Multi-currency accounting for auto dismantlers: a formula for replacing currency chaos

A third case study of the same minimalist CRM for auto dismantlers. Oleg, the owner of the Audi Resource workshop in Lutsk, developed his own multi-currency accounting formula—the daily exchange rate, receipts, expenses, and adjustments—and we implemented it in a system that already accounts for two other clients. We also added a dual API for Nova Poshta, Telegram bot for managers, and a clear parts categorization system.

We'll be covering these improvements in full in the channel—from the client formula to the finished interface function: Telegram channel.

What problem does multi-currency accounting solve for auto dismantlers?

In short: an Audi part is often bought in one currency and sold in another, and by the evening the owner should understand one number - how much he earned that day - rather than figure out that the exchange rate jumped while the part was sitting on the shelf.

Auto dismantlers often operate across currencies: in Audi Resource's CRM, part prices, cash registers, and reports are managed in two currencies simultaneously, as purchasing and sales for such businesses are typically not in the same currency. Without a system that automatically converts exchange rates, the manager is left alone at the end of the day with a spreadsheet where revenue is in one currency, expenses in another, and profit must be calculated manually.

This exact problem is solved by a formula that Oleg developed himself, and we put into code: one exchange rate per day, four operations – income, expense, adjustment, and ready-made conversion between currencies in each report.

How does the "rate - income - expenditure - adjustment" formula work?

In short: the exchange rate is fixed once at the beginning of the day, each transaction of receiving or selling a part is automatically recalculated at this rate, and discrepancies that have accumulated over the course of a day are closed with a single adjustment - without separate cross-rate accounting for each currency pair.

The formula works in four steps:

1. Daily rate - the current exchange rate is recorded in the morning, and the system uses it throughout the day, rather than searching for a new rate for each transaction.
2. Receipt - the purchase of a part or the receipt of payment from the buyer is automatically converted into the accounting currency at the daily exchange rate.
3. Expenses - purchase, logistics, returns - the same principle: the amount is fixed in its own currency and converted at the same exchange rate.
4. Correction - if there is a discrepancy at the end of the day (rounding, delayed payment, manual editing), it is closed in one operation, rather than rewriting the entire day again.

The result is a multi-currency income and expense accounting system for Audi parts dismantling – the owner sees daily profit in a single figure without opening a calculator.

What other improvements did Oleg's warehouse receive in this version of CRM?

In short: in addition to the multi-currency accounting formula, this version includes four improvements: integration with logistics, a bot for managers, spare parts categories, and multi-currency data display in reports.

A complete set of modifications for Audi Resource:

• Nova Poshta's dual API —the CRM exchanges data with Nova Poshta in both directions, generating and receiving shipment statuses without manually switching between services.
• Telegram bot for managers – quickly search for parts in the database directly from your phone and place an order without opening your laptop.
• Convenient categorization of spare parts – a tree of categories for sorting the warehouse, which appears in the part card and in the catalog filter.
• Multi-currency data display in reports and finances – item prices, cash registers, and summary reports are displayed in two currencies at the current exchange rate.

A detailed analysis of all the improvements is in the video below (embedded as a separate block on this page).

If you need a simpler website with a catalog and order acceptance via Telegram and WhatsApp —without a custom multi-currency accounting system or integration with a specific logistics service—you can build it using 1001site AI. You choose the style, the AI populates the site based on your link or description, and the order acceptance bot is configured in your dashboard without the need for a developer.

How does a custom multi-currency CRM differ from a ready-made online store 1001site AI?

In short: custom development is needed when a business has its own accounting formula and logistics system that needs to be integrated into the system; the ready-made "Online Store" mode covers a simpler scenario – a catalog, shopping cart, and order acceptance without a custom formula.

If you simply need a website with a storefront and order processing, without a proprietary multi-currency accounting system, the "Online Store" mode solves this problem without custom development.

This is already the third case of this CRM – what changed from Adam to Oleg?

In short: the platform is the same for all three clients, but each client has its own customization package – for Adam, we've put together part recognition by photo and voice, for Alexander – logistics and auto pricing, and for Oleg – multi-currency accounting using his own formula.

In the first case for Adam (razborkaua.pro), the Telegram bot recognizes a spare part by photo, video, or voice and automatically creates a record. In the second case for Alexander, we added two-way integration with Nova Poshta, auto pricing from avto.pro, and automatic posting of ads on several platforms.

Oleg's package of improvements is his third, and the first where the primary function isn't the warehouse or sales, but currency: the formula was devised by the client themselves, not suggested by us. The platform's foundation remains the same: a minimalist CRM without unnecessary screens, to which only the features actually needed by a specific warehouse are added each time.

Who is this multi-currency accounting suitable for?

In short: this formula is suitable for businesses that constantly operate at the intersection of two or more currencies and for whom seeing the price in both currencies is not enough – they need the final profit in a single figure.

The formula makes sense if:

1. You have a car dismantling yard, a used goods warehouse, or another business where purchases are made in one currency and sales are made in another.
2. The exchange rate changes frequently enough that manual recalculation in the table takes a significant amount of time each day.
3. You need integration with a specific logistics service, not a general “delivery address” section.
4. Warehouse employees should have quick access to the database directly from their phones, without having to carry a laptop.

If you only need a website from this list that supports one currency and accepts orders via Telegram, you can create such a combination in the "Online Store" mode account without any custom development.

Readers' Questions

What is the essence of Oleg's multi-currency accounting formula?

Four elements: daily exchange rate, receipt, expenditure, and adjustment. The exchange rate is fixed once a day, all transactions in different currencies are converted at this rate, and discrepancies at the end of the day are closed by manual adjustment—without separate cross-rate accounting for each currency pair.

How is Oleg's revision different from the previous two cases?

Adam's (razborkaua.pro) CRM recognizes parts by photo and voice. Alexander's is focused on logistics and auto pricing. Oleg has been updated with multi-currency accounting using his own formula, a dual Nova Poshta API, Telegram bot for managers, and parts categorization.

Is it possible to achieve similar multi-currency accounting without a custom CRM?

Yes, if you don't need a rate-income-expense-adjustment formula and integration with a specific logistics service: a website with a catalog and order acceptance via Telegram is built in the 1001site AI account without a programmer, and prices are displayed in a single currency.

Why does a car dismantling company need a separate Telegram bot for managers?

The bot allows managers to quickly search for parts in the database directly from their phone and place an order immediately—without switching to a laptop or manually searching through a warehouse table.

Sources

• The author's post on Telegram channel: https://t.me/promtvibeadd/452
• Video about modifications for Audi Resource: https://youtu.be/lWZpCfjmyw0
• Nova Poshta is a logistics operator in Ukraine: https://en.wikipedia.org/wiki/Nova_Poshta
• Predecessor case: ERP + website + Telegram bot for auto dismantling (razborkaua.pro): https://1001site.com/blog/erp-sajt-telegram-bot-ii-dlya-avtorazborki/
• Case Study: Automated Auto Dismantling for a Second Client: https://1001site.com/blog/avtomatizaciya-avtorazborki/
• 1001site AI Online Store mode, inventory control: https://1001site.com/wiki/mode-shop/

Similar accounting logic is used in the cases of razborkaua.pro and the second auto dismantling company. For a simpler task, 1001site AI builds a website with a catalog and accepting orders via Telegram and WhatsApp in just a few minutes.