Payment protectionDetails
- Revisions within the package are free.
- If you do not respond within 3 days of delivery, the work is accepted automatically.
The money is reserved when you pay and released only once you accept the work.
Example result
Process review: order-to-delivery at a custom furniture workshop
Current process map (order intake → production)
- Customer sends an inquiry via website form, phone or Instagram DM
- Owner (Dan) replies personally, often 1–3 days later
- Dan measures on site, sketches by hand, photographs the sketch
- Quote typed in a Word template, emailed as PDF
- Customer pays 50% deposit by bank transfer; Dan checks the bank app manually
- Sketch and notes handed to the shop lead on paper
- Shop lead orders wood by phone; adds job to the whiteboard
Bottlenecks and losses
| Problem | Where | Impact |
|---|---|---|
| All inquiries go through one person | Steps 1–2 | ~20% of inquiries never get a reply; slow first response |
| Paper handoff to the shop | Step 6 | 3 rework cases last quarter due to lost or misread dimensions |
| Deposit checked by hand | Step 5 | Jobs start late; once a job started without a deposit |
| Whiteboard is the only schedule | Step 7 | Delivery dates promised without seeing the load |
Improved process
- All channels lead to one shared inbox; office manager replies within 4 working hours with a booking link for measurement
- Measurements entered into a job card (shared spreadsheet or simple CRM): dimensions, wood, finish, photos
- Quote generated from a price sheet with standard options; Dan approves only non-standard items
- Office manager confirms the deposit and marks the job card "Ready for production"
- Shop lead takes jobs only from the "Ready" column; materials ordered from the card
- Delivery date given only after the job is placed on the shared schedule
Simple metrics to track
- First response time — target: under 4 working hours
- Inquiry → paid deposit conversion — current estimate 25%, target 35%
- Rework cases per month — target: 0–1
- On-time delivery — target: 90%
Step-by-step plan
- Week 1: set up a shared inbox and a job card template
- Week 2: build a price sheet with the 12 most common options
- Week 3: move the whiteboard to a shared schedule; train the shop lead
- Week 4: review the first 10 orders against the new metrics
Client: Oak & Pine Studio, a 9-person workshop making custom tables and shelving. Processes reviewed: order intake, production scheduling, delivery and installation.
The client and all details are made up.
About this service
Purchasing problems show up as stock-outs, rush orders at high prices, invoices nobody can match to a delivery, and suppliers who each get ordered from in a different way. We map the path from noticing a need to a paid supplier invoice: request, approval, choosing the supplier, the purchase order, delivery, receiving check and payment. You get clear request and approval rules, reorder triggers for regular items, a simple supplier routine and numbers such as order lead time and rush-order share.
What is included
- What you getA written review: purchasing steps with roles and approvals, a table of delays, stock-outs and mismatches, the improved process with reorder rules, metrics and a change plan.
- Request-to-pay mapNeed, approval, order, delivery, invoice
- Approval rulesWho approves what, by amount
- Reorder triggersWhen to reorder regular items
- Receiving and matchingOrder, delivery note and invoice agree
- Purchasing metricsLead time, rush orders, stock-outs
How it works
- 1BriefYou describe what and how you buy
- 2ReviewWe find the delays and mismatches
- 3PlanYou get the new rules and steps
What we need from you
What you buy and how often, who requests, approves and orders, how many suppliers you use, how deliveries are checked and invoices paid, what goes wrong, and screenshots of an order form or stock list.
We will ask you:
- What do you buy most often?
- Who can place an order, and who approves it?
- How many suppliers do you work with?
- What goes wrong most often?
Compare packages
| Packages | BasicOne purchasing flow$19 | StandardUp to 3 flows$39 | PremiumPurchasing and suppliers, 90-day plan$79 |
|---|---|---|---|
| Deadline | 1 day | 2 days | 4 days |
| Revisions | 1 | 2 | 3 |
| Processes | 1 | up to 3 | up to 6 |
| Metrics to track | up to 3 | up to 6 | up to 10 |
| Improvement plan | Step by step | Step by step | 90 days, week by week |
| Order Basic | Order Standard | Order Premium |
Payment protection
You pay when you order, but the money is released only for accepted work.
- Fixed priceThe package price does not change after you pay.
- The money is reservedWhen you pay, the amount is only reserved. It is released to the service once you accept the work.
- Checked before deliveryEvery result goes through a quality check before it reaches you, and you see it on the order page before accepting it.
- Free revisionsAsk for changes within your brief as many times as the package allows.
- Acceptance after 3 daysIf within 3 days of delivery you neither accept the work nor ask for changes, it is accepted automatically. If you write in the order chat after delivery, the order waits; once we answer, we may start the 3 days again and will say so in the chat.
- Redo or a full refundIf the result does not match your brief and the revisions did not fix it, or the work takes more than twice its deadline, write in the order chat: we will redo the work or refund the payment in full.
Questions and answers
Do you find cheaper suppliers?
No. We do not search the market or check prices; we improve how you work with the suppliers you choose.
Can you calculate reorder quantities?
We describe how to set reorder points. If you give usage and lead times in the brief, we add example figures for key items.
We are a small team. Is an approval process overkill?
Not necessarily. For small teams we keep it to one or two simple rules by amount.