Shoeshine (Lostra) Software: Labeled Tracking, Approvals, and Fast Checkout for Dyeing, Care, and Repair

In businesses that service shoes, bags, and leather goods, the workflows are more complex than they appear: accurately describing the item at intake, recording color–material compatibility, getting approval for price-difference operations, tracking parts without mix-ups, delivering on time, and finally completing invoicing–collection correctly. The shoeshine software digitizes this chain end to end. Work orders, photos/notes, approval links, barcode/QR labeled tracking, “ready” notifications, fast checkout, campaigns/loyalty, and e-Invoice/e-Archive all meet in a single panel.

Work Order: Accurate Definition, Smooth Process

A work order is opened for each item. It includes item type (shoe, boot, ankle boot, bag, belt), material (leather, suede, nubuck, faux leather, textile), color, size/measurement, brand, issue/request, and special warnings. Job lines such as “heel wrapping,” “sole replacement,” “dye/color renewal,” “zipper replacement,” and “edge scuff repair” are added as rows; each row stores price, estimated time, and an optional warranty note. The workshop then works with clear, repeatable instructions.

Photos/Notes and Approval Link

At intake, the item’s current condition is documented with at least one photo. Areas such as cracks, deep scratches, loose stitching, or peeling dye can be marked. If an extra operation or material difference is required, an approval link (WhatsApp/SMS) is sent to the customer. When the customer responds “approve/decline” via the link, the work order updates automatically and the price difference is reflected to the account. This transparency reduces returns and disputes.

Barcode/QR Label for Item Tracking

The most common cause of mix-ups is similar items arriving on the same day. With a barcode/QR label, every item receives a unique identity. The label is affixed to the item bag or inner strap. In the workshop, the steps “received → care/repair → quality control → packing → ready” are advanced by scanning individually or in bulk. Shelf/delivery matching lets you find the correct item in a second.

Color Swatch and Material Guide

For dye consistency, you can define a color swatch and material guide in the system. Codes like “Black 9001” or “Brown 3210” are linked to the work order; the lot/serial of the dye used can be noted. Separate dye–care protocols are defined for suede and nubuck; the workshop screen reminds staff of the correct steps.

Fast Checkout and Multiple Payments

At delivery, the POS screen supports multiple payments (POS terminal, cash, online link) on a single page. If you took a deposit/advance, the remaining balance is calculated automatically. You can collect using a payment link via PayTR/iyzico; the result is instantly posted to the customer’s account. In refund/offset scenarios, account movements and e-document flows remain consistent.

e-Invoice & e-Archive and Warranty Notes

Invoicing is generated with one click from the work order. Warranty notes (e.g., “dye/coating 3-month warranty”) are added automatically to the invoice footer. In cancel/return cases, the correction document and refund movements appear on the same screen; the document link is shared with the customer.

“Ready” Notification, Delivery, and Customer Communication

When an item is ready, the customer is notified via WhatsApp/SMS. The message includes branch, business hours, shelf number, and payment status. At handover, signature/photo proof can be recorded. A short survey captures customer satisfaction; negative scores trigger alerts to managers.

Campaigns & Loyalty: The Key to Repeat Sales

Shoeshine customer behavior is periodic. With the campaign engine you can create scenarios like “20% off the 2nd pair,” “fixed price for 3 items,” “care + dye bundle,” and “loyalty points/bonus.” Define time, branch, and product rules to protect margins. Bundle campaigns (e.g., “season care package”) can be sold as prepaid; remaining balance is shown on the customer card.

Multi-Branch Management

Head office manages price lists, campaigns, and permissions for all branches from a single panel. Branches are monitored in a live feed; performance and return rates are compared. With user roles/permissions, POS–workshop–manager screens are segmented; sensitive fields like amounts/phone numbers are masked.

Reporting: Operations, Finance, and Quality

Live dashboards track: daily orders, average completion time, most common job types (dye, sole replacement, heel), return rate, complaint topics, productivity per staff member, average basket, and campaign impact. Reports can be exported to Excel/PDF; seasonal comparisons are available.

Online Order and Customer Portal

Through the customer portal, work orders can be created, photos uploaded, and approvals given. Status tracking and e-document viewing are consolidated under a single link. A deposit can be taken for online orders; appointment and delivery dates can be selected.

Security & Authorization

Data is protected with role-based access control (RBAC), menu/record/field-level restrictions, audit trails, and two-factor authentication. Excel/PDF downloads can include watermark and timestamp. Device/IP restrictions are optional.

Best Practices

• Always fill the material–color–job line trio in the work order; compare with photos later if needed.
• For operations requiring approval, make price difference and time clear; collect approval via link.
• Always scan at shelf matching and ready/delivery states to prevent wrong handovers.
• Publish campaigns with usage limits and margin rules; manage overlaps with the rule engine.

FAQ

If the dye color doesn’t match? Use the color code and photo references in the work order to propose a correction; plan a rework with customer approval.

What if one shoe of the pair is lost? With labeled tracking and shelf matching, the last seen step appears in the report; the POS doesn’t close until delivered.

How is warranty handled? Warranty duration is stored on the job line; a warranty assessment report is created for returns/rework.