One system replacing three spreadsheets
A wholesale provisions business in Accra was managing stock, customer orders, and invoicing across disconnected spreadsheets. We built a single inventory and sales management system that gave the owner a real-time view of the business.
1 day → 2 hrs
Monthly reconciliation time
Real-time
Stock visibility across all product lines
2 identified
Underperforming product lines found in first month
Delta Supplies was running three separate spreadsheets — one for stock levels, one for customer orders, and one for invoices — maintained by different members of staff with no live link between them. Stock-outs were only discovered when a customer called to ask where their order was. End-of-month reconciliation required a full day of cross-referencing.
The owner had no reliable way to know which product lines were profitable, which customers had outstanding balances, or what stock was actually available on any given day. Business decisions were being made on information that was always at least a day out of date.
We built an inventory and sales management system that centralised stock tracking, customer records, order management, and invoicing into a single platform. Stock levels update automatically when orders are confirmed. Invoices are generated from orders with one click, and outstanding customer balances are visible on a live dashboard.
The system was built as a browser-based application, accessible from the office desktop and the owner's phone. We ran two training sessions with the team and stayed available for questions through the first month of use.
System features delivered
- Real-time stock level tracking across product categories
- Customer records and order management
- Automated invoice generation from confirmed orders
- Outstanding balance tracking and payment recording
- Profit margin reporting by product line
- Low-stock alerts and reorder reminders
- Owner dashboard with live business summary
Within the first month, the owner identified two product lines that were high-volume but low-margin — something the old spreadsheet system had obscured. Stock-outs dropped because low-stock alerts now trigger before a product runs out rather than after a customer complains.
The end-of-month reconciliation that used to take a full working day now takes around two hours. Customer disputes over invoices have fallen because both the customer and the business are working from the same shared record.
“I used to spend the last week of every month trying to figure out what we actually made. Now I can see it on my phone. The stock alerts alone have saved us from running out of our best-selling lines three times since we went live.”
Owner
Delta Supplies, Accra
Facing a similar problem?
Book a free consultation and we will tell you honestly whether we can help.