Automation of a mobile phone store: from 5 to 13 workstations
A mobile communication store combines several different businesses: phone sales by IMEI, a wide range of accessories, starter packs, services, online orders, warranty, and sometimes repairs. In this case, accounting developed from basic sales and label printing to a terminal configuration for 13 workstations with a customer database, serial number accounting, online store synchronization, messaging, and Software RRO.
The case is based on real experience of long-term use of Torgsoft. We preserved the logic of the business decisions without disclosing client information.
How it all started
In 2015, the business chose a terminal license for five workstations. The first settings concerned product sales, employee rights, price lists, label templates, and barcode printing. From the start, the owner laid the foundation for several users to work in one shared accounting environment.
The transition to full operation happened gradually. In 2019, the project was resumed; in 2020, an internal person responsible for product transfer and training was appointed, supplier invoice import was configured, and the number of workstations increased to eight. The next extensions were added when a separate business process had already been formed for them.
How the accounting system developed
Terminal version for five workstations
Sales, users, price lists, and label printing were configured. A compact 30 × 20 mm label template was created for the short product name and barcode.
Return to the project and transfer of the product catalog
The business appointed an employee responsible for the transition, product import, and internal support. The number of workstations was gradually increased to seven, and then to eight.
Nine workstations and the customer circuit
Work with customer profiles, discount card verification via SMS, and synchronization with the online store were connected.
Phone accounting by serial numbers
Warranty accounting by serial numbers, warranty document printing, and warranty period control were activated. The number of workstations grew to eleven.
Thirteen workstations, messaging, and Software RRO
Two more workstations, bulk messaging to customers, and Software RRO were added to the configuration.
Configuration consolidation
The license confirmed six connected options: serial number accounting, online store, customer profile, SMS verification, messaging, and Software RRO.
Six owner decisions that made the system scalable
Plan for several workstations from the start
The terminal version was chosen at the first stage. When new users appeared, the business expanded the number of licenses without changing the accounting logic.
Appoint an internal responsible person
A separate employee coordinated product catalog transfer, training, and internal work rules.
Standardize the product database first
Supplier invoice import and custom label templates became part of the initial circuit.
Separate serial-numbered equipment from mass goods
Phones require identification of each unit, while accessories are mostly accounted for by quantity.
Connect options when the process is ready
The customer database, online store, serial numbers, messaging, and Software RRO were added gradually.
Keep sales and communication in one context
The customer profile, discount card verification, and messaging are linked to purchase history.
Check your own accounting scenario in the demo version
Upload a sample supplier invoice, create a phone with IMEI, add accessories, and run a combined sale.
Six circuits of a mobile communication store
Receipt and suppliers
Import of invoices from Excel, code matching, purchase prices, debts to suppliers, and distribution of goods between outlets.
IMEI and warranty
Serial number during receipt and sale, warranty period, warranty certificate, movement history of a specific device.
Checkout and Software RRO
One receipt for the phone, accessories, and services, separation of payment methods, returns, and fiscal receipt transmission.
Customers and repeat sales
Customer profile, purchase history, discount card, SMS verification, interests, and targeted messages.
Online orders
Export of catalog, photos, prices, and stock balances, receiving orders, and reserving goods.
Network control
Stock balances by accounting centers, internal transfers, inventories, sales by product, outlet, and employee.
How to build the product catalog correctly
The most important rule for this niche: do not mix phones, accessories, starter packs, services, and dealer rewards in one accounting method. Each group has its own control unit and its own moment of income recognition.
1. Phones, tablets, watches, and other serial-numbered equipment
Create a stable tree: Smartphones → brand → line. Store memory, color, SIM type, condition, and technical parameters in product characteristics.
Enable strict serial number accounting for the product type. During receipt, scan the IMEI or S/N of each unit and specify the warranty period.
During internal transfer, move specific serial numbers between accounting centers.
At checkout, scan the device IMEI. Torgsoft will not allow selling a number that is not in stock or posting an already existing number again.
Print the warranty certificate from the receipt. During a return or service request, find the device by serial number and check its history.
2. Cases, glass, cables, chargers, and other accessories
Build the tree by product function: Cases, Protective Glass, Cables, Chargers, Power Banks, Headphones, Holders, Adapters.
Set your own dynamic parameters for each type: compatibility, connector, power, charging protocol, length, capacity, material, and color. These parameters can be displayed in columns and used in filters.
Use a single name formula: category + compatibility + key characteristic + color + SKU. For example: “Case Samsung A55 silicone transparent CASE-A55-TR”.
Store the supplier’s internal code separately from your own SKU. Enable uniqueness checking for the SKU so that import does not create duplicates.
If there is a manufacturer barcode, use it. For goods without a code, print your own label. EAN-13 is suitable for 12–13 digits; for longer internal codes, use Code 128.
3. Starter packs and dealer operations
Account for a physical starter pack as a unit product: operator, tariff line, SIM format, purchase and retail price, barcode.
If the contract requires unit control by ICCID, use it as a unique identifier after checking the format in a test database. Subscriber activation remains in the operator’s system.
Selling a pack writes off the physical unit from stock. Activation consultation or setup should be recorded as a separate service if it has its own price.
Record the dealer reward from the operator as a separate financial document with the counterparty and analysis item. This keeps product sales separate from income under the dealer agreement.
For top-ups and other agency operations, separate the transit amount and your own reward in internal analysis. Determine tax and fiscal treatment according to the contract with the operator together with the accountant.
4. Film application, phone setup, and other services
Create separate cards of the Service type: glass application, cutting and applying film, data transfer, initial setup, diagnostics, connector cleaning.
Account for material and work separately. The receipt may contain “Protective glass” and “Protective glass application”, which makes it possible to analyze product markup and service income separately.
If the material is included in the fixed service price, add it to the service composition. Do not write off the same material again as a separate item.
Link the sale to the employee to see the number of completed services and configure performance-based rewards.
5. Phone repair as a separate circuit
In Document → Repair mode, create an order, select the customer, record the phone, serial number, completeness, condition description, and responsible technician.
Add device photos to the document, print the receipt and repair barcode.
Select spare parts from stock. Torgsoft reserves materials for a specific repair, and serial-numbered components can be recorded by S/N.
Add technician services and operations separately. The repair cost is formed from materials, services, and work.
Change the stage: accepted, in repair, result available, completed, or sent for repair. After payment, an invoice is created, and completed unpaid work is visible through filters.
Fine settings that affect accounting accuracy
Keep the product type tree stable, and move compatibility, material, and color into characteristics. One combination of characteristics and SKU must correspond to one product card. Before adding, check the SKU, barcode, and supplier code.
Create a separate import template for each supplier. Be sure to match the columns for name, SKU, supplier internal code, barcode, quantity, purchase price, and characteristics. Before posting the receipt, review which rows have been matched with existing goods and which will create new cards.
For cases, cables, and small accessories, a short name, price, and barcode are enough. The rule for forming the short name is set in product parameters. After changing the rule, old names need to be updated through product name diagnostics.
Set your own minimum and maximum stock balance for each warehouse. A USB-C cable, 20 W charger, and popular glass may have different standards in the city center, a shopping mall, and a small outlet. Create orders and internal transfers based on the actual shortage of a specific warehouse.
In accounting parameters, set a ban on negative sales. For serial-numbered equipment, use strict warranty accounting. Before transfer, check the sender’s balance; after receipt, post the internal transfer document.
Add cyclic control: check phones and expensive serial-numbered equipment by IMEI more often, fast-moving accessories by groups, and slow-moving items according to a separate schedule. In Torgsoft, create an inventory statement for the selected group and scan the actual goods.
Record the phone, case, glass, and application as separate items in one receipt. Then reports will show equipment margin, accessory markup, and service income. For low-margin goods, set the maximum allowed discount percentage at the product type level.
An online store order creates an invoice and reserves the product. Before shipping serial-numbered equipment, open the invoice item and scan the specific IMEI. After that, the sale will be linked to the unit actually sent to the buyer.
Support as part of the methodology
Internal responsibility
A designated employee is responsible for the product database, imports, and work rules. This reduces the number of different interpretations of one process.
Help with a specific scenario
Settings are checked on a real document: receipt of goods, label, sale, warranty certificate, or supplier import.
Gradual expansion
New workstations and options are added after the work order, responsible person, and result control method have been defined.
Solution ecosystem
Core: Torgsoft Terminal
Thirteen workstations for sales, warehouse, product management, customers, and financial documents.
Warranty product accounting by serial numbers
IMEI, S/N, warranty periods, and warranty certificates.
Option descriptionSynchronization with online store
Products, photos, prices, stock balances, and orders.
Option descriptionCustomer profile and Binotel calls
Purchase history, interests, contacts, and reminders.
Option descriptionWho this automation is suitable for
Mobile phone stores
When you need to account for phones by IMEI, warranty, accessories, and combined sales.
Operator dealer outlets
When physical goods, starter packs, activation services, and dealer rewards require separate control.
Store chains and retail islands
When stock balances by each outlet, internal transfers, employee rights, and centralized reports are needed.
Stores with a service area
When equipment sales are supplemented with repairs, spare parts, technician work, and order status messages.
Set up accounting software for a phone store around your assortment
Start with the product tree, one supplier import, and a test sale “phone + accessories + service”. After that, you can connect IMEI, online store, Software RRO, and repairs.
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