Welcome to FashionFlow

Quick tour

The whole app in two minutes: take fabric in, move the outfit forward, collect the money.

1. Take in the work

1. Tap the + button (New Order).
2. Pick the customer, or tap Add Customer — name + phone is enough.
3. In Add Items, tap what they're paying for: a sewing style (Agbada, Kaftan, Senator, gown…), fabric by the yard if you supply it, alterations, add-ons — even a ready-made piece from your Shop. Everything stacks onto one bill.
4. In Details, set pickup or delivery, any discount, the ready-by date, and notes (measurements go here).
5. Confirm. The order gets a ticket like FF-20260703-0001 and starts at Fabric Received.

2. Move it forward

1. Open the order and tap Change Status.
2. Step it through: Fabric Received → Sewing → Ready for Fitting → Out for Delivery → Collected.

Each change can text or push the customer automatically (Settings → Notifications).

3. Collect the money

1. On the order, tap Collect Payment — Cash, Transfer, or POS/Card. Part-payments are fine.
2. Or let the customer pay by card themselves: send the invoice with the WhatsApp button — it has a Pay button (Paystack for Naira, Stripe for USD).

The order shows Left to Pay until it's settled, then flips to Paid.

What the customer sees

Share your Customer Page URL (Settings → Customer Tracking Page). Customers type their phone to see their orders, status, and balance — and with a PIN they can sign in for messages and online payment.

Where to go next

• Getting started — set up your studio in 10 minutes.
• Your price list — sewing prices, fabrics, alterations.
• Selling ready-made outfits — run a shop alongside your tailoring.
• Getting paid — turn on online card payments.

Getting started with FashionFlow

Set up your studio in about 10 minutes, then take your first order.

1. Set your business details

1. Open Settings → Business Info.
2. Enter your Business Name and Business Phone.
3. Upload a Business Logo (optional — PNG with a transparent background works best, max 500 KB). It shows on receipts, the customer tracking page, and the signup page.
4. Check the Currency Symbol (default is ₦).
5. Tap Save Business Info.

2. Build your price list

1. Open Settings → Price List → Manage Price List.
2. You start with four categories: Tailoring (Sewing), Materials / Fabric, Alterations, and Add-ons.
3. Edit the prices to yours, remove what you don't offer, add what's missing. Fabric is priced per yard.

3. Add shop items (optional)

If you sell ready-made pieces off the rack:

1. Open Shop and tap Add Item.
2. Set the name, price, Opening Stock, and leave Track stock for this item on.

4. Add your staff

1. Open Settings → Staff and tap Add staff.
2. Enter their name, phone, a 4–8 digit PIN, and a role: Staff (everyday work) or Admin (also sees Settings, Reports, and can edit the shop and expenses).
3. Copy the Staff Sign-in URL from the same section and share it with your team. They sign in with phone + PIN.

5. Take a test order

1. Tap the + button and run one order through: pick a customer, add a sewing line, confirm.
2. Open it, tap Change Status, and move it to Ready for Fitting.
3. Open your Customer Page URL (Settings → Customer Tracking Page) and type the customer's phone — that's exactly what your customer sees.

Where things live

• Dashboard — today's numbers and shortcuts.
• Orders — every order, filterable by stage.
• Customers — your list, with history per person.
• Shop — ready-made items and stock.
• Expenses — what you spend.
• Settings — everything else, including Locations and the Affiliate program.

Two links to keep straight

• Customer Page URL (Settings → Customer Tracking Page) — for customers. Share it everywhere.
• Staff Sign-in URL (Settings → Staff) — for your team only.

Working in FashionFlow day-to-day

The daily loop: take work in, move it forward, collect money, glance at your numbers.

Morning: see where you stand

1. Open the Dashboard.
2. Tap Ready to see outfits waiting for collection — send reminders.
3. Tap Unpaid to see who still owes a balance.

Take work in

1. Tap the + button every time fabric comes in.
2. Pick the customer, add the sewing/fabric/alteration lines (and any ready-made piece), set the ready-by date, and Confirm.

Under a minute per order, and the customer can track it immediately.

Update the stage as work moves

1. Open the order and tap Change Status when you start sewing, finish, or send it out.
2. If notifications are on, the customer is told automatically — fewer "is it ready?" calls.

Record money as it comes in

1. Take a deposit when the fabric arrives; the balance at collection.
2. Tap Collect Payment on the order — Cash, Transfer, or POS/Card — or let them pay by card from their invoice link.

The balance updates live; the order flips to Paid when settled.

Find things fast

• Search Customers by name or phone.
• Filter Orders by stage, or search by ticket number.
• Open a customer to see their full history and notes.

End of week: read your numbers

1. Open Reports.
2. Money earned is what you billed for work this period; Money received is the cash that actually arrived. Both show side by side.
3. Tap the Still owed card to see every unpaid order, oldest first.
4. If expenses are on, the Profit & Loss panel shows money in, money out, what's left.

Good habits

• Set a ready-by date on every order — it powers the reminders.
• Record payments the moment they happen, even part-payments.
• Snap a picture of anything custom or high-value.
• Log expenses as you pay them so the P&L stays honest.

Taking in fabric & creating an order

The New Order wizard turns "customer brings fabric" into a tracked order in four short steps.

Open the wizard

Tap the + button (New Order).

Step 1 — Customer

1. Search by name or phone.
2. New person? Tap Add Customer — name + phone is all you need.

Step 2 — Add Items

Tap to add any mix onto one bill:

• Tailoring (Sewing) — the make-up charge per style: Agbada, Kaftan, Senator, gown, skirt & blouse, aso-ebi…
• Materials / Fabric — cloth you supply, priced per yard. Set the quantity to the number of yards.
• Alterations — take-in/let-out, hemming, zip replacement, resize.
• Add-ons — embroidery, beading, express service.
• Shop items — ready-made pieces. Stock drops automatically when you save.

Adjust quantities with the – and + buttons; the total updates live.

Step 3 — Details

1. Choose Pickup or Delivery (add a Delivery Fee if you send it out).
2. Tap Add Discount if needed, and pick a reason.
3. Set the ready-by date under When will this be ready? — it drives the customer reminders.
4. Write Notes — measurements, style references, fabric details.

Step 4 — Confirm

Check the lines and the total, then confirm. The order gets a ticket like FF-20260703-0001 and starts at Fabric Received.

Add pictures

Open the saved order and attach pictures — the style they want, the fabric, a measurement sheet. Pictures you mark as visible to the customer show on their tracking page.

Editing later

Open the order any time to add or remove lines, change the discount, date, or notes. Prices already on an order stay as they were taken — editing your price list never rewrites an old bill.

Order stages, fittings & customer updates

Every order moves through clear stages, so you, your staff, and your customer always know where an outfit is.

The stages

1. Fabric Received — the work is in. Every new order starts here.
2. Sewing — it's being made.
3. Ready for Fitting — done, waiting for the customer.
4. Out for Delivery — on its way (delivery orders).
5. Collected — finished and gone.

There's also Cancelled. Pickup orders placed by customers online start at Pickup Pending, then Fabric Picked Up, before reaching Fabric Received.

You can rename any stage in Settings → Labels — the flow stays the same.

Move an order forward

1. Open the order from Orders.
2. Tap Change Status and pick the next stage.

Every change is stamped with who did it and when — the full history shows under Order Updates on the order.

Tip: the Orders list filters by stage. Use Ready to see what's waiting for collection and Unpaid to chase balances.

Tell customers automatically

1. Open Settings → Notifications.
2. Turn on Phone Alerts (ntfy app) — free push — and/or SMS Alerts (Twilio) with your Twilio details.
3. Under What triggers notifications, pick the events that message customers: status changes, payments, past-due and overdue reminders. All are on by default.
4. Tap Save Notification Settings. Use Send Reminders Now to fire pending reminders immediately.

Fittings and the ready-by date

The ready-by date you set when taking the order drives the reminders. If a fitting slips, open the order and change the Ready By date — the reminders follow.

Share the latest

On any order, tap WhatsApp to share the invoice link — it always shows the current status, items, total, and balance.

Your price list: styles, fabrics & alterations

The price list is the menu your staff tap from when taking an order.

How it's organised

Open Settings → Price List → Manage Price List. Items sit inside categories; a fresh install starts you with four:

• Tailoring (Sewing) — your make-up charge per style: Agbada, Kaftan, Senator, suits, gowns, skirt & blouse, aso-ebi.
• Materials / Fabric — cloth you sell per yard or per set: Ankara, lace, senator material, adire, aso-oke, lining.
• Alterations — take-in/let-out, hemming, zip replacement, resize.
• Add-ons — express service, embroidery, beading, buttons.

Add and edit

1. Add a category for a new line of work (e.g. "Kids' Wear").
2. Add an item inside a category with a name and price. Fabric is priced per yard — staff set the yards as the quantity on the order.
3. Edit a price any time. Existing orders keep the price they were taken at — raising a price never rewrites an old bill.
4. Turn an item or category off to hide it without deleting your history.

Why sewing and fabric are separate

An order can read exactly the way you quote: "Ankara × 6 yards" plus "Agbada sewing." The customer gets an itemised invoice, and your reports show what you earn from cloth versus your craft.

Currency

The symbol on prices comes from Settings → Business Info → Currency Symbol (default ₦).

More than one branch

When you add a new location, its price list is auto-copied from your first one — you never retype the menu (see Running more than one studio).

Selling ready-made outfits from your shop

The Shop lets you sell finished pieces off the rack — on the same order as a tailoring job — with stock that keeps itself honest.

List an item

1. Open Shop and tap Add Item.
2. Enter the name and price.
3. Set Opening Stock — how many you have now.
4. Add a SKU (optional).
5. Leave Track stock for this item on for physical pieces; turn it off for made-to-order items that never run out.

Items show as cards with a stock badge; untracked items show as always in stock.

Sell an item

There's no separate checkout — the shop lives inside the order wizard:

1. Tap + (New Order) and pick the customer.
2. In Add Items, tap the ready-made piece — it stacks next to any sewing lines.
3. Confirm. Stock drops automatically for tracked items.

Cancel or delete that order later and the pieces go back into stock.

Keep stock accurate

1. Open the item and tap Stock.
2. Enter the true count after a stock-take or restock, then tap Update Stock.

Sales, restocks, and corrections are all logged as movements behind the scenes.

Edit, archive, delete

• Edit — change name, price, SKU, or stock tracking.
• Archive — hide a piece you've stopped selling; past orders keep their detail. Restore brings it back.
• Delete — only works if the item was never sold. If it's on past orders, FashionFlow tells you to archive instead.

Where it shows up

Ready-made sales land on the same invoice, payments, and reports as everything else — and Reports splits tailoring income from ready-made income so you can see what the shop adds.

Getting paid — cash, transfer & online

Record every deposit and balance on the order, or let customers pay by card themselves.

Record a payment yourself

1. Open the order and tap Collect Payment.
2. Pick Cash, Transfer, or POS/Card, type the amount, save.

Part-payments are normal — take a deposit when the fabric arrives, the balance at collection. The order shows Total Paid and Left to Pay, and flips to Paid when settled.

Turn on online card payments

1. Open Settings → Online Payments.
2. Under Payment Provider, choose which one customers see: PayStack (Naira) or Stripe (USD / other). Tap Save Provider.
3. PayStack: switch on Enable PayStack and paste your Public Key and Secret Key (from dashboard.paystack.com → Settings → API Keys). Tap Save PayStack.
4. Stripe: switch on Enable Stripe and paste your Publishable Key and Secret Key (from dashboard.stripe.com → Developers → API keys). Tap Save Stripe. Stripe does not support Naira.

The money goes straight to your Paystack/Stripe account — FashionFlow just ties the payment to the order.

Pass the fee to the customer (optional, PayStack)

Switch on Pass Processing Fees to Customers and set the percentage, flat fee, and cap (default 1.5% + 100, capped at 2,000).

How customers pay

• From the invoice link. Tap WhatsApp on the order to send the invoice — it has a Pay … Now button. Works without an account.
• From their account. A customer signed in on your tracking page sees what they owe and a Pay now button on each unpaid order.

Either way the payment is verified with the provider, recorded on the order, and you're notified.

Bank transfer details on receipts

1. Open Settings → Bank Account.
2. Switch on Show Bank Details on Receipt and enter your Bank Name, Account Number, and Account Name.
3. Tap Save Bank Details — they now print at the bottom of every receipt.

See it all

Every payment — cash, transfer, POS, or online — lands in the same ledger. Reports shows money received, money earned, and what's still owed.

Sharing FashionFlow with your customers

One customer link does almost everything — order tracking, sign-in, balance, and payment.

The customer page

1. Open Settings → Customer Tracking Page.
2. Tap Copy next to Customer Page URL and share it — on receipts, WhatsApp, your bio.

Customers type their phone number to see their orders and status. If they add their PIN, they sign in to a full dashboard: past orders, messages, what they owe, and a Pay now button.

Options in the same section:

• Show Receipt Link — let customers open their receipt from the tracking page (off by default).
• PDF Download — allow invoice downloads as PDF.
• Require PIN to look up orders — when on, phone-only lookup is refused; every customer needs a PIN.

Give a customer a PIN

1. Open Customers and tap the person.
2. Under Customer Portal Access, tap Set PIN.
3. The PIN stays visible on their profile so you can re-share it. Use Reset PIN if they forget.

No PIN? They can still track by phone — they just can't sign in for messages and balance.

Invoice links

Every order has its own shareable invoice link. Tap WhatsApp on the order to send it — it shows your business details, the itemised order, the balance, and (if online payments are on) a Pay button.

Let customers sign up and book pickups

1. Open Settings → Customer Self-Signup.
2. Copy the Customer Signup URL and share it.
3. New customers register with name, phone, address, and a PIN they pick — then place a pickup order from your price list. You get notified to collect the fabric.

Options: Enable self-signup on/off, Show prices on customer order page (hide prices from public eyes if you prefer), and a Pickup Fee (most shops leave it at 0).

Messages

Send a note from an order or customer profile — "Your fitting is Saturday at 2pm." Notes marked visible show on their tracking page and dashboard. Toggle this in Settings → Order Features → Messages to Customers.

Demo mode — show the app to anyone

Want to show FashionFlow to a friend, a partner, or a tailor you're pitching? Open Settings → Demo mode and switch the toggle on — a Demo URL appears in the same section. Anyone with that link lands on a page where they tap any staff member or client and are signed in as them instantly, no PIN needed, so they can explore the whole app from every side. The section also gives you a ready-made invite message — copy it and paste it into WhatsApp or email; the demo link is already inside. It's all sample data, so they can tap around freely. Just remember to turn Demo mode off before real clients start using the app — while it's on, anyone with the link can sign in as anyone.

Your own domain (optional)

Connect a custom domain at the platform level and your Customer Page URL automatically uses your own web address instead of the platform one.

Staff and team

Your tailors and front-desk staff sign in with their own phone and PIN — no shared password.

Add a staff member

1. Open Settings → Staff and tap Add staff.
2. Enter their full name and phone number.
3. Choose a role:

• Staff — the everyday role: take and edit orders, manage customers, record payments, add shop items, record expenses.
• Admin — everything Staff can do, plus Settings, Reports, and editing or deleting shop items and expenses.

1. Set a 4–8 digit PIN and tap Add staff.

How staff sign in

1. In Settings → Staff, tap Copy next to Staff Sign-in URL.
2. Share it with your team only. They open it, enter phone + PIN, and land on the dashboard.

Customers use a different door — the Customer Page URL in Settings → Customer Tracking Page. Keep the staff link private.

Manage the team over time

From the staff list in Settings → Staff:

• Reset PIN — issue a new PIN when someone forgets theirs.
• Revoke — switch off access the moment someone leaves.
• To change someone's role or PIN, tap Add staff and enter the same phone number — the existing record is updated (and reactivated if it was revoked).

Who can do what

• Orders, customers, payments — Staff and Admin.
• Shop — Staff can view and add items; Admin can also edit, adjust stock, archive, and delete.
• Expenses — Staff can view and record; Admin can also edit and delete.
• Reports and Settings — Admin only.

The install owner (you) is always an admin.

Running more than one studio

Locations in FashionFlow work as tags: every order, customer, and expense is stamped with the branch it was recorded at. There's no switching to do.

Add a branch

1. Open Settings → Locations and tap Manage Locations.
2. Tap Add Location and enter the name (e.g. "Lekki Studio"), address, and phone — these print on that branch's invoices.

The new branch's price list and expense categories are auto-copied from your first branch, so you never retype your menu. Adjust any prices that differ afterwards.

Where the tag shows up

Once you have more than one branch:

• Order rows and the order detail page show a small map-pin chip with the branch name.
• A customer's profile shows "Registered at …" with their branch.
• Self-registered customers land in the branch you pick under Settings → Customer Self-Signup → Default Branch.

Move a customer between branches

1. Open the customer and tap Edit Customer.
2. Change the Registered at (location tag) dropdown and save.

Single-branch studios don't see this field — there's nothing to choose.

Rename or delete a branch

From Manage Locations, open a branch to edit its details, or tap Delete. FashionFlow tells you exactly what will be removed before you confirm, and you can't delete your only remaining location.

One studio is fine too

With a single location the tags stay invisible — FashionFlow simply works, and this whole page can be ignored.

Tracking expenses & knowing your profit

Money in is only half the picture — log what you spend and Reports shows what you actually kept.

Record an expense

1. Open Expenses and tap to add one.
2. Pick a category, choose an item (or type a one-off), enter the amount, save.

A fresh install starts you with fashion-studio categories: Rent & Premises, Utilities, Materials & Supplies, Staff, Machine Maintenance, Transport, Marketing, Bank & Fees, and Other. Edit them under Settings → Expenses & Profit → Manage Expense Categories.

Deleting an expense voids it rather than wiping it, so past reports stay honest.

Affiliate payouts are added as an expense automatically under an "Affiliate payouts" line — no manual bookkeeping.

Read your Profit & Loss

Open Reports. The Profit & Loss panel shows, for any period:

• Money in — what you earned (billed) this period.
• Money out — your expenses, with a breakdown by category.
• What's left — net profit, with the margin as a percentage.

Control it under Settings → Expenses & Profit: the Track expenses toggle, Show Profit & Loss in Reports, and the Default P&L period (This Month by default).

Money earned vs money received

Reports show two numbers side by side, and they mean different things:

• Money earned — everything billed for work taken in this period, whether or not it's been paid yet. This is the P&L headline.
• Money received — cash that actually arrived this period.

So a January order that finally gets paid in March doesn't make March look like a great month.

Chase what you're owed

1. Tap the Still owed card at the top of Reports.
2. A sheet lists every unpaid order, oldest first, grouped by age — less than a week, 1–4 weeks, more than a month overdue.
3. Tap a row to jump to the order.

The rest of Reports

Money earned per day chart, an Items in volume count, Top Items, Top Customers, and a split of tailoring income versus ready-made shop income.

Customizing FashionFlow for your studio

Tune the words, features, and alerts so the app sounds and works like your studio.

Rename the words (Labels)

1. Open Settings → Labels.
2. Change any of the texts — what you call an order or item, your service action ("sewing", "tailoring"), the status names (Fabric Received, Sewing, Ready for Fitting…), the ticket number prefix, the payment button text, and the tracking page message customers see.
3. Tap Save Labels. Leave a field blank to keep the default.

Labels change the wording everywhere — invoices, the tracking page, notifications — without changing how anything works.

Turn features on and off

• Settings → Order Features — Pictures (photos on orders) and Messages to Customers (notes they see on the tracking page). Both on by default.
• Settings → Expenses & Profit — the Track expenses toggle, plus Show Profit & Loss in Reports and the default P&L period.
• Settings → Customer Self-Signup — the Enable self-signup toggle, Show prices on customer order page, and the Pickup Fee.

Notifications, your way

1. Open Settings → Notifications.
2. Phone Alerts (ntfy app) — free push alerts. Choose who gets them: customer, owner, branch.
3. SMS Alerts (Twilio) — text messages, using your own Twilio account.
4. Under What triggers notifications, switch individual events on or off — new orders, status changes, payments, past-due and overdue reminders (with the day thresholds).
5. Tap Save Notification Settings.

Payments and receipts

• Settings → Online Payments — pick the provider (PayStack for Naira, Stripe for USD) and add your keys.
• Settings → Bank Account — show your bank details at the bottom of every receipt.
• Settings → Printing — turn on Small Receipt Printer for a Print button that fits receipt printers (Chrome/Edge only).

Your identity

Settings → Business Info holds your business name, logo, phone, and Currency Symbol (default ₦). The name and logo show on receipts, the signup page, the tracking page, and your affiliate landing.

Discounts

Settings → Discount Reasons — the list staff pick from when they give a discount. Add your own ("Loyal customer", "Aso-ebi group").

Referrals

Settings → Affiliate program → Set up & manage affiliates — let people earn a commission for bringing you customers. Requires the platform Premium plan.

Everything here is reversible — the defaults are chosen for a fashion/tailoring studio, so many studios never change a thing.