How to run the business on this app

Step 1

Get into the office screens

Where: Type /admin after the website address, e.g. yoursite.com/admin

Everything to do with running the business sits behind a PIN. The public website (Home, Wholesale, Journal, Contact) needs no login — customers use that.

1. 1Open /admin in your browser. You will see a PIN screen.
2. 2Type the office PIN and press Enter. You stay logged in on that device until you press Log Out (top right).
3. 3You land on the Dashboard tab. Along the top you have Dashboard, Orders, Delivery, Supplies and Promotion. Above those, smaller buttons: Customers, Analytics, Catalogue, Videos, Xero and Ordermentum.
4. 4Bookmark /admin on the office computer and /van on the drivers' phones.

• • Every office screen is hidden from Google, so it is safe to bookmark.
• • If you are ever unsure, press Dashboard to get back to the start.

Step 2

Set up your customers

Where: Admin → Customers (small button, top right)

Orders, routes and invoices all hang off the customer record, so this comes first. Each venue needs a business name and a full street address.

1. 1Press Customers.
2. 2Press Add customer, fill in business name, street address, suburb, state, postcode, phone and email, then press Save.
3. 3To load many at once, press Import CSV and choose your spreadsheet.
4. 4Press Geocode to put every customer on the map — this is what the route planner uses. Anything that fails shows in red so you can fix the address and press Geocode again.
5. 5Use the type filter (cafe, hotel, restaurant…) to find a venue quickly, and the pencil icon on a row to edit it.

• • A customer with no map pin cannot be routed — always finish with Geocode.

Step 3

Set up what you sell and what it costs

Where: Admin → Catalogue, and Admin → Xero → Inventory

The website Catalogue is what customers see. The Xero inventory list is what orders and invoices are priced from, using the Xero item codes.

1. 1Press Catalogue to manage the products shown on the website: press Add item, give it a name, description, price and photo, then Save. Drag items to change the order they appear in.
2. 2Press Xero, then the Inventory tab, to load or review the item codes and selling prices used on invoices.
3. 3On the inventory list you can add a photo and a polished description to each item — these appear on printed price catalogues.
4. 4For a venue on special rates, press Custom Pricing, choose the customer, set their prices (or apply an across-the-board discount) and Save. Their invoices then use those prices automatically.
5. 5Press Export catalogue to produce a branded PDF price list for that customer.

Step 4

Take and manage orders

Where: Admin → Orders

Orders arrive five ways: standing (repeat) orders, phone and text, the QR order page, email, and Ordermentum. They all end up in one place.

1. 1Press Orders → Open Orders. The All tab shows everything still to be delivered, newest first.
2. 2Standing Orders: press that tab, then Add standing order, choose the customer, then set what they get on each weekday. Those orders appear automatically on the right days.
3. 3Phone & text orders: press Phone & Text Orders, then New phone order. Search the customer, add items and quantities, set the delivery date, and Save. If the customer texted their order, paste the message and the app reads it into an order for you to check.
4. 4QR orders: customers scan the QR code and order themselves in their own language. They land under QR Orders.
5. 5Email orders: the inbox is checked automatically every 30 minutes. Press Check inbox now if you cannot wait.
6. 6Ordermentum: orders sync in on their own once set up under the Ordermentum button.
7. 7Change an order's status with the dropdown on its row. Delivered and Cancelled orders move to their own tabs.
8. 8Press Ingredients to see everything that has to be baked for the day's orders, and print the bakery sheet.

• • Press Refresh if you are expecting an order that has just come in.
• • Download CSV gives you the order list for your own records.

Step 5

Plan tomorrow's runs

Where: Admin → Delivery → Routes tab

Routes are planned the day before. The planner only shows today onwards — past days move to history on their own.

1. 1Press Delivery. You start on the Routes tab with tomorrow's date already chosen.
2. 2Set Deliveries start at (e.g. 06:00) and Time at each delivery, then the sliders: vans available, maximum stops per van and maximum distance per run.
3. 3If a venue must be delivered by a certain time, add it once under Deliver-by times — it is remembered for every future run.
4. 4Press Optimise routes. You get the number of vans needed, total kilometres, a map of each run and a card per van with arrival times.
5. 5If any stop says it could not be located, press Locate these stops in the panel above the map, or fix the address under Customers.
6. 6Press Publish to vans to send the run sheets to the drivers' phones. Press Export run sheets (PDF) if you want them on paper.
7. 7Press Vans to add or edit your vans and their registration numbers first — publishing needs at least one van.

• • Re-running Optimise routes replaces the saved plan for that date.
• • Delete routes clears the plan and run sheets for that date if you want to start again.

Step 6

Pack, invoice and send to Xero

Where: Admin → Delivery → Invoices tab

One invoice per customer per delivery day, in the order the van visits them, so packing and delivery follow the same sequence.

1. 1Press Delivery, then the Invoices tab (drafts are also built automatically overnight).
2. 2Press Build draft invoices for the date if they are not there yet.
3. 3As packing happens, open an invoice row and adjust any quantity that could not be filled, add a shortage note if needed, and press Confirm. The total updates to what was actually packed.
4. 4Press Print invoices to build the PDFs on the server. A progress bar shows how many are done — you can switch tabs and come back.
5. 5When it finishes, press Download to get the whole day in one file, in van and stop order, or reprint a single invoice from its row.
6. 6Press Push to Xero to send the confirmed invoices straight into Xero. Anything already pushed is marked so it cannot go twice.
7. 7Set your Xero organisation, invoice prefix, numbering, payment terms, account code and tax type once under Admin → Xero → Settings.
8. 8If an invoice changed after printing, its row warns you — press reprint on that row.

Step 7

Drivers: doing the run

Where: /van on the driver's phone

Drivers do not need the office screens — one page shows their stops in order.

1. 1Open /van on the phone and choose the van.
2. 2The stops appear in delivery order with the customer, address, items and arrival time.
3. 3Press the address to open it in maps and drive there.
4. 4At the stop, press Delivered, take a photo as proof if asked, and move to the next stop.
5. 5When the run is finished, every order for that day is marked delivered and moves to the office history automatically.

• • Completed deliveries show under Delivery → Deliveries and Orders → Delivered.

Step 8

Ingredients, stocktake and ordering supplies

Where: Admin → Supplies, plus /stocktake and /receiving

The app works out what you need to buy from your recipes and expected sales, then checks it against what is actually in the store.

1. 1Press Supplies. Use the Supply list panel to add each ingredient with its unit, pack size, supplier, cost and minimum level to keep on hand.
2. 2Open Recipes and set, for each product, how many pieces one batch makes and the ingredients it uses. Press Generate recipes to have the app draft them for you, then check and Save.
3. 3Open Weekly plan, enter or forecast expected sales for the week, and press Calculate. You get exactly what to order, how many packs and the cost, per supplier.
4. 4Press Download order (PDF) to send to your suppliers.
5. 5For counting stock, open /stocktake on a phone: speak the count, photograph the shelf, or type it in, review what was read, then press Apply. On-hand figures update and are used by the next weekly plan.
6. 6When goods arrive, open /receiving, tick off what came in, note anything short, and Save.
7. 7Use Suppliers to keep contacts and order days, and Find suppliers to have the app look up Melbourne suppliers and prices for an item.
8. 8Open Profit to see the margin percentage on each product.

Step 9

Win new venues

Where: Admin → Promotion

Find nearby venues, drop a flyer, and let them order or ask for samples by scanning it.

1. 1Press Promotion, then Find prospects to have the app suggest venues near your existing customers. They are saved with a reason and a status.
2. 2Open the Flyer panel. Choose a layout, pick your photographs, write the headline (or add a few points and let AI write it), choose the offer, and edit Raf's story.
3. 3Optionally choose a prospect so the flyer and its QR code are personalised to that venue.
4. 4Press Update flyer with new text to see it in the preview, then Download flyer PDF and print it.
5. 5Drivers leave flyers at venues. When a venue scans the code they land on a page where they can order, request samples or ask for a call back.
6. 6Those enquiries appear under Promotion → Prospects, where you can mark them called, won or lost.

Step 10

The public website and reporting

Where: Admin → Videos, Analytics, and the Journal on the website

The customer-facing site runs itself, with a few things you control.

1. 1Press Videos to upload hero and craft videos and choose which one plays on the home page.
2. 2Journal articles are written and translated automatically each day and appear at /journal.
3. 3Press Analytics for orders and revenue over time, best-selling products and busiest days.
4. 4Inside Analytics, the web section shows visitors, where they came from, which pages they read and what they clicked.
5. 5The chat bubble on the website answers customer questions in their own language, using your products, prices and delivery details.

Step 11

A normal day, in order

Where: Everything above, in the order you will actually use it

1. 1Morning: check Orders → Open Orders for anything new, and Orders → Ingredients for what to bake.
2. 2During the day: take phone and text orders as they come in.
3. 3Bakery/packing: Delivery → Invoices, confirm packed quantities, print the invoices in van order.
4. 4Afternoon: Delivery → Routes, plan tomorrow, then Publish to vans.
5. 5Next morning: drivers work from /van and mark each stop delivered.
6. 6Weekly: Supplies → Weekly plan to order ingredients, and /stocktake before you order.
7. 7Ongoing: Promotion for flyers and new venues, Xero push for the paperwork.