Digital Commerce Proposal

3-Store Retail
Transformation

Unified POS, AI-Powered Product Listing,
Multi-Channel Commerce & Live Dashboards

June 2026  |  Prepared for Karl Horak
3 Locations — Pretoria • Centurion • Midrand
By Brink Olivier  —  brink.olivier@gmail.com

Current State

The Challenge Today

Running 3 retail locations with Pilot POS and no online presence means missed sales, manual processes, and no unified view of the business.

❌ No Online Store

Customers can't browse or buy online. No presence on Google Shopping, Facebook, or WhatsApp.

❌ No Unified Dashboard

Sales, inventory, and performance across 3 stores are siloed. No single view of the business.

❌ One-Off Items Are Hard to List

Second-hand, unboxed, and demo stock requires manual effort to photograph, describe, and list individually.

❌ No Multi-Channel Sales

Products don't appear on Facebook Shop, Google Shopping, or WhatsApp — leaving sales on the table.

3
Retail Locations
PTA • Centurion • Midrand
0
Online Channels
0
Live Dashboards
Manual
Listing Process
Every unboxed fridge sitting on the floor without an online listing is a missed opportunity. Every day without a dashboard is a day flying blind.
The Solution

One Platform. Every Channel.
Total Visibility.

🏫
Shopify POS Pro

3 stores unified. Real-time sync. Staff roles. Returns anywhere.

🌐
Online Store + Channels

Website, Facebook Shop, Google Shopping, WhatsApp.

📷
AI Lister App

Snap a photo. AI writes the listing. Publish everywhere in one tap.

📊
Live Dashboard

Sales, inventory, channels. All 3 stores. Real-time.

QuickBooks Sync Multi-Location Inventory AI Product Descriptions Sold = Removed Everywhere
Architecture

How Everything Connects

🛠 Shopify — Central Hub
Products • Inventory • Orders • Customers • Source of Truth
▼   syncs to   ▼
🏫 POS Pro
Pretoria
Native
🏫 POS Pro
Centurion
Native
🏫 POS Pro
Midrand
Native
👨‍💼 QuickBooks
Native App
🌐 Online Store
Native
🛒 Google Shopping
Free Listings
👤 Facebook Shop
Native Channel
💬 WhatsApp
Shopify App
▲   feeds from   ▲
📷 AI Lister App
Custom Build • Creates Products via Shopify API
📊 Retail Dashboard
Custom Build • Reads Data via Shopify API
Native / App Store Custom Built for You
In-Store

Shopify POS Pro — All 3 Stores

Multi-Location Inventory

  • Real-time sync across all 3 locations — sell a fridge in Pretoria, stock updates everywhere instantly
  • Transfer stock between stores with tracked transfer orders
  • Per-location quantities — see exactly what's where
  • Returns & exchanges accepted at any location, inventory auto-adjusts

Staff Management

  • Custom roles — cashier, floor staff, manager, admin
  • Unique PINs per employee for accountability
  • Permission control — restrict refunds, discounts, and price overrides to managers
  • Individual sales tracking for commission and performance

What Pilot Can't Do

FeaturePilotShopify POS
Online store sync❌✅
Facebook Shop❌✅
Google Shopping❌✅
WhatsApp catalogue❌✅
Multi-location syncLimited✅
QuickBooks nativeLimited✅
API for custom appsBasicFull
Sales Channels

Sell Everywhere from One Catalogue

List a product once in Shopify → it appears on every active channel. Sell it anywhere → stock updates everywhere.

🌐 Shopify Online Store

  • Full e-commerce website with your branding
  • Browse by category, condition, location
  • Online purchase, reserve for collection, or buy in-store
  • iballmedia (Mark) available to assist with initial theme setup
Native

🛒 Google Shopping (Free Listings)

  • Products appear on Google Shopping tab for free
  • Syncs via Google & YouTube channel app
  • Products update automatically every 24–48 hours
  • Great for "unboxed fridge near me" searches
Native — Free

👤 Facebook & Instagram Shop

  • Product catalogue syncs to your Facebook Page
  • Tag products in posts and Stories
  • Customers check out on your Shopify store (not in-app)
  • Free to use — no additional selling fees from Meta
Native — Free

💬 WhatsApp Commerce

  • Share product links directly in WhatsApp chats
  • Automated order confirmations & shipping updates
  • 90%+ open rates vs 20% for email (SA average)
  • Via Shopify WhatsApp app (Kanal, SuperLemon, or similar)
Shopify App
⚠️ Facebook Marketplace is separate from Facebook Shop. Native Shopify integration pushes to your Facebook Shop (on your Page), not to the Marketplace peer-to-peer listings. Marketplace listings can be managed via third-party tools if needed.
Custom Build

The AI Lister App

A mobile-first web app for store staff. Snap a photo, AI writes the listing, publish to every channel in one tap. Designed for second-hand, unboxed, and demo stock where every item is unique.

📷

1. Snap Photos

Staff takes photos on their phone

→
🤖

2. AI Analyses

AI identifies product, writes title, description, tags, condition

→
✎️

3. Staff Reviews

Edit price, location, condition notes if needed

→
🚀

4. One-Tap Publish

Live on website, Google Shopping, Facebook, WhatsApp

→
✅

5. Sold = Gone

Sold anywhere → removed from all channels

< 60s
Photo to Published
Zero
Copywriting Needed
Auto
Removed When Sold
Lister App

How It Looks

📷 Quick List
📸
✨ AI Generated
Title
Samsung 510L Side-by-Side Fridge — Silver
Condition
Unboxed — Minor cosmetic scratch on left panel
Price
R 8,499
Store
Centurion
Publish to All Channels 🚀
→
creates
🧊
Unboxed

Samsung 510L Side-by-Side Fridge — Silver

R 8,499 R 14,999
Unboxed display unit. Minor cosmetic scratch on left panel. Full manufacturer warranty. Frost-free, water dispenser, energy rating A+.
Unboxed Centurion In Stock
🍳
Pre-Owned

Defy 30L Microwave — Black

R 899 R 2,199
Pre-owned, fully tested. Clean interior, all buttons functional. 900W, 6 power levels, child lock.
Pre-Owned Pretoria
Product Examples

Real Products, AI Listings

What AI-generated listings look like for typical inventory:

Product Condition AI Title Price Store
🧊 Samsung 510L SBS Unboxed Samsung 510L Side-by-Side Fridge — Silver, Frost-Free, Water Dispenser R 8,499 Centurion
🧊 Defy 250L Combi Pre-Owned Defy 250L Double Door Fridge Freezer — White, Energy Class A+ R 3,200 Pretoria
🍳 Defy 30L Microwave Pre-Owned Defy 30L Microwave 900W — Black, 6 Power Levels, Child Lock R 899 Pretoria
💻 Hisense 55" TV Demo Unit Hisense 55" 4K Smart TV — VIDAA OS, Dolby Vision, Bluetooth R 5,999 Midrand
💻 Samsung 43" TV Pre-Owned Samsung 43" Full HD LED TV — 2 HDMI, USB Playback, Wall-Mount Ready R 2,800 Centurion
🧹 Samsung Front Loader Scratch & Dent Samsung 9kg Front Loader Washing Machine — Silver, EcoBubble, Steam Wash R 6,499 Pretoria
Best Practice: Always include — brand, capacity/size, key feature, colour, condition note, and original RRP for savings context.
Growth Channels

Deals & WhatsApp Commerce

🎉 Deals & Promotions

  • Automatic discounts apply across all sales channels — POS, online, Facebook Shop
  • Discount codes can be shared on social media, email, and WhatsApp
  • Compare-at pricing shows original RRP vs your price — buyers see the savings immediately
  • Flash sales with scheduled start/end dates — "Weekend Clearance" that auto-activates
  • Volume discounts — buy 2+ small appliances, get % off
⚠️ Google Shopping promotion sync currently limited to US stores. Your products still appear as free listings — just without the "sale" badge on Google.

💬 WhatsApp — SA's Biggest Channel

  • 90%+ open rates on WhatsApp messages vs 20% email in South Africa
  • Share product links from Shopify directly in WhatsApp chats — customers see image, price, and buy button
  • Order updates — "Your order is ready for collection at our Centurion store" via WhatsApp
  • Broadcast new stock — "Just listed: Samsung 510L Fridge, R8,499 at our Centurion store" to your customer list
  • Abandoned cart recovery — automated WhatsApp reminder when someone adds to cart but doesn't buy
💬
WhatsApp Business API
Available in SA via Kanal, Interakt, or SuperLemon — connects directly to Shopify for product sharing and order updates.
Custom Build

Live Retail Dashboard

R 247K
MTD Revenue
▲ 12% vs last month
342
Items in Stock
across 3 stores
47
Listed Online
via Lister App
8.2
Avg Days to Sell
listed items

Sales by Channel (MTD)

Revenue by Store (MTD)

Top Selling Items This Month

ProductStoreSold
Samsung 510L SBS FridgeCenturionR 8,499
LG 9kg Front LoaderPretoriaR 7,200
Hisense 55" Smart TVMidrandR 5,999
Defy Combi FridgePretoriaR 3,200
Samsung Microwave 30LCenturionR 1,499
Accounting

QuickBooks Stays

Your accounting doesn't change. Shopify syncs everything to QuickBooks automatically via a native connector app.

✅ What Syncs Automatically

DataDirection
Sales & orders (POS + online)Shopify → QB
Customer recordsShopify → QB
Product inventory itemsShopify → QB
SA VAT (15%)Mapped to QB tax codes
Payment gateway payoutsShopify → QB
Refunds & credit notesShopify → QB
Cost of goods soldPer-item COGS tracking

📋 What Stays in QuickBooks

  • Supplier bills & accounts payable
  • Payroll for all staff
  • Bank reconciliation
  • Financial reporting — P&L, balance sheet, cash flow
  • Tax filing — VAT201, income tax
Zero Double Entry
Every sale — whether at the till, on the website, or from Facebook — automatically appears in QuickBooks. No manual re-entry.
Advisory

Best Practices for Pre-Owned Retail

📸

Photography Standards

4+ photos per item. Include: front, back, detail of any damage, model/serial label. Natural light or consistent LED. Clean background.

📄

Condition Grading

Use consistent labels: New Sealed, Unboxed, Scratch & Dent, Demo Unit, Pre-Owned — Tested. Customers trust transparency.

💰

Show the Savings

Always set "compare at" price (original RRP). A R8,499 fridge next to R14,999 RRP sells itself. Shopify shows the discount automatically.

📍

Location-First Strategy

Show which store has the item. "Available at Centurion store" builds urgency and helps walk-in planning. Collection-in-store reduces shipping costs.

📦

Warranty & Returns

Clearly state warranty terms per condition grade. "6-month in-store warranty" on pre-owned builds buyer confidence for online purchases.

⏳

List Fast, Price Right

The longer an item sits unlisted, the more you lose. List within 24 hours of intake. If it hasn't sold in 14 days, drop price 10%. The Lister App makes speed possible.

Roadmap

Phased Implementation

Phase 1

Foundation

Shopify store setup. Product migration. POS Pro install at 3 locations. Staff training.

Phase 2

Channels

Online store live. Google Shopping connected. Facebook Shop linked. WhatsApp app installed.

Phase 3

Lister App

AI Lister App built and deployed. Staff trained on photo → publish workflow.

Phase 4

Dashboard

Custom dashboard built. 3-store KPIs, channel performance, inventory visibility.

Phase 5

Optimise

QuickBooks sync verified. Deals engine tested. Performance review. Scale.

PhaseDurationKey Deliverable
1. Foundation 2–3 weeks Shopify live with POS at all 3 stores, products migrated, staff trained
2. Channels 1–2 weeks Online store, Google Shopping, Facebook Shop, WhatsApp all connected
3. Lister App 3–4 weeks Custom web app deployed, AI listing workflow operational
4. Dashboard 2–3 weeks Live multi-store dashboard with sales, inventory, channel metrics
5. Optimise Ongoing QuickBooks verified, first promotions live, performance tuning
Investment

Platform & Project Costs

💲 Monthly Platform Costs

ItemMonthly (est.)
Shopify Basic Plan ~R 700/mo
POS Pro (3 locations × $67 annual) ~R 3,600/mo
QuickBooks connector app Free – R500/mo
WhatsApp Business app Free – R600/mo
Facebook Shop & Google Shopping Free
Total Platform ~R 4,300–5,400/mo
* USD-based pricing converted at ~R18. POS Pro pricing is annual commitment ($67/mo vs $89 monthly).
* Transaction fees: gateway fee (e.g. Yoco 2.95%) + Shopify fee (0.6–2%) per card transaction.

🛠 One-Time Project Costs

DeliverableEstimate
Shopify setup + product migration + POS install TBD
Online store theme + configuration TBD
AI Lister App (custom build) TBD
Retail Dashboard (custom build) TBD
Channel setup (Google, FB, WhatsApp) TBD
Staff training (all locations) TBD
💡 Project pricing to be discussed based on scope agreement. Payment can be phased with deliverables.
Important Note

In-Store Card Payments in South Africa

The SA-Specific Limitation

Shopify Payments is not available in South Africa. This means Shopify POS cannot process card payments natively through its own hardware.

In practice, your stores will continue using your existing card machine (Yoco, Peach, or similar) alongside Shopify POS. The sale is recorded in Shopify POS as a "custom payment method."

⚠️ Card payments on Yoco devices do not auto-reconcile with Shopify. Your team records the sale in Shopify POS and takes payment on the card machine separately. Daily reconciliation between the two is required.

How Other SA Retailers Handle It

  • Cash sales — recorded directly in Shopify POS, no card machine needed
  • Card sales — staff rings up in Shopify POS + taps on Yoco device. Two steps, but consistent
  • Online payments — Yoco, PayFast, or Peach Payments handle checkout on the website (fully integrated)
  • EFT / bank transfer — recorded as custom payment in Shopify POS
This is standard practice
Most SA Shopify retailers operate this way. It's not a dealbreaker — just something your team needs to know.
Next Steps

Let's Get Started

Step Action
1. Align Confirm scope — which features first, timeline, budget parameters
2. Audit Review current Pilot data, product catalogue, existing processes across 3 stores
3. Setup Shopify store created, Pilot data migrated, POS Pro installed at all locations
4. Launch Online store live, channels connected, staff trained, first listings via AI Lister
5. Build Custom Lister App and Dashboard developed and deployed
6. Grow Deals engine, WhatsApp campaigns, performance review, scale what works
The first step is a conversation. Let's map your current setup, agree on priorities, and build a timeline that works for your business.
Short-Term Alternative

Pilot Dashboard — Start Now

While the Shopify migration is planned, we can build a custom dashboard on top of your existing Pilot POS today — giving Karel immediate visibility without changing anything in-store.

What Pilot's API Gives Us

EndpointData Available
GET /orders.json All orders — items, prices, costs, quantities, SKUs, discounts, tax, dates, customer details
GET /users.json Customer records — billing & shipping details, account creation dates
⚠️ Limited API: Pilot only exposes 2 endpoints (orders + users). No direct inventory, product catalogue, or reporting endpoints. All dashboard metrics must be derived from order data.

API Details

  • Base URL: https://api.pilot.app/relax/v1/{key}/
  • Auth: Basic authentication, SSL only
  • Format: JSON responses
  • Also: Zapier integration (240+ apps) for additional data routing

What We Can Build Today

  • Daily/weekly/monthly sales totals — aggregated from order data across all 3 stores
  • Top-selling products — ranked by revenue and quantity from order items
  • Revenue by store — if stores use separate Pilot accounts or order tagging
  • Average order value and transaction count trends
  • Customer growth — new vs returning from user data
  • Margin analysis — order items include cost + price, so we can calculate GP

What We Can't Get from Pilot API

  • Real-time inventory levels (no inventory endpoint)
  • Product catalogue / full product list
  • Stock transfers between stores
  • Staff performance / individual sales
Quick Win
A Pilot-based dashboard can be live within days — giving Karel the visibility he needs now, while the full Shopify migration is planned. The dashboard later migrates to Shopify's richer API.
Retail Transformation Proposal

List. Sell. Track.
Everywhere.

Unified commerce for 3 stores,
powered by Shopify, AI, and custom tooling.

Brink Olivier

brink.olivier@gmail.com

June 2026

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