Store Supply Company System (Small B2B)
A distributor supplying groceries and small restaurants with recurring deliveries and supply contracts.
From prospect to supply contract, weekly delivery, and collection — customer receivables in one place.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every targeted grocery or restaurant enters as a card in the “Customer” column with its business type and expected weekly needs. The sales officer prepares a price quote and the card moves to “Quote”; on agreement the contract is signed and it moves to “Contract” with the supply terms, prices, and delivery schedule. After that the card lives in “Weekly Delivery”: each delivery is logged on the card with its quantities and items. At the end of the billing cycle it moves to “Collection” until the invoice is paid, then “Review” to assess the customer’s commitment and satisfaction before contract renewal.
Chat runs between the supply coordinator, the warehouse, and drivers: a quantity change in tomorrow’s delivery, a customer declining receipt at the scheduled time, or an alert about an unavailable item needing a customer-approved substitute. Agreed edits are written on the card so the invoice matches what was actually delivered and numbers don’t differ at collection.
Dues is the heart of this system: weekly delivery invoices owed by each customer, the company’s purchases from its own suppliers, and receivables aging per account — so the owner knows who pays and who delays before delay turns into loss, and sets credit limits on numbers, not impressions.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Sales Officer
Wins new customers and prepares quotes, negotiates contracts and records their terms on the card, and reviews “Review” before renewing any contract.
Supply Coordinator
Runs the “Weekly Delivery” column: prepares deliveries and schedules drivers, and logs each delivery with its quantities on the customer’s card as soon as it is done.
Collections Officer
Follows the “Collection” column: issues invoices on time, monitors receivables aging in Dues, and coordinates with sales before any renewal for a late-paying customer.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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