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CocoaTrace
Built for Ghana's cocoa supply chain

Every Advance.
Every Bag. Accounted For.

CocoaTrace gives depot managers real-time control over purchasing clerks, cash advances, bag deliveries, and cocoa inventory — from disbursement to dispatch.

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Cocoa branches and pods

From disbursement to dispatch — every cedi, accounted for.

Platform Features

Everything a depot needs.
Nothing it doesn't.

Designed around the real workflow of Ghana cocoa buying — LBC to manager to purchasing clerk.

Purchase Flow
Record Purchases in Seconds
Purchasing clerks record cocoa bag purchases with grade, weight, and payment details against their issued advance. Deliveries are tracked and shortfalls flagged automatically.
  • Bag count & grade tracking
  • Advance deduction
  • Shortfall detection
Double-Entry Ledger
Full Depot Bookkeeping
Every disbursement, purchase, and commission is recorded as a balanced journal entry. Cash balances, PC receivables, and cocoa inventory — always in sync.
  • DR/CR journal entries
  • Auto commission accrual
  • Low cash alerts
PC Advances
Clerk Cash Advances
Issue cash advances to purchasing clerks, track outstanding balances, and flag shortfalls when deliveries fall short of expected bags. No spreadsheets.
  • Advance-to-delivery reconciliation
  • Shortfall tracking
  • Write-off management
Inventory
Lot Tracking, Depot to HQ
Create inventory lots from purchases. Dispatch cocoa from depot to LBC headquarters in a two-step handoff — manager dispatches, HQ confirms receipt.
  • LOT reference numbers
  • In-transit status
  • HQ confirmation flow
Purchasing clerk working in the field
Built for the field

From the depot floor
to the manager's dashboard.

Purchasing clerks record deliveries on any phone browser. Managers see the numbers the moment they land. Built to work where Ghana cocoa buying actually happens — not just where the Wi-Fi is strong.

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Mobile-first

Designed for field use — works on any phone browser

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Offline-ready

Record purchases even in low-connectivity zones

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WhatsApp bot

Managers can log purchases directly in WhatsApp

Depot manager reviewing financial reports
How it works

Up and running
in three steps.

Modelled around how Ghana cocoa buying actually works — from LBC to manager to purchasing clerk.

01

LBC onboards and creates depots

LBC Admin

Register your Licensed Buying Company, create depots across your zones, and assign depot managers. Each depot gets its own ledger book automatically.

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Depot creation auto-triggers a double-entry ledger book — no manual setup needed.

02

Managers onboard clerks and issue advances

Depot Manager

Depot managers register purchasing clerks and assign them to zones. Cash advances are issued to clerks before they head to the field — each advance is logged instantly in the depot ledger.

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Every advance debits Cash at Depot and credits PC Receivables automatically. No manual journal entry needed.

03

Purchases flow, ledger stays in sync

Purchasing Clerk

PCs record each cocoa purchase: bags, grade, price per bag, and any advance deduction. The depot ledger updates automatically — cash out, inventory in, PC debt settled.

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Manager commissions are accrued per purchase based on the LBC-configured rate.

For Licensed Buying Companies

Ready to take control of
your depot operations?

Join LBCs across Ghana who use CocoaTrace to manage depot managers, track clerk advances and deliveries, and maintain clean cash books — all in one platform.

Register your LBCSign in to your account

No credit card required · Set up in under 5 minutes