Mensah Retail is a busy shop in East Legon, Accra. Before automation, the owner spent hours every week counting stock, writing invoices by hand, and chasing customers for overdue payments. With a growing customer base, manual processes were becoming unsustainable.
Manual stock tracking led to frequent stock‑outs and over‑ordering. Invoices were handwritten and often lost. Payment reminders were sent manually, leading to delayed payments and cash flow problems.
The Solution
We built a custom web‑based automation system that integrates seamlessly with their existing operations. Key features include:
- Real‑time stock tracking – updates automatically when sales are made (online or offline).
- Low‑stock alerts – notifications sent via WhatsApp when stock falls below a threshold.
- Automated invoicing – invoices are generated instantly and sent to customers via email or WhatsApp.
- Payment reminders – automated reminders are sent on due dates, with follow‑ups for overdue invoices.
- Dashboard & reports – a central dashboard shows sales trends, best‑selling products, and outstanding balances.
- Supplier management – purchase orders can be generated automatically based on reorder levels.
Results & Impact
Within two months of implementing the system, Mensah Retail reduced the time spent on stock and invoicing from 12 hours a week to just 2 hours. On‑time payments increased from 60% to 95% thanks to automated reminders. The owner can now focus on growing the business instead of paperwork.
The owner, Kofi Mensah, shared: "I used to dread month‑end. Now everything runs itself. I get low‑stock alerts on my phone, invoices go out instantly, and customers pay faster. It's like I have a virtual assistant working 24/7."
Tech Stack
- HTML5, CSS3, JavaScript
- Supabase for database and real‑time updates
- WhatsApp Business API for notifications and reminders
- Cloudinary for product image management
- Custom dashboards with Chart.js for reporting