28d • Business & Strategy 🧠
My Friend's Growing Business Had No Idea What They Were Ordering 💥
Friend's craft supply business grew faster than her systems. Started as Etsy side hustle. Now has 3 employees and real overhead.
Purchase orders going out constantly. Nobody tracking totals. End of month: where did all the money go?
THE GROWTH PAIN
She'd approve orders via text message. Employee texts "need to order more resin, $200?" She texts back "ok." Done.
No record of what was actually ordered. No tracking of running totals. No visibility into spending by category.
Quarterly tax time she'd dump bank statements trying to categorize everything. Nightmare.
Then an employee ordered $1,400 of specialty paper that sat unused for 8 months. Nobody remembered approving it. Text was buried in a thread somewhere.
THE ORDER TRACKER I HELPED BUILD
Purchase order requests go through a form. Workflow extracts vendor, items, quantities, prices, total, delivery date needed.
Logs everything to a running tracker. Shows spending by category, by vendor, by month. Running totals always visible.
Urgency calculated based on delivery timeline. Orders needed soon get flagged.
Built simple approval thresholds. Under $200 employees can proceed. $200-$500 needs her quick approval via notification. Over $500 she reviews with context.
Automatic approval creates the record. No more lost text messages.
THE BUSINESS CLARITY
Before: Text message approvals, no spending visibility, surprise expenses, tax season nightmare.
After: Every order tracked, spending visible, approval trail documented, accountant actually happy.
That $1,400 paper situation can't happen anymore. She'd see running totals before approving anything large.
She still does some approvals via text out of habit. Working on breaking that. But at least the system catches most things now.
What spending is invisible in businesses you work with?
1
0 comments
My Friend's Growing Business Had No Idea What They Were Ordering 💥
powered by
skool.com/ai-first-client-formula-8589
From zero to first $1k/month with AI automation in 30 days. Get the exact formula + templates that landed 100+ their first client.
Suggested communities
Powered by