Stop losing money between the quote and the invoice
Price custom orders in 45 seconds, track them from quote to payment, and know exactly which products make money.
Price a custom order in 45 seconds instead of 20 minutes, and know your exact profit margin before you send the quote.
You're on your phone at 3 PM on a Friday. A bride is asking for a price on a 4-tier wedding cake with custom sugar flowers and fondant draping. You tell her you'll call her back in 20 minutes, then spend the next hour cross-referencing ingredient costs, guessing at labor, and second-guessing yourself. By the time you quote, you've either left money on the table or priced so high she goes somewhere else. This is what happens when you don't have bakery quote to cash management software — your pricing lives in your head, your orders live in email threads, and your invoices live in a spreadsheet that never matches your bank account. BakeOnyx changes this: you quote in 45 seconds, track every order from inquiry to paid invoice, and know which of your 40 recipes actually makes money.
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Sound Familiar?
“You're pricing by feel, not by math”
You quote a 3-tier fondant cake at $185, but you have no idea if you're making $40 or $80 in profit. You've been baking for 15 years and your instincts are usually right, but usually isn't good enough when you're running a business. Last month you priced a batch of 200 macarons at $1.50 each and only after you made them did you realize you'd undercharged by $0.40 per unit — that's $80 you'll never see. Without a bakery billing automation system that calculates your costs down to the gram, you're flying blind.
“Your quote-to-cash pipeline is held together by email and hope”
A customer inquires about a custom order. You send a quote via email. Three days later they say yes, but you're not sure if you ever wrote down the exact design they wanted. You bake the cake, invoice them on a PDF you created in 2019, and then wait two weeks to follow up on payment. By then you've already moved on to the next order and lost track of who paid and who didn't. Your accounting is a disaster because orders, invoices, and payments live in three different places.
“Sunday night pricing sessions eat 3 hours you don't have”
Every Sunday, you sit down with a calculator and a cup of cold coffee to price next week's orders. You pull ingredient costs from your phone, check labor rates in a notes app, and manually calculate each order's profitability. A 30-minute job takes 3 hours because you're context-switching between tools. By the time you're done, you're exhausted and you've probably made a math error that won't show up until the customer complains about the invoice.
“You can't see which products are actually profitable”
You've been making the same chocolate layer cake for five years. You think it's your bread and butter, but you've never actually looked at the numbers. If you sat down and calculated ingredient cost, labor, packaging, and overhead, you might discover it's your lowest-margin product. Meanwhile, you're turning away custom orders that would make you 40% profit because you're too busy with low-margin cakes. Without an automated billing workflow that shows you profit by product, you're optimizing for the wrong things.
“Tax season is a weekend of spreadsheet panic”
It's March 15th. Your accountant is asking for a summary of revenue, expenses, and outstanding invoices. You open a spreadsheet that hasn't been updated since February, realize it doesn't match your bank account, and spend Saturday night trying to reconcile six months of orders, payments, and supplier invoices. You end up paying your accountant an extra $300 to sort out the mess. A bakery order to payment workflow should make this a 10-minute export, not a weekend project.
Your quote-to-cash pipeline, automated from first contact to paid invoice
Monday morning, you have 12 new inquiry emails waiting. You spend 15 minutes creating quotes for all of them — each one calculated down to the gram of fondant and buttercream, with your exact profit margin showing. By noon, three customers have confirmed orders. The system automatically updates your production schedule, alerts your staff about ingredient prep, and tracks the order through every stage: confirmed → in production → delivered → invoiced → paid. By Friday, you've invoiced all three orders and two payments have already cleared. You never had to open a spreadsheet, send a follow-up email, or second-guess your pricing.
- ✓Price any custom order in 45 seconds — BakeOnyx calculates ingredient cost, labor, and profit margin automatically
- ✓Track orders from inquiry to paid invoice in one dashboard — no email threads, no spreadsheets, no lost quotes
- ✓See profit by product — discover which recipes make money and which ones you've been undercharging for years
- ✓Automatic inventory alerts — reorder cream cheese on Wednesday, not run out on Saturday morning
- ✓Generate invoices and send payment reminders — one click, automatic email to customer, payment link included
- ✓Export tax reports in 10 minutes — revenue, expenses, outstanding invoices, all reconciled and ready for your accountant
How It Works
Create your recipes once, price them forever
You enter your 4-tier wedding cake recipe: 2000g cake mix ($45), 800g buttercream ($18), 500g fondant ($12), 2 hours labor ($50). BakeOnyx calculates the total cost: $125. Now when a customer asks for a 4-tier cake, you see the ingredient cost immediately. If they want a 5-tier instead, you click 'scale recipe' and BakeOnyx recalculates everything — 2500g cake mix, 1000g buttercream, 625g fondant, 2.5 hours labor — new cost: $156. You add your markup (say, 100%) and quote $312 in 30 seconds.
Send a quote that includes your profit margin
You send the customer a quote that shows the total price ($312) and your profit margin ($156). They confirm the order. The system automatically creates a production order, sends your staff a bake list with scaled ingredient amounts, and adds the order to your calendar. The customer gets an email confirmation with delivery date and payment terms.
Track the order through every stage
The order moves through your pipeline: Inquiry → Quote → Confirmed → In Production → Delivered → Invoiced → Paid. Your staff can see the bake list on the morning of production. The customer gets an email update when the order ships. You get a notification when it's time to invoice.
Invoice automatically and track payment
On delivery day, BakeOnyx generates an invoice and sends it to the customer with a payment link. The customer pays online or you manually record the payment. Either way, the order is marked 'paid' and your cash flow is updated. You can see at a glance how many orders are awaiting payment and send automatic reminders after 7 days.
Export reports for tax season — or just to understand your business
At the end of the month, you run a profit report: total revenue ($4,200), total ingredient costs ($1,680), total labor ($900), total packaging ($420), net profit ($1,200). You see which products are most profitable, which customers spend the most, and which suppliers cost the most. In March, you export everything for your accountant in 10 minutes instead of spending a weekend reconciling spreadsheets.
See your exact profit margin before you send the quote
Start your free trial today — no credit card required. Price a custom order in 45 seconds and see why bakers are ditching spreadsheets.
Before & After BakeOnyx
Pricing a custom wedding cake order over the phone
Before
A bride calls on a Tuesday asking for a price on a 4-tier cake with fondant and custom sugar flowers. You tell her you'll call her back. You spend the next hour pulling ingredient costs from old invoices, looking up labor rates in a notes app, and trying to remember how much fondant a 4-tier cake uses. You do the math on a piece of paper, second-guess yourself, and quote $280. She says yes, but you're not sure if you made $80 or $120 on the order. You never actually write down the design details she mentioned, so when you bake it, you have to call her back to confirm. The invoice gets sent a week late because you forgot to create it.
After
A bride calls on a Tuesday asking for a price on a 4-tier cake with fondant and custom sugar flowers. You open BakeOnyx on your iPad, select the 4-tier wedding cake recipe, and add custom sugar flowers ($15). The system shows ingredient cost ($95), labor ($60), packaging ($8), and your 100% markup. You quote $336 in 45 seconds. She confirms the order right there on the phone. BakeOnyx sends her a confirmation email with delivery date and payment terms. Your staff gets a bake list Wednesday morning with exact ingredient quantities. You invoice automatically on delivery day and she pays within two days. Total time spent: 5 minutes on the phone, zero time on spreadsheets.
Managing 30 wedding cake inquiries in June without losing track
Before
June is your busiest month. You get 30 wedding cake inquiries. You respond to each one with a quote, but some quotes are in email, some are in a document, some are on a piece of paper. A customer says they never got their quote, but you're not sure if you actually sent it. Three customers confirm orders but you can't find the design details they mentioned. One customer says you quoted $250 but your notes say $280. You spend the last week of June trying to reconcile which orders are confirmed, which are pending, and which are invoiced. You lose sleep over it.
After
June is your busiest month. You get 30 wedding cake inquiries. You create quotes for all of them in under 2 hours — each one has ingredient cost, labor, profit margin, and a custom note about design preferences. Every quote is timestamped and tracked in BakeOnyx. When a customer confirms, the order automatically moves to 'confirmed' status and your staff gets a production alert. You can see at a glance which orders are confirmed, which are pending, and which are invoiced. By the end of June, you've invoiced 28 orders, 24 have been paid, and you know exactly how much profit you made. No spreadsheets, no lost emails, no stress.
Following up on unpaid invoices without being awkward
Before
You invoice a customer on June 15th. You forget to follow up. On July 10th, you realize they haven't paid. You send an awkward email asking about payment. They respond saying they never got the invoice. You resend it. A week later, they finally pay. You've spent 30 minutes on follow-ups for a $150 order. You have five other unpaid invoices but you're not sure which ones are overdue because you didn't write down the invoice dates.
After
You invoice a customer on June 15th. BakeOnyx automatically sends a payment reminder on June 22nd if they haven't paid. On June 29th, if it's still unpaid, BakeOnyx sends another reminder. You can see at a glance that this customer is 7 days overdue and click 'send reminder' with one button. The system sends a professional email with a payment link. Most customers pay within 3 days of the second reminder. You spend zero time on follow-ups because the system does it for you.
Tax season accounting
Before
It's March 14th. Your accountant needs a summary of revenue, expenses, and outstanding invoices by tomorrow. You open a spreadsheet that hasn't been updated since February. It shows $18,000 in revenue but your bank account shows $17,200 — you can't figure out the difference. You spend Saturday night trying to reconcile six months of orders, invoices, and payments. You find three invoices that were never recorded. You end up paying your accountant an extra $300 to sort out the mess. Your tax return is late.
After
It's March 14th. Your accountant needs a summary of revenue, expenses, and outstanding invoices by tomorrow. You log into BakeOnyx and click 'Export Tax Report.' The system generates a PDF with total revenue ($18,000), total ingredient costs ($6,200), total labor ($4,100), total packaging ($1,800), net profit ($5,900). It shows 14 outstanding invoices totaling $2,100. Everything matches your bank account because BakeOnyx automatically reconciles payments. You email the PDF to your accountant in 10 minutes. Your tax return is filed on time.
What Changes for You
Price custom orders in 45 seconds, not 20 minutes
A customer calls and asks for a price on a 200-piece macaron order with custom flavors and packaging. You enter the recipe and quantities into BakeOnyx. It calculates ingredient cost ($42), labor ($18), packaging ($24), and shows your profit at your markup. You quote $120 before the customer finishes their coffee. No more 'I'll call you back' moments where you lose the sale because you're too slow to respond.
Cut Sunday-night pricing sessions from 3 hours to 15 minutes
Instead of manually calculating each order's cost and profit, BakeOnyx shows you a list of next week's orders with ingredient costs and profit margins already calculated. You spend 15 minutes reviewing and adjusting if needed, then close your laptop. You've saved 2 hours and 45 minutes every single week — that's 143 hours a year you get back.
Discover which products actually make money
You run a profit report and discover your chocolate layer cake — the one you've been making for five years — has a 22% profit margin, while your custom sugar cookies have a 58% margin. You've been spending 40% of your time on low-margin cakes and turning away high-margin orders. You shift your focus, raise cake prices by 15%, and your monthly profit jumps by $800. This only happens if you can see the numbers.
Never run out of inventory because you know what's coming
Thursday's orders need 1,200g of cream cheese. You have 800g in stock. On Wednesday morning, BakeOnyx alerts you to reorder. You place the order before you forget, it arrives Thursday afternoon, and you never have to improvise a substitution or call a customer to reschedule. Your staff knows exactly what to prep because the system tells them based on actual orders, not guesses.
Know which customers are actually profitable
You have a customer who orders every month but always asks for a discount. You run a customer profitability report and see they're your lowest-margin customer — $180 in revenue, but only $22 in profit after costs and labor. Meanwhile, another customer orders less frequently but each order nets $95 in profit. You use this data to decide which customers to focus on and which to gently raise prices for. You're optimizing for profit, not just revenue.
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See your exact profit margin before you send the quote
Start your free trial today — no credit card required. Price a custom order in 45 seconds and see why bakers are ditching spreadsheets.
Free 14-day trial. No credit card required. Plans from $29/month.