> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sellfern.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Setup Roadmap

> The path for newcomers — which step comes first, from account creation to steady daily operations.

This page is the **roadmap** for Sellfern: which step to do first, which comes next, and how to know a step is "done". The setup process varies depending on your business goals: Fulfillment-Only (POD), Operations Management, or Creative & AI workflows.

```mermaid theme={null}
flowchart TD
    A["Phase 0\nAccount & Organization"] --> Choice{"Select Your Journey"}
    
    Choice -->|"Fulfillment-Only"| POD["POD Setup\n(Stores → SPU Definitions → SKU Prefix Rules)"]
    Choice -->|"Operations-Only"| OPS["Operations Setup\n(Stores → Email Map → Suppliers → SPU → SKU → Finance)"]
    Choice -->|"Creative & AI-Only"| CRT["Listing Studio AI Workflows\n(Skip config, go directly to studio)"]
    
    POD --> B["Phase 2\nInvite team & permissions"]
    OPS --> B
    CRT --> F["Phase 5\nListing Studio AI Workflows"]
    
    B --> D["Phase 3\nTrial import & verification"]
    D --> E["Phase 4\nDaily operations\n(Ingest → Cost Table → Fulfillment)"]
    E --> F
```

<Note>
  Phases 0–2 are **Admin-only** and done **once**. If you were invited into an already-configured organization, jump straight to [Phase 4](#phase-4-daily-operations). Creative-only users do not require complex configurations.
</Note>

## Phase 0 — Account & Organization

<Steps>
  <Step title="Register and sign in">
    Create an account with email/password or Google on the login page.

    ✅ **Done when:** you can log in and see the main screen.
  </Step>

  <Step title="Create and name your organization">
    The organization holds all stores, orders, costs, and members. Rename it with the pencil icon next to the organization name in the sidebar.

    ✅ **Done when:** the sidebar shows your organization's correct name.
  </Step>
</Steps>

## Phase 1 — Foundation setup (the most important)

This phase decides whether your data stays clean later. Depending on your profile, follow the relevant steps:

* **Fulfillment-Only (POD)**: Do step 1, step 4, and step 5.
* **Operations Management**: Do all steps (1 to 6).
* **Creative & AI-Only**: Skip Phase 1 entirely and go straight to [Phase 5](#phase-5-advanced-optional).

<Steps>
  <Step title="1. Create Stores (Fulfillment & Operations) — Settings → Stores">
    Create a record for **each** storefront you sell on (every Etsy shop is one store). Everything in Sellfern — orders, reports, access — is scoped by store, so this must come **first**.

    ✅ **Done when:** the store list covers every shop you sell on, spelled exactly right (typos cause Store Mismatch errors during import).
  </Step>

  <Step title="2. Configure Email Map (Operations only) — Settings → Email Map">
    Connect sender email addresses to each store, so Gmail order syncs know which confirmation email belongs to which shop. Stores must exist first (step 1).

    ✅ **Done when:** every store has at least one mapped email. *(Skip if you don't ingest orders via Gmail.)*
  </Step>

  <Step title="3. Add Suppliers (Operations only) — Settings → Suppliers">
    Add your production/fulfillment partners (Printway, BurgerPrints...). Needed before cost assignment, because every item must be attached to a supplier before it can go to production.

    ✅ **Done when:** every production partner you use has a profile. *(Fulfillment-only sellers use built-in system suppliers like Printway.)*
  </Step>

  <Step title="4. Define SPUs (Fulfillment & Operations) — Settings → SPU Definitions">
    Declare your internal base products (product type, sub-type) and a **default supplier** per type. Step 3 (or built-in supplier profiles) is what lets you pick suppliers here.

    ✅ **Done when:** your main product lines each have an SPU.
  </Step>

  <Step title="5. Create SKU Prefix Rules (Fulfillment & Operations) — Settings → SKU Prefix Rules">
    Map marketplace SKU prefixes to your internal SPUs (step 4). This is the "brain" that lets imported orders auto-recognize products and auto-fill suppliers — without it, every imported order needs manual handling.

    ✅ **Done when:** your most common SKU patterns each match a rule.
  </Step>

  <Step title="6. Configure finance (Operations only) — Settings → VAT/IOSS, Currencies, Expense Categories">
    * **VAT/IOSS** — if you sell into the EU/internationally.
    * **Currencies** — if any orders or expenses aren't in USD.
    * **Expense Categories** — create categories for Operating Expenses (Ads, Software...) and the Payroll group.

    ✅ **Done when:** all three reflect how your business actually operates.
  </Step>
</Steps>

## Phase 2 — Invite the team & set permissions

<Steps>
  <Step title="Create users — Settings → Users">
    Create an account per team member, pick roles (Manager, Support, Fulfillment Support, Supplier...), assign stores, and fine-tune page permissions. Details in [Users & Roles](/settings/users-roles).
  </Step>

  <Step title="Members activate their accounts">
    Each person receives an activation email, clicks the link, and sets a password.

    ✅ **Done when:** every member shows **Active** and sees the right menus for their role after login.
  </Step>
</Steps>

## Phase 3 — Trial import & verification (Fulfillment & Operations)

Don't import a full year of history right away. Run a small batch to verify the configuration:

<Steps>
  <Step title="Import a small batch (10–20 orders)">
    Go to **Order Ingestion** and use the method you'll rely on long-term (CSV, Etsy Processor...). See [Order Ingestion](/features/order-ingestion).
  </Step>

  <Step title="Check the 3 Review tabs">
    * **Failed Ingestions** — empty is good.
    * **Out of Balance** — order totals match line-item math.
    * **Store Mismatch** — if present, fix store names from Phase 1 step 1.
  </Step>

  <Step title="Verify SKU mapping">
    Open **COGS & Fulfillment → Cost Table**: did items auto-recognize their product and default supplier? If not, add SKU Prefix Rules and re-import.

    ✅ **Done when:** the trial batch imports clean — only then import your full history.
  </Step>
</Steps>

## Phase 4 — Daily operations

The daily loop once the system is live:

| Order   | Task                                                                  | Where                  | Who                 |
| ------- | --------------------------------------------------------------------- | ---------------------- | ------------------- |
| 1       | Ingest new orders, clear the Review tabs                              | **Order Ingestion**    | Support             |
| 2       | Assign cost, SKU, design, supplier → **Mark Ready**                   | **COGS → Cost Table**  | Support / Manager   |
| 3       | Track production, record tracking numbers (or let the Sync Hub do it) | **COGS → Fulfillment** | Fulfillment Support |
| 4       | Record ad spend and overhead                                          | **Operating Expenses** | Manager / Admin     |
| 5       | Check the Dashboard and the **Pending Costs** alert                   | **Dashboard**          | Manager / Admin     |
| Weekly  | Read detailed reports, export CSVs                                    | **Analytics**          | Admin               |
| Monthly | Verify Payroll generated the period's expenses                        | **Payroll**            | Admin               |

## Phase 5 — Advanced (optional)

Once operations are steady:

* **[Listing Studio](/features/listing-studio)** — AI images, mockups, and listing optimization (uses credits).
* **[AI Assistant](/features/ai-assistant)** — enable the agent for chat-based data lookups; think carefully before enabling writes.
* **[Products](/features/products)** — sync listings from your stores and centralize design links.
* **API & Webhooks** — **Settings → API Tokens** to automate with external systems. See the [Developer Quickstart](/developers/quickstart).

## Master checklist

Copy this checklist to track your setup progress:

* [ ] Account and organization created
* [ ] All Stores created (spelled correctly)
* [ ] Email Map per store (if using Gmail)
* [ ] Suppliers added
* [ ] SPU Definitions + default suppliers
* [ ] SKU Prefix Rules for the main SKU patterns
* [ ] VAT/IOSS, Currencies, Expense Categories
* [ ] Users created, permissions set, activated
* [ ] Trial batch of 10–20 orders, Review tabs clean
* [ ] Items auto-recognize product/supplier
* [ ] Full history imported
* [ ] Payroll and recurring expenses configured
* [ ] (Optional) Listing Studio, AI Assistant, API