A Tuesday, more or less
The day starts in the inbox. A wholesale buyer in Portland wants to know whether the new serum can ship by the 20th. Someone on the team needs your OK to drop the price of the travel set on Shopify. The supplier of amber bottles has written, again, about the price going up in January.
None of these is hard. Each one needs a number you do not have in your head: how many serums are in stock and how many are promised, what the travel set costs you now that bottles cost more, whether the January increase eats the margin on the whole line or only on two products.
So you open the store admin, then the stock sheet, then the folder with last month’s invoices, then a calculator. By the time you have the answer, three more messages have arrived. The work of running the business is mostly the work of finding things out.
What breaks when it lives in five places
Most brands between ten and fifty people run on a store platform, a spreadsheet for stock, another for costs, a shared drive and somebody’s memory. It works until the business grows past the person who holds it together.
- Margin is a guess. The cost in the spreadsheet was right when someone typed it. The packaging, the freight and the new wax price came later.
- Changes have no author. A price moved on one channel and nobody remembers who moved it, or why.
- Every question waits for one person. If the operations lead is on holiday, nobody can say what is in the warehouse.
- Growth means another app. Wholesale adds a line-sheet tool, production adds another, and each one has its own copy of the catalog.
What changes in Keelvy
The week arrives as a summary
Subscribe to a daily or weekly digest of sales, production, purchasing and stock, in the app, by email or in Telegram. It is the first thing you read, and it tells you where to look.
Ask, and get the number
Skipper, the assistant inside Keelvy, answers from your own catalog, orders and stock: “What runs out this month?”, “What did the travel set make in October?” It drafts the purchase order or the price change; you approve it before anything is sent.
Cost that follows the materials
Each product carries its recipe and the materials it uses, at the price you last paid. When bottles go up, you see which products lose margin, and by how much, on the profit and loss for the month.
Each person sees their part
Separate roles for catalog, sales, purchasing, production and finance. The sales manager never sees supplier costs; the bookkeeper sees everything about money and edits nothing in the catalog. Every change carries the name of the person who made it.
Changes that wait for you
Require approval for the changes you care about, such as prices. Your team proposes, you see the before and after, you decide.
Two companies, one workspace
A US company that sells in dollars and a European one that buys in euros can live in the same workspace, each with its own invoices and numbering, and stock that moves between them on paper as well as on the shelf.
Example: the bottle price goes up
A skincare brand buys 30 ml amber bottles at $0.62. The supplier announces $0.71 from January 1.
- The purchasing manager records the announced price on the supplier’s card, with its date.
- From the bottle’s card, Keelvy lists every product that uses it: four serums and the travel set.
- The owner asks Skipper which of them drop below a 60% margin at $0.71. Two do.
- Skipper drafts a $2 increase on those two, on Shopify and on the wholesale price list. The owner approves the retail change and rejects the wholesale one until the next season’s line sheet.
The result. Fifteen minutes, one decision, and a record of who changed what and why. No spreadsheet was opened.
What Keelvy does not do
- It does not file your taxes or replace your accountant. It prepares the figures and lets your accountant read them without changing anything.
- It does not decide for you. Skipper drafts; a person approves anything that changes prices, orders or stock.
- It does not sell on Amazon, Etsy or Walmart yet. Shopify, Wix, WooCommerce, Squarespace, BigCommerce, PrestaShop, Faire and your own storefront are connected today.
