for you and your clients
Each client receives one branded QR keyring tag. It links to their complete profile — no matter how many gas appliances they have.
Automatic reminders at 6 weeks, 3 weeks, and on the due date — per appliance, so clients always know which cylinder to reorder.
Reorders arrive directly in your vendor portal, complete with appliance details and delivery address. You confirm delivery and the next cycle begins automatically.
The client journey
Simple and frictionless. From the moment they receive their keyring tag, your clients are guided through a seamless process that keeps them supplied without the hassle of remembering to reorder.
Client receives their branded keyring tag
You give each client a single branded QR keyring tag when you deliver their first cylinder or during a sales visit. One tag is all they ever need — it connects to their complete profile, regardless of how many gas appliances they have.
First scan: registration (under 2 minutes)
The client scans the QR code — no app download needed, it opens directly in their phone browser. They enter their name, email and delivery address, then add each gas appliance (e.g. stove, geyser) with its cylinder size. All appliances live inside one profile, linked to their single tag.
Automated reminders per appliance
The system tracks each appliance separately and sends timely email and push reminders well before any cylinder runs empty. Reminders name the specific appliance so clients always know which one is due.
Reorder: one scan, done
When ready to reorder, the client scans their single keyring tag. Their profile opens showing all registered appliances. They select which cylinder(s) they need, confirm their delivery address, and submit — the order comes straight to you.
Confirmation and next cycle
Once you confirm delivery in your portal, the client receives a message showing how long their cylinder lasted and when to expect their next one to run low. The system then schedules their next set of reminders automatically.
Notification schedule
Each appliance in a client's profile has its own reminder timeline, calculated from when that cylinder was last delivered. Notifications are sent by email and push.
Example shown for stove cylinder. Each appliance generates its own independent set of reminders.
How timing is calculated
For a brand-new client, the system uses a standard average duration for their cylinder size. After the first delivery is confirmed, it switches to the client's own actual usage data — so predictions become more accurate with every cycle.
What you see and manage
Your portal gives you a clear, real-time view of every client, every appliance, and every incoming reorder.
Client & appliance view
Each client entry shows all their registered appliances with cylinder size, last delivery date, predicted next empty date, and reorder status — all in one place.
Inbound reorder alerts
When a client reorders, you see their name, delivery address, and exactly which appliance(s) and cylinder size(s) they need. No phone calls required.
Delivery confirmation
Mark a delivery as complete directly in the portal. This triggers the client's summary message and starts their next reminder cycle automatically.
Usage insights
See how long each client's cylinders actually last versus predicted, per appliance. Useful for planning deliveries, managing stock, and understanding your clients better.
Escalation flags — follow up at your discretion
If a client hasn't reordered within 3 weeks of their due-date alert, the portal flags them for that appliance. This is a prompt for a personal follow-up call if you choose to make one — not an automated chase. The flag clears automatically when you confirm delivery.
One tag, all appliances
Clients with more than one gas appliance — a stove, a geyser, a braai — register them all within a single profile linked to their one keyring tag. Each appliance is tracked independently.
How it works
At registration, the client adds their first appliance and can include any others straight away — or add them later via their client portal. Each appliance has its own cylinder size and builds its own usage history over time. Reminder messages always name the specific appliance so there is never any confusion about which cylinder is due.
Example: client with 3 appliances
Stove (9kg, daily use) · Geyser (19kg, weekly use) · Braai (5kg, occasional). All three registered under one client profile, one keyring tag. Each has its own independent reminder schedule.
What you see in your portal
Each client listing expands to show all their appliances with individual last delivery date, predicted next empty date, and current reorder status per appliance.