Dashboard
Where the day starts.
The dashboard
The state of the business at a glance — cash, receivables, payables and what needs attention. The place to start the day before opening any individual module.
Customers & Suppliers
Who you buy from and sell to. Set these up before anything else — every document points back to them.
Vendors — who you buy from
Every supplier you purchase from, with the GST details that decide the tax treatment on each bill you enter against them. The GSTIN matters more than it looks: its first two digits are the state code, and that is what decides IGST versus CGST+SGST on everything you ever buy from them. Payment terms here are what make a supplier show as overdue in AP Ageing rather than something you track by hand.
Pending vendors — the approval queue
New suppliers wait here until somebody authorised signs them off. Whoever raises a bill should not also be able to invent the supplier it gets paid to. An empty queue is the healthy state; items in it are a prompt for the owner, not a problem.
Customers — who you sell to
A kirana sells mostly to walk-in cash customers, but credit customers — offices, canteens, societies — need a record. A credit limit here is a control rather than a note: set it and the system can stop a sale that would push the customer past what you are willing to carry. Payment terms drive the ageing buckets.
Pending customers — the same guard, on the sales side
New credit customers can be held for approval before anyone sells to them on terms. Credit is the risk. Selling on 15-day terms to a customer nobody checked is how a small shop quietly loses money, so the decision sits with the owner.
Inventory
The catalogue, what is on the shelf, and what it is worth.
Brands and categories — how anyone finds anything
Two shelves of labels doing real work: they are how a shopper narrows down your online store, and how your own counter staff find one product among eight thousand. Rename one here and it updates everywhere — no item needs re-tagging.
Adding an item to the catalogue
The item record is the single source everything else reads: the price on an invoice, the HSN on your GST return, the stock figure on the shelf report, the photograph on your storefront. Fill it once, properly, and nothing downstream has to be re-keyed.
Stock on hand — what you own, and what it is worth
The stock register: every item, its quantity, its average cost and its value. The number at the top is the one your accountant asks for, and the check beside it is the one that says you can trust it.
Locations — stock tracked per place, not in one pile
A shop floor, a back godown, a cold room. Once stock is held per location you can tell what is on the shelf as against what is in the store room, and move it between them on the record.
Batches and expiry — the report that saves a grocery money
Butter, milk, eggs and bread all carry a date. This screen holds every lot you have received with its expiry, so short-dated stock gets pushed before it is written off rather than after.
Stock movements — the audit trail behind every number
Every unit that has entered or left, with the document that caused it. When a stock figure looks wrong, this is the screen that tells you why — and it is the proof that a bill really did land the goods.
Price lists — one product, several prices
The canteen buys at wholesale, the walk-in customer pays retail, and neither should require anyone to remember a discount at the counter. A price list attached to a customer picks the right price by itself.
Free-goods schemes — ten plus one, applied automatically
Distributor offers are how groceries actually make margin, and they are also how billing goes wrong. Record the scheme once and the free line adds itself on invoices and at the counter.
The reorder report — what to buy, before you run out
Items at or below the level you set, with a suggested quantity and the supplier you usually buy them from. This is the screen that turns purchasing from memory into a list.
Physical stock count — reconciling shelf against system
Once a quarter somebody walks the aisles with a scanner. What they count and what the system believes will differ, and the difference has to land in the accounts as shrinkage or recovery — not be quietly typed over.
Work orders — when you make something out of other stock
A grocery that packs its own dry fruit boxes, grinds its own masala or assembles gift hampers is manufacturing. Components come off the shelf, a finished good goes on, and the cost has to follow.
Serial numbers and warranty tracking
Most of a grocery needs nothing like this. The moment you sell one appliance you need all of it — which unit went to which customer, on which invoice, and until when it is under warranty. Note the order: units have to be in stock before they can be given serial numbers.
Bulk import — a whole shop from a spreadsheet
The screen that decides whether onboarding takes an afternoon or a fortnight. Item master, opening stock and party list all load from files, and nothing is written until you have seen exactly what would happen.
Point of Sale
Billing at the counter.
The billing counter
Where a walk-in sale happens: scan, take payment, print. Stock and the ledger move as you go. Built for speed and for an unreliable connection — it keeps billing and syncs when the network returns.
Receivables — money in
Invoicing customers and collecting what they owe.
Raising a sales invoice
The document that creates the money owed to you, the GST you owe the government, and the stock coming off your shelves — all from one screen. Counter sales go through the POS; this is for customers who buy on account and pay later.
Receiving money from a customer
The other half of the invoice. Until a receipt is recorded the invoice keeps ageing, keeps appearing on the statement, and keeps accruing interest if you charge it.
Credit notes — cancelling part of an invoice properly
A customer returned goods, or you overbilled them. You do not edit the invoice — it has already been filed in your GST return. You issue a credit note, and both the money and the tax reverse on the record.
Delivery challans — goods out before the bill
Stock leaves on a challan when it is going out to be approved, to an exhibition, or for job work. The goods move and the paperwork travels with the van, but no sale and no GST has happened yet.
Sales orders — what has been promised, not yet billed
A confirmed order is a commitment on your stock before any invoice exists. Recording it means you can see what is already spoken for, rather than selling the same crate twice.
AR ageing — who owes you, and how late they are
The single most useful screen in receivables. Everything outstanding, bucketed by how long it has been sitting, so the phone calls you make today are the ones actually worth making.
Overdue interest — charging for late payment
If your terms say interest is payable on late settlement, this works out how much, per customer, per invoice. Most shops never charge it — but knowing the number is what makes the conversation possible.
Customer statements — the document you send to get paid
Every invoice, receipt and credit note against one customer in date order, with a running balance. Attach it to the chasing email and the argument usually ends there.
TDS receivable — tax your customers deducted for you
When a corporate customer pays you net of tax deducted at source, that deduction is not lost money — it is tax already paid on your behalf. This is the register of it, and it is what you set against your own liability.
Payables — money out
Supplier bills and paying them.
Entering a supplier bill
One document, three effects: the stock arrives on your shelves, the money owed appears in payables, and the GST you paid becomes input credit you can claim. Enter it once and none of those three has to be remembered separately.
Paying a supplier
Recording the payment is what closes the loop: the bank goes down, the payable goes down, and the bill stops appearing on your ageing as something still owed.
Debit notes — when you send goods back
Two tins of ghee arrived dented and leaking. You are not paying for them, and the GST you claimed on them has to come back off too. A debit note is how you tell your supplier and your return the same thing.
AP ageing — who you owe, and how late you are
Everything you owe, bucketed by how long it has been outstanding. It is the screen that decides what you pay this week, and the one that tells you whether your own credit terms are being honoured.
Vendor statements — settling an argument with a document
Every bill, payment and note against one supplier, in date order, with a running balance. This is what you send when their ledger and yours disagree.
Banking
Your accounts, and proving the books match the bank.
Bank and cash accounts — where money actually sits
Every account you really hold: the current account, the till, the UPI settlement account. Each one carries its own running balance, and every payment you record has to name one of them — which is why each also has to be wired to a ledger account first.
Bank transactions — every rupee in and out of one account
The running record for a single account. Receipts and supplier payments land here automatically; anything the bank does to you on its own — charges, interest — you enter here directly.
Moving money between your own accounts
Cash drawn for the till, a sweep into the current account, a top-up of the UPI float. Money that never leaves the business still has to be recorded, or two accounts both look wrong.
Post-dated cheques — money promised, not money received
A cheque dated three weeks out is not cash and must not be treated as cash. This register holds every cheque you are sitting on and every cheque you have handed out, with the date each one comes alive.
Importing a bank statement instead of typing it
A month of bank lines is a long evening of typing and a guaranteed handful of mistakes. Download the template, paste your statement into it, upload — and let the product match what it can against entries you already made.
Reconciliation — proving your books agree with the bank
The one check that catches everything else: a payment entered twice, a cheque nobody banked, a charge you never saw. If these two numbers agree, the month is clean.
General Ledger
The bottom of the stack: every posting the system makes.
The general ledger
Every posting the system has made, whatever created it. This is the bottom of the stack. Every invoice, receipt and adjustment lands here as balanced debits and credits.
Manual journal entry
For the things no document covers — a correction, an accrual, the owner putting money in. Debits must equal credits before it will save. Use it sparingly: documents are better than journals.
Journals
Manual entries grouped by their type, so adjustments are easy to review later. Your accountant will read this first at year end.
GST & Tax
Returns built from your documents rather than typed in.
GST slabs
The tax rates your business actually uses, each mapped to the ledger accounts it posts to. Every item points at one of these; without them an item import rejects every row.
Rate history
What each slab was on any given date. GST rates change, and old documents must keep the old rate. This is why re-printing last year's invoice still shows last year's tax.
HSN and SAC codes
The classification codes the GST portal expects on every line you file. Four digits is enough below the turnover threshold — but a wrong code is worse than a missing one.
GSTR-1 — your sales return
Everything you sold in the period, in the shape the portal wants, built from your invoices. Because it comes from documents rather than typed figures, it agrees with your books by construction.
GSTR-3B — the summary return
Output tax on sales, input credit on purchases, and what you actually have to pay. Check the input credit against GSTR-2B before filing — that is where money is usually lost.
Matching supplier credit
Compare what your suppliers declared against the bills you entered. Anything unmatched is credit at risk. A supplier who did not file means you cannot claim — better to find that now than at assessment.
TDS
Tax you withheld when paying certain suppliers, ready to deposit and report. Miss it and the expense itself can be disallowed — this is not optional bookkeeping.
Tax calculator
Work a figure backwards or forwards through a GST rate without opening a document. Useful at the counter when a customer asks what the pre-tax price was.
The tax ledger
Every rupee of GST charged and claimed, as ledger entries you can trace to their document. When a return and the books disagree, this is where you find the reason.
Financial Reports
Did the shop make money, and is it holding together.
Trial balance
Every account with its closing balance. Debits must equal credits — it is the first check that the books hold together. If this does not balance, nothing built on top of it means anything.
Profit and loss
Income less cost of goods and expenses, for whatever period you choose. Did the shop make money. Gross margin is the line to watch in retail — it tells you if your pricing is working.
Balance sheet
What the business owns and owes on a given date. Stock, debtors, bank, creditors and what is left over. The inventory figure here should agree with your stock report — if not, something is wrong in one of them.
Cash flow
Where cash actually came from and went. Profit and cash are not the same thing, and this is the difference. A profitable shop can still run out of money — usually stock and credit customers are the reason.
Account ledger
Every entry in a single account, in order, with a running balance. The drill-down you use when a figure in a report looks wrong.
Day book
Everything that happened on a chosen day, across every account. The quickest way to answer "what did we do yesterday".
Cash book
Cash and bank movements only — receipts, payments and the running balance. Reconcile the cash column against the physical drawer at closing.
Receivables ageing
The same ageing view as Receivables, printable for a review meeting. Export it before you sit down to chase payments.
Payables ageing
What you owe by age, so nothing falls past its terms unnoticed. Pair it with the cash book before deciding who gets paid this week.
Setup
The structure everything else is built on.
Account types
The five kinds of account every ledger is built from — asset, liability, equity, income, expense. These decide whether a balance is a debit or a credit, so they are fixed rather than a preference.
Account groups
The headings your accounts sit under, which is what gives the balance sheet and P&L their shape. Change the grouping and every financial statement re-organises with it.
The chart of accounts
Every ledger account in the business. The grocery template starts you with 62 of them. Only leaf accounts can be posted to — the headers exist to total, not to receive entries.
The chart, as a tree
The same accounts shown in their hierarchy, which is easier to reason about than a flat list. Use this to check nothing is filed under the wrong heading before you close a year.
Opening balances
What each account was carrying on the day you started using the system. Get these in before you trade, or every report is missing its starting point.
Financial years
Your accounting year — in India, April to March. Every document is filed inside one. A document dated outside any open year cannot post, which is a feature, not a fault.
Periods and locking
The months inside the year. Closing one stops anybody back-dating into a period you already reported. Lock each month once its return is filed and your history stops moving under you.
Journal types
The categories entries are filed under — sales, purchase, payment, adjustment. They are what make the day book readable instead of one undifferentiated list.
Industry templates
Fourteen ready-made charts of accounts. Pick your trade and the whole ledger structure is built for you. Set up business also creates the financial year, its periods and the GST slabs in the same step.
Administration
Settings, audit and the controls you hope never to need.
Business settings
Your legal name, GSTIN, state and currency. These print on documents and drive tax behaviour. The state code decides inter-state versus intra-state GST on everything you raise.
Custom fields
Add fields the software did not ship with — a route number on a customer, a licence on a supplier. They appear on the form and in exports, so they survive into your reporting.
Sending email
Connect the mailbox invoices and statements are sent from, so they arrive as you rather than as a robot. Until this is set, documents can be downloaded but not emailed.
Audit log
Who changed what, and when. It cannot be switched off, and it survives even a full data wipe. That permanence is the point — an edit log you can erase proves nothing.
Approvals waiting on you
Anything held for sign-off — a new supplier, a payment, an expense claim. The queue is what keeps one person from both creating and approving the same spend.
Integrity check
Runs the internal consistency tests: does stock agree with the ledger, do the control accounts tie to their subledgers. Run it before closing a period. It finds the problems reports quietly hide.
Background jobs
Scheduled work — recurring invoices, reminders, depreciation — and whether it actually ran. If a recurring invoice did not appear, this is the first place to look.
Month-end checklist
The steps to close a period, tracked so nothing is skipped in a hurry. Reconcile, count stock, check the returns, then lock — in that order.
Year-end
Roll the year: close the P&L into retained earnings and carry the balance sheet forward. Once closed, the year is sealed. Do the checks first.
Danger zone
A full reset of this workspace's accounting data — used for demos and for handing a tenant back. It touches only your own workspace, and the audit log still survives it.
Fixed Assets
The long-lived things the shop owns.
Asset categories
Groups of fixed asset — refrigeration, shop fittings, vehicles — each with its depreciation rate and method. Set the rate once here and every asset in the group depreciates correctly.
The asset register
Every long-lived thing the shop owns: the chiller, the billing counter, the delivery scooter. These are not expenses. They sit on the balance sheet and lose value gradually.
Depreciation
Post the periodic charge that writes assets down as they age. Skip it and your profit is overstated and your balance sheet shows equipment at a price nobody would pay.
Expenses
Running costs and staff claims.
Expense categories
The kinds of spend you want to see separately — electricity, rent, packing, fuel. This is what makes the P&L answer questions instead of showing one big "expenses" line.
Expense policies
Limits and rules on what staff may claim, and what needs approval. Set the limits before the claims start, not after the first argument.
Expense claims
Staff spending from their own pocket, submitted for approval and reimbursement. Approval is deliberately someone else's job — you cannot approve your own claim.
Loans
Borrowings and their repayment schedules.
Loans
Money borrowed or lent, with the repayment schedule and interest split out. Each EMI is part principal and part interest — only the interest is an expense, and this keeps them apart.
Budgets
What you planned, against what happened.
Budgets
What you planned to spend or earn per account, per period. A budget nobody set means variance reporting has nothing to compare against.
Budget versus actual
Plan against reality, with the variance made obvious. Read it monthly while there is still time to react.
Cost Centres
Which part of the business is making the money.
Cost centres
Split results by part of the business — the main shop, the delivery arm, a second branch. It answers which part of the business is actually making the money.
Spend by cost centre
Costs grouped by the centre that incurred them. This is how a second branch stops hiding inside the first one's numbers.
Projects
Income and cost against a defined piece of work.
Projects
Track income and cost against a defined piece of work — a bulk festival supply, a catering contract. Anything with its own budget and its own answer to "did we make money on it".
Project statement
Everything booked to one project, with its profitability. The honest answer on whether that contract was worth taking.
Purchase Orders
What you have ordered but not yet received.
Purchase orders
What you have ordered from a supplier but not yet received. The PO becomes the bill when the goods arrive, so nothing has to be typed twice.
Recurring
Documents that repeat on a schedule.
Recurring documents
Invoices and bills that repeat — a monthly society supply, the rent. Set it once and it generates on schedule. Check the job log if one does not appear.
Proforma
Quotes and advance requests.
Proforma invoices
A quote or advance request. It looks like an invoice but creates no receivable and no GST liability. It becomes a real invoice only when the customer commits.
Online Store
Selling the same catalogue online.
Storefront keys
The credential your online shop uses to read your catalogue and send orders back. Shown once when created. Treat it like a password — anyone holding it can read your catalogue.
Coupon codes
Discount codes with limits — minimum spend, maximum discount, how many times each shopper may use it. The limits are what stop a code being screenshotted and shared into a loss.
Automatic discounts
Discounts that apply themselves when the basket qualifies, without a code. Better for "10% off over ₹999" than making the customer remember anything.
Buy X get Y
Buy-two-get-one offers, run properly so the free unit still leaves stock and cost correct. The give-away is a real stock movement, not a discount on paper.
Gift cards
Issued value a customer can spend later. It is a liability until they redeem it. Treating it as income on sale overstates your profit — the system keeps it as money you owe.
Subscription Billing
For businesses that bill on a recurring plan.
Billing plans
Subscription plans for businesses that bill customers on a recurring basis. Relevant if you sell a service on subscription rather than goods over a counter.
Subscriptions
Customers on a recurring plan, and where each one is in its cycle. Renewals and invoices are generated from here automatically.
Usage meters
For plans billed by consumption rather than a flat fee. The meter reading is what the invoice is built from, so it must be captured before billing.
Token balances
Pre-paid credit a customer draws down against. Like a gift card, it is a liability until it is consumed.
Phone Scanner
Turning a phone into the barcode scanner.
Phone as a barcode scanner
Pair a phone to the till and it becomes the scanner, with no extra hardware to buy. For a small shop this removes the main hardware cost of going digital.
A note on accuracy
These were recorded on a live workspace, so the figures on screen are real rather than mocked up. Screens change as the product improves — where a video and the app disagree, the app is right.