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Inventory and order system

A custom inventory system for businesses that have outgrown the spreadsheet.

An inventory and order system keeps your stock, orders and payments in one record that updates as your team works, so you know what's on hand without a recount or a phone call. Orvyn builds custom inventory systems for small businesses in the Philippines, starting from the spreadsheet or notebook you use today.

Book a callSee what it tracks
  • Starts from the records you keep now
  • A quote once the scope is clear
What an inventory system keeps
Stock
What's on hand, item by item
Branches
Each store or warehouse, side by side
Orders
From the first message to paid
Owner view
Totals and alerts on your phone
Signs it's time

When a spreadsheet stops working as an inventory system.

Most small businesses start with a sheet or a notebook, and that's fine for a while. These are the moments it starts costing more than it saves.

  1. The counts never match.The sheet says ten, the shelf has six, and nobody can tell which sale or delivery was missed.

  2. One person holds the file.Only one staff member knows which copy is current, and stock updates stop when they're off.

  3. Orders arrive in chat.Customers order by message, and someone retypes each one into the sheet at the end of the day.

  4. Branches report by text.Each branch sends its stock as a message or a photo, so the owner's totals are always a day behind.

  5. Unpaid orders are hard to see.Balances sit in a notebook, and collecting them depends on someone remembering.

What it tracks

Stock, orders and the money between them, in one system.

Every build is scoped to your products and the way you sell. These are the parts most inventory systems need.

Stock by item and branch

Quantities for each item at each location, updated as goods come in and go out.

Orders from start to finish

Each order has its own record, from the customer's request to packed, delivered and paid.

A dashboard for the owner

Daily sales, items running low and who hasn't paid, on one screen you check from your phone.

The right screens for each person

Staff see what their job needs and owners see everything. More roles mean more screens, which shows in the quote.

Links to accounting and payments

Connect your accounting software or payments when it saves typing. Each connection is scoped first.

AI, when it helps

Ask "what sold most this week?" in plain words, or have supplier receipts read so nobody retypes them.

From spreadsheet to system

How your stock records move into a system.

  1. 01 · Study

    We read the sheet you use now

    Your columns, codes and shortcuts show how the business really runs. We note what the system must do and send a scope and a quote.

  2. 02 · Build

    You try it in stages

    Working screens arrive early, so your staff can point out what doesn't match how they count, receive and sell.

  3. 03 · Bring over

    Your item list comes across

    We move your items and starting stock in. A clean spreadsheet is quick; years of handwritten notebooks take longer.

  4. 04 · Run

    Everyone works from one record

    Sales and deliveries go in as they happen. When the business changes, you ask the people who built the system.

Related

Where an inventory system leads next.

A notebook of handwritten figures, a calculator and a stack of receipts on an office desk
All custom builds

Custom systems and AI

Dashboards, portals, chatbots and integrations, and the things that move a quote.See custom systems
Orders by chat

AI chatbots

Let customers ask about stock and place simple orders on WhatsApp, Viber or Messenger.See AI chatbots
FAQ

Questions about inventory systems.

Something else? Message us on Viber or WhatsApp, or email sales@orvyn-solutions.com.

An inventory system is software that records every item you stock, how many you have and where, and updates the count as goods come in and go out. A custom one is built around your own products, units and branches.

It is when stock mistakes, retyped orders or chasing unpaid balances take hours every week. If a ready-made app already fits the way you sell, that's usually the cheaper route.

Yes, if your business needs it. Stock is kept per store or warehouse, and the owner sees every location together. We agree on the branches during scoping.

Yes. Moving your item list and records in is part of the build. Clean spreadsheets go quickly, and handwritten records take more time.

Yes. A chatbot on WhatsApp, Viber or Messenger can take simple orders, and a customer portal lets buyers check their order status and balances on their own.

The price depends on how many screens and roles it needs, what it connects to and how much old data moves in. You get a quote after we scope it together.

Bring the spreadsheet you use for stock.

We'll look through it with you on a call and send a scope and quote after.

Book a call
or email sales@orvyn-solutions.com