Create and send an invoice
Open Invoices, then Create invoice.
Choose a customer from the list, or add a new one if you have permission to create customers.
Add your items. If an item has no price you see "This item has no price set" with a button called Use the prices I entered.
Under more options you can add a reference, a purchase order reference, payment terms, a delivery place, a collection date, a note, a coupon code, and loyalty points to use.
Choose Save and collect, which shows the amount, or Save, collect later.
If you see "Choose a customer from the list, or add a new one." or "Add at least one item.", fix that and save again.
To get a PDF, open the invoice and choose Print PDF or Download PDF.
To send it, use the app or the invoice list. In the app, open the invoice and choose Share invoice. A sheet offers WhatsApp, Email and More options, with a ready message that names the customer, the total and the balance due. In Backoffice, the invoice list row actions include Share on WhatsApp and Email invoice, which open a prepared message. The message does not carry a link for the customer to pay. Sending automatic reminders and invoices from BizPlusX itself needs your email verified, as guide 01 explains.
Create a quote and turn it into an invoice
Open Quotations, then Create quotation. Choose a customer and add lines, then choose Save quotation. You will see "Choose a customer before saving." or "Add at least one line item before saving the quotation." if something is missing.
When the customer accepts, open the quote and choose Convert to invoice. The button only appears once the quote is accepted and not already converted, and you need permission to create invoices.
On the invoice, tick Keep the prices from the quotation if you want the quoted prices.
Add a customer
Open Customers, then add a new one. In the app, use New, then customer.
Name and Phone are required. Email, company and address are optional. You see "Name is required." and "Phone is required." if they are empty.
Choose Save customer, or Save and add another.
To bring in many customers, open Customers, Import. Upload your file, choose Preview import, fix anything it flags, and choose Confirm import. Create only adds new rows. Update existing matches on a key. A partial import is not allowed, so fix all errors first. You get a template from Templates and exports.
On a customer record, the Notes and follow-up tab keeps a history. Choose Log interaction, write a subject and notes, tick Schedule next follow-up if you need a reminder, and choose Log. Due follow-ups appear in the reminders queue.
Receive stock from a supplier
Add the supplier first. Open Suppliers, then create. A name and a phone number are required.
Open Purchases, then New purchase. Choose the supplier and a tax rate, then add each item with its quantity, unit price and how much you received now.
If you paid at the time, turn on Record payment now and choose the account and the amount.
Save.
The errors are "Choose a supplier.", "Add at least one item.", "Select a tax rate." and "Received quantity for X must be between 0 and N."
To pay later, open the purchase and choose Record payment. Choose a cashbook account and enter an amount of at least 0.01. Supplier payments are listed under Payments, Purchase payments.
In the app, New offers supplier and purchase, and the Stock tab has Receive. Paying a supplier has its own sheet.
Record an expense
Open Expenses, then create. Enter the Reason and choose a Sub category. If it does not exist, use Create and select subcategory.
Add the payment method, cashbook account, date, VAT, status and a note if you need them.
Choose Save expense.
In the app, choose Record expense, then enter What for and the Amount. You see "Say what this expense was for" or "Enter an amount" if one is missing.
Take a booking
Open Schedule, then Bookings, and choose New booking.
Fill in the Service, the Staff member, the Start and End times, and optionally the Customer and Notes. A new customer needs a phone number of at least 3 characters.
Choose Create booking. If something is missing you see "Please fill service, staff, start and end time."
When a booking has a deposit due, choose Collect deposit, enter an amount or leave it for the default, and choose the cash account. The Bookings page also has a Public booking link to share, and settings for service hours and unavailable times.
Run reports
Open Reports. The page has three tabs, Business, Money and Operations. Pick a period from Today, Yesterday, Last 7 days, This month, Last month, This year, Last year, or a custom range. If this month is empty you are offered the last 90 days.
For more detail, open All specialist reports. They include Profit and loss, Cash flow, Balance sheet, Trial balance, Receivables, Payables, Client due balances, Supplier due balances and Owner equity.
To keep a copy, choose Export statement and pick PDF, Excel or CSV.
In the app, Today snapshot shows the day's sales, stock and profit, and Inventory value shows stock and movement.
Close the day
At the till, choose End shift, count the drawer, enter Counted cash and choose Close till. You see the variance and a View Z report button. Guide 03 has the full steps.
In Backoffice, Payments lists receipts, Cashbook shows balances and history for each account, and Financials, Reconcile compares your cash book with your ledger. There is no cash count page in Backoffice.
Reply to customers on WhatsApp
Open Messages. The views are Needs reply, Mine and All. Search by name or message.
Open a chat, type in the reply box and choose Send. You need permission to send.
Use Quick replies for answers you give often, and the Notes tab for private notes the customer never sees.
If the customer last wrote more than 24 hours ago, you see "You can't type a reply yet" and "The 24-hour reply window has closed." Only an approved template can be sent now. If WhatsApp is not connected, choose Set up WhatsApp.
Shifts, attendance and approvals
To assign a shift, open Team, Shifts. Choose the person and the day, then pick a shift or set custom hours, and choose Assign shift. You need permission to manage shifts. The person must be linked to an employee record or you see "Not shift-ready yet" in the app. Remove deletes a shift.
Check-in is at Team, Attendance. Requests that need a decision are in the approvals inbox, where you can Approve, ask for Needs changes, or Reject.
Adjust stock
Open Catalog, Inventory adjustment, called Stock movements. Choose Add stock, Correct stock or Receive purchase. Pick the reason, add the products and quantities, and save. You may need to choose a variant on each line that has variants.
The errors are "Adjustment reason is required.", "Add at least one product line with a selected product." and "Select a product variant for each line that has variants."
Stock history lists every movement, including transfers in and out. Low stock review lists what is running out. In the app, a product has a Transfer stock job.
Refund, return or void
Use the right tool.
A customer brings goods back. Open the invoice and choose Return / Refund. Pick the items, the reason, the refund method and the account the refund is paid from, and choose Refund with the amount. The button reads Record return when nothing was paid. You see "Refund recorded". Returns are listed under Financials, Returns.
A same-day mistake, such as the wrong customer or a duplicate. Open the invoice and choose Void invoice. Enter a reason of at least 3 characters. Voiding cannot be undone.
A payment recorded in error. On the invoice's payments screen choose Void or Correct next to the payment, and say why in a few words.
A credit note is done through the refund flow. Supplier returns are under Financials, Purchase returns.
Your Home page
Home greets you by name and shows the date and company, with period tabs for Today, Week, Month and Year, and quick actions.
Key numbers are the tiles at the top.
Service levels is a strip that appears only when there is something to show.
The trend chart sits beside Needs you, a list of things waiting for you. Each row is marked Reply, Check or To do. When it is empty you see "Nothing is waiting on you right now."
Breakdowns sit below.
On the right, Finish setting up shows until setup is done, and Company score takes its place.
If the figures cannot load you see "Sales figures did not load" with a Try again button.
Choose Ask Assist at the top, or press Ctrl or Cmd with the slash key, to ask a question or give an instruction in plain words.