Operations Systems
Internal tools that replace stock spreadsheets and order WhatsApp groups with a single operating view for sales, inventory, suppliers, and till reconciliation.
Typical first build
KES 200k - 500k
Timeline
5 - 9 weeks
Includes
Discovery, build, launch, and a 30-day post-launch window for adjustments.
Range covers most retail projects in this pillar. Final scope and price come out of a planning call.
Common use cases
When this becomes useful for Retail
Retail operations dashboard
A retailer whose stock, orders, suppliers, and reconciliation live across spreadsheets, WhatsApp groups, and a few notebooks.
Outcome
Owners and managers see what is pending, paid, low-stock, or stuck on one screen before customers complain.
Wholesale order and dispatch workflow
A distributor with B2B credit terms, dispatch runs, and returns currently tracked manually.
Outcome
Each order has owner, credit status, dispatch state, and return status visible from one operating view.
Multi-branch stock and transfers
A retailer with two or more outlets where stock moves between branches and nobody trusts the central count.
Outcome
Branch managers see live stock, request transfers, and reconcile counts without phone calls or paper requisitions.
Sound like your situation?
A 30-minute planning call gets you scope, timeline, and a budget range you can act on.
Problems we hear most often from Retail
If any of these sound familiar, this pillar is the right place to start.
Stock levels live in spreadsheets that are out of date by the time anyone trusts them
Orders, suppliers, and till reconciliation each have a different home and rarely agree
Owners cannot see live sales, low-stock alerts, or supplier credit without phoning a manager
Multi-branch stock transfers are tracked on paper, with shrinkage that nobody can fully explain
What is included
Capabilities for Retail
Stock control with low-stock alerts
Order workflow from intake to dispatch
Supplier and purchase-order tracking
Daily till and M-PESA reconciliation
Workflow example
How it changes for Retail
The useful question is not only what feature gets built - it is what changes in how customers, staff, payments, and records move through the business.
Before
Stock spreadsheets, supplier WhatsApp groups, and the till each tell a different story; reports trail reality by days.
Build
We model the stock, order, and reconciliation workflow, build the dashboard, and connect the till and M-PESA.
After
Owners see live sales, stock, and balances; managers act on alerts before customers complain.
Want a workflow mapped for your business?
We will sketch the before/build/after for your specific operation on the call.
Infrastructure inside this pillar
The rails we wire in when the workflow needs them
Good fit when
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The same process happens every week and currently depends on manual coordination.
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The team needs roles, approvals, records, dashboards, or audit trails.
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Management cannot see the real state of orders, jobs, fees, stock, or tasks quickly.
Not the best starting point when
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The process changes every few days and nobody owns the final workflow.
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A spreadsheet template would solve the problem for the next few months.
Example deliveries
What this looks like for Retail
Retail operations dashboard
Stock, orders, and supplier reconciliation with real-time visibility for managers and owners.
Scoping inputs
What makes planning faster
You do not need perfect documentation before a call. These are the practical details that help us recommend the right starting build and avoid unnecessary scope.
The current spreadsheet, form, WhatsApp flow, or paper process.
The main statuses a record moves through from start to finish.
User roles: who creates, reviews, approves, fulfils, and reports.
Reports or dashboards management needs every week or month.
Buyer questions
Questions that come up from Retail
Will this connect to our M-PESA paybill and till?
Yes. M-PESA confirmations post against orders and the till feed reconciles automatically; supplier payments are tracked alongside.
Can we run multi-branch stock and transfers?
Yes. Each branch has its own stock view; transfers, requisitions, and central reporting roll up to head office.
Do we need to retrain the whole team to use this?
No. We design the daily workflow around what the team already does, so adoption is hours, not weeks.
Where most retail operators start
Custom Systems first, then AI + Communication and Operations Systems
Most retailers start by giving customers a working mobile storefront with M-PESA so phone orders convert cleanly. Once volume justifies it, AI on WhatsApp removes the repeat questions and operations tools take stock and reconciliation off spreadsheets.
Industries we know best for this pillar
Built around how operators actually work
Ready to scope a operations systems project?
Where the team runs the business day to day. Tell us the bottleneck and we will point at the right scope, timeline, and budget range.
- Free 30-minute planning call
- Scope, timeline, and budget range
- WhatsApp, phone, or email available
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