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Template pack · General

General business

15
capabilities set up
6
accounts & items set up
4
roles, boards & fields set up
10
automation rules set up
Start with this pack

What it carries a record through

  1. 1Enquiry
  2. 2Quotation
  3. 3Order
  4. 4Delivery
  5. 5Invoice
  6. 6Payment
  7. 7Books

What your trade expects, and where it lives here

Built to the standard of the best systems in this trade

Selling

  • Sales pipeline

    Enquiries move across a board from New to Won, each with an owner, a value, follow-ups and a recorded reason when lost.

    CRM

  • Quote to order to invoice

    A quotation becomes a sales order, a delivery note and a tax invoice without re-typing a line.

    Sales

  • Recurring invoices

    Rent, retainers and subscriptions raise themselves on schedule.

    Sales

  • One customer record

    KRA PIN, credit limit, price list, payment terms, statement and every document in one place.

    CRM

Buying & stock

  • Requisition to payment

    Purchase request, purchase order with an approval threshold, goods received note, supplier bill and payment.

    Purchases

  • Stock tracking & valuation

    Warehouses, transfers, counts, reasoned adjustments, reorder points and a valuation report that agrees with the ledger.

    Inventory

Books

  • Double-entry ledger

    A Kenyan SME chart of accounts, journals, fiscal periods and statements that compute from posted lines.

    Finance

  • Bank & M-Pesa reconciliation

    Bank, cash and M-Pesa accounts reconciled line by line against their statements.

    Finance

  • Tax engine & return workings

    VAT classes A to E on every line, withholding tax and withholding VAT, and the VAT return worked out of the ledger.

    Finance

  • Expense claims

    Staff submit, a manager approves, finance pays — billable ones land on the project.

    Finance

  • Overdue reminders

    The day an invoice goes late the customer gets a WhatsApp or SMS and management gets a nudge.

    Automations

Work & people

  • Projects, time and costing

    Boards, tasks and timesheets, with invoiced against cost on every project.

    Projects

  • Helpdesk with SLAs

    Tickets with response and resolution targets by priority.

    Helpdesk

  • Kenyan payroll

    PAYE, NSSF, SHIF and the Housing Levy from dated rate tables, with payslips and the P9.

    HR & Payroll

  • Roles, custom fields, audit log

    Permission sets per role, your own fields on customers, products, leads and projects, and every change recorded.

    Settings

Before you log in

What is already there on day one

Enquiry pipeline6

  1. New
  2. Qualified
  3. Quotation sent
  4. Negotiation
  5. Won
  6. Lost

Catalogue structure3

  • Goods for resale
  • Consumables
  • Delivery & transport

Ledger accounts added to the Kenyan chart6

  • 1140M-Pesa Till / Paybill Clearing
  • 6610M-Pesa Transaction Charges
  • 6230Insurance
  • 6240Security & Cleaning
  • 6310Travel & Accommodation
  • 6320Meals & Entertainment

Roles, ready to hand out3

  • Sales repLeads, quotations and customers. No ledger, no payroll.
  • StorekeeperReceives, issues and counts stock and raises purchase requests. No ledger, no payroll.
  • AccountantThe books, bills, payments and reports — and approval of what is paid out.

On top of Owner, Administrator, Manager, Staff and Viewer.

Board: Company to-do

Everything the business owes itself this week — one list, one owner per line.

  • To do
  • Doing
  • Waiting on someone
  • Done

Columns: Owner · Due · Priority · Area · Notes

Automation rules10

  • Follow up a new enquiry within a dayOn
  • Confirm the order when a quote is acceptedOn
  • Chase quotations that go staleOn
  • Chase overdue invoices on WhatsAppReady
  • Tell the owner when money landsOn
  • Review every voided invoiceOn
  • Alert the owner when a PO needs approvalOn
  • Schedule the supplier paymentOn
  • Approve staff expense claimsOn
  • Send payslips and file PAYEOn

Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.

Units, price lists, stores, departments

Price lists
Wholesale · Staff

Wording on your documents

quotation
Prices are in Kenya Shillings and valid for 14 days from the date of this quotation. Goods remain the property of the seller until paid for in full.
invoice
Payment is due within the terms shown above. Pay by M-Pesa using the invoice number as the account, or by bank transfer. Please quote the invoice number on every payment.

A starting point — every word is editable under Settings → Print templates.

The numbers this trade runs on

Reports that are already wired

  • Aged debtors

    Open invoices bucketed by how many days late they are.

  • Gross margin %

    (Revenue − cost of goods sold) ÷ revenue, month by month.

  • Quotation win rate

    Quotations confirmed ÷ quotations sent.

  • Cash movement

    Money through cash, bank and M-Pesa, day by day.

  • VAT payable

    Output VAT − input VAT for the period, by tax code.

  • Stock value

    Quantity on hand × cost, per product and warehouse.

Start with the General business pack.

First month free · no card needed.

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