeper agrees how first.
Where is my data kept?
Your information is kept in a database set up only for your business, never shared with another client's.
What does inventory and reordering cost?
The process analysis and the solution design are free. Your solution design includes a fixed price for the build, and nothing starts until you decide to go ahead. Hosting and email alerts are covered by a monthly plan sized to your business, and optional support is separate. Your POS, online store and accounting subscriptions stay yours.
Get a free solution design for one process.
Tell us how you track stock and reorder today, and get your solution design within 2 business days.
Start free