Stop Being the Only Person Who Knows How to Price an Order
It's Saturday morning at 8 AM. A customer calls about a last-minute wedding cake. Your decorator is piping roses. Your prep baker is mixing dough. You're the only one who knows how to quote a price because you're the only one logged into the system. So you stop what you're doing, wash your hands, find your calculator, and guess. You quote $185. Later you realize you undercharged by $40 because you forgot to add the 3-hour delivery fee. Or it's Monday morning. You need to know what your team is baking today, but nobody checked the schedule because it lives in your head and your email. So you text three people. One doesn't respond for 20 minutes. One already started the wrong batch. By 10 AM you've lost an hour of production time. With BakeOnyx, your decorator logs in on her iPad and sees today's orders with exact ingredient costs already calculated. Your prep baker clocks in and gets a bake list sorted by deadline. Your part-time staff member can quote a 6-inch chocolate cake ($28.50 in ingredients, $89 retail) without asking you. You're not bottlenecking your own business anymore.
How It Works
You set up roles for each team member
Open Settings > Staff & Roles. You see four pre-built roles: Owner, Manager, Baker, and Decorator. Click on Baker. You toggle on Recipe Costing, Inventory View, and Production Schedule. You toggle off Customer Invoicing and Supplier Orders. Save. Now any baker on your team can see recipes and prep lists, but can't change prices or order supplies. For your manager, you toggle on everything except Supplier Orders. For your decorator, you only allow Order View and Customer Messages. Each role takes 30 seconds to set up.
You invite your team with their email address
Click Staff > Add User. Type your decorator's email. Select the Decorator role. Click Send Invite. She gets an email, clicks the link, sets her password, and logs in. You never have to create a password for her. She's live in the system within 2 minutes.
Your baker clocks in and sees only what she needs to do
She opens BakeOnyx on the iPad in your walk-in. She taps Clock In. The app shows her today's Production Schedule sorted by deadline: '9 AM: 24 Vanilla Cupcakes (Batch 3), 10 AM: 1 Chocolate Layer Cake (Order #447), 11:30 AM: 36 Lemon Pound Cakes (Batch 5).' Each order shows the scaled recipe with exact quantities. She doesn't see customer names, prices, or invoices. She sees only what she needs to bake.
A customer calls with a rush order while you're on another call
Your manager answers. She opens the Inquiry page, clicks New Inquiry, and types: '3-tier wedding cake, fondant, delivery Saturday.' BakeOnyx auto-populates the recipe cost: $32.40 in ingredients. She adds 40% markup and delivery fee ($25). She quotes $124.64 in ingredients + $49.86 markup + $25 delivery = $199.50. She sends the quote via email from the system. The customer confirms. The order moves to Confirmed and appears on your Production Schedule. Your manager never had to ask you.
Your decorator checks inventory before she pipes
She's about to start a 6-tier order. She opens Inventory on her phone. She sees: 'Cream Cheese: 2.4 kg available. This order needs 1.8 kg. You have 600g left after.' She also sees: 'Fondant (White): 3.2 kg available. This order needs 2.1 kg. Reorder Friday.' She knows she can start. If she didn't have enough, the system would flag it red and tell her to ask the owner before proceeding.
At the end of the week, you see what each person did
Open Reports > Staff Activity. You see: 'Sarah (Baker): 18 hours clocked in, 12 batches completed, 0 waste entries. Maria (Decorator): 22 hours clocked in, 8 custom orders decorated, 2 customer messages sent.' You click on Maria's name and see every order she touched, how long each took, and customer feedback. You're not guessing who did what anymore.
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
Benefits
Your staff can price orders without calling you
A walk-in customer asks about a custom 2-tier cake. Your part-time employee opens the Pricing page, selects the recipe, enters the dimensions, and sees the ingredient cost ($18.40). She applies your standard markup and quotes $67. The customer buys it. You weren't involved. This happens 3-4 times a week in a busy June.
Answer 12 price questions per week without being interrupted
Your production schedule is visible to everyone, so nothing gets forgotten
Your decorator clocks in at 7 AM and sees the bake list. Your baker clocks in at 6 AM and sees it first. They both know that Order #512 (wedding cake) is due at 2 PM and Order #513 (cupcakes for a corporate event) is due at 9 AM the next day. No one starts the wrong batch. No one misses a deadline because they didn't know it existed.
Eliminate missed deadlines and wrong batches — zero rework hours per week
Your inventory alerts reach your team, not just your email
Thursday morning, your baker sees a red flag: 'Vanilla Extract: 120ml available. Friday's orders need 180ml. Reorder today.' She tells you immediately instead of discovering it at 4 PM on Friday when you're in the middle of a wedding cake crumb coat. You have time to call your supplier and pick it up.
Prevent stock-outs by 48 hours — time to actually reorder
Your manager can confirm orders and send quotes without waiting for you
It's Tuesday morning. You're mid-batch on a 3-tier cake. A customer emails asking about a 12-cupcake order for Friday. Your manager reads the email, quotes it ($45), and sends it. By the time you finish piping, the order is already confirmed and on the schedule. You didn't lose 2 hours of back-and-forth.
Close orders 4x faster — same-day quote to confirmation
You can see exactly what your team is doing in real time
You're in the office doing admin work. You open the Dashboard and see: 'Sarah has been clocked in for 3 hours and completed 2 batches. Maria is decorating Order #445 (started 45 minutes ago, on track). Inventory: 1.2 kg cream cheese left, enough for today.' You know your operation is running without calling the walk-in.
Know your production status without asking anyone
Your staff feels trusted because they have the right access, not too much
Your baker can see recipes and prep lists, but not customer prices or supplier costs. Your decorator can see orders and deadlines, but not financial reports. Everyone has exactly what they need to do their job, and nothing more. People feel empowered to make decisions in their lane.
Reduce decision bottlenecks by 60% — staff act instead of asking
Related Features
Production Scheduling
Your team clocks in and sees today's bake list sorted by deadline — no more guessing what to make first.
Recipe Costing
Your staff can quote orders using exact ingredient costs, so prices are consistent whether you or your manager answers the phone.
Inventory Tracking
Your team gets real-time alerts when supplies are running low, so they can flag you before Saturday morning panic.
Order Management
Your manager can move orders from Inquiry to Quote to Confirmed to Production without you touching them.
Mobile App
Your staff clocks in, checks the bake list, and logs inventory from their phone — no laptop needed in the walk-in.
AI Bake Buddy
Your team asks 'What do I prep for Thursday?' and gets an answer based on actual orders, not a generic checklist.
Frequently Asked Questions
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
Free 14-day trial. No credit card required. Plans from $29/month.