TailorFlow Garment Shop Management
Everything you need to run measurements, orders, invoicing, payroll, and more — from your phone or desktop.
1. What's Changed in This Version
If you used an earlier version of TailorFlow, read this first — the way you log in has changed.
Previously, entering your phone number showed a 6-digit code on screen, and that code alone logged you in. That meant anyone who knew your shop's phone number could get in — and shop phone numbers are usually on the signboard. Login now requires a password you set yourself. The one-time code is still available as an optional second step.
Also new: a forgot-password flow, invite links for staff, a scan-to-pay UPI QR on invoices, a Blocks & Grading module, and a Reports page with CSV export.
2. Getting Started
2.1 Registering Your Shop
Tap Start Free Trial / Register. Enter your shop name, your name, a 10-digit phone number, and choose a password. You start on a 14-day free Trial.
2.2 Logging In
Enter your phone number and password. If the optional one-time code step is switched on, a 6-digit code appears on screen after that.
2.3 Forgot Your Password NEW
Tap "Password bhule gechen?" and enter your phone number. The reset link is valid for 30 minutes and works once. For security, the same message shows whether or not the number is registered.
2.4 Dark Mode & Language
Tap the moon/sun icon in the sidebar to switch Light/Dark mode. Switch between English, বাংলা, and हिन्दी from the sidebar or login screen.
2.5 Getting Started Checklist
Your Dashboard shows a checklist — Add a Garment Type, Add a Client, Take a Measurement, Create an Order — that disappears once all four are done.
3. Garment Types — Set This Up First
A garment type (Kurti, Sherwani, Shirt) decides which measurement boxes appear when you measure a client. A garment type with no fields set up will show an empty measurement form — so set the fields up first.
- Garment Types → Fields — add each measurement you take (Chest, Waist, Length, Shoulder…)
- Garment Types → Std Sizes — optional: fill the S/M/L/XL chart so standard sizes auto-fill
The Garment Types list has a Setup column. Any type showing "No fields — set up" is not ready to use yet.
4. Dashboard
- Total Clients, Total Orders, Revenue This Month, Low Stock Items — each card is clickable
- A donut chart of your order pipeline — click any status to filter Orders
- Plan-expiry banner within 7 days of expiry, with a WhatsApp upgrade link
- Upcoming client birthdays with a one-tap WhatsApp greeting
4.1 Notification Bell
The bell shows a live count of orders awaiting approval, low-stock fabric, and today's appointments — each links straight to the relevant page.
5. Managing Clients
- + New Client — name, phone, WhatsApp, address, optional birthday
- Search — find a client by name or phone
- WhatsApp button — opens a chat directly
- Book Appointment — schedule a trial or fitting
Every client keeps their full order and measurement history, so repeat customers never need re-measuring unless something changed.
6. Taking Measurements
6.1 Custom Measurement
Pick the garment type — the fields change to match it. Enter the numbers and save.
6.2 Standard Size (S/M/L/XL)
Pick a size and fields fill in from your own size chart. You can still edit any value before saving.
6.3 Measurement Change Alert
If a returning client's measurement differs by more than 1 inch on chest, waist, or hip, TailorFlow warns you before saving.
7. Creating & Managing Orders
7.1 Creating an Order
From a client's page, tap New Order. Measurement and estimated fabric load automatically. Fill in fabric, price, tailor, and dates.
7.2 Visual Status Timeline
A step-by-step bar — Processing → Cutting → Stitching → Finishing → Ready for Trial → Ready for Delivery → Delivered.
7.3 Two-Step Approval & Payment Gate
A karigar's status change waits as "Pending" for approval. Separately, an order cannot be marked Ready or Delivered while any balance is unpaid.
7.4 Printable Work Slip
A clean printable page with client, tailor, fabric, dates, full measurements, and design photos — made for a shop-floor printer.
7.5 Design Photos & Tracking
Upload reference photos and share the order's private tracking link or QR code. Customers see live status with no login.
8. Invoicing & Payments
- Download PDF — logo, GST, address, custom footer, tracking QR code
- UPI Scan-to-Pay QR NEW — set your UPI ID under Settings → Company Profile; the invoice then shows a QR for the exact balance due
- Record Payment — amount, method, and a mandatory photo of the physical bill
- Confirm — payments start Pending; staff/admin confirm before they count
9. WhatsApp Updates
Three ready-made messages per order — Order Confirmation, Ready Notification, Delivery Notification. Tap, the message opens pre-filled, you press send. No paid API.
10. Employees & Payroll
10.1 Roles
- Admin — full access, the shop owner
- Staff — day-to-day operations and approvals
- Store Manager — a staff member promoted with a toggle; can pay any employee at their branch
- Karigar (Tailor) — sees only their assigned orders
10.2 Adding Staff — Invite Links NEW
When you add an employee, TailorFlow generates an invite link valid for 3 days. Send it to them and they set their own password. Until then they cannot log in, and the Employees page lists them under "Password set kora baki". You can issue a fresh link any time.
10.3 Paying Wages
A regular staff member can only pay a karigar. Only Store Manager/Admin can pay other staff. Karigar payouts auto-count delivered orders × rate per piece.
11. Inventory
Track fabric stock. Orders can automatically deduct their estimated yardage.
11.1 Auto Fabric-Cost
Set a Cost/Unit on a fabric item once — any order that deducts stock from it then calculates and saves the fabric cost automatically.
Stock at or below your threshold shows a LOW badge with a one-tap WhatsApp alert to yourself.
12. Search Zone
Find a client by name or phone, or find a similar past measurement: pick a garment type, enter a few values, and TailorFlow finds any client within about an inch — useful for reusing a pattern instead of drafting fresh.
13. Group / Bulk Orders
For school or company uniforms: one shared garment type, price, fabric, and tailor. Add members one at a time and pick each size — an individual order generates per person automatically.
14. Appointments
Book trial or fitting appointments per client, see all upcoming ones in one list, send a one-tap WhatsApp reminder, or cancel.
15. Blocks & Grading
Optional module. Separate from per-client custom measurements, which work exactly as before. Blocks are graded size charts for production: define the points of measurement for a base size, set the grading rules, and TailorFlow generates the full size run.
- Size Scales — define your size run once (for example 35 to 50)
- Blocks — create a block, set its base size, add points of measurement
- Grading — enter the increment per size; zone changes are visible rows, not hidden inside a formula
- CSV import/export — bring existing charts in, or export a graded chart out
Measurements are stored as exact fractions rather than decimals, so repeated grading never drifts by a sixteenth of an inch the way a spreadsheet can.
16. Company Profile & Your Profile
16.1 Company Profile (Admin only)
Upload your shop logo, and set your GST number, business address, UPI ID for scan-to-pay, and an invoice footer note. Your logo and shop name also appear on the public tracking page.
16.2 My Profile (everyone)
Update your own name, photo, and password. Your phone number and role are locked to your account.
17. Reports & Analytics
- A 6-month revenue bar chart
- Tailor-wise performance — orders delivered and revenue generated per tailor
- Your top 10 clients by total spend
- CSV export for Clients, Orders, and Revenue — ready for Excel or your accountant
18. Your Subscription Plan
Every shop starts on a 14-day free Trial (20 orders/month, 2 staff).
18.1 Usage Progress Bars
Settings shows how much of your plan you've used this month — orders and staff seats — with a bar that turns amber then red as you approach the limit.
Message support on WhatsApp to upgrade. Plans activate manually once payment is confirmed; no card details are entered in the app.
19. Frequently Asked Questions
No login needed — share their private tracking link, or let them scan the QR code on their invoice.
Use "Password bhule gechen?" on the login screen. The reset link lasts 30 minutes and works once.
They need to open their invite link and set a password first. Check the Employees page — if they are under "Password set kora baki", send a fresh invite link.
That garment type has no measurement fields yet. Go to Garment Types → Fields for that type and add them.
A warning banner appears 7 days before expiry. After expiry, message support on WhatsApp — your data is never deleted.
If your connection drops while creating a new order, it is saved on your device and sent automatically once you are back online.
No. It uses your own UPI ID directly — no gateway, no fee, no third party.
20. Support & Contact
Abdur Rahim Khan
Full Stack Developer & Garments Pattern Technician