Your Glass Orders, Start to Finish

A plan for Katena Railings

Prepared for Gerry and Sam by Nova Buzz Media, September 23 2026

What we are building

Katana holds every order

Katana is the inventory and manufacturing software you are adopting. It keeps sales orders purchase orders stock and manufacturing orders in one place. Your books stay in Sage exactly as they are today. Katana does not touch them.

The system does the typing

The system reads a purchase order or a drawing and fills the bill of materials in Katana by itself. It drafts the email to Nancy for you. You press send. It tracks the sea container from shipping emails. It texts you when a decision is needed.

Your WhatsApp feeds the Hub

Your crew group chat already runs on WhatsApp. A dedicated Katena phone number sits inside that group. It reads the messages and writes the useful facts into the Katena Hub. Broken glass measurements deliveries questions photos. The number never posts unless asked.

What stays the same

You press send on every email to Nancy
You make every payment
You say Yes or No on every decision card
Sage and Outlook stay as they are

Today

Nancy sends a quote. You retype the prices and the delivery date into a spreadsheet. You forward the email to Sam. You both check it against the purchase order by hand.
A container lands in Montreal. You search your email for the shipping notice. You call the trucking company. You calculate when the glass will reach the shop. You text Gerry the update.
A crew member reports broken glass on WhatsApp. You read the message. You remember to tell the office. You write down the sizes. You hope nobody forgets to add them to the next order.
Sam needs to know how many 24 by 68 clear panes are on the shelf. She walks to the shop. She counts by hand. She writes the number on a whiteboard. She texts Gerry the total.
The glass arrives at the shop. You unload the truck. You check each piece against the purchase order line by line. You mark a paper checklist. You file the paper.

After

Nancy sends a quote. The system reads the email. The price and the date appear on the purchase order screen in Katana. A text arrives. Nancy asked for the deposit on 715K26. You reply PAID 715K26.
A container lands in Montreal. The system reads the shipping email. A timeline card shows Left Qingdao Arrived Montreal Customs cleared On the truck to Halifax. You see the dates. No calls needed.
A crew member reports broken glass on WhatsApp. The Katena number reads it. The Hub shows a card. Three panes broke at Quinpool. Add them to the next Joyo order. You tap Yes.
Sam needs to know how many 24 by 68 clear panes are on the shelf. She opens the Katena Hub. The stock screen shows 734 glass sizes with quantities. She sees the number instantly.
The glass arrives at the shop. The Hub shows a receiving checklist with checkboxes per glass line. You tap each line as you unload. The stock screen updates automatically.

A glass order in eight steps

1Katena sends the purchase order to Nancy
2Nancy replies with a price and a delivery date
3Katena confirms and pays the 50 percent deposit by wire
4Nancy sends the packing list and Katena checks it against the purchase order
5Production finishes and the glass is shipped by sea
6Nancy sends the customs papers
7The container lands at the port in Canada and Katena pays the other 50 percent
8The glass arrives at the shop and is checked piece by piece

Steps 1 to 3

Step 1

What happens
The system creates the purchase order in Katana from the project details. It drafts the email to Nancy with the PO attached.
Who does it
The system drafts. Gerry or Sam presses send.

Step 2

What happens
Nancy emails the quote. The system reads the email. The price and the delivery date fill in on the purchase order in Katana.
Who does it
Nancy sends the email. The system reads it.

Step 3

What happens
The system texts Gerry and Sam. Nancy asked for the 50 percent deposit on 715K26. Gerry or Sam sends the wire. They reply PAID 715K26. The system marks the deposit paid.
Who does it
Gerry or Sam sends the wire and replies PAID.

Steps 4 to 8

Step 4

What happens
Nancy emails the packing list. The system reads it. The Hub shows a comparison of the packing list lines against the purchase order lines.
Who does it
Nancy sends the email. The system compares. Gerry or Sam reviews.

Step 5

What happens
The factory loads the container. Nancy sends the shipping details. The system reads the email and starts the shipping timeline.
Who does it
Nancy sends the shipping email. The system tracks it.

Step 6

What happens
Nancy emails the commercial invoice and the bill of lading. The system attaches them to the purchase order in Katana.
Who does it
Nancy sends the email. The system files the documents.

Step 7

What happens
The container arrives. The system tracks the shipping milestones. A text reminds you the balance is due. Gerry or Sam sends the wire and replies PAID 715K26.
Who does it
Gerry or Sam sends the wire and replies PAID.

Step 8

What happens
The truck delivers. The Hub shows a receiving checklist. You tap each line as you unload. The stock screen updates with the new quantities.
Who does it
Gerry or Sam taps the checkboxes. The system updates stock.

The Katena WhatsApp number

Your crew group chat

Site crew 9:12 AM
Three panes cracked on unloading at Quinpool. Need 3 more 24 by 68 clear.
Site crew 9:15 AM
Photo.
Gerry 9:20 AM
Ok will order.

The Katena number reads it

  • Project Quinpool
  • 3 panes 24 by 68 clear broken
  • Gerry said reorder

The Hub shows a card

3 panes broke at Quinpool

Add them to the next Joyo order?

WhatsApp decides whether a business number is allowed inside an existing group. If it refuses we create a fresh Katena group with the number already in it and everyone joins with one tap. The result is the same.

What the number never does

  • It never posts into the group unless someone asks it a question
  • It never emails Nancy
  • It never orders anything without a Yes from Gerry or Sam
  • It keeps the chat inside Katena's own Hub nobody else sees it

Every day

Good morning. 715K26 is on the truck to Halifax arriving Thursday. Two decisions are waiting in the Hub.

Decision cards appear in the Hub whenever a payment is due a container moves or the crew reports an issue. You tap Yes or No. The system does the rest.

The price

WorkHoursAmount
Set up Katana for glass orders (customer projects glass items order screens receiving)30$3,000
Teach the system to read a PO or drawing and fill Katana by itself and to draft the email to Nancy20$2,000
The Katena WhatsApp number and the reader that feeds the Hub22$2,200
Run one real glass order through end to end train Gerry and Sam write the one page guide10$1,000
Weekly check in with you and project management4$400
Total86$8,600

86 hours at $100 per hour. All prices in Canadian dollars, plus tax.

How you pay

$4,300

when we start

$4,300

at handover

Handover is the day a real glass order has gone through all eight steps in Katana and Gerry and Sam say it works.

Monthly care after handover

$4,500 a month

cancel any month

  • The system is watched every day and fixed the same day if something breaks
  • The Katena phone number the text messages and the hosting are paid inside this amount
  • Up to 40 hours a month of improvements you ask for (new reports new reminders another supplier another product)
  • A monthly call to go over what the system did that month

Katana's own subscription is not included. Katana bills Katena directly.

Four weeks

Start Monday September 28 2026. Handover Friday October 23 2026, if the items we need from you arrive in week one.

Week 1
Sep 28 to Oct 2
Katana account set up for glass. The Katena phone number is created and added to the WhatsApp group. Sam shows us how she checks a packing list today (30 minutes).
Week 2
Oct 5 to 9
The reader fills a Katana order from a real PO. The email draft to Nancy appears in Outlook for approval.
Week 3
Oct 12 to 16
The WhatsApp reader starts writing facts into the Hub. Gerry and Sam see the first daily summary text.
Week 4
Oct 19 to 23
One real order runs end to end. Training at the office about one hour. The one page guide is printed and left with them. Handover.

Three things to decide today

Which day in week one Sam has 30 minutes for the packing list walk through

Who adds the Katena number to the WhatsApp group

Which live order is the test order

Questions call Anthony.

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