Implementation
“How do we actually move from Excel to this?” Six steps, one workflow at a time — and you do not have to digitise everything on day one.
The rollout
Each step says what your team does, what AWRA does at that point, and the checkpoint that tells you it is finished — so you know when to move on rather than guessing.
Step 1
What your team does
Pick the one workbook that hurts most — usually the stock sheet or the purchase tracker — and write down who raises, who approves, who issues and who pays.
What AWRA does
Departments, locations and reason codes become the skeleton those roles hang on, so the map turns straight into configuration.
Done when: Every step in that first workflow has a named role, not a name in a cell.
Departments, locations & reason codesStep 2
What your team does
Agree one naming standard, de-duplicate the item list, then download each template and fill it from your sheets.
What AWRA does
Items, suppliers, customers, assets, warehouses, locations and the chart of accounts upload from CSV or Excel. A file goes in whole or not at all, so a bad row is a message, not half a catalogue.
Done when: The item list in AWRA matches the shelf, not the sheet — confirmed by a count at each location.
Bulk importStep 3
What your team does
Decide who may raise a request, who approves it, who issues stock and who records payment — and keep those four people apart.
What AWRA does
Roles carry the permissions and the Approvals Hub collects what is waiting on each person. Downstream, the system refuses on its own: a purchase order can only be made from an approved quotation, an over-receipt is blocked, and a stock adjustment above the value you set cannot be approved by whoever raised it.
Done when: Raising, approving, issuing and paying sit with different roles — and you have checked it by trying to cross one.
Workflow automationStep 4
What your team does
Train by role, not by module. A storekeeper needs check-in, check-out and counts; an approver needs the Approvals Hub; finance needs the Payments Register.
What AWRA does
The mobile app works without a signal and syncs later, so stores and field staff learn on the device they will use. Help-center articles and Academy courses cover each role.
Done when: Each role has done its own task once, on real data, without help.
AcademyStep 5
What your team does
Pick a date, run opening counts, and freeze the old workbook as a read-only reference. Do not delete it — keep it until the numbers have matched for a month.
What AWRA does
The Control Tower ranks what is stuck in the first weeks — stock at risk, delayed orders, suspicious adjustments — so problems surface while the old sheet is still there to compare against.
Done when: Nobody has edited the old workbook since go-live day.
Operations hubStep 6
What your team does
Look at what people still do by hand — the weekly report, the reorder check, the reminder email — and choose the next workbook to retire.
What AWRA does
Saved filters, scheduled reports, low-stock alerts and workflows take over the repeat work, and webhooks tell the systems you kept.
Done when: The next workflow is chosen, and step one starts again on it.
Saved filters & scheduled reportsPace
The rollouts that stick start small. One workflow your team trusts beats six that nobody is sure about — and every one you add after it goes faster, because the items, people and approvals are already there.
Day one
The workbook carrying the most risk — stores issue-out, stock across branches, or the purchase tracker. Everything else stays where it is.
The first term or quarter
Requests, approvals and purchasing once the stock figures are trusted, because an approval is only as good as the balance it is approving against.
When you are ready
Sales and POS, accounting, HR and payroll, assets, the helpdesk. They are switched on in the trial; your team uses them when the earlier ones have stuck.
Where to start
The six steps are the same. The first workflow is not.
Usually starts with
Stores and department requests
Departments request supplies, the bursar or budget owner approves, and the store issues against a balance that is real. Procurement follows once a term of issue-outs shows what is actually consumed.
Inventory and procurement for schoolsUsually starts with
Programme stock and field requests
Field offices request against a programme, approvals are recorded, and every transfer is signed for at both ends. RFQ evidence and payroll allocated to the grant come next, when the donor report is due.
Procurement and stock for NGOsUsually starts with
Items, stock by location and sales
One item list, stock by branch, and sales or POS that deduct as they happen. Purchasing joins when reorder decisions need evidence, and QuickBooks can stay as the books.
Inventory management softwareMigration
You do not need to throw everything away. Most teams keep something they already run and connect it, rather than replacing it on day one.
Import items, suppliers, customers, assets and your chart of accounts.
More we can add
Opening ledger balances by upload. The template is already in the product, and switching the upload on for your workspace is work we can take on.
Keep QuickBooks for the books. Let AWRA run the operational workflow in front of it.
More we can add
Invoices, bills and payments sent to QuickBooks, and records pulled back from it — both are extensions we can build for your workspace.
Run AWRA beside the system you have, connected through its API and webhooks.
More we can add
Write access on the API, so another system can create records in AWRA directly rather than through a webhook-triggered workflow.
Pricing
Items, multi-warehouse stock, transfers and counts are fully on Basic, which is where most first workflows live. Multi-step approval routing and payroll start on Pro; the QuickBooks connection is on Premium.
Basic plan · Get organised
KES 2,500 / month
or KES 27,500 billed yearly
Source-of-truth inventory and day-to-day operations for a small, hands-on team — now with core people, projects and a support desk.
Before you pay anything
30-day free trial
Thirty days of the full platform, every module switched on and no card required. Choose a paid tier whenever you are ready.
What AWRA OpsHub does today
More we can add to your workspace
Where we point you to a specialist
Everything in that middle column is scope, not a ceiling. Tell us which of it you need and we will come back with a written spec, a timeline and a price to add it to your workspace.
Go deeper
Implementation questions
Help Center
Run inventory, procurement, assets, sales, and field work with approved AWRA guidance for setup, migration, integrations, security, pricing, and support.
