Over 15 years of retail network development together with Torgsoft
The story of a Ukrainian network of children's goods stores and an example of step-by-step retail network automation: from the first retail outlets with basic accounting to a multi-format system with fiscalization, a mobile workplace and integration with bank terminals; at different stages, the network included four stores, a coffee shop and six workplaces. The case study is based on real experience of long-term Torgsoft use. We preserved the logic of the business decisions without disclosing client information.
How it all started
In 2010, the client kept records in Torgsoft in the first stores. The basic tasks of that period looked familiar to any retailer: connect a barcode scanner, configure seller roles, print barcode badges and learn how to distribute sales between sellers. Even then, the owner received an answer to the main question of the store: who sold what and how much during the day.
By the end of 2011, the business had grown to four retail outlets. With growth came new requests: a single discount system for stores with a shared assortment, viewing sales outside the store, SMS mailings to clients and promotions. Discount cards, promotions and mailings started working through the program tools and connected services; the remaining requests became part of the network development plan.
Development stages: how the network expanded its capabilities
Basic accounting and seller control
Barcode scanner, roles and passwords for staff, seller badges, receipt reports. The seller sees only what is needed for checkout work.
Torgsoft Ultra license and first options
The network moved to an extended license and connected options for bulk mailings and deletion of closed-period statistics. Discount cards, promotions and automatic birthday discounts for clients started working.
Order at checkout, in price tags and documents
Cash days and collections were configured, label and price tag templates were created for store needs: with price, without price, with discount for repricing. Closing accounting periods became a regular procedure, and license transfers when replacing equipment were handled by support.
Regular database maintenance
Periodic deletion of closed-period statistics, scheduled program updates, restoring operation after equipment failures and antivirus conflicts. Database archives are created automatically.
Fiscalization of retail outlets
A fiscal registrar was connected, and later the network moved to a software cash register. Sales, returns, X- and Z-reports are processed from the program and automatically transmitted to the tax authority. In the same year, the client moved to a Service Maintenance Agreement with an annual reserve of support hours.
A new outlet on the mobile app
A separate accounting center was created for the coffee shop and the Torgsoft mobile app was deployed: goods receipt, sales, software cash register and shift closing are performed from a tablet or smartphone. During launch, specialists checked non-standard scenarios for goods receipt, fiscalization and workplace accounting; based on the results, the development team refined the logic of the mobile app and PRRO in three processes, and the changes were included in update 2022.0.22. In the same year, a bonus system was configured for customers.
Integration with bank terminals
At two workplaces, bank terminals are connected to the program via the JSON protocol. The receipt amount is transferred to the terminal automatically, while payment and return go through one scenario together with the fiscal receipt.
New payment scenario and scheduled maintenance
The payment method «Payment through NovaPay integrator» was configured, a follow-up consultation on the bonus program was held, and the program was updated to version 2026.0.2. Scheduled maintenance is performed within service packages.
What led to success: six decisions by the owner
Six management decisions repeat in this story year after year. They have kept the network operational for more than fifteen years — through quarantine restrictions and the years of full-scale war. Each of these decisions can be applied in your own store.
First the system, then scale
The fourth retail outlet was opened on an already configured program: in one on-site visit, a specialist installed the equipment, transferred the discount policy and trained new sellers in three stores at once.
Tip: set up accounting at the first outlet before opening the second. Then the new outlet copies ready processes instead of creating its own.
One platform, separate accounting contours
Outlets with different assortment specifics worked in separate accounting contours of one program, and a separate accounting center was created for the new business format. For stores with a shared assortment, a single discount system was considered.
Tip: separate analytics for different formats from day one. Mixed figures hide the real profitability of each direction.
Control without physical presence
Back in 2011, the owner planned remote network management and configured precise roles for sellers while preparing for maternity leave. The network continued to develop during this period.
Tip: limit staff access to the necessary minimum and bring key reports to your device. Then daily presence in the sales area will no longer be a mandatory condition for business operation.
The client base as a long-term asset
Discount cards since 2011, SMS campaigns before holidays, automatic birthday discounts and bonus mechanics since 2023. The base has been accumulating with every sale for more than 15 years.
Tip: record the customer at the first purchase. Communication channels change, but the accumulated base remains with the business.
Data discipline by calendar
Closing accounting periods, periodic deletion of statistics and automatic archives became regular procedures. It is the regularity of these procedures that keeps the database operational after more than 15 years of accumulated operations, while migration to new equipment follows a tested scenario.
Tip: assign a fixed date in the calendar for data maintenance, just like for inventory counts.
Legislative changes in planned mode
Fiscalization was implemented in January 2022, while bank terminals and payment integrators were connected immediately after the need appeared. Each new requirement was covered by a standard program option.
Tip: choose an accounting system where regulatory changes are released as updates. Then a new legal requirement is an option setting, without changing the software.
The common denominator of these decisions: from the first year, the owner treated accounting as a management tool, and every new circumstance — from opening an outlet to legislative change — was placed on an already prepared system. The manageability provided by this approach allowed the network to pass through the most difficult years.
Go through this path faster
The client built her ecosystem gradually, together with product development. Today all these tools are available from the first day of work.
Which business processes the accounting program covers for a store network
The main accounting operations of the network are maintained in Torgsoft, while fiscal, payment and communication services are connected to the relevant working scenarios of the program.
Sales and checkout
- barcode-based sale and product return
- cash days, collections, daily cash report
- mixed payment mode: cash and non-cash
Inventory accounting
- goods receipt and movement across warehouses
- labels and price tags based on custom templates
- inventory count and repricing
Staff and access
- roles with a precise list of permitted actions
- seller badges with barcode
- sales broken down by each seller
Clients and marketing
- client base with purchase history
- discount cards, bonuses, promotions
- bulk SMS and email mailings
Fiscalization and payments
- software cash register and fiscal registrar
- bank terminal in one scenario with the receipt
- payments through a payment integrator
Data and control
- closing accounting periods
- automatic database archives
- sales analysis and financial result for the period
Support as part of the methodology
Transparent service accounting
After technical support services are provided, the client receives a report: which issue was solved, which actions were performed, and how much time was deducted from the balance. The service history is stored for all years.
Service agreement
During periods of intensive configuration, the client used a Service Maintenance Agreement with prepaid hours, and for separate tasks — one-time service packages. Scheduled updates, database maintenance and consultations are performed within the selected format.
Working scenarios become updates
During the launch of the mobile outlet, specialists checked non-standard scenarios of the app and PRRO operation. The development team refined the logic in three processes, the changes were included in update 2022.0.22, and the client received a notification about the implementation of each of her tasks. This is how the product develops on real user scenarios.
Fine-tuning business processes together with the service team
Torgsoft support continues after implementation. Over the years of cooperation, a significant share of the client's requests concerned fine-tuning processes for business changes: new price tag formats, new equipment, new payment channels. This is how it works in practice.
One of the most frequent request topics across all years. Support creates label templates for specific scenarios: with and without price, with the old price and discount percentage for sales, for different paper formats. The finished template is transferred between computers by copying one file.
Cash days, collections and balance recalculation are configured so that the balance at the end of the day matches the actual cash desk state. If needed, support adjusts documents together with the client and closes the day with an accurate total.
The fiscal attribute of goods, time synchronization on the computer, PRRO shift status and transfer of receipts to the tax authority are checked within service support. Specialists check receipt statuses and support operations through the software cash register.
When replacing a computer, router or printer, support transfers the program and database, reissues the license, installs drivers and reconnects the bank terminal. Support accompanies the process from the start of work to restoring sales at the outlet.
Support assists with connection to the mailing service, updates gateway settings after credentials change and performs a test sending together with the client before every major campaign.
For stable tablet operation, specialists reserve addresses in the router, configure the application server, ports and firewall. The coffee shop keeps records in its own accounting center of the same program.
Roles are configured according to the owner's policy: access to warehouse, discounts, returns or product quantity is opened and closed separately for each employee. The seller sees exactly as much as is needed for checkout work.
Solution ecosystem: what is needed to automate a store network
Basis: Torgsoft Ultra licenses
Full accounting functionality. Each workplace is licensed separately; at one stage, the client's network had 6 workplaces operating.
Software cash register
Fiscal receipts without a hardware registrar, 1-year license.
More about the optionIntegration with fiscal registrar
Work with hardware cash registers, 1-year license.
More about the optionIntegration with bank terminal
Automatic transfer of the receipt amount to the terminal, 1-year license.
More about the optionTorgsoft mobile app
Workplace on a tablet or smartphone in its own accounting contour.
More about the optionBulk mailings to clients
SMS and email communication with the client base, 1-year license.
More about the optionDeletion of closed-period statistics
Database maintenance for stable operating speed.
More about the optionWho this automation model suits
Automation of a children's store network according to this scenario suits businesses with several retail formats: when some outlets work with a shared assortment and client base, some — with their own specifics, and new formats such as a coffee shop are launched on mobile workplaces. The architecture with separate accounting contours allows the system to be implemented step by step, outlet by outlet, without rebuilding processes that are already working.
Want the same automation in your store
Tell us about your business, and Torgsoft specialists will select a license and options for automating a children's goods store or another retail format: from the first retail outlet to a network with mobile workplaces.
Go back to the previous step