Welcome to FashionFlow

A two-minute walk through FashionFlow — take in fabric, sew it into an outfit, and collect payment. This is the shortest tour; read Getting Started first if you're brand new.

The everyday flow, end to end

The whole rhythm of the app is one customer journey, three taps:

1. Take in the work — + New Order from the sidebar (or the floating button on mobile).

• Pick the customer (or Add new on the spot — name + phone is enough).
• Add what they're paying for: a sewing style (Agbada, Kaftan, Senator, gown…), the fabric/material by the yard if you're supplying it, any alterations, and even a ready-made piece from your shop. They all stack into one order.
• Optionally snap a photo (the style they want, the fabric, a measurement sheet) and set a fitting / ready-by date.
• Save. The order gets a ticket number like FF-20260529-0001 and starts at Fabric Received.

1. Move it through the stages. Open the order and tap Change Status — Fabric Received → Sewing → Ready for Fitting → Out for Delivery → Collected. Each change can fire an automatic text or push to the customer (toggle this in Settings → Notifications).

1. Collect payment. From the order, record a payment — cash, transfer, or POS — or let the customer pay online (Paystack for Naira, Stripe for dollars) from their invoice link. Part-payments work the same way; the order shows Paid once the balance is settled.

What the customer sees

Share your tracking link (/track) and a customer types their phone to see their order status, what they owe, and any messages from you. Send them the invoice link and they can pay their deposit or balance by card right there. They can also sign in with a PIN at /customer to see everything in one place.

Where to go next

• Getting Started — your first 10 minutes, set-up step by step.
• Your price list — set your sewing prices, fabrics, and alteration charges.
• Selling ready-made outfits — run a small shop alongside your tailoring.
• Getting paid — turn on online card payments.

Welcome to FashionFlow — run your whole fashion or tailoring studio from one app: take in fabric, sew it into outfits, sell ready-made pieces, collect money, and keep customers updated. This is the first lesson; by the end you'll know where every section lives and what to do on day one.

Your first 10 minutes

1. Open Settings → Business Info. Type your studio name, your contact phone, and double-check the Currency Symbol field. New installs default to ₦; change it only if you trade in another currency.
2. Set up your first studio. A "studio" is just a physical location. The install ships with one — open Locations from the dropdown at the top of the sidebar and rename it (e.g. "Surulere Studio"). Add the address and phone so they show on invoices.
3. Build your price list. From Settings → Price List, set your sewing prices (Agbada, Kaftan, Senator, gowns…), your fabrics by the yard, your alterations, and any add-ons like embroidery or express service. If you open a second studio later, its price list is auto-copied from your first — you don't start from scratch.
4. Add your shop items (optional). If you sell ready-made outfits off the rack, open Shop and add them with a price and stock count. They'll be available to drop onto any order.
5. Add your staff. Settings → Staff → "Add staff". Enter their name, phone, and a 4–8 digit PIN. Pick Staff for regular team members or Admin for senior staff (admins also see Settings and Reports).
6. Test a customer. Add one customer and a sample order (New Order). Move it through the status flow so you see exactly what your customer will see on the tracking page.

That's the whole setup. Everything else you learn by doing.

Where things live (sidebar)

• Dashboard — today's numbers and shortcuts
• Orders — every order, filterable by stage
• Customers — your customer list with order history per person
• Shop — ready-made items and stock
• Expenses — what you spend, by category
• Settings — business info, price list, staff, online payments, notifications, tracking page

Two sign-in URLs to know

FashionFlow has two public links — keep them straight:

• /track is for your customers. They type their phone to look up their order. Share this on invoices, WhatsApp, your bio.
• /staff is for your team. They sign in with phone + PIN and land on the dashboard. Share this only with people who work for you.

Both links are shown ready-to-copy in Settings.

When you're stuck

• Support in the platform sidebar opens a conversation with our team.
• Every lesson here is the source of truth and stays current as FashionFlow evolves.

Once you're set up, FashionFlow settles into a simple daily rhythm. Here's what a normal day looks like, and the handful of habits that keep everything tidy.

Morning: see where everything stands

Open the Dashboard. It shows today at a glance — new orders, what's in progress, what's ready for collection, and what money's come in. From here, tap into:

• Orders → Ready to see outfits waiting for customers, so you can send reminders.
• Orders → Unpaid to see who still owes a balance.

Through the day: take work in

Every time fabric comes in or a customer places an order, tap + New Order. Pick the customer (or add them), stack the sewing, fabric, alterations, and any ready-made pieces, set a fitting date, and confirm. It takes under a minute and the customer is instantly trackable.

As work moves: update the stage

When you start cutting, finish a piece, or send it out, open the order and Change Status. If notifications are on, the customer is told automatically — that's far fewer "is it ready?" calls.

When money comes in: record it

Take a deposit when fabric arrives and the balance at collection. Record cash, transfer, or POS on the order, or let the customer pay the invoice by card. The balance updates live and the order marks itself Paid when settled.

Finding things again

• Search customers by name or phone.
• Filter orders by stage, or search by ticket number.
• Open any customer to see their full history — past orders, what they've spent, and your notes.

End of week: check your numbers

Open Reports and the Profit & Loss panel. In three numbers — money in, money out, what's left — you'll know how the week really went. Add the expenses you paid (rent, salaries, fabric, repairs) as they happen so this stays accurate.

Good habits

• Add a fitting/ready-by date on every order — it powers the reminders.
• Record payments as they happen, even part-payments, so balances are always right.
• Snap a photo for anything custom or high-value — it saves arguments later.
• Keep stock honest — do a quick stock-take in the Shop now and then.

That's it. Take work in, move it forward, collect money, glance at your numbers. FashionFlow keeps the paperwork so you can keep sewing.

Every job starts the same way: a customer brings fabric (or asks you to supply it) and tells you what they want made. The New Order wizard turns that conversation into a tracked order in under a minute.

Open the wizard

Tap + New Order in the sidebar, or the floating + button on mobile. It walks you through four short steps.

Step 1 — Customer

Search by name or phone. If they're new, tap Add Customer and enter a name and phone — that's all you need. (You can capture an email later for online receipts.)

Step 2 — Add items

This is where material and sewing come together on one bill. Tap to add any mix of:

• Tailoring (Sewing) — the make-up charge for the style: Agbada, Kaftan, Senator, Native, gown, skirt & blouse, aso-ebi, and so on.
• Materials / Fabric — if you're supplying cloth, add it by the yard (Ankara, lace, senator material, adire, aso-oke, lining…). Set the quantity to the number of yards.
• Alterations — take-in/let-out, hemming, zip replacement, resize, patching.
• Add-ons — embroidery, beading, express service, buttons.
• Ready-made (Shop) — if the customer also buys something off the rack, add it here. Stock drops automatically when you save.

Each tap stacks into a running cart with a live total. Adjust quantities with the – and + buttons.

Step 3 — Details

• Pickup or delivery, plus a delivery fee if you'll send it out.
• A discount with a reason (aso-ebi group, loyal customer, etc.).
• The ready-by / fitting date — this drives the reminders the customer gets.
• Notes — measurements, style references, fabric details. This is the place to write "bust 36, waist 30, fitting Saturday."

Step 4 — Review & confirm

Check the customer, the lines, and the total, then Confirm Order. The order gets a ticket like FF-20260529-0001 and starts at Fabric Received.

Add photos

Open the saved order and attach pictures — the style they want, the fabric, a measurement sheet, or a "before" shot for an alteration. Mark a photo visible to customer if you want them to see it on their tracking page.

Editing later

You can add or remove lines, change the discount, fitting date, or notes from the order detail page any time before it's collected. Prices on existing lines are frozen at the moment you took the order, so changing your price list later never rewrites an old bill.

An order moves through clear stages so you, your staff, and your customer always know where an outfit is — from the fabric coming in to the finished piece going out.

The stages

1. Fabric Received — the work is in. Every new order starts here.
2. Sewing — it's on the machine / being made up.
3. Ready for Fitting — done and waiting for the customer to try on or collect.
4. Out for Delivery — a rider is taking it to them (delivery orders).
5. Collected — finished and gone. This is the closing status.

There's also Cancelled for orders that don't go ahead. If you take pickup orders from customers online, those start at Pickup Pending and Fabric Picked Up before reaching your studio.

You can rename any of these to your own words in Settings → Labels — but the flow stays the same.

Moving an order forward

Open the order from the Orders list and tap Change Status. Pick the next stage and (optionally) add a note. Every change is stamped with who did it and when, so there's a full history on each order. Once an order is Collected or Cancelled, it's locked — that keeps your records honest.

Tip: the Orders list filters by stage. Tap Ready to see everything waiting for collection, or Unpaid to chase balances.

Keeping customers updated automatically

When you change a status, FashionFlow can text or push the customer ("Your outfit is now: Ready for Fitting"). Turn this on in Settings → Notifications, where you can also switch on:

• Ready-by reminders — a nudge when a fitting date is close.
• Overdue alerts — when a finished outfit hasn't been collected.

Notifications go out by push (free, via the ntfy app) and/or SMS (needs your Twilio details). You choose which events fire and who gets them.

Fittings and the ready-by date

The ready-by / fitting date you set when taking the order is what these reminders are based on. Update it from the order detail page if a fitting slips, and the reminders follow.

Sharing the latest

From any order you can tap Share invoice to send a clean, up-to-date invoice on WhatsApp — it always shows the current status, items, total, and balance.

Your price list is the menu your staff tap from when taking an order. In FashionFlow it covers both sides of a fashion bill — the sewing you charge for and the fabric you supply — plus alterations and extras.

How it's organised

Open Settings → Price List. Items sit inside categories. A fresh install gives you four to start:

• Tailoring (Sewing) — your make-up charge per style: Agbada (3-piece), Kaftan, Senator, Native (Buba & Sokoto), men's suit, corporate shirt, trouser, simple gown, wedding/elaborate gown, skirt & blouse, aso-ebi make-up.
• Materials / Fabric — cloth you sell by the yard or by the set: Ankara, lace, senator material, cotton, adire, aso-oke, lining.
• Alterations — take-in/let-out, hemming, zip replacement, resize, patching.
• Add-ons — express service, embroidery/design, beading, buttons & accessories.

Rename, reorder, add, or remove anything to match how you actually price. Turn an item or whole category off to hide it without deleting your history.

Adding and editing

• Add a category for a new line of work (e.g. "Kids' Wear" or "Uniforms").
• Add an item inside a category with a name and a price. For fabric sold by the yard, price it per yard — staff set the number of yards as the quantity when taking the order.
• Edit a price any time. Because every order line is a snapshot of the price when the order was taken, raising a price tomorrow never changes a bill you already wrote.

Sewing vs. materials — why both matter

Keeping fabric and make-up as separate lines means an order can read exactly the way you quote it: "Ankara × 6 yards" plus "Agbada sewing." Your reports then show what you earn from cloth versus what you earn from your craft, and your customer sees an itemised, honest invoice.

Tiered pricing for regulars (optional)

If you charge different rates for different classes of customer, FashionFlow supports pricing levels. Set a customer's level on their profile and the price list shows their rate automatically when you build their order.

A quick word on currency

Prices use your studio's currency symbol (₦ by default). Currency is set once and stays fixed, so your numbers are always consistent across orders, invoices, and reports.

Many fashion studios sell finished pieces off the rack — a ready-made Ankara shirt, a kaftan, a cap, a clutch — right alongside their tailoring. FashionFlow's Shop lets you list those items, track stock, and sell them on the same order as a sewing job.

List your items

Open Shop from the sidebar and tap Add Item. For each product set:

• Name (e.g. "Ready-made Ankara Shirt") and price.
• Opening stock — how many you have right now.
• SKU (optional) — your own product code.
• Track stock — leave on for physical pieces you can run out of; turn it off for made-to-order items you never run short of.

Items show as cards with a clear stock badge: green when healthy, amber when stock is low, and a blue "Always in stock" tag for untracked items.

Selling an item

You don't need a separate checkout. When you build an order in New Order, the shop appears as its own section in Step 2 — tap to add a ready-made piece just like a sewing line. One order can mix "sew an Agbada" with "buy a cap off the rack," and the customer pays for the whole thing together.

When you save the order, stock drops automatically for any tracked item. If you ever cancel or delete that order, the items go back into stock — so your counts stay honest without extra work.

Keeping stock accurate

• Open an item and tap Stock to set the true count after a physical stock-take (e.g. when you restock from the market). FashionFlow logs the change.
• Sales, restocks, and manual corrections are all recorded as movements behind the scenes, so your current stock always reflects reality.

Editing, archiving, deleting

• Edit changes the name, price, SKU, or stock-tracking.
• Archive hides an item from the shop without touching past orders — use this for a piece you've stopped selling.
• Delete removes an item completely, but only if it has never been sold. If it's on past orders, archive it instead so those invoices keep their detail.

Where it shows up

Ready-made sales flow into the same place as everything else: the order's invoice, your payments, and your reports. On Reports, tailoring income and ready-made income are shown separately, so you can see how much your shop adds on top of your sewing.

FashionFlow tracks every naira (or dollar) on an order — deposits, balances, and final payments — whether you collect cash in the studio or let customers pay by card online.

Recording a payment yourself

Open an order and record a payment under the Payment section. Pick the method — cash, transfer, or POS/card — type the amount, and save. Part-payments are normal: take a deposit when you receive the fabric, then the balance at collection. The order shows the running total paid and what's Left to Pay, and flips to Paid once it's settled.

Letting customers pay by card

Turn on online payments so customers can pay their deposit or balance themselves — no chasing.

Set it up once

Go to Settings → Online Payments and choose your provider:

• PayStack — for Naira (₦). Paste your public and secret keys from your PayStack dashboard.
• Stripe — for US Dollar and other currencies. Paste your publishable and secret keys.

Use PayStack if your studio runs in Naira and Stripe if you charge in dollars. The money goes straight to your account — FashionFlow just connects the order to the payment.

You can optionally pass the processing fee on to the customer; set the percentage, flat fee, and cap if so.

What the customer does

Two easy paths, both card-based:

1. From the invoice link. Send the invoice on WhatsApp. It has a Pay button — they tap it, enter their card, and it's done. Works whether or not they have an account.
2. From their account. A customer signed in at /customer sees what they owe on each order and a Pay now button.

Either way the payment is verified with the provider, recorded against the order, and the order auto-completes once fully paid. You get a notification, and the customer sees an instant "Payment Successful."

Bank transfer details (optional)

Prefer manual transfers? Under Settings → Bank Transfer Details, add your bank, account number, and account name. They'll print on every invoice so customers can pay in and you record it as a transfer.

Seeing it all

Every payment — cash, transfer, POS, or online card — lands in the same ledger. Reports shows money received, a breakdown by method, daily sales, and outstanding balances, so you always know what you've collected and what's still owed.

FashionFlow gives your customers a clean, phone-friendly way to follow their orders and pay — without calling you to ask "is it ready?" Here's everything you can share, and how.

The tracking page (/track)

Your public tracking link lets a customer type their phone number and instantly see their orders, the current stage, what they owe, and any messages from you. Share it on invoices, in your bio, and on WhatsApp. You'll find the ready-to-copy link in Settings.

If you'd rather keep it private, switch on "Require PIN to look up orders" in Settings, and customers will need their PIN as well as their phone.

Invoice links (pay in one tap)

Every order has its own shareable invoice link. From the order, tap Share invoice to send it on WhatsApp. The invoice shows the studio details, the itemised order (sewing, fabric, alterations, ready-made), the total, and the balance — and if you've turned on online payments, a Pay button so they can settle their deposit or balance by card right there.

Customer accounts (/customer)

Customers can sign in with their phone and a PIN to get a proper account dashboard: their active and past orders, fitting dates, what they owe, your messages, and a Pay now button on anything unpaid. It's built mobile-first, so it feels like a native app on their phone.

Letting customers place pickup orders

If you offer pickup, turn on self sign-up in Settings. New customers can register themselves at /signup, then request a pickup — you get a notification to send a rider. It's a simple way to take work without being on the phone.

Messages

From a customer's profile (or an order) you can send a note that appears on their tracking page and account — "Your fitting is Saturday at 2pm" or "Please send your measurements." Mark a note visible to customer and they'll get a push if notifications are on.

Custom domain (optional)

Connected a domain at the platform level? Your customer-facing links (tracking, invoices) can run on your own web address instead of the platform one, so everything looks like your brand. Auth pages stay on the platform domain for security; the customer-facing surfaces are what move to your domain.

What to share, in short

• /track — give to everyone (on receipts, WhatsApp, your bio).
• Invoice link — send per order for status + payment.
• /signup — share if you want customers to book pickups themselves.
• Keep /staff for your team only.

FashionFlow lets your tailors and front-desk staff log in with their own phone and PIN — no email, no shared password. You stay in control of who can do what.

Adding a staff member

1. Go to Settings → Staff and tap Add staff.
2. Enter their name and phone.
3. Set a 4–8 digit PIN for them (you can share it; they can't change it themselves yet, but you can reset it any time).
4. Choose a role:

• Staff — the everyday role. They can take orders, manage customers, record payments, and move orders through the stages.
• Admin — senior team. Everything staff can do, plus Settings, Reports, and Expenses.

Save, and they're ready to sign in.

How staff sign in

Share your /staff link (it's in Settings, ready to copy). Your team opens it, enters their phone + PIN, and lands on the dashboard. Keep this link to your team only — it's the door to your business, not the customer tracking page.

Customers and staff use different doors. Customers look up orders at /track; staff sign in at /staff. If a customer ever lands on /staff, FashionFlow gently points them back to the tracking page.

Managing the team over time

From Settings → Staff you can:

• Reset a PIN if someone forgets theirs.
• Change a role between Staff and Admin as people grow.
• Revoke access when someone leaves — their account is switched off immediately and they can no longer sign in.

Who can do what (at a glance)

| Area | Staff | Admin | |---|---|---| | Take & edit orders | ✓ | ✓ | | Customers | ✓ | ✓ | | Record payments | ✓ | ✓ | | Shop — add items | ✓ | ✓ | | Shop — edit / stock / delete | — | ✓ | | Expenses | record only | full | | Reports | — | ✓ | | Settings | — | ✓ |

The install owner (you) is always an admin. Add as many staff as you need across all your studios — assign each to the studio they work in so they see the right customers and price list.

Grown past one shop? FashionFlow runs as many studios (locations) as you like, each with its own customers, staff, orders, and price list — with you seeing the whole picture.

Add a studio

Open the Locations dropdown at the top of the sidebar and choose Add Location. Give it a name (e.g. "Lekki Studio"), address, and phone. Those details print on that studio's invoices.

When you create a new studio, its price list and expense categories are auto-copied from your first studio, so you're not retyping your whole menu. Adjust any prices that differ by location afterwards.

Switch between studios

Use the same Locations dropdown to switch the studio you're working in. Everything you see — orders, customers, the dashboard, reports, the shop — is scoped to the studio you've selected. Take an order while "Lekki Studio" is active and it belongs to Lekki.

Keep staff and stock per studio

• Staff can be assigned to a studio so they work with that location's customers and prices.
• Shop stock is tracked per studio — a ready-made piece counted at Surulere is separate from one at Lekki.
• Customers belong to the studio they were added at.

Reporting across the business

Each studio's dashboard and reports show that location's numbers. Switch studios to compare. Your money in, expenses, top styles, and top customers are all per-studio, so you can see which location is doing what.

Deleting a studio

You can remove a studio you no longer use. You can't delete the one you're currently working in, or your only remaining studio — and FashionFlow will tell you exactly what will be removed before you confirm, so there are no surprises.

One studio is fine too

If you only ever run one shop, you can ignore all of this — FashionFlow works perfectly with a single studio, and the Locations dropdown simply stays out of your way.

Taking money in is only half the picture. FashionFlow tracks what you spend too — thread, fabric, rent, salaries, machine repairs — so at the end of the week you see your real profit, not just your sales.

Record an expense

Open Expenses and tap to add one. Pick a category, choose a template item or type a one-off, enter the amount, and save. A fresh install gives you sensible categories for a fashion studio:

• Rent & Premises
• Utilities (electricity, water, internet, generator fuel)
• Materials & Supplies (thread, needles, zippers, buttons, fabric stock, lining, trims, packaging)
• Staff (salaries, wages, apprentice allowance, bonuses)
• Machine Maintenance (sewing machine repair, spare parts, servicing)
• Transport (vehicle fuel, dispatch, market runs)
• Marketing, Bank & Fees, and Other

Rename or add categories and items to match how you actually spend.

Your Profit & Loss, in plain language

The P&L panel does the maths for you over any period (this week, this month, or a custom range):

• Money in — everything you collected.
• Money out — your expenses for the period.
• What's left — your net profit, with the margin as a percentage.
• A breakdown by category so you can see where the money goes.

No graphs to decode, no accounting jargon — just the three numbers that matter.

Why separate fabric and sewing helps here

Because orders record fabric and make-up as separate lines, and the shop records ready-made sales separately, your reports can show how much of your income is your craft versus cloth versus off-the-rack sales. Pair that with your expenses and you can see, for example, that fabric is a big cost but also a big earner.

Soft delete keeps history honest

Removing an expense doesn't wipe it — it's voided, not destroyed — so your past reports stay accurate and a mistake can be undone. Your accounting history is always intact.

Reports beyond P&L

The Reports screen also shows daily sales, your top styles and fabrics, your best customers, collection by payment method, and a list of unpaid orders to chase. Switch studios to see each location's numbers on its own.

FashionFlow speaks "fashion studio" out of the box, but every business has its own words and its own way of working. Settings lets you tune the app so it sounds and behaves like your studio.

Make it sound like you (Labels)

Under Settings → Labels you can rename the words customers and staff see, without changing how anything works:

• What you call an item — "outfit", "garment", "piece".
• Your service action — "sewing", "tailoring", "alterations".
• Your order stages — call Sewing "On the machine", or Ready for Fitting "Ready to try on", whatever your team says.
• Your tracking-page greeting — the friendly line a customer sees, e.g. "Your outfit is being made."

Change a label and it updates everywhere instantly — invoices, the customer portal, status pushes.

Turn features on and off

Use the toggles in Settings to show only what you use:

• Expenses & Profit — hide it if you only want orders.
• Shop (ready-made) — turn off if you only sew to order; the Shop section and its picker disappear.
• Self sign-up / pickup orders — let customers register and book pickups, or keep ordering in-studio only.
• Order photos and customer messaging — on or off.

Notifications, your way

Under Settings → Notifications, choose exactly which events message customers (status changes, payments, ready-by reminders, overdue alerts) and whether they go by push, SMS, or both. Push is free; SMS uses your own Twilio details.

Payments and bank details

• Online Payments — connect PayStack (₦) or Stripe ($) so customers pay by card.
• Bank Transfer Details — add your account so it prints on invoices for manual transfers.

Business identity

Settings → Business Info holds your studio name, contact phone, and currency symbol. Your studio name and address per location (under Locations) is what appears on each invoice.

Receipts and printing

Turn on small receipt printer support if you print tickets at the counter, and share invoices digitally on WhatsApp for everyone else.

Everything here is reversible — experiment freely. The defaults are chosen for a Nigerian fashion/tailoring studio, so many studios never need to change a thing.