Information Needed to Begin Implementation

Gathering these documents and information before your initial consultation helps us understand your business quickly and provide accurate recommendations. You do not need everything perfectly organized - we work with whatever format you currently use.

Business Information

Company Registration Details

• Legal business name and trade name if different
• RFC (Registro Federal de Contribuyentes) tax identification
• Business address and any additional locations
• Type of business entity (individual, partnership, corporation)
• Industry or business sector classification

Current Operations Overview

• Description of products or services you sell
• Approximate number of transactions per day or month
• Number of employees who will use the system
• Business hours and operating schedule
• Seasonal patterns or busy periods

Product and Service Information

Product Catalog

Provide your current product list in whatever format you have it. This might be a spreadsheet, notebook entries, or even handwritten lists. Include:

• Product names and descriptions
• Product codes or SKUs if you use them
• Selling prices (including any price variations by customer type)
• Purchase costs for calculating profit margins
• Product categories or groupings
• Units of measure (pieces, kilograms, liters, etc.)
• Variations like sizes, colors, or flavors if applicable

Service Offerings

For service businesses, document:

• Service descriptions and names
• Service pricing and any package deals
• Typical service duration or completion time
• Materials or supplies used in service delivery
• Staff members who perform each service

Inventory Information

Current Stock Levels

• Current quantity on hand for each product
• Storage locations if you have multiple warehouses or areas
• Minimum stock levels before reordering
• Preferred order quantities for each product
• Products that are seasonal or discontinued

Supplier Information

• Supplier names and contact information
• Which products you purchase from each supplier
• Typical lead times for deliveries
• Minimum order requirements
• Payment terms from suppliers

Customer Information

Customer Database

If you track customer information, provide:

• Customer names (business and contact person names)
• Phone numbers and email addresses
• Physical addresses for delivery if applicable
• Tax identification numbers for invoicing
• Customer categories or types if you use them
• Special pricing or discount arrangements

Credit Customers

For customers who buy on credit:

• Credit limits for each customer
• Payment terms (days to pay, interest charges if any)
• Current outstanding balances owed
• History of payment reliability
• Any customers currently on hold or restricted

Sales and Transaction Records

Historical Sales Data

Bring examples of your current sales tracking, such as:

• Sales notebooks or ledgers
• Spreadsheets tracking daily sales
• Receipt books or invoice copies
• Bank deposit records
• Cash register tapes if you use one

Transaction Patterns

Help us understand your typical transactions:

• Average transaction size
• Percentage of cash versus credit card sales
• How many customers buy on account versus immediate payment
• Whether you offer layaway or payment plans
• Return and refund frequency

Current Systems and Tools

Existing Software or Tools

• Any software you currently use for sales, inventory, or accounting
• Spreadsheet templates you have created
• Point of sale hardware like cash registers or card readers
• Barcode scanners or label printers
• Receipt or invoice printers

Technical Environment

• Number and type of computers or tablets available
• Internet connection type and reliability
• Mobile devices used for business
• Current email and communication tools
• Any IT support or technical assistance you have

Staff and User Information

Team Members

• Names and roles of employees who will use the system
• Current responsibilities of each person
• Technical comfort level and computer experience
• Languages spoken (for software interface selection)
• Work schedules and availability for training

Access Requirements

• Who needs to process sales transactions
• Who manages inventory and ordering
• Who handles customer accounts and collections
• Who needs to view reports and business data
• Any restrictions on what certain employees should access

Financial and Tax Information

Tax Configuration

• VAT (IVA) rates you charge on different products
• Products or services that are tax-exempt
• IEPS (special tax) if applicable to your products
• Tax retention requirements for certain customers
• Invoice numbering scheme you currently use

Payment Methods

• Bank accounts used for business deposits
• Credit card processing arrangements
• Digital payment methods you accept (transfers, apps)
• Cash handling procedures
• Check acceptance policies if applicable

Business Goals and Priorities

What You Want to Achieve

Help us understand your priorities:

• Specific problems you want to solve
• Information you wish you could see but currently cannot
• Time-consuming tasks you want to eliminate or reduce
• Decisions that are difficult without better data
• Growth plans that require better systems

Timeline and Budget

• When you want the system operational
• Budget available for software subscriptions
• Budget for implementation and training services
• Any upcoming events or deadlines driving the timeline
• Flexibility for phased implementation if needed

Format and Organization

Do not worry about having everything in perfect format. We work with information in whatever state you currently have it:

• Handwritten notebooks are fine
• Spreadsheets in any format work
• Photos of documents are acceptable
• Partial information is better than waiting for complete data
• We help organize and structure information during implementation

What Happens Next

After you provide this information:

1. We review your documents and prepare questions
2. We schedule an initial consultation to discuss your needs
3. We recommend specific software systems and explain why
4. We provide a written proposal with timeline and costs
5. Upon approval, we begin implementation