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Franchise software: franchisee portals, manuals & ordering

Franchise groups: every franchisee on the same page. Run the network, not the inbox.

The ops manual is a 300-page PDF nobody opens, orders come in by email, the new flyer got redesigned in Word by a franchisee and sales figures get chased every month. We build franchisee portals for franchise groups with manuals, training, ordering, marketing, audits and reporting in one place, then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for a franchisee portal that keeps the whole network consistent?

A franchise lives or dies on consistency. Every site should open the same way, train staff the same way, order from the same suppliers and look like the same brand. In reality head office is running it on shared drives, email chains, a spreadsheet of royalties and a field manager driving between sites with a clipboard. Change one procedure and you're emailing forty franchisees and hoping they read it.

Wollopit builds custom franchise software around how your network actually runs. Update the manual once and every site sees it. New staff train in the portal and head office sees who's done what. Franchisees order supplies, grab on-brand marketing and log audits in the same place. Sales flow in from their POS so royalties and KPIs work themselves out. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers.

01The problems

What we hear from franchise groups

Does your franchise group have these problems? Here's how we'd fix them.

Most franchise groups we talk to have a great system on paper. The trouble is getting forty franchisees to actually follow the current version of it.

  • The problemThe ops manual nobody readsA giant PDF or a binder in the back office, three versions out of date, with franchisees ringing head office to ask what's already in it.
    How we fix itA searchable online ops manual with version history. Update a procedure once and every site sees it, with sign-off to prove they read it.
  • The problemTraining depends on who trained youEach site trains staff its own way, so the product, the service and the standards drift further from the brand every year.
    How we fix itOnline training modules with videos and quizzes, tracked per staff member, so head office can see who's certified and who isn't.
  • The problemSupply orders by emailFranchisees email or text orders to head office or the warehouse, someone retypes them and half come back with the wrong quantities.
    How we fix itAn ordering portal with your approved products, network pricing, order cut-offs and invoices straight into Xero or MYOB.
  • The problemLocal marketing goes off-brandA franchisee knocks up a flyer in Word with the old logo and a font you've never seen. Then it goes up in the local paper.
    How we fix itBrand-approved templates franchisees can localise with their suburb, offer and phone number, without breaking the design.
  • The problemSales figures chased every monthHead office spends the first week of every month chasing spreadsheets, then calculating royalties and marketing levies by hand.
    How we fix itSales pulled from each site's POS automatically, with royalties and levies calculated and invoiced on schedule.
  • The problemCompliance audits on paperField managers tick boxes on a printed checklist, take photos on their phone and type it all up back at the office.
    How we fix itDigital audit checklists on a tablet with photos, scores and corrective actions that follow up until they're fixed.
  • The problemMemos that disappear into inboxesA recall notice, a price change or a new promo goes out by email and you've got no idea who actually saw it.
    How we fix itNetwork announcements in the portal with read receipts, required acknowledgements and SMS for anything urgent.
  • The problemOnboarding a new franchisee takes months of emailsFit-out checklists, training, supplier setup, logins and paperwork all tracked in someone's head and a dozen email threads.
    How we fix itA step-by-step onboarding pathway for each new site, with tasks, due dates and documents so opening day doesn't sneak up.
  • The problemSupport questions go to whoever answersFranchisees ring the field manager, text the founder and email the ops team about the same problem.
    How we fix itA franchisee help desk with tickets, categories and a knowledge base, so questions get answered once and stay answered.
  • The problemNo real view of the networkWhich sites are growing, which are struggling and which keep failing audits all live in different spreadsheets.
    How we fix itA network dashboard with sales, KPIs, audit scores and training compliance by site, region and field manager.
  • The problemFranchise enquiries lost in a spreadsheetProspective franchisees fill in a website form, get a slow reply and sign with a competitor instead.
    How we fix itA franchise sales pipeline with enquiry forms, follow-ups, information packs and stage tracking through to signing.
  • The problemAgreement dates sneak up on youRenewals, lease expiries, insurances and licences are tracked in a calendar someone forgot to update.
    How we fix itA franchisee register with agreements, territories, renewal dates and document expiry alerts well before they lapse.
02What we build

Solutions

What we build for franchise groups. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Online ops manual

Searchable procedures with photos and video, version history, scheduled changes and read sign-offs per site.

02

Training & induction

Modules, quizzes and certificates for owners and staff, with completion tracking and refresher reminders.

03

Ordering portal

Approved products, network pricing, cut-offs, standing orders and invoices into Xero or MYOB.

04

Marketing template library

On-brand flyers, social posts, signage and menus that franchisees localise without touching the design.

05

Local marketing fund tracking

Levies collected, spend approved and campaigns reported back to the network.

06

Sales & royalty reporting

Sales pulled from each site's POS with royalties and levies calculated and invoiced automatically.

07

Network KPI dashboard

Sales, average transaction, labour and audit scores by site, region and field manager.

08

Audit & compliance checklists

Field visits, self-audits, food safety or WHS checks with photos, scores and corrective actions.

09

Announcements & read receipts

Network news, recalls and promos with required acknowledgements and SMS for urgent ones.

10

Franchisee help desk

Support tickets, categories, response times and a knowledge base that grows with every answer.

11

New site onboarding

A pathway from signing to opening day with fit-out, training, supplier and system setup tasks.

12

Franchise sales pipeline

Enquiry forms, information packs, follow-ups and stage tracking for prospective franchisees.

13

Franchisee & territory register

Agreements, territories on a map, renewal dates and document expiry alerts.

14

Supplier & rebate tracking

Approved supplier lists, purchase volumes by site and rebates owed to the network.

15

A website that sells franchises

Hand-built, fast on mobile, with a store locator for customers and a franchise enquiry path for investors.

03The systems

The big ones

Your whole network, on one system.

These are the systems franchise groups ask us about most. Each one works on its own and they get properly clever when they're joined up.

Ops manual & training

Change a procedure once. Every site has it by morning.

Your ops manual becomes a living, searchable system instead of a PDF. Head office edits a page and every franchisee sees it, with sign-offs to prove they've read it. Training modules sit right beside the procedures so new staff learn the current way, not the way the last manager did it.

  • Searchable manual on any phone or tablet
  • Photos and video in every procedure
  • Version history and scheduled changes
  • Read sign-offs per franchisee
  • Training modules with quizzes
  • Certificates and refresher reminders
  • Completion tracking per staff member
  • Role-based access for owners and staff
  • Site-specific notes where allowed
  • Reports on who's certified and who isn't

Ordering & supply

Franchisees order themselves. Nobody retypes a thing.

Every site gets an ordering portal with your approved products, network pricing and delivery days. Orders flow to head office, the warehouse or the supplier directly and invoices land in your accounts without anyone touching a keyboard.

  • Approved product catalogue
  • Network or site-specific pricing
  • Order cut-offs and delivery days
  • Standing and repeat orders
  • Orders routed to warehouse or supplier
  • Invoices into Xero or MYOB
  • Purchase volumes by site
  • Supplier rebate tracking
  • Back-order and substitution notices
  • Credit limits and account holds

Sales & royalties

Royalties that calculate themselves.

Sales come straight from each site's POS or are submitted in the portal, then royalties and marketing levies are worked out and invoiced on schedule. No more first-week-of-the-month spreadsheet chase.

  • Sales pulled from Square, Lightspeed and more
  • Manual submission for sites without integration
  • Royalty and levy rules per agreement
  • Invoices generated on schedule
  • Payments by Stripe or direct debit
  • Overdue reminders and holds
  • Weekly and monthly sales trends
  • Compare sites, regions and periods
  • Exports for your accountant
  • Late submission alerts

Audits & compliance

Field visits that finish on site, not at the office.

Field managers run audits on a tablet with photos, scores and notes, then the report goes to the franchisee before they've left the car park. Corrective actions follow up until they're fixed and head office sees which sites need attention.

  • Custom audit checklists
  • Photos and notes on every item
  • Scores and pass or fail thresholds
  • Franchisee self-audits between visits
  • Corrective actions with due dates
  • Automatic follow-up reminders
  • Food safety and WHS checklists
  • Visit schedule for field managers
  • Audit history per site
  • Trends across the network

Brand & local marketing

Local marketing that still looks like the brand.

Franchisees pick an approved template, add their suburb, offer and phone number, then download print-ready files or social posts. Head office controls the design and the network marketing fund is tracked in the same place.

  • Flyers, posters and signage templates
  • Social posts and stories
  • Locked brand elements
  • Local details franchisees can edit
  • Print-ready and web exports
  • Approval for custom requests
  • National campaign packs
  • Marketing fund levy and spend tracking
  • Campaign calendar for the network
  • Brand guidelines in one place

Network & growth

The whole network on one screen.

A network dashboard brings sales, audit scores, training compliance and support tickets together by site and region. The franchisee register and sales pipeline sit alongside it, so growth and renewals get the same attention as daily ops.

  • Sales and KPIs by site and region
  • Audit and training scores side by side
  • Support tickets and response times
  • Field manager portfolios
  • Franchisee and territory register
  • Renewal and expiry alerts
  • Franchise enquiry pipeline
  • New site onboarding pathways
  • Announcements with read receipts
  • Board-ready monthly reports
04How it changes

Before and after

A new franchisee, wolloped.

Here's how bringing on a new site could change. Every franchise system is different, so we map yours first.

Before

  1. Agreement signed, then a flood of emails begins
  2. Ops manual sent as a 300-page PDF
  3. Training run by whoever has a free week
  4. Supplier accounts set up one phone call at a time
  5. Opening day checklist lives in the ops manager's head
  6. First month's sales figures chased by email

After

  1. Agreement signed and their onboarding pathway starts
  2. Portal login with the current manual on day one
  3. Owner and staff training tracked in the portal
  4. Ordering account ready with network pricing
  5. Every opening task assigned with a due date
  6. Sales flow in from their POS from the first shift
05Services

Everything under one roof

Software, websites and systems for franchise groups.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for franchise groups

Built around how your franchise group actually runs: online ops manual, training & induction and the admin in between, in one system you own.

Websites for franchise groups

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Franchise group system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for franchise groups

Ordering portal and marketing template library: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your franchise group, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools your network relies on, work alongside platforms you're happy with or replace the ones holding you back.

  • Xero
  • MYOB
  • Stripe
  • Square
  • Lightspeed
  • Shopify
  • HubSpot
  • Microsoft 365
  • Google Workspace
  • Slack
  • Deputy
  • Employment Hero
  • SafetyCulture
  • Canva
  • Mailchimp
  • Google Business Profile
  • Power BI
  • Zapier
  • Twilio SMS
  • Calendly
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your franchise group: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit with head office, ride along with a field manager and talk to a few franchisees, then work out what's actually slowing the network down.

  2. 02

    Archi-tech

    We plan it before writing code: your manual, training, ordering, royalties, audits, user roles, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, so the network gets a win before the next franchisee conference.

  4. 04

    Look after

    We host it, maintain it and keep improving it as the network grows. When something breaks you call the people who built it.

08Questions

FAQ

Things franchise groups ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can head office update the manual for everyone at once?

Yes. Updates publish to every franchisee instantly. You can schedule changes ahead, keep version history and require sites to sign off that they've read the new procedure.

Can it pull sales from our franchisees' POS?

Usually yes. We connect to Square, Lightspeed and most popular POS systems. Sites without an integration can submit sales in the portal and royalties are calculated either way.

Can franchisees only see their own data?

Yes. Every login has a role. Franchisees see their own site, field managers see their portfolio and head office sees the whole network.

We already use franchise software. Do we have to switch?

No. If a platform is doing its job we build around it and fill the gaps. If it's holding you back we'll show you what replacing it would involve before anything changes.

Can it work for different brands or regions under one group?

Yes. We can set up separate manuals, products, pricing and branding per brand or region while head office reports across all of them.

How much does a franchisee portal cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller pieces like an online ops manual or ordering portal can be quick. Bigger systems are planned in stages so the network gets the first win early instead of waiting for everything at once.

Will franchisees actually use it?

That's why we talk to them first. It works on their phone, it's quicker than the old way and the things they need every day are front and centre.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most franchise groups we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a franchise group problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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