The problem
Uniform orders on paper slips with cash in envelopes lead to wrong sizes, missing payments and shoes that are out of stock just when a new class starts. A school selling uniform all year can spend about 6 hours a month taking orders, counting cash and checking stock, more in September.
What the AI does
Square for Retail's Free plan includes Square's point of sale app, basic stock tools and a free online shop. Square's online store page lists pickup on the Free plan and syncing with Square's point of sale, at 1.4% + 25p per UK card payment. Square's inventory page says stock management is free and includes a daily email of items that are low or out of stock. Add each uniform item, with a separate entry for each size where needed, set stock levels, and parents order and pay online for collection at their next class. Sales at the studio desk come off the same stock.
A worked example
A dance school in Bolton sells leotards, ballet shoes, tap shoes and branded hoodies, about 30 orders a month averaging $27£20€24A$38C$38. The owner moves orders from paper slips to a Square online shop with collection at class.
Before
About 6 hours a month on paper orders, cash and stock counts, with regular wrong sizes
After
Orders paid online with sizes chosen by parents; about 1.5 hours a month packing and handing over
What it's worth
About $150£113€134A$217C$212 a month in time saved: 4.5 hours a month at an assumed $33£25€30A$48C$47 an hour, from about 6 hours down to 1.5. Square's Free plan has no monthly fee; card fees on $798£600€714A$1,152C$1,128 a month of online orders come to about $21£16€19A$31C$30 (1.4% plus 25p on 30 orders).
How to set it up
- Sign up for Square and set up the free online shop with pickup as the only delivery option.
- Add each uniform item with its sizes, prices and current stock.
- Turn on low-stock alerts and set a level for each item that sells quickly in September.
- Send parents the shop link with each class's uniform list.
- Bag orders by class each week and tick them off as they're collected.
What goes wrong
- Stock is only right if every sale at the desk goes through Square too, including cash.
- Parents still order the wrong size. Put a size guide on each item and a clear exchange policy on the shop.
- Don't collect children's names or classes beyond what you need to hand the order over; the parent's name and class day are enough.