Skip to content

Common Workflows

Step-by-step walkthroughs for everyday business tasks

Back to Documentation

Manual steps or guided wizards for 10 common tasks

This page covers ten everyday workflows — purchasing supplies, replenishing low stock, performing a stocktake, creating a recipe, running production, recording a sale, setting up a new product, pricing products, transferring inventory between locations, and end-of-period review. Each card lists the manual click-path through the app, and each also links to a guided wizard that handles forms, validation, and data entry for you:

  • Manual: Follow the written steps below to navigate the app yourself. Best when you're already familiar with the process and want full control.
  • Guided Workflow: Use our interactive Workflows feature for a step-by-step wizard that walks you through each task with forms, validation, and automatic data entry. Look for the "Prefer a guided wizard?" box on each card.

Purchasing & Inventory

Purchasing Supplies

Record a purchase from a vendor and update your inventory levels.

  1. 1. Navigate to Purchases and create a new transaction
  2. 2. Select or add the vendor you purchased from
  3. 3. Add line items with quantities, costs, and units
  4. 4. Choose a payment method and save the purchase
  5. 5. Inventory quantities are automatically updated
Do it manually
Prefer a guided wizard?5-10 min

Build and record a purchase order from a selected vendor — items, quantities, costs, shipping, and payment method in one guided flow.

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.

Use the Vendor Purchase workflow

Replenishing Low Stock

Review items running low and restock them before you run out.

  1. 1. Navigate to Restock Planning to see items at or below their replenish point
  2. 2. Compare current quantity against the replenish threshold for each item
  3. 3. Decide how much of each item to reorder
  4. 4. Record a purchase from the vendor to restock
Do it manually
Prefer a guided wizard?5-15 min

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

Result: Purchase orders or purchase suggestions for selected items.

Use the Inventory Replenish workflow

Performing a Stocktake

Count your physical inventory and reconcile it with your records.

  1. 1. Navigate to Stocktakes and start a new count
  2. 2. Select the location to count
  3. 3. Enter actual quantities for each item
  4. 4. Review the variances between expected and actual
  5. 5. Confirm the stocktake to update inventory levels
Do it manually
Prefer a guided wizard?10-30 min

Step-by-step physical inventory count with automatic variance detection — use "Mark All as Matching" for quick entry.

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

Use the Guided Stocktake workflow

Production & Recipes

Creating a Recipe

Define the ingredients, steps, and equipment needed to make a product.

  1. 1. Navigate to Recipes and create a new recipe
  2. 2. Add your ingredients with quantities and units
  3. 3. Define step-by-step instructions with optional durations
  4. 4. Specify any equipment needed
  5. 5. Save to calculate your production costs automatically
Do it manually
Prefer a guided wizard?10-20 min

Create or review a recipe, add ingredients with current costs, set a target selling price, and see the calculated margin.

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

Use the Recipe Costing workflow

Running Production

Record a production run that consumes ingredients and produces finished goods.

  1. 1. Navigate to Production Runs and start a new run
  2. 2. Select the recipe you want to produce
  3. 3. Set the batch size and any lot/batch tracking info
  4. 4. Confirm the run to deduct ingredients from inventory
  5. 5. Finished goods are added to your stock automatically
Do it manually
Prefer a guided wizard?10-30 min

Execute a production batch from a recipe with ingredient stock verification, batch scaling, equipment usage, and output recording.

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

Use the Production Run workflow

Sales & Delivery

Recording a Sale

Log a sale to a customer and track revenue and inventory changes.

  1. 1. Navigate to Sales and create a new transaction
  2. 2. Select or add the customer
  3. 3. Add the products sold with quantities and prices
  4. 4. Choose the payment method and confirm
  5. 5. Revenue is tracked and inventory is deducted
Do it manually
Prefer a guided wizard?5-10 min

Record a customer sale in a guided flow — the customer's default pricing tier is auto-applied and prices are overridable.

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

Use the Record Sale workflow

Setting Up a New Product

Create a new sellable product with pricing and optional variants.

  1. 1. Navigate to Products and create a new item
  2. 2. Enter the name, pick a unit of measure, and set a selling price
  3. 3. Add variants for size, color, or scent options if needed
  4. 4. Optionally link a recipe for automatic cost tracking
  5. 5. Save — the product is ready to use in sales
Do it manually
Prefer a guided wizard?5-10 min

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

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

Use the New Product Setup workflow

Pricing Your Products

Use cost data to set profitable prices across your product line.

  1. 1. Review your cost of goods on the product detail page
  2. 2. Set up pricing tiers in Settings for wholesale/retail
  3. 3. Generate a Price List report for your catalog
  4. 4. Adjust prices as ingredient costs change
Do it manually
Prefer a guided wizard?10-20 min

Review prices, costs, and margins for every product in one table, spot items below your target margin, and batch-update prices.

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

Use the Price Review workflow

Period Management

Inventory Transfers

Move stock between your business locations.

  1. 1. Navigate to Transfers and create a new transfer
  2. 2. Select the source and destination locations
  3. 3. Add items and quantities to move
  4. 4. Confirm the transfer to update both locations
Do it manually
Prefer a guided wizard?5-10 min

Move inventory between locations with guided source/destination selection, item browsing, and a confirmation summary.

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

Use the Inventory Transfer workflow

End-of-Period Review

Run reports and reconcile your records at the end of a period.

  1. 1. Perform a stocktake to verify physical inventory
  2. 2. Review the Income Statement for the period
  3. 3. Check the Profit & Loss report for overall performance
  4. 4. Export data for your accountant if needed
Do it manually
Prefer a guided wizard?15-30 min

Review sales totals, reconcile inventory, check outstanding transactions, and generate period reports for a chosen date range.

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

Use the End of Period Closeout workflow

Tips

  • You can exit a guided workflow at any step without losing progress — your entries are preserved until you navigate away
  • Each guided 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