D1 Getting started
Just three steps before you sell your first product.
- Log inUse the email (or number) and password you were given. To let an employee log in, add them as a user according to your plan.
- Add your productsFor each product enter the name, buying price, selling price and the quantity you have. You can upload many products by CSV, and use barcodes or QR codes.
- Start sellingOpen the POS, pick products, take payment. The system reduces stock and calculates profit by itself.
💡
The buying price matters. It is what lets the system know the real profit on every sale. If you leave it empty or enter it wrongly, profit will look bigger or smaller than the truth.
2 Selling (POS)
Pick the products, take payment, and you are done. Everything else happens by itself.
Payment methods
CashMoney in hand. It goes straight into the cash records.
M-Pesa / mobile moneyChoose the payment method you received so the cash report stays accurate.
Credit (debt)The customer takes goods now and pays later. The sale is recorded, and the debt is tracked on the debts page.
Other things you can do
- Discounts: the system calculates profit after the discount, so the profit you see is real.
- Returns: if a customer brings a product back, record the return so stock and cash are corrected.
- Bills / tabs: hold a customer's bill while you serve another, then come back to finish it.
- Offline: normal sales continue even when the internet drops.
3 Stock and Write-off
Stock goes down when you sell. Sometimes a product leaves without being sold. That is when you use a Write-off.
What is a write-off?
It means taking a product out of stock without selling it: it was damaged, lost, expired, or you used it yourself in the office. On the Stock page, press Toa Stock (Remove Stock) and choose a reason.
| Reason | Example |
|---|---|
| Matumizi ya Ofisi (Office use) | A ream of paper you used in the office |
| Iliharibiwa (Damaged) | A product that broke or got wet |
| Upotevu (Loss) | A product is missing during a stock count |
| Nyingine (Other) | A reason not covered above (write a note) |
What does a write-off change?
▼Stock
goes down
goes down
▲Expenses
go up by the buying price
go up by the buying price
▼Profit
goes down
goes down
=Cash
is not touched
is not touched
🧮
Example: 3 pens bought at TZS 1,000 each, removed as "Matumizi ya Ofisi" (office use), are recorded as an expense of TZS 3,000. The month's profit drops by that amount. The cash in the drawer does not change, because the money left when you bought them.
⚠️
If you make a mistake on a write-off, you can edit or delete it in the stock history. If you delete it, the stock is restored.
Products that expire
For products with an expiry date (medicine, food), the system shows you the ones about to expire. Once expired, use the expiry write-off so stock and profit show the truth.
4 Expenses
Record every shilling that leaves for the business, and choose a category. That is how reports can show you where the money goes.
✅
The category is required. When you add a new expense, the system makes you choose a category. This helps you avoid unexplained costs in reports.
| Category | When to use it |
|---|---|
| Kodi (Rent) | Room or shop rent |
| Umeme & Maji (Electricity & Water) | LUKU (prepaid electricity), water bill |
| Mishahara (Salaries) | Employee pay |
| Usafiri (Transport) | Fares, transporting goods |
| Internet, Bando & Simu (Internet, data & phone) | Data bundles, airtime, office internet |
| Chakula & Vinywaji (Food & drinks) | Food and drinks for the office or shop |
| Usafi & Ulinzi (Cleaning & security) | Shop cleaning, security guard |
| TRA, Leseni & Ada za Serikali (TRA, licences & government fees) | TRA tax, licences, council fees |
| Ada za Benki & Mitandao ya Simu (Bank & mobile-money fees) | Bank charges and M-Pesa, Tigo Pesa and other mobile money fees |
| Vifaa vya Ofisi (Office supplies) | Paper, pens, small supplies |
| Vifaa vya Kudumu (Fixed assets) | Computers, printers, furniture |
| Matengenezo (Repairs) | Repairs to equipment or the shop |
| Matangazo (Advertising) | Ads, signboards, flyers |
| Stock Iliyotumika au Kupotea (Write-off) (Stock used or lost (write-off)) | Added automatically when you do a write-off. Do not enter it yourself. |
| Nyingine (Other) | Anything that fits nowhere else. Use it rarely. |
⚠️
Do not mix business expenses with personal money. Money you take for home use is not a business cost. It is "owner's drawings", and it reduces capital, not profit.
5 Profit is not cash
A very common question: "My profit is big, but the money I have is small. Where did it go?"
Profit is an accounting figure: sales minus the cost of goods and expenses. It is not money sitting in your hand. Once earned, profit can be:
The capital equation
Starting capitalwhen you began
+
Profitsince the start
+
Capital addedlater
−
Money you took out(drawings)
=
Current capitalon the Balance Sheet
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If current capital is lower than "starting capital + profit", the difference is explained by money you took out, other recorded changes, or costs that were not entered. Stock and customer debts do not reduce capital. They only change the form of your assets, from cash into goods or a debt.
Where to look: the Balance Sheet (assets, liabilities, capital), Cash Accounts (real money per channel), and the debts page.
6 Reports
Reports tell you how the business is doing without counting by hand.
Profit and Loss (P&L)
- Sales: total sales for the period, after discounts.
- Cost of goods: the buying price of the goods you sold.
- Gross profit: sales minus the cost of goods.
- Expenses: rent, electricity, salaries and others you recorded.
- Net profit: gross profit minus expenses. This is your real profit.
Business Journey Biashara & Premier plans
It shows profit or loss since day one, month by month. You see the month you started making a profit, the months with a loss, and whether the business is growing.
- Bars are each month's profit: green is profit, red is loss.
- The line is the running total since the start. When it is above zero, the business is in profit overall.
- The buttons ("Last 12 months", each year, and "All") let you view the period you want. The verdict at the top ("Since month X you are in profit by...") always stays since the start.
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The current month is not over yet, so it may temporarily show a loss. That is normal. Wait until it ends before judging it.
Balance Sheet and Cash Accounts
The Balance Sheet shows what you own (cash, stock, customer debts), what you owe, and your capital. Cash Accounts shows the real money in each channel (cash, M-Pesa, bank).
7 Debts
Track who owes you, and who you owe.
🤝
Customer debtsCredit sales are recorded under the customer's name. When the customer pays, record the payment and the debt goes down.🚚
Supplier debtsIf you buy goods on credit through a Purchase Order, the debt is recorded and you can pay in instalments. Biashara & Premier plans⚠️
Credit sales increase sales but not cash until the customer pays. That is why profit can be large while cash in hand is small.
8 Frequently asked questions
Tap a question to see the answer.
Profit shows millions, but the money I have is small. Why?
Profit is not cash. The money may have turned into new stock, customer debts, fixed assets, or you may have taken it out as owner's money. See the section Profit is not cash and the Balance Sheet.
Does a write-off reduce my cash?
No. It reduces stock and profit, but cash is not touched, because the money left when you bought the product.
Why does the system force me to choose an expense category?
So reports can show where your costs go (rent, electricity, salaries...). Expenses without a category do not help you make decisions.
This month shows a loss. Is the business failing?
Not necessarily. The current month is not over, and some costs (rent, salaries) come in early. Check the Business Journey to see the trend over many months, and whether the total since the start is still above zero.
I made a mistake recording an expense. What do I do?
Open the Expenses page and edit that expense (date, category or amount) or delete it. A regular employee (cashier) can only delete it within 20 minutes of entering it.
Where can I get more help?
Message the support team using the WhatsApp button at the bottom of this page.
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