Content
Why Inventory and Finance Control Collapse in Multichannel Retailing
Disjointed Channels: In-Store Cash Registers, Marketplaces, Social Media
When sales occur simultaneously in a physical store, on marketplaces, and through social media, data on the movement of goods and money instantly scatter across different systems. The cash register program shows one thing, the marketplace dashboard shows another, and the manager on Instagram records orders in direct messages. As a result:
- Inventory “on paper” does not match actual inventory
- The same items can be sold twice (overselling)
- Correctly matching orders with payments and returns becomes a manual quest
Without a single accounting center, “inventory and finance control” becomes reactive: you only learn about an error when a customer is dissatisfied or a shipment is disrupted.
Manual Accounting and Excel: Errors, Delays, Cash Gaps
Excel and personal spreadsheets often seem like a quick and free way to keep accounts. In practice, this leads to:
- Human errors when copying formulas and data
- Lack of up-to-date information (the file was updated after a day, but sales continued all day)
- Inability to quickly track the chain “order – warehouse deduction – payment – expense”
As a result, cash gaps appear: money has “arrived,” but you don’t see it in the right category; the shipment was paid for, but the cost was not correctly deducted; marketing expenses are not allocated to orders and “hang” as a separate line. Ultimately, it is difficult for the owner to understand the real profit by channels and products.
Margin Loss Due to Unaccounted Expenses and Exchange Rate Differences
Even if sales are accounted for, actual profitability and net profit often “float” because:
- Not all indirect expenses (advertising, service commissions, manager salaries) are allocated to orders
- Logistics, packaging, and returns are accounted for late or not included in the cost calculation at all
- Exchange rate differences and additional fees are ignored in foreign currency purchases
Thus, the business sees only revenue but does not understand why there is less money “on hand” than expected. Without a systematic approach, “inventory and finance control” turns into constant guesswork and one-time “post-mortems” at the end of the month instead of daily transparency.
CRM HugeProfit as a Unified Accounting Center for Offline and Online
Unified Database of Products, Warehouses, Customers, and Orders
HugeProfit collects all data into one system: products, warehouse inventories, offline and online orders, customer profiles. This eliminates duplicates and discrepancies. In one interface, you see the chain: order – warehouse deduction – payment – delivery.
- Inventory and financial control becomes proactive
- Unified sales and warehouse accounting reduces the risk of overselling
- Quickly see where the product is located and who it is reserved for
Automatic Accounting of Cost of Goods Sold (COGS) and Margin for Each Item
The system automatically calculates the cost of goods sold: procurement, logistics, packaging, commissions, exchange rate differences. After each movement, the product is revalued automatically.
- Accounting for cost and margin without manual formulas
- Understanding how much you actually earned on each item, category, and channel
- Minimum errors and delays, no “we’ll fix it at the end of the month”
Transparency of Financial Flows: Revenue ≠ Profit
In HugeProfit, revenue, gross profit, operating profit, and net profit are separated. Indirect expenses (advertising, commissions, salaries, taxes) are allocated to orders or categories.
- See not only how much money came in, but also how much you kept
- Automation of warehouse accounting and finances relieves the load on Excel
- Reports are generated in a couple of clicks: without long pivot tables and manual reconciliations
Мобильные приложения CRM системы HugeProfit
Используйте все преимущества мобильного устройства для ведения товарного учета:
— Мобильный сканер штрихкодов
— Добавление продаж в 2 клика
— Создание и отслеживание ТТН
— Контролирование остатков на Prom, Rozetka, OpenCart, Woocommerce, Хорошоп
— Множество складов и сотрудников
Real-Time Inventory Control Without Manual Routine
Synchronization with Marketplaces and Offline Cash Registers
HugeProfit pulls orders and deductions from marketplaces, online stores, offline cash registers, and social media into a single loop. Inventory is updated in real time, so:
- No overselling when the same item is sold twice
- Inventory and finance control becomes proactive, not “after the fact of an error”
- You see where the product is physically located and how much is available for sale on each channel
Integrations work automatically: an order is received on Prom – the product is reserved; a receipt is issued in the store – the stock is deducted; a return is processed – the stock is restored and the margin is recalculated.
Reservations, Transfers, Inventories “In One Click”
In HugeProfit, there are tools for reserving products, transfers between warehouses, inventories. Everything is processed in minutes, without tables and manual reconciliations.
- Automation of warehouse accounting: documents are created and processed in the system immediately
- Any operations are recorded in the product history: who processed, when, for which order
- Inventory can be conducted item by item, by categories, or by locations, with instant comparison of actual and accounting data
This eliminates “nighttime rechecks” in Excel and chaotic deductions. The result of the inventory immediately affects the reports and financial indicators.
Financial Analytics: From Revenue to Net Profit
Separation of Revenue, Gross, Operating, and Net Profit
In HugeProfit, financial indicators are broken down into levels: revenue, gross profit, operating profit, net profit. This helps understand where exactly money is being lost.
- Revenue shows how much money came in from sales but does not reflect expenses.
- Gross profit accounts for cost of goods sold (COGS) and immediately shows how much you earn on the product before accounting for indirect expenses.
- Operating profit removes the next layers of expenses: salaries, marketing, rent, logistics.
- Net profit accounts for all taxes and financial expenses.
This breakdown helps the owner see the whole picture: not just “how much was sold,” but how much was actually earned on each channel, category, SKU. Indicators are updated automatically after each product movement or expense, so inventory and financial control stops being “retrospective surgery” at the end of the month.
Accounting for Indirect Expenses and Their Allocation to Orders and Categories
Marketing, service commissions, manager salaries, taxes, and delivery often “hang” as a common pool. In HugeProfit, you set allocation rules:
- By the share of revenue of the channel or category
- By the number of orders
- By the weight or volume of shipments
- Manually to specific orders if you need to account for an expense pointwise
Result: accounting for cost and margin becomes accurate, not “averaged.” You see that, for example, marketing on Instagram generated high revenue but “ate up” the margin due to expensive leads. Or vice versa, local offline points show better operating profit due to low commissions and logistics.
All indirect expenses are documented in the system, participate in reports, and can be reallocated retroactively if you change the rule. This eliminates the situation where a commission or advertising was “forgotten,” and the profit “suddenly” collapsed at the end of the quarter.
Unit Economics Metrics: LTV, CAC, ROI, ROMI and the Connection Between Marketing and Profit
HugeProfit allows you to link marketing metrics with sales and profit:
- CAC (Cost of Acquisition) is calculated based on actual attraction costs and the number of first purchases
- LTV (Lifetime Value) shows how much a customer brings over their entire lifecycle, not just in the first order
- ROI/ROMI are calculated for campaigns, channels, and even individual creatives if you keep detailed tagging
Importantly, these metrics are based not on clicks and impressions, but on actual margin. You see that a lead from Google Ads brought an order of 3,000 UAH, but considering the return, discount, and delivery, the actual profit from it was 250 UAH. Or vice versa, “cheap” leads from organic search gave high LTV, and it is worth strengthening content marketing.
This approach allows you to build a budget not “by eye” and not based on agency advice, but based on your own data. Inventory and financial control here acts as the foundation: if the accounting is accurate, marketing analytics becomes a solution, not a hypothesis.
Cash Flow, Payment Calendar, and Prevention of Cash Gaps
Even with proper profit, you can “get stuck” in a cash gap if you do not account for payment and expense deadlines. In HugeProfit, there is:
- Payment calendar with plan-fact receipts and payments
- Accounting for accounts receivable and accounts payable for each counterparty
- Forecast of money movement considering current orders, deliveries, and mandatory payments
The system shows when and how much money will actually come in and go out, prompts where a “gap” will form and how to close it: speed up payment, get a discount from the supplier for prepayment, transfer part of the marketing budget. You don’t wait until the end of the month to realize that there is not enough money for the delivery.
As a result, you manage not only profit but also liquidity. Unified sales and warehouse accounting plus the financial circuit in one system eliminates the constant sending of Excel files between the accountant and the director.
Integrations and Process Automation in HugeProfit
Orders from Prom, Rozetka, OpenCart, WooCommerce, Horoshop, ShopExpress
All orders from the listed platforms automatically enter HugeProfit and are linked to customer profiles, products, and payments. This means that the CRM for offline and online trading receives a single data stream without manual input.
- Creating an order, deducting the product from the warehouse, and calculating the cost of goods sold (COGS) occur immediately after import.
- Unified sales and warehouse accounting eliminates overselling: inventory is updated instantly across all channels.
- You can set different processing rules for each source: discounts, deliveries, taxes, marketplace commissions.
- Any changes (cancellation, return, partial payment) are automatically reflected in the inventory and financial control and margin reports.
As a result, you see an accurate picture for each channel: what is being sold, with what margin, where expenses are “hanging,” and how profit is growing.
Chats from Instagram, Facebook, OLX, Telegram Bot, Viber Bot
Customer correspondence turns into orders with one click: messages from Instagram, Facebook, OLX, Telegram bot, Viber bot are pulled into HugeProfit.
- The manager sees the communication history and immediately processes the order, reserves the product, selects delivery, and records the payment.
- Chatbots collect applications 24/7, transfer them to CRM, and launch auto-funnels without employee participation.
- All dialogues are stored in the customer profile: it is easy to track LTV, repeat sales, and reasons for refusals.
- Integrations work in real time: as soon as the customer writes, the system notifies the manager and updates the data.
This approach eliminates “copy-paste” and chaos in messengers: inventory and financial control is synchronized with communications, and automation of warehouse accounting and sales is performed in the background.
Multicurrency Deliveries, Waybills, Invoices, Price Tags in a Few Clicks
The system supports deliveries in different currencies, taking into account exchange rate differences, commissions, and logistics.
- Documents (waybills, invoices, price tags) are generated directly in the interface, printed, or sent via link.
- Receiving goods automatically recalculates the cost of goods sold (COGS) and affects the accounting for cost and margin.
- Any movements between warehouses are documented to ensure no product unit is lost.
Thus, automation of warehouse accounting ceases to be a dream and becomes a working process.
Financial Accounting on All Accounts and Money Storage Places
The system keeps track of each bank account, cash register, wallet, or acquiring.
- See where the money is physically located and how much is free for payments.
- Easily control accounts receivable and accounts payable, plan payments.
- Payment calendar and cash flow forecast help close cash gaps in advance.
Displaying Net Profit Daily for Each Product
Each SKU has its own net profit, recalculated daily taking into account all direct and indirect expenses.
- You see which products are actually making money and which are “eating up” the budget.
- You can quickly disable unprofitable items or increase the price.
- This is the basis of unit economics: the margin is not “averaged” but calculated accurately.
PRRO and Fiscalization Upon Receipt of the Parcel
HugeProfit supports PRRO and automatic fiscalization upon receipt of the parcel.
- Receipts are generated and sent to the buyer automatically.
- All fiscal documents are stored in the system and available for control.
- This reduces the risk of fines and simplifies work with the tax authorities.
Possibility of Connecting Telephony
Integration with telephony allows you to record calls, listen to recordings, and link them to orders.
- A customer’s call immediately opens the profile in CRM; the manager sees the purchase history and inventory.
- Call analytics help assess the conversion of managers and the effectiveness of channels.
- CRM for offline and online trading turns into a full-fledged communication center.
Implementation: How to Start Without Pain and Chaos
Audit of Current Accounting and Goal Setting
First, determine what exactly you want to control: inventory and financial control, turnover speed, net profit per product, quality of manager work. Conduct a mini-audit: where the data is currently stored (Excel, cash register, marketplaces), which processes are “lagging” (reservations, returns, expense allocation). This will allow you to set measurable goals and configure the CRM for offline and online trading for real tasks, not “everything in general.”
Structure of Warehouses, Expense Items, and Data Migration
Next, we set up the database: warehouses, money storage places, income and expense items, taxes, PRRO, rules for allocating marketing expenses. We import products, inventory, customers, and orders from Prom, Rozetka, OpenCart, WooCommerce, Horoshop, ShopExpress and connect chats from Instagram, Facebook, OLX, Telegram bot, Viber bot. At this stage, unified sales and warehouse accounting is already enabled: all movements are recorded centrally, and accounting for cost and margin starts being calculated automatically.
Team Training and Work Regulations
Even the best system won’t save if managers continue to process orders “in a notebook.” Create simple regulations: how to process an order, when to reserve a product, how to process a return, where to enter expenses. Train key employees to work in HugeProfit:
- How to view net profit for each product daily
- How to use the payment calendar and manage cash flow
- How to launch fiscalization upon receipt of the parcel (PRRO) and print documents
Telephony integration will allow the manager to see the customer profile during the call, and the owner to control the conversion and quality of work.
KPI Control, Scaling, and Continuous Optimization
After launch, set up dashboards with key metrics: margin by SKU and channels, LTV, CAC, ROI, warehouse turnover, return rate. The system itself will warn about “dips” through triggers and notifications. Based on the data, adjust the assortment, prices, advertising budgets.
When you add new channels, warehouses, or teams, the CRM for offline and online trading scales without pain: the architecture is already built, you just need to connect a new data stream.
This is why HugeProfit is the optimal choice: a unified accounting circuit, automation of warehouse accounting, documentation of all operations, financial accounting on all accounts, transparent profit analytics, and readiness for growth.
Conclusions: Control Without Chaos, Profit Without Guesswork
CRM for offline and online trading is needed so that inventory and financial control becomes systematic, not a “post-mortem” once a month. HugeProfit provides:
- Unified sales and warehouse accounting with automatic inventory and reservation updates
- Accounting for cost and margin for each item, order, and channel
- Financial accounting on all accounts, payment calendar, and prevention of cash gaps
- Net profit daily for each product and unit economics metrics (LTV, CAC, ROI)
- Integrations with Prom, Rozetka, OpenCart, WooCommerce, Horoshop, ShopExpress and chats from Instagram, Facebook, OLX, Telegram bot, Viber bot
- PRRO and fiscalization upon receipt of the parcel, telephony connection, and trigger notifications about profit dips
Result: less manual routine, fewer errors, more transparency, and manageable profit.
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