- Golden Bakers
- Production CRM
- WT (JSON Web Tokens) , MySQL , Laravel (PHP) / Node.jsm
- 15,500 USD Per Month
- 2025
Golden Bakers – Smart Bakery Management System
Streamlining Bakery Operations with Advanced Automation
Project Overview
Golden Bakers’ Smart Bakery Management System is a one-stop solution designed to optimize inventory, production, sales, and accounting while offering seamless WhatsApp-based order processing with MPesa integration. With real-time analytics, automated stock tracking, and customer engagement tools, this platform enhances operational efficiency, reduces manual workload, and improves profitability.
Key Features & Functionalities
1. Product & Raw Material Inventory Management
- Real-Time Inventory Tracking – Monitor stock movements live.
- Current Stock & Floating Stock Monitoring – Track raw materials in active production.
- Batch & Expiry Wise Stock Tracking – Maintain precise control over inventory batches.
- Stock Level Alerts – Get notified when stock reaches a critical level.
- Inventory Valuation – Auto-calculate stock value based on FIFO/FEFO.
- Stock Adjustment & Reconciliation – Adjust stock levels efficiently.
2. Work Order & Production Management
- Production Planning & Scheduling – Plan and allocate resources effectively.
- Production Stage Management – Track progress across multiple stages.
- Gantt Charts for Visual Scheduling – Get a graphical overview of production timelines.
- Instant Production Entry – Quick input of production data.
- Work Order-Based Production – Automate production tasks based on work orders.
- Batch Number Controlled Production – Track batches using FEFO (First-Expiry-First-Out) & FIFO (First-In-First-Out).
- Incremental & Partial Production Updates – Manage production step by step.
3. Sales & Customer Management
- Batch-Controlled Sales – Sell products based on manual batch selection.
- FEFO & FIFO-Based Sales – Automate product selection based on expiry or production date.
- General Product Sales – Handle regular sales with invoice generation.
- Delivery Challan Print & PDF – Generate shipping documents.
- Customer Management – Maintain customer profiles and order history.
- Customer Due & Ledger Management – Track outstanding payments and balances.
4. Purchase & Expense Tracking
- Automated Purchase Orders
- Based on Low Stock
- Work Order-Triggered Purchases
- Multiple Product Purchase Handling
- Supplier Due & Balance Reports – Monitor payments and outstanding dues.
- Expense Tracking – Categorize and track expenses effectively.
5. Accounting & Financial Management
- Account Management – Monitor financial transactions.
- Withdraw & Deposit Management – Track cash flow.
- Trial Balance & Balance Sheet – Generate accurate financial reports.
- Profit & Loss Report – Gain insights into financial performance.
6. WhatsApp Ordering & Sales Flow with MPesa STK Push
Golden Bakers integrates WhatsApp-based order processing with MPesa STK Push payments, providing a frictionless experience for customers:
WhatsApp Order Flow
- Customers initiate orders via WhatsApp.
- Automated responses guide product selection & checkout.
- MPesa STK Push Integration for seamless payments.
- Order confirmation & invoice sent instantly.
API Integrations
- Authentication APIs – Secure session management.
- WhatsApp Flow Session Management – Track active chats & order status.
- Sales & Order Processing APIs – Automate order creation & fulfillment.
7. Reporting & Analytics
- Business Intelligence Dashboard – View real-time insights & key metrics.
- Detailed Reports for:
- Raw Material & Stock Movement (Purchase, Usage, Waste, Expiry)
- Supplier Reports (Due Report, Balance Report, Ledger)
- Production & Sales Reports (Batch-wise, Item-wise, Customer-wise)
- Profitability Reports (Product-wise, Business-wide P&L)
- Employee & HR Reports (Attendance, Payroll, Expense)
- ABC Analysis – Identify high-priority products.
8. User-Friendly Features
- Easy Onboarding – Simplified setup & tutorials.
- Data Import/Export – Bulk upload & export (Raw Materials, Products, Customers, Suppliers).
- Multilingual Support – Available in multiple languages.
- Duplicating Products & Production – Reduce setup time for frequently produced items.
- Customer Feedback Surveys – Collect feedback & improve customer experience.
Technology Stack
- Backend: PHP (Laravel) / Node.js
- Frontend: React.js / Vue.js
- Database: MySQL / PostgreSQL
- Messaging API: Twilio WhatsApp Business API / Meta Cloud API
- Payments: MPesa Daraja API
- Cloud Hosting: AWS / DigitalOcean
ss Levels
1. Administrator (Full Access)
- Manage all modules including inventory, production, sales, HR, and financials.
- Configure system settings and user permissions.
- Generate and review all reports.
- Approve or modify system-wide configurations.
2. Production Manager
- Oversee work order management and production scheduling.
- Track inventory usage and batch-wise stock.
- Monitor progress tracking and raw material consumption.
- Manage BOM modifications at production level.
3. Inventory Manager
- Manage current stock, batch tracking, and inventory valuation.
- Receive real-time stock alerts for low inventory.
- Handle purchase orders and supplier management.
- Track raw material and non-inventory item usage.
4. Sales Manager
- Process customer orders, invoices, and deliveries.
- Manage WhatsApp order flows and MPesa transactions.
- Track customer dues and ledgers.
- Generate batch-controlled product sales reports.
5. HR & Payroll Officer
- Manage employee records, attendance tracking, and payroll.
- Control user access permissions.
- Generate attendance and salary reports.
6. Accountant
- Oversee financial transactions, withdrawals, deposits.
- Generate profit & loss, trial balance, and balance sheet reports.
- Manage supplier and customer ledgers.
7. Customer (Limited Access – WhatsApp Flow)
- Place orders via WhatsApp.
- Complete payments via MPesa STK push.
- Receive order confirmations and delivery updates.
- Provide customer feedback.
Project Roadmap
Phase 1: Planning & Requirements Gathering (Week 1-2)
✔ Define system requirements & features.
✔ Identify key user roles and access control levels.
✔ Plan database structure & integrations (MPesa, WhatsApp API).
Phase 2: System Design & Architecture (Week 3-4)
✔ Design database schema for inventory, sales, production, and accounting.
✔ Develop API architecture for WhatsApp order flows & MPesa integration.
✔ Create UI/UX wireframes for easy navigation.
Phase 3: Development (Week 5-12)
🔹 Inventory & Production Module Development
🔹 Sales & Order Processing Module
🔹 HR & Payroll Management System
🔹 Accounting & Financial Reporting
🔹 WhatsApp & MPesa Payment Integration
Phase 4: Testing & Quality Assurance (Week 13-14)
✅ Perform unit testing, integration testing, and user acceptance testing.
✅ Resolve bugs and improve system performance.
✅ Conduct beta testing with actual bakery operations.
Phase 5: Deployment & User Training (Week 15-16)
🚀 Deploy the bakery management system to production servers.
🚀 Provide user training for different roles.
🚀 Implement live customer orders via WhatsApp.
Phase 6: Post-Deployment Support & Enhancements (Ongoing)
💡 Monitor system performance & optimize workflows.
💡 Introduce additional reporting & analytics.
💡 Expand multilingual support & future upgrades.
Project Impact
With this Smart Bakery Management System, Golden Bakers achieves:
✅ Enhanced Production Efficiency through automated work orders & inventory tracking.
✅ Optimized Sales & Customer Engagement via WhatsApp ordering & MPesa integration.
✅ Accurate Financial Insights with real-time accounting & profitability reports.
✅ Streamlined Business Operations with automated stock monitoring & smart reporting.
This solution empowers Golden Bakers to scale operations efficiently while maintaining cost control and delivering an outstanding customer experience.