Create templates for invoices, estimates, packing slips, and labels.
Define production/workflow stages (e.g., order received, in queue, baking, decorating, ready for pickup).
Data migration and import (0.5–2 weeks)
Import existing customers, orders, outstanding deposits, inventory, supplier records.
Validate data quality and reconcile duplicates.
Training and user adoption (1–2 weeks)
On-site or remote training for key roles: front office, kitchen/production, and accounting.
Training on order entry, scheduling, recipe/ingredient management, inventory tracking, and reporting.
Pilot run and adjustment (1–2 weeks)
Run a subset of orders to validate workflows, reporting, and integrations.
Adjust configurations based on feedback.
Customisation
Product and recipe customization
Create custom cake templates with variable components (tier heights, flavors, fillings, toppings).
Define ingredient lists with costs and usage per item; adjust recipes to reflect batch sizes.
Custom pricing rules (by product, by customizations, by customer type).
Pricing and discounts
Tiered pricing by customer type (retail, wholesale), quantity discounts, seasonal pricing, and promo codes.
Custom invoices and quotes with personalized terms.
Customer management
Custom fields on customers (e.g., wedding date, event type, venue, color theme).
Segmentation for marketing or reporting.
Orders and production
Custom workflow stages and task assignments for each order.
Production calendar and capacity planning (to some extent, depending on edition).
Special instructions and decoration notes per item.
Additional Costs
License and renewal
One-time purchase price (per device) or annual/monthly subscription, depending on edition and licensing model.
Include base product license for the number of users/desktops.
Setup/configuration services
Fees for onboarding, data migration, and initial configuration (often offered by CakeBoss or partners/resellers).
Custom templates and workflow configuration may incur labor charges.
Training
Optional training sessions (on-site or remote) may have a per-hour or per-session fee.
Add-ons and integrations
Any paid add-ons, connectors, or modules (inventory optimization, advanced reporting, cloud sync, or integration with POS/accounting systems) typically have separate license or per-user fees.
Training
Onboarding and initial training
Role-based training for front-office staff (order entry, invoicing, deposits), production/kitchen (recipes, inventory, production calendars), and accounting/finance (payments, reporting).
Training formats often include: on-site (client location), remote/virtual sessions, and a combination of live sessions plus self-paced materials.
Typical scope: navigation, core workflows (quote → order → production → fulfillment), inventory management, reporting, and basic troubleshooting.
Training materials
User manuals or help guides embedded in the software.
Video tutorials and walkthroughs.
Sample templates (invoices, packing slips) and sample data to practice.
Post-go-live support
Short-term on-call or phone/email support during the initial go-live period (e.g., 2–6 weeks) to address real-time questions.
Access to a customer portal or ticketing system for issue tracking.
Security Measures
Local and role-based access control
User accounts with individual logins and passwords.
Role-based permissions to restrict access by user type (front office, kitchen/production, inventory, finance, admin).
Data encryption and backups
Desktop software deployments typically rely on local data storage; security best practices include encrypted drives and secure login.
Regular backups (manual or automated) and the ability to restore data from backups.
Audit trails and activity logging
Logs of user activity (logins, edits, orders, payments) to track changes and investigate issues.
Secure data handling for integrations
If integrations exist (payment gateway, accounting systems, POS), data transfer is typically via established secure channels and supported APIs.
Updates
How updates are released
CakeBoss typically provides periodic software updates that include bug fixes, security patches, and feature enhancements.
Updates may be delivered as:
Minor/patch updates (frequent, small changes) within the current major version.
Major version upgrades (e.g., from one major release to the next) with new features and potentially revised interfaces.
How updates are applied
On a desktop deployment, updates are usually installed through an in-software updater or by downloading a new installer.
For cloud-enabled or hybrid setups, some updates may be handled by the vendor or partner through managed services or connected components.
Scheduling and impact
Updates are typically optional to a degree, with recommended application during planned maintenance windows to minimize disruption.
Important security updates are usually prioritized and communicated in advance.
If you have a multi-location or multi-user environment, plan updates to avoid simultaneous downtime across sites.
Version lifecycle
Vendors generally provide support and updates for supported major versions. Confirm the current policy on end-of-life for your version and available upgrade paths.
Data Ownership and Portability
You own your data: Your customer, order, inventory, and financial data generated in CakeBoss is owned by your business.
Data exports: The vendor should provide means to export your data in standard, machine-readable formats (e.g., CSV, Excel, JSON) for backup, migration, or regulatory compliance.
Data retention: Terms about how long the vendor retains your data after you cancel, and any data deletion/shredding timelines.
Data access during/after contract: How you can access your data during the term and after termination, and any fees for long-term data retrieval.
Data portability assistance: Whether the vendor offers a data migration service or an agreed-upon data extraction window and format.
Scaling Up / Down
Per-seat or per-device licensing: Scaling usually means adding or removing users/desktops, with proportional price changes.
Usage-based or tiered features: Some editions limit production capacity, storage, or integrations; upgrading/downgrading may be allowed within a notice period.
Data impact: Scaling should not require data loss or major downtime; careful planning for data migration and user provisioning is common.
Transition windows: Downgrades/upgrades often require a billing cycle alignment and possibly a minimum contract term.
The terms & conditions for contract renewal and cancellation
Renewal type: Auto-renewal vs. manual renewal; renewal notice period; any price increase rules.
Pricing stability: Whether pricing is locked for a term, and how increases are determined (COLA, standard rate hike, etc.).
Term length: Typical terms (1-year, multi-year), and any benefits for longer commitments.
Termination rights: Early termination options, fees, and conditions (e.g., breach of contract, failure to meet service levels, non-payment).
Data return and deletion: Post-termination data access, export rights, and data deletion timelines.
Transferability: Whether you can transfer the license/subscription to a new owner or entity in case of business sale or restructuring.
Compliance
Data protection and privacy: How data is processed, stored, and protected; data processing agreements (DPAs) if processing personal data on your behalf.
Data security controls: Access controls, encryption at rest/in transit, regular security testing, incident response.
Industry-specific standards: PCI DSS applicability if you process payments through CakeBoss or via integrated providers; GDPR/CPRA (EU/UK/CA) if you handle EU/California residents’ data; other regional privacy laws.
Audit rights: Whether you have the right to perform, or contractually require, security/compliance audits or third-party assessments.
