Workflows Guide

Step-by-step guided processes for common business tasks

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Overview

Workflows are guided step-by-step processes that walk you through complex tasks. Instead of navigating between multiple pages, a workflow keeps everything in one place with a clear sequence of steps. Each workflow creates the appropriate records (inventory items, transactions, etc.) when you complete it.

Access workflows from the Workflows page in the sidebar, or from the Workflows widget on your dashboard.

Inventory Workflows

New Product Setup

5-10 min

Create a new product from scratch with pricing, variants, and an optional recipe link.

Steps:

  1. Enter basic info: name, category (product, finished good, or service), and unit type
  2. Set pricing: base cost and selling price with margin calculation
  3. Add variants: create SKU variations with optional price overrides
  4. Link a recipe (optional): connect to a production recipe for cost tracking
  5. Review and create the product

Result: A new inventory item ready to be used in sales transactions.

Inventory Replenish

5-15 min

Review low-stock items, compare against replenish points, and generate purchase suggestions.

Steps:

  1. View all items currently at or below their replenish point
  2. See current quantity vs replenish threshold for each item
  3. Review replenish quantity recommendations
  4. Select items to replenish and confirm quantities

Result: Purchase orders or purchase suggestions for selected items.

Inventory Transfer

5-10 min

Move inventory between locations with a guided selection and confirmation process.

Steps:

  1. Select source location (where items are now) and destination location (where they are going)
  2. Browse inventory at the source location and select items to transfer
  3. Enter quantities for each selected item
  4. Review the transfer summary and confirm

Result: A completed transfer transaction that moves inventory between locations.

Guided Stocktake

10-30 min

Step-by-step physical inventory count with automatic variance detection and adjustment.

Steps:

  1. Setup: select the location and optionally filter by category or bin location
  2. Count: enter the physical quantity for each item (use "Mark All as Matching" for quick entry)
  3. Review: see variances between system and physical counts, highlighted by color
  4. Confirm and submit: creates an adjustment transaction to reconcile differences

Result: A stocktake transaction that automatically adjusts inventory quantities to match physical counts.

Production Workflows

Recipe Costing

10-20 min

Create or review a recipe, add ingredients with current costs, and calculate target margins.

Steps:

  1. Enter recipe details: name, yield quantity, and unit
  2. Add ingredients: search inventory, set quantities, see current costs per ingredient
  3. View auto-calculated total ingredient cost
  4. Set a target selling price
  5. See the calculated profit margin percentage and cost per unit

Result: A costed recipe showing total ingredient cost, target price, and profit margin.

Production Run

10-30 min

Execute a production batch from a recipe with ingredient verification and output recording.

Steps:

  1. Select the recipe to produce
  2. Verify all ingredients are in stock (warnings shown for insufficient quantities)
  3. Set batch size and scale factor (multiplier for recipe quantities)
  4. Log equipment usage hours (optional)
  5. Record output quantity and any quality notes
  6. Confirm and create the production transaction

Result: A completed production run that deducts ingredients and adds finished goods to inventory.

Sales & Delivery Workflows

Vendor Purchase

5-10 min

Build and record a purchase order from a selected vendor.

Steps:

  1. Select a vendor from your vendor list
  2. Add items: search your inventory and select items to purchase
  3. Enter quantities and unit costs for each item
  4. Add shipping costs, fees, and select payment method
  5. Review the order summary and confirm

Result: A purchase transaction (pending status) that can be completed when goods are received. Generate a purchase order PDF from the transaction to send to your vendor.

Record Sale

5-10 min

Record a customer sale with products, pricing, and payment in a guided flow.

Steps:

  1. Select a customer (their default pricing tier is auto-applied)
  2. Add products: search and select items from inventory
  3. Set prices (auto-filled from retail or tier pricing, overridable)
  4. Apply discounts if needed
  5. Select payment method (cash, card, etc.)
  6. Confirm and create the sale

Result: A completed sale transaction that deducts inventory and records revenue.

Price Review

10-20 min

Review product pricing, compare margins against targets, and batch-update prices.

Steps:

  1. View all products with current prices, costs, and margins in a table
  2. Compare actual margin vs target margin for each product
  3. Identify items below your target margin (highlighted)
  4. Select items and apply price adjustments (fixed amount or percentage)
  5. Preview new prices before confirming changes

Result: Updated product prices across your catalog with margin targets met.

Finance Workflows

End of Period Closeout

15-30 min

Review sales, reconcile inventory, check outstanding items, and generate period reports.

Steps:

  1. Select the period to close (start and end dates)
  2. Review sales totals, top products, and top customers for the period
  3. Reconcile inventory: run a stocktake or review existing stocktake results
  4. Check outstanding transactions that are still pending or in progress
  5. Generate period reports (P&L, Income Statement, etc.) via direct links

Result: A comprehensive period review with all outstanding items identified and reports generated.

Tips

  • You can exit a workflow at any step without losing progress — your entries are preserved until you navigate away
  • Each workflow shows a progress indicator at the top so you know which step you're on
  • Use the Back button within a workflow to revisit and edit previous steps
  • The Workflows dashboard widget provides one-click access to all available workflows
  • Some transaction pages (like Stocktake) have a direct link to their corresponding guided workflow