Franchise Management

Franchise Management connects a brand with the businesses that run it. Each franchisee keeps its own Kassly: its own books, BIR registration, staff, customers and subscription. The brand and the franchisee are linked by an agreement, and either side can end it.

The brand needs the Franchise Management add-on. Franchisees don't — an invite from the brand is all they need. See Plans and add-ons for the price.

What the brand can see

Only for the franchisee's branches that it links to the brand, and only while the agreement is active:

The brand sees	The brand never sees
Total sales and number of sales of linked branches	Branches the franchisee doesn't link
Units sold and sales of the brand's items	The franchisee's other products and their sales
Stock on hand of the brand's items	Customers, staff and payroll
The franchisee's price for the brand's items	Expenses, books and BIR records

While an agreement is suspended or after it ends, the brand sees none of it, and the franchisee stops getting menu updates.

For the brand

Set up your brand and invite franchisees

1. Go to Franchise → Franchisees and click Set up brand. Enter the brand name and how to reach head office — franchisees see this on their invite.
2. Click Invite franchisee and enter the owner's e-mail. Add an agreement number, contract dates and private notes if you like (only your team sees the notes).
3. Kassly e-mails a link that works for 14 days. If it expires, open the invite and click Send invite again; the old link stops working.

Set up a franchisee's Kassly for them

For a franchisee who doesn't use Kassly yet, click Invite franchisee, then Set up their Kassly. Enter the business name, the owner's name and e-mail, and optionally the first branch's name.

• Kassly creates a free business for them and e-mails the owner a link to choose a password. The business is theirs: you never get the password or any access to it.
• After choosing a password, the owner sees your invite and accepts it (or not) like any franchisee — with the option, ticked for them, to add your whole menu at once.
• Until they claim it, the invite shows not claimed yet. Send invite again e-mails a fresh link. Withdrawing the invite closes the unused business; one the owner already claimed stays theirs.
• If the e-mail already has a Kassly account, send an ordinary invite: they accept it from their own business.
• Any paid add-ons the franchisee chooses later are billed to them.

Sell supplies to franchisees

Franchisees can order supplies from your commissary in Kassly.

1. On Franchise → Brands, click Supply orders on the brand and choose the branch (and, with warehouses, the warehouse) orders are sold and shipped from. This needs the Sales Orders add-on.
2. On the Brand Menu's Supplies tab, open a supply and tick Franchisees can order this from you. Each order sells your own product with the same SKU, at the supply's price — add that product to your catalog if you don't have it.
3. Each order arrives as a draft sales order in your books, with the franchisee as the customer. Find them under Franchise → Supply Orders, then confirm, pick, pack, ship and invoice it like any sales order. The franchisee sees each step.

Royalty statements

Set each franchisee's fees on its page under Franchisees → Fees: a royalty and a marketing fee as a percentage of sales, an optional fixed monthly fee, whether the percentages are of sales less VAT and service charge (net) or as rung up (gross), and how many days they have to pay. The franchisee sees the terms.

• A couple of days into each month, Kassly drafts last month's statement for every franchisee with fees, from the sales recorded for its linked outlets. Drafts wait for you under Franchise → Royalties — nothing goes to a franchisee until you issue it. You can also draft a past month yourself.
• Open a draft to check it. Adjust adds a credit or extra charge with a note; Recalculate picks up new fee terms; Issue sends it — the franchisee's owner gets an e-mail.
• If you're VAT-registered, 12% VAT is added on the fees.
• The fixed fee follows the days sales were recorded, so a franchisee that joined mid-month pays for the days it was with you.
• When they pay, Mark paid with the date and a reference. A franchisee can dispute an unpaid statement; Answer dispute to stand by it, or Void it and draft a corrected one. A paid statement can't be voided.
• Every statement downloads as a PDF. It is a statement of account between you and the franchisee, not an official receipt or invoice, and doesn't work out withholding tax.

Run more than one brand

A group can franchise several brands — say, a fries brand and a milk-tea brand. Each brand has its own menu and its own franchisees.

• Go to Franchise → Brands and click Add brand.
• When you have more than one, Franchisees and Brand Menu show a brand picker at the top. Kassly remembers the last brand you picked.
• Network shows all brands together, or pick one.
• A SKU can only be used once across all your brands.
• When nobody runs a brand any more, end its agreements and click Archive. An archived brand can be restored.

Your brand menu

Go to Franchise → Brand Menu to list the items franchisees add to their own products.

• Add item: SKU, name, category, suggested price, and sizes (none, or two or more). The SKU can't change later — franchisees' products are matched to it.
• Import CSV: columns sku, name, category, description, price, track_stock, plus kind (menu or supply) and unit for supplies. A row whose SKU is already on the menu updates that item. Photos, sizes, add-ons and recipes are set on each item afterwards.
• Discontinue takes an item off the menu without deleting it; franchisees are told.

Changing an item sends franchisees an update to review. Nothing changes on their till until they accept it, and their price only if they choose yours.

Photos, add-ons, supplies and recipes

• Photo: upload one on the item. Each franchisee gets its own copy, so changing or removing yours later never breaks theirs. A franchisee product that already has its own photo keeps it.
• Add-ons tab: groups like Sauces or Extras — one choice or several, required or not, a price per choice. Tick the groups on each menu item. Editing a group sends every item that has it to franchisees for review. A group still on an item can't be archived.
• Supplies tab: the ingredients your recipes use, such as potatoes or cooking oil, with the unit they're counted in and your price to franchisees. The unit can't change once added.
• Recipe: on a menu item, list the supplies and how much of each goes in (any unit of the same kind — grams for a supply counted in kilograms), plus waste. Franchisees get the recipe with the item, and the supplies it uses are added to their products as ingredients. Each sale then takes the ingredients out of their stock.

A supply used in a recipe can't be discontinued until it's out of every recipe.

Lock a price

Tick Lock the price on an item when your franchise agreement lets you set it. Then:

• franchisees can't charge a different price for that item or its sizes, from any device;
• cashiers can't key in a custom price for it;
• a new locked price reaches each franchisee at the start of its next business day, never in the middle of one.

Discounts, promos, customer price lists and the senior citizen and PWD discount still apply at the till. Only lock prices your agreement allows you to set.

The network view

Franchise → Network shows, for today, this week or this month:

• sales and number of sales across all outlets, and per outlet;
• your best-selling brand items;
• brand items at or below their reorder point, by outlet;
• franchisees whose price differs from your suggestion.

Click an outlet for its brand items: units sold, sales, stock and price. The numbers are read live from each franchisee and refreshed at most once a minute (click Refresh for the latest). Each franchisee's "today" follows its own business-day cutover.

History shows any date range up to a year: sales by day, outlets ranked by sales, and your best-selling items. Kassly records it every hour, starting the day each franchisee joined, so outlets that have since left keep the days they shared. The last two days can still change while offline tills sync.

For the franchisee

Join a brand

If the brand set up Kassly for you, open the link in its e-mail and choose a password first. Your business is yours from that moment — the brand doesn't have your password or access to it — and you then see the invite below.

1. Open the link in the brand's e-mail while signed in as the owner of the business that will be the franchisee. No Kassly yet? Sign up free first, then open the link again.
2. Check Joining as shows the right business. If you run more than one, switch businesses from the sidebar and open the link again.
3. Tick the branches that run the brand and add the brand's outlet codes if you have them. Click Join.

Settings → Franchise then shows the brand, your linked branches (click Change branches to add or remove one) and End agreement.

Order supplies from the brand

Go to Inventory → Brand Supplies. Enter how much of each supply you want, choose the branch to deliver to, and send the order.

• It becomes a purchase order in your books (the brand is the supplier), and the brand sees it as an order to confirm and ship.
• You can withdraw an order until the brand confirms it.
• When the goods arrive, open the order and click Receive into stock. You don't need the Purchasing add-on for this.
• Staff who manage purchase orders can order too.

Royalty statements from the brand

Settings → Franchise shows the brand's fee terms. Click Royalty statements to see each month's statement once the brand issues it, download the PDF, or Dispute one you think is wrong — the brand answers it or sends a corrected one. Pay the brand directly; it marks the statement paid.

Add the brand's menu and review its changes

Go to Catalog → Brand Menu.

• Not added: tick items and click Add to my products. Each becomes your own product at the brand's suggested price, with its sizes and category. If you already have a product with the same SKU, it is linked as it is.
• Updates: for each change the brand made, click Apply to take it or Keep mine to leave your product as it is. Your price only changes if you also tick Use the brand's price.
• Photos, add-ons and recipes come with the item. Applying an update replaces only what came from the brand — never a photo you chose, add-on groups you added yourself, or a recipe you made.
• An add-on group from the brand is one group in your catalog, shared by every product that has it, so applying a change to it updates it on all of them.
• If your product already has its own recipe, the brand's isn't added: every recipe on a product is used up per sale, so both would count the ingredients twice. Remove yours to switch to the brand's.
• Supplies the brand's recipes use are added for you. The brand's price for a supply is shown, but your cost changes when you actually buy at it.
• On my menu: your price next to the brand's suggestion.

After that, the products are yours to edit like any other — except a price the brand has locked.

Good to know

• One business can be a franchisee of more than one brand, but a branch runs one brand at a time.
• Ending an agreement doesn't delete anything. The franchisee's products and sales stay theirs.
• Products added from a brand menu start with a cost of ₱0. Enter your real cost on each product so your margins and profit reports are right.
• A network of more than 50 franchisees is shown from the hourly update instead of a live read, so every franchisee is included. Open an outlet for its live numbers.
• A business that runs two of your brands counts as one franchisee in the network totals.