A project per shop, a project for the warehouse
Each shop has its own analytics and so does the warehouse. The combined picture assembles on top and shows every wallet in the chain side by side, with no spreadsheets merged by hand.
Use case: mid-sized business
Three shops, a warehouse and one honest answer about profit
While there is one shop, everything rests on the owner. Once there are several, a layer of spreadsheets, managers and email appears, and the truth about the money reaches the owner a month late. Finance Flow 365 removes the layer: each location has its own picture, the owner has the combined one, and both are live.
Start freeWhere a chain loses control
Every location behaves like a separate wallet. Managers report however suits them: one in a spreadsheet, one in notes, one in messages. By the tenth the owner receives last month’s picture, and it is about nothing anymore. Decisions get made on data that expired while it was being collected.
Supplier terms turn into a profession of their own. One gives thirty days, another sixty, a third works to a per-item schedule. The payment calendar lives in the finance person’s head and partly in their inbox. When that person takes a holiday, the calendar goes on holiday too.
The most expensive question is simple: which location makes money? Total revenue grows, profit stands still, and it is impossible to tell which shop drags the others down while their money sits in one pot.
The warehouse complicates the count further. Money leaves for stock long before it returns as sales, so at the moment the supplier is paid the chain looks unprofitable, when in fact the goods are simply waiting for their season.
And there is a question small businesses never face and mid-sized ones always do: where the company’s financial data physically sits. The owner hears it from their own security people, and “in the vendor’s cloud” rarely satisfies them.
Viktor’s story
Viktor is 44. Three homeware shops, a small warehouse of his own, about twenty people on payroll. He started with one location twelve years ago.
He did not meet Finance Flow 365 at work. For two years he ran his personal money and the family budget in it, and got used to one simple thing: the “due in 7 days” cut answers the main question of the week faster than any report. The idea of applying the same trick to the chain came from there.
He started carefully, with one shop: a project, flows, a manager with access to that shop only. A month later he added the other two and the warehouse. Purchasing became the warehouse project, sales stayed with the locations, and combined analytics showed all four wallets side by side for the first time.
The first discovery hurt. The location Viktor considered his flagship produced half the chain’s revenue and nearly all of its rent. The quiet second one earned more profit on half the turnover. For twelve years he had believed the opposite.
Then they hit security. Financial data for the whole chain in a shared cloud satisfied neither Viktor nor his security officer. They wrote to support, talked it through, and arranged for the service to run on the company’s own servers as a separate installation. It is not a button in the interface but a separate conversation, and it turned out to be possible.
The payment calendar moved out of the finance person’s head and into the projects. Now both she and Viktor can see the terms, and a holiday no longer removes from the company the knowledge of who gets paid on Thursday.
A composite story; details changed.
What Finance Flow 365 does here
A manager sees their own shop
Permissions are granted per project: a manager works with their own shop and cannot see the one next door. Invitations travel as a link, and withdrawing access is just as simple.
A payment calendar for supplier terms
Every term is a record with an amount, a due date and a remaining balance. The time axis shows where payments collide, weeks before they do. Reminders arrive in advance.
Every entry has an author
You can see who logged an operation and when. Not surveillance of people, but shared memory: “who put this through” ends in ten seconds because there is somewhere to look.
Your own installation, if security requires it
For companies, running the service on your own infrastructure is arranged separately: write to us and we will go through your requirements. The standard offering carries privacy by default and data export at any moment.
What changed for Viktor
The monthly spreadsheet merge disappeared as a job. Managers log operations where they are, the picture assembles itself, and the owner looks at it when he needs it rather than on the tenth.
The locations got a grown-up review. The flagship was reformatted onto a smaller floor, the quiet shop got a wider range. Six months later the chain’s profit had grown on almost unchanged revenue, which is precisely the result the whole exercise was for.
The payment calendar stopped being one person’s private knowledge. The finance manager’s holiday is no longer an event for the company, and the security officer is calm, because the data sits where he controls it.
- Profit visible per location
- No more merging spreadsheets
- Payment terms visible to the team
- Data where security requires it
Common questions
Can the service run on our own servers?
For companies this is arranged separately, case by case: write to us through the contact page and describe your requirements. There is no “deploy it yourself” button in the interface; it is a conversation with the team rather than self-service.
Is this an ERP or a replacement for our inventory system?
No. Stock levels, SKUs and goods movement are not here, and the service does not try to replace your inventory software. It answers for the money: what left, what came in, what is due and at which location.
Can a manager of one shop see another shop’s data?
No. Permissions are per project, and locations are separate projects. The chain-wide picture is visible to whoever has access to all of them.
What about purchases in another currency?
An entry is fixed at the rate of its transaction date across all tracked currencies at once, and past totals are never recalculated retroactively. A rate swing does not rewrite your purchasing history.