Getting Started

First Login

Accessing Your Account

  1. Navigate to your unique subdomain (provided in the welcome email)
  2. Enter your email address and temporary password
  3. Create a new, secure password when prompted
  4. Complete your profile information

Dashboard Welcome Tour

On your first login, you'll see:

  • A welcome message with quick setup tips
  • Navigation overview
  • Key feature highlights
  • Setup checklist to guide your initial configuration

Dashboard Overview

The Budgeting Pro dashboard provides a centralized view of your company's spending and budget status:

Main Navigation

  • Dashboard: Overview of budgets, spending, and recent activity
  • Locations: Manage company locations and their budgets
  • Orders: View and manage Shopify orders and approvals
  • Users: Manage team members and their permissions
  • Reports: Access detailed analytics and spending reports
  • Settings: Configure app preferences and integrations

Dashboard Widgets

  • Budget Overview: Current budget status across all locations
  • Recent Orders: Latest orders from your Shopify store
  • Spending Alerts: Notifications about budget thresholds
  • Quick Actions: Shortcuts to common tasks

Setting Up Your Company

Company Information

Navigate to Settings → Company Profile to configure:

  1. Company Details

    • Company name
    • Business address
    • Contact information
    • Tax information (if applicable)

  2. Currency Settings

    • Primary currency (should match your Shopify store)
    • Exchange rate preferences (for multi-currency stores)

  3. Fiscal Year

    • Define your company's fiscal year
    • Set budget periods (monthly, quarterly, annually)

Business Rules

Configure global settings that apply to all locations:

  • Approval thresholds
  • Budget rollover policies
  • Order processing rules
  • Notification preferences

Creating Locations

Locations represent different departments, offices, or cost centers within your company.

Adding Your First Location

  1. Go to Locations → Add New Location
  2. Fill in the required information:
    • Location name (e.g., "New York Office", "Marketing Department")
    • Location code (for easy identification)
    • Description
    • Address (optional)
    • Manager/Contact person

Location Settings

For each location, configure:

  • Budget allocation
  • Approval hierarchy
  • Spending limits
  • Allowed product categories
  • User assignments

Budget Configuration

Setting Up Budgets

  1. Navigate to Locations → Select a location → Budget
  2. Configure budget parameters:
    • Total budget amount
    • Budget period (monthly, quarterly, annually)
    • Start and end dates
    • Rollover settings

Budget Types

Choose the appropriate budget structure:

  • Fixed Budget: Set amount per period
  • Rolling Budget: Continuous budget with rolling periods
  • Project Budget: One-time budget for specific projects

Approval Thresholds

Set spending limits that trigger approval workflows:

  • Auto-approve: Orders under this amount are automatically approved
  • Manager approval: Orders requiring manager approval
  • Executive approval: High-value orders requiring senior approval

User Management

Inviting Team Members

  1. Go to Users → Invite User
  2. Enter the user's email address
  3. Select their role and permissions:
    • Admin: Full access to location management
    • Manager: Can approve orders and manage budgets
    • User: Can place orders and view budgets
    • Viewer: Read-only access to reports

Assigning Users to Locations

  • Users can be assigned to one or multiple locations
  • Each assignment can have different permission levels
  • Set spending limits per user if needed

User Onboarding

When you invite a user:

  • They receive an email invitation with setup instructions
  • They create their own password during first login
  • They're automatically guided through the interface

Testing the Integration

Verifying Shopify Connection

  1. Check Settings → Integrations → Shopify
  2. Verify the connection status shows as "Connected"
  3. Review the sync settings and permissions

Testing Order Flow

To test the complete workflow:

  1. Place a Test Order

    • Go to your Shopify store
    • Add products to cart and create a draft order
    • Or use an existing draft order for testing

  2. Check Order Sync

    • Return to Budgeting Pro dashboard
    • Navigate to Orders
    • Verify the test order appears in the list

  3. Test Budget Validation

    • Select the test order
    • Check budget availability
    • Try adding/removing products
    • Test the approval workflow

Verification Checklist

Ensure these items are working correctly:

  • [ ] Order synchronization from Shopify
  • [ ] Budget calculations are accurate
  • [ ] Approval notifications are sent
  • [ ] Users can access their assigned locations
  • [ ] Reports show correct data

Next Steps

Once your initial setup is complete:

  1. Train Your Team: Ensure all users understand the workflow
  2. Monitor Usage: Keep an eye on budget utilization
  3. Adjust Settings: Fine-tune configurations based on usage
  4. Set Up Reporting: Configure regular budget reports
  5. Plan for Growth: Consider how to scale as your business grows

Getting Help

If you need assistance during setup:

  • Check our Help Center within the app
  • Contact support through the in-app chat
  • Schedule a demo or training session
  • Join our user community for tips and best practices

Your trial period gives you full access to all features and support, so don't hesitate to reach out if you need help optimizing Budgeting Pro for your business needs.