📖 Help & Documentation
Complete guide to all MedFlip Profit features
📊 Dashboard
Overview
The Dashboard is your main hub for viewing business metrics and recent activity at a glance.
Key Metrics
Total Profit
Your total net profit across all paid deals
Total Revenue
Total money received from wholesale buyers
Total Payout
Total amount paid to vendors
Active Deals
Number of non-completed deals
Profit Breakdown
Step 1: View profit split by "Lead Source" (where customers came from)
Step 2: View profit split by "Delivery Type" (how items were received)
Step 3: Use the date filter to see specific time periods
Step 4: Click "Download CSV" to export the data for analysis
💡 Tip: Only deals with "Paid" status are included in profit calculations
👥 Customers
Overview
Manage all your vendors and customer relationships. Track contact information and communication history.
Add a New Customer
Step 1: Click the "+ Add Customer" button
Step 2: Fill in the customer name (required)
Step 3: Enter email address (optional, for email campaigns)
Step 4: Enter phone number (required for SMS messaging)
Step 5: Add address, lead source, and delivery type
Step 6: Add tags for easy organization
Step 7: Click "Save Customer"
Bulk Import Customers
Step 1: Click "Import from CSV" button
Step 2: Prepare a CSV file with columns: name, email, phone, address, lead_source, delivery_type, tags
Step 3: The "name" column is required; other columns are optional
Step 4: Select your CSV file (max 5MB, 1,000 customers per file)
Step 5: Click "Import" - the system will validate and import all customers
💡 Tip: Use phone numbers in E.164 format (+1234567890) for SMS integration to work correctly
💰 Deals
Overview
Track medical supply purchases from vendors and track the resale to wholesale buyers. Manage pricing, profit calculations, and payment tracking.
Create a Deal
Step 1: Click "+ Add Deal"
Step 2: Select or create a customer (the vendor you're buying from)
Step 3: Add products (brand, model, quantity, expiry date)
Step 4: Enter buy price (what you pay the vendor per unit)
Step 5: Enter resale price (what you receive from wholesale buyer per unit)
Step 6: Add multiple products by clicking "Add Product Row"
Step 7: Set payment method (Zelle, Cashapp, Paypal, Venmo, Check, Cash)
Step 8: Add payment details (payment email, phone, account info)
Step 9: Set deal status and click "Save Deal"
Deal Status Workflow
New - Just created, initial inquiry
Quoted - Quote sent to customer
Label Sent - Shipping label provided
Received - Items received from vendor
Paid - Paid to vendor and resold
Closed Lost - Deal did not complete
View Deal Details
Step 1: Go to Deals menu
Step 2: Click a customer name or row to view the deal conversation
Step 3: Edit the deal by clicking the "Edit" button
Step 4: View or download the invoice by clicking "Invoice"
💡 Tip: Resale Price and Net Profit columns show "—" until you change the deal status to "Paid"
💸 Expenses
Overview
Track all business expenses (shipping, fees, supplies, etc.) to understand total business costs.
Add an Expense
Step 1: Click "+ Add Expense"
Step 2: Select an expense category (Shipping, Packaging, Supplies, etc.)
Step 3: Enter vendor/supplier name
Step 4: Enter the amount
Step 5: Select the date
Step 6: Add optional memo/notes
Step 7: Click "Save Expense"
View Expenses
Step 1: All expenses are displayed in a table on the Expenses page
Step 2: Click the "Edit" button to modify an expense
Step 3: Click the "Delete" button to remove an expense
💬 SMS Messaging
Setup Required
You need a Twilio account to use SMS features. SMS allows you to send and receive text messages with customers.
Step 1: Go to Settings > SMS Integration
Step 2: Sign up for a free Twilio account at twilio.com
Step 3: Get your Account SID, Auth Token, and Twilio Phone Number
Step 4: Enter credentials in Settings and click "Save"
Step 5: In Twilio Console, set webhook to: https://medflipprofit.com/sms/webhook
Send Individual SMS
Step 1: Go to Customers, Deals, or SMS History
Step 2: Click the "💬 Send SMS" button (or icon if visible)
Step 3: Enter your message
Step 4: Click "Send"
Send Broadcast SMS
Step 1: Go to SMS > SMS Broadcast
Step 2: Select multiple customers by checking boxes
Step 3: Use a template or write a custom message
Step 4: Click "Send Broadcast"
Manage SMS Templates
Step 1: Go to SMS > SMS Templates
Step 2: Click "+ Create Template"
Step 3: Enter template name and message content
Step 4: Toggle "Active" to enable/disable the template
Step 5: Click "Save Template"
Step 6: Use templates in broadcasts to save time
View SMS Conversations
Step 1: Go to SMS > SMS History
Step 2: Click on any customer name to open 1-to-1 chat view
Step 3: View all incoming and outgoing messages in a chat interface
Step 4: Send new messages directly from the conversation
Step 5: Click "Back" to return to the message history list
💡 Tip: Customer replies are automatically received and stored in SMS History when Twilio webhook is configured
🔧 Settings
Business Information
Step 1: Go to Settings
Step 2: Enter your Business Name (appears on invoices)
Step 3: Add Business Address (displayed on invoices)
Step 4: Add Business Phone (for customer contact)
Step 5: Add Business Email (for customer contact)
Step 6: Upload a Business Logo (appears on invoices)
Step 7: Click "Save All Settings"
SMS Integration (Twilio)
See SMS Messaging section above for detailed setup instructions.
Account Information
Step 1: View your email address at the bottom of Settings
Step 2: To change password, use "Forgot your password?" link on login page
📄 Invoices
Overview
Professional invoices (purchase orders) show what you pay vendors for supplies. Invoices are fully white-labeled with your business info.
Generate an Invoice
Step 1: Go to Deals
Step 2: Find the deal you want to invoice
Step 3: Click the "📄 Invoice" button
Step 4: View the professional invoice with all deal details
What's Included on Invoice
Invoice Number - Unique ID for tracking
Products - All items in the deal with quantities
Gross Payout - Total amount you pay the vendor
Business Info - Your company details and logo
Payment Info - Payment method and details
Download as PDF
Step 1: Open the invoice (see steps above)
Step 2: Click "Download PDF"
Step 3: Save the file to your computer or print directly
💡 Tip: Your business name, logo, and contact info are used in all invoices. Update these in Settings for white-label invoices
⭐ Pro Tips & Best Practices
Maximizing Profit Tracking
📌 Tip 1: Always mark deals as "Paid" when complete to see profit calculations
📌 Tip 2: Use consistent lead sources and delivery types for better reporting
📌 Tip 3: Add shipping and misc costs to deals for accurate profit calculation
Customer Management
📌 Tip 1: Save email addresses to enable future email marketing campaigns
📌 Tip 2: Use tags to organize customers by region, product type, or status
📌 Tip 3: Bulk import customers to save time when onboarding your vendor list
SMS Communication
📌 Tip 1: Use SMS templates for frequently sent messages to save time
📌 Tip 2: Monitor SMS conversation view to stay on top of customer replies
📌 Tip 3: Keep messages professional and short (SMS has character limits)
Dashboard Insights
📌 Tip 1: Check profit by lead source to see which sources are most profitable
📌 Tip 2: Use date filters to compare performance across time periods
📌 Tip 3: Export CSV reports for deeper analysis in spreadsheets
Invoice & Payment
📌 Tip 1: Update your business logo in Settings for professional-looking invoices
📌 Tip 2: Record payment method on each deal for quick reference
📌 Tip 3: Download and save PDF invoices for your records