BakeSmart Spreadsheet User Guide

What This Spreadsheet Covers

This spreadsheet collects the essential setup data for your BakeSmart system. It includes:

• Business Info – Basic details about your bakery and store locations
• Standard Products – Ready-to-sell menu items with no customization
• Custom Items – Personalized products such as cakes and cupcakes

These three sections are the core foundation of your product catalog and system configuration.

What Happens With Everything Else?

BakeSmart supports additional product types that go beyond this spreadsheet, including:

• Signature Products – Pre-set versions of custom items (e.g., “Strawberry Birthday Cake”)
• Product Bundles – Curated groupings (e.g., holiday boxes, sampler packs)
• Gift Cards – For sale and redemption in-store and online

These advanced product types will be discussed and configured directly with your onboarding specialist during later stages of onboarding.

💡 Custom Products must always be ordered in advance. Some Standard, Signature, and Bundled Products may also require lead times.

Spreadsheet Best Practices

To ensure a clean, efficient onboarding process:

• Work directly in the provided Google Sheets file (do not download or edit offline)
• Do not delete columns, reformat headers, or apply special colors or styles
• Be consistent in naming, pricing, and categorization
• Use the Notes column on each sheet to flag anything that needs discussion

Section 1: Business Info Tab

This tab captures essential operational details for your bakery. Fill out this section for each of your physical locations.

Fields to Complete:

• Bakery Name – The name of your business or parent company
• Location Name – The label for each store (e.g., Main Street, Bakery Location 1)
• Address – Street, city, state, ZIP
• Email Address – Used for order notifications and customer replies
• Phone Number – Store-specific contact line
• Website – Optional, but helps align branding
• Tax Rate – Enter a numeric percentage (e.g., 8.25%)

Hours of Operation

Enter daily open and close times for each location using AM/PM format (e.g., 7a, 3p). These hours determine when your store appears available for pickup and delivery online.

Fulfillment Options

Mark Yes or No for each fulfillment method:

• Pickup
• Delivery
• Shipping

💡 If your locations have different fulfillment settings, indicate those differences clearly.

Use the Notes column to add any relevant info—such as holidays, alternate hours, shared kitchens, or secondary locations.

Section 2: Standard Products Tab

This tab lists your everyday products—items sold as-is with no customizations. These include cookies, muffins, coffee, drinks, bread, and retail goods.

Fields to Complete:

• Product Name – Required
• Category / Subcategory – Helps organize POS buttons and menus
• Price – Retail selling price (before tax)
• Department – Optional, used for reporting (e.g., Bakers, Retail, Beverages)
• Description – Short, customer-facing description
• Location Availability – If only offered at some stores
• Seasonal Availability – If limited to certain times of year
• Available Online / For Delivery / For Shipping – Yes or No for each

Product Naming Guidelines

All products must have unique, descriptive names. Do not rely on category or subcategory labels to clarify what a product is—each name must stand alone.

Accepted Formats:

1. Flavor, Product – Size
   Apple Pie – 10 inch, Red Velvet Cupcake – Jumbo
2. Product – Flavor – Size
   Pie – Apple – 10 inch, Cupcake – Red Velvet – Jumbo

Naming Tips:

• Avoid generic names like Cake 1 or Donut A
• Do not abbreviate unless part of your branding
• Use leading zeros for sizes under 10 inches: 06 inch, 08 inch, etc.

💡 Additional name fields (e.g., Receipt Name, Report Name) can be configured later in the BakeSmart product settings panel.

Section 3: Custom Items Tab

This tab is used for custom products such as cakes, cupcakes, and cake pops—anything a customer can personalize by choosing size, flavor, filling, or frosting.

Define the following for each product group:

• Shapes Offered – e.g., Round, Sheet, Heart
• Sizes Offered – e.g., 06 inch, 10 inch, Half Sheet
• Cake Flavors – e.g., Vanilla, Chocolate, Red Velvet
  • Mark “yes” under UpCharge if there’s an additional fee
• Fillings – e.g., Lemon, Raspberry, Cream Cheese
  • Indicate upcharges where applicable
• Frostings – e.g., Buttercream, Chocolate Whip, Cream Cheese
  • Indicate upcharges if needed

💡 You can customize the available combinations per product type (e.g., cupcakes may have fewer size or filling options than full cakes).

Optional Info to Include:

• Required lead times (e.g., 48 hours notice)
• Minimum order quantities
• Writing or inscription limits (e.g., 25 characters)
• Holiday-only or seasonal availability

Use the Notes column to explain anything that might affect how the item is prepared or sold.

Final Submission Checklist

• Business Info is complete for each location
• Standard Products are clearly named and priced
• Custom options are broken down by size, shape, flavor, etc.
• Availability and fulfillment settings are included
• Upcharges are clearly marked
• Notes column is used for any questions or special instructions
• Only the designated three tabs have been edited

Once your spreadsheet is complete, notify your onboarding specialist. They will review the data and schedule your Product Review Call. From there, we’ll help finalize your setup and begin importing your catalog into BakeSmart.

 Watch a Video Walkthrough

Need a visual overview? We’ve created a walkthrough video that shows how to fill out each section of the spreadsheet, with real examples and helpful tips.

📺 [Insert video link here]

This is especially helpful if you’re new to BakeSmart or need to train a team member on how to enter or review product data accurately.