Theme
Sova.

How to use Sova

Sova.

Training

Learn it in an afternoon. Run it every morning.

Two short tracks. One for the person at the desk, one for the person in the van. Pick yours, follow the steps, and you are running a real day by tomorrow.

What a finished day looks like
$4,820Collected
3Runs closed
94%Stops completed
RunPersonVan
NorthSarah Whitman12Closed
HarborDaniel Reed07Closed
ExtraDaniel Reed03Closed
Every number here came from a delivery someone recorded. Nobody typed a summary at the end of the day.

Start here

Three ideas, and the rest of the app makes sense.

You do not need to learn the whole system. Learn these three and everything else is a detail.

The run is the unit A run is one vehicle, one person, one day, one list of stops. Almost everything you do is attached to a run.
The delivery writes the record When the field settles a stop, that single action creates the invoice, moves the stock and updates the balance. You never enter it twice.
Nothing is deleted Moves, skips and changes are kept with a reason and a name. The trail is how you answer questions later.
If you remember one thing: record the day as it happens, on the phone, at the door. Everything the office sees is built from that.

Office, first week

Six steps to go live.

Do them in this order. Each one uses what you set up in the step before, so nothing is left dangling.

CompanyYour legal name, tax number and what the invoice PDF should show. Finance will thank you for doing this first.
ProductsAdd what you actually sell, with prices and tax rules. Opening stock goes in here too.
VehiclesYour vans, with the capacity each one can carry. Capacity is what stops an overloaded run later.
RoutesGroup customers into a beat and pick the weekdays it runs. This becomes the morning list.
PeopleAdd your field team, attach each to a route and a vehicle, and decide what they are allowed to do.
CustomersAddress, price list, wallet, and the standing weekly order if they have one.
Worth knowing: you can start with one route and one person. Adding the second one later takes about a minute, so there is no reason to wait until everything is perfect.

Office, every morning

Five minutes, and you know where the day stands.

The home screen is the standup board. If nothing is red, you can go back to selling.

  • Open home and read the live runsWhich routes are moving, who is on them, and how far along each one is.
  • Check the stock warningIf cover looks short for the next two weeks, order now rather than at the end of the month.
  • Handle what came in overnightA prebooking for Thursday, a customer who wants to pause, a wallet that needs topping up.
  • Schedule an extra run if you need onePick the date, the customers, a free vehicle and a free person. Everyone gets notified.
  • Glance at expenses and invoicesBoth are already filed. You are checking, not entering.

Office screens

What you will actually be looking at.

Four screens cover most of the job. The rest of the app is where you go when something unusual happens.

Home
$12,400Revenue today
3Live runs
86%Completed
North route · Van 12 · Sarah WhitmanRunning
Harbor route · Van 07 · Daniel ReedRunning
Extra run · scheduled by youOn request

HomeWhere you start and usually finish. Live runs, money in, and anything that needs a decision.

Person
Daniel Reed · Harbor route · Van 07
Can add customers
Can log expenses
Can give a discount
Can see their own reports
End their session

PermissionsDecide what each person can do. When something is off, the button is not there on their phone.

Inventory
Cover looks short. Your top seller is running behind the next two weeks of demand.
Top seller · 240 on hand9 days
Case product · 610 on hand31 days
Seasonal item · 80 on hand42 days

InventoryDays of cover, not just a number on hand. The warning appears while you still have time to order.

Customer
Riverside Cafe · North route
Standing orderMon, Wed, Fri
Wallet$120 in credit
Last invoiceINV 10550
Can move their own prebookings

CustomerTheir schedule, their balance and their history on one page, which is also what they see on their own login.

Habits that keep the book clean

  • Keep one person, one vehicle and one route together. Vans without an owner are where things go missing.
  • Fix the weekday list on the route instead of keeping a second list somewhere else.
  • Turn on only the invoice columns your accountant actually reads.
  • Give discount rights to the people who need them, and review that list now and then.
  • Treat the live runs on home as your morning standup, not something to check at night.

In the van

Four things, in the same order, every day.

The phone is built for one hand and a busy morning. Big buttons, short lists, and nothing you have to remember afterwards.

  • Open today's runYour route, your vehicle and your list of stops are already there when you sign in.
  • Load the vanEnter what you are carrying. You are only stopped if it exceeds the vehicle capacity, and warned if it looks light for today's list.
  • Work the stopsDeliver, move or skip. Every stop ends in one of those three, and moves and skips carry a reason.
  • End the runClose it the same day. Anything left open turns into a skip, and that is what shows up in your numbers.

At a stop, you have three choices

DeliverConfirm the quantities, take cash or use their wallet, and the invoice is written right there.
MovePush it to another day with a reason. Their weekly schedule stays as it was.
SkipNobody home, shop closed, customer said no. Pick the reason so the office is not guessing.
The one mistake to avoid: leaving stops open and ending the day without closing the run. Pick a reason even when you are in a hurry. It takes two taps and it is the difference between a clean record and an argument next week.

Field screens

The whole app is four tabs.

Run, Records and Me. If you can find those, you can do the job.

9:41●●●
North routeVan 12 · Running
Riverside CafeDelivered, invoice filed
Hillcrest MarketNext stop
Start
Oakwood DeliWaiting
RunRecordsMe

RunToday's stops in order, with the next one always on top.

10:14●●●
SettleHillcrest Market
Top seller × 6$108
Wallet applied$20
Cash$88
Confirm delivery
RunRecordsMe

SettleCash and wallet together. Confirming writes the invoice and files the PDF.

11:04●●●
RecordsYour past runs
North routeSep 5 · 20 delivered
InvoicesINV 10421 and 14 more
ExpensesFuel $40
RunRecordsMe

RecordsEverything you have already done, so you never dig through chat for an invoice.

11:06●●●
MeDaniel Reed
RouteHarbor
VehicleVan 07
LanguageEnglish
RunRecordsMe

MeWho you are, what you are driving, and where you change your password.

Habits that make your numbers look right

  • Always pick a reason when you move or skip. A silent skip counts against the route.
  • Settle the quantities that actually left the van, not the ones on the original list.
  • Use the wallet when the customer has already paid. No side notes, no separate book.
  • Close the run before you go home, even on a short day.
  • When the app asks to update, update before the next delivery rather than mid route.

Everyone

A few habits that protect the customer and the cash.

These take no extra time and they are the difference between a system you trust and one you double check.

  • Nobody shares a password. Each person has their own login, which is what makes the trail worth reading.
  • If a phone goes missing, the office ends that session immediately from the person's page.
  • Do not leave the field phone unlocked in the van.
  • Give people the rights they need and no more. It is easier to switch one on later than to explain a mistake.
  • The office reviews permissions now and then, especially after someone changes role.

When something looks wrong

Three questions that solve most of it.

Before calling anyone, these usually find the answer in under a minute.

Is the run still open?A run that was never closed keeps its stops in limbo, and that is the most common reason today's numbers look wrong.
What does the trail say?Open the run and read the trail. It shows who did what, at what time, with the reason they gave.
Is it a permission?If someone says a button is missing, it usually is. Check their page rather than reinstalling the app.
Still stuck: send the run name and the date. That is enough for anyone to find the exact record and tell you what happened.
Sova.

That is the whole system. The rest you will pick up on the second day, without reading anything.

Open the app Read the dossier