Run your service counter with confidence.
This guide walks through every screen of Shop Manager — from setting up your first bank account to closing the till at night. Follow it in order the first time, then jump straight to a topic whenever you need a refresher.
Accounts & permissions
Shop Manager gives every person who logs in one of three roles. What you see in the menu — and what buttons are active — depends entirely on this.
Superuser / Admin
- Sees every tab: Transactions, Inventory, Customers, Banks & Software
- Can add banks, wallets, staff, and inventory
- Can edit or delete any transaction or customer
- Manages the shop's subscription plan
Staff (under a Superuser)
- Gets the same full access as their Superuser, shown as Inherited
- Can record transactions, manage customers, and use Inventory / Banks tabs
- Subscription and staff management stay with the Superuser
Independent Staff
- Sees Transactions and Customers only
- Inventory and Banks & Software tabs are hidden
- Can generally only edit or delete their own entries
First-time setup
Do these once when your shop is first onboarded. Everything after this is daily use.
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Log in
Use the username and password your Superuser created for you. Forgotten your password? Use Change Password in Settings once you're in, or the password-reset link on the login screen.
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Set today's opening balance
At the top of the Transactions tab, enter your starting cash-in-hand for the day into Opening Balance and click Update. Every balance figure for the day is calculated from this number.
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Add your bank accounts
Go to Banks & Software Superuser and fill in the Add Bank form for every bank account you settle money through — savings account, current account, etc.
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Add your software / wallet portals
In the same tab, use Add Software/Portal for every AEPS, DMT, or recharge portal wallet you top up and pay out from (PayNearby, Spice Money, your recharge API panel, and so on).
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Set up your service modules & custom services
Go to Settings → Modules Configured elsewhere to create the coloured module buttons (e.g. "Photocopy", "Printout", "Lamination") shown above the Quick Add bar, and their priced items. Use the same Settings screen to add any one-off custom service types you want in the Quick Add drop-down.
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Review Shop & Bill settings
Under Settings → Shop and Settings → Bill Configured elsewhere, set your shop name, logo, and printed bill/receipt layout.
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You're ready
Head back to the Transactions tab — you can now record your first sale.
The dashboard tour
Everything happens around one main screen, split into a left menu and four tabs.
Transactions
Daily entries, quick add, modulesInventory
Products & stock SuperCustomers
Directory & historyBanks & Software
Balances & wallets SuperThe left-hand menu
Above the tabs, the side menu carries the pieces you'll use constantly:
| Panel | What it shows |
|---|---|
| Subscription status | Your plan name and expiry, or an upgrade link if it's lapsed. |
| Date & service filters | Jump to any past date, or filter the transaction list to one service type. |
| Reports & actions | Quick links to Service Summary, Print Daily Report, and Counter Balance Check. |
| Financial summary | Running totals for the selected date — cost services, expenses, cash withdrawals, cash in, AEPS/ATM payouts, and bank debits. |
The top action bar
Sitting above the Quick Add toolbar on the Transactions tab:
Customer Pending opens the list of unpaid credit balances (see Credit sales & pending). Debited from Bank shows every transaction settled from a bank account today, for a quick reconciliation check.
Recording transactions
The Quick Add toolbar at the bottom of the Transactions tab is where most of your day happens. Fill one row, click Add, and it's staged below — build up several entries, then submit them all together.
The service types
| Service | Typical use |
|---|---|
| 💸 Money Transfer | Domestic money transfer (DMT) sent on the customer's behalf. |
| 🏦 AEPS Withdrawal | Aadhaar-enabled cash withdrawal at your counter. |
| 🏧 ATM Withdrawal | Micro-ATM card-based withdrawal. |
| 📱 QR ATM | QR-code based cash-out. |
| 📋 Services (Bill Payment) | Recharges, bill payments, and other utility services. |
| 📈 Cash In | Cash the customer deposits into their own wallet/account through you. |
| ⭐ Custom Services | Any service type your Superuser has added specifically for your shop, shown in its own group. |
Payment & settlement
Payment is how the customer paid you: Cash, UPI, UPI (with Bank) — where you also pick which bank the UPI landed in — or Bank. Settle to is which of your own accounts absorbs the transaction: the Cash Counter, one of your banks, or one of your wallets. The balances shown next to each option are always live, so you can see exactly what you're spending down before you confirm.
Staging and submitting
Every row you add appears in a Pending Entries table with a running total. Review the list, then:
Submit All writes every staged entry to today's ledger in one go. Clear All discards the whole batch — use it if you've made a mistake and want to start again, rather than submitting and then deleting one by one.
Editing or deleting a transaction
In the Transactions list further down the page, each row you're allowed to change shows an edit and a delete icon. Deleting a transaction automatically reverses whatever it did to your bank or wallet balance — you don't need to fix the balance by hand.
Service modules & discounts
Modules are for services with a fixed price list — photocopies, printouts, lamination, ID cards — anything sold by the item. Each coloured module button above the Quick Add bar opens a calculator instead of a single amount field.
| Item | Price | Qty | Total |
|---|---|---|---|
| B/W Photocopy | ₹2.00 | 50 | ₹100.00 |
| Colour Print | ₹10.00 | 3 | ₹30.00 |
How the numbers work
Subtotal
Sum of item price × quantityDiscount
Flat ₹ off, capped at the subtotalTotal charged
What the customer actually paysCost
What the item cost you, if anyThe Commission shown at the bottom is Total charged minus Cost — that's your actual profit on the sale, and it's what gets credited to the account you choose in Settle to. If a discount would take the total below the cost, Commission simply floors at ₹0 rather than going negative.
Open a module
Click its coloured button above the Quick Add bar. Buttons are greyed out if no items are configured yet — add items in Settings first.
Enter quantities
Type a quantity next to each item you're billing for; the item total and running subtotal update as you type.
Apply a discount, if any
Enter a flat rupee amount in Discount. It's automatically capped so it can never exceed the subtotal.
Enter cost, if any
If this sale had a direct cost to you (e.g. buying blank ID cards), enter it here so Commission reflects your real profit.
Choose payment & settlement
Pick how the customer paid and which account should receive the commission.
Add Transaction
This records the sale immediately — module transactions aren't staged in the Quick Add batch, they save straight away.
Credit sales & pending amounts
When a regular customer pays part now and the rest later, use a credit transaction instead of a normal Quick Add entry.
The unpaid balance lands in the Customer Pending list, reachable from the top action bar. From there you can:
Mark as Completed asks for a completion date, records the settlement as a transaction, and credits back any account that had been debited. Delete removes the pending record entirely — use this only for mistaken entries, not for genuinely unpaid dues.
Split payments & multi-account settlement
Sometimes one sale is paid across more than one method, or settled from more than one of your accounts — e.g. a customer pays ₹2,500 by UPI and ₹43 in cash, and you settle it ₹2,000 from your bank and ₹543 from a wallet.
On the Quick Add toolbar, click Split across multiple payment methods / debit accounts to reveal two panels:
| Panel | Purpose |
|---|---|
| Received From Customer | Add a row per payment method the customer used. Rows should add up to Amount + Commission. |
| Debit / Settle From | Add a row per account you're drawing the payout from — split across banks and wallets as needed. |
Managing customers
The Customers tab keeps a simple directory, separate from the transaction ledger, so you can search anyone up by name or phone and see their history.
| Name | Phone | ||
|---|---|---|---|
| R. Sharma | 98xxxxxx21 | ||
| A. Nair | 90xxxxxx08 |
Search or browse
Use the search box in the Customers/Services card header to find someone by name or phone.
View history
Click the clock/history icon to open that customer's past transactions in a new tab.
Edit details
Click the pencil icon to update name, phone, email, or address.
Delete one customer
Click the trash icon on their row and confirm. This removes the customer record and their history log; it does not delete or rewrite any past transaction totals.
Delete several at once
Tick the checkbox on each row you want to remove (or the header checkbox to select everyone), then click Delete Selected and confirm once for the whole batch.
Banks & software wallets
This tab is your ledger of real-world accounts — every bank and every recharge/AEPS wallet you settle transactions through.
Once added, every bank and wallet shows its opening balance and a live current balance that updates automatically as you record and settle transactions all day — you never edit it directly here. Click Manage on any row to open Wallet Management for deeper controls.
Inventory
If your shop also sells physical stock — SIM cards, stationery, accessories — the Inventory tab tracks categories, products, and quantities on hand.
Create a category
Group similar products together, e.g. "Stationery" or "Mobile Accessories".
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Add a product
Set its category, purchase price (what it cost you) and selling price (what you charge). Shop Manager tracks current stock and stock value (stock × purchase price) automatically.
Watch low-stock alerts
A red counter badge appears next to the Inventory tab in the side menu whenever any product is running low.
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Sell a product
Click Sell on a product row, or open Quick Product Sale, choose the product and quantity — stock reduces and the sale is logged as a transaction automatically.
Staff & attendance
Superusers manage the team from a Staff panel: add a login, and switch anyone active or inactive without deleting their history.
| Action | What it does |
|---|---|
| / Toggle | Pauses or reactivates a staff login without losing their transaction history. |
| Delete | Removes the staff account permanently — confirm before using this. |
On days a staff member logs in, their check-in/out is tracked automatically for the shop's daily attendance record, visible to the Superuser for the selected date.
Summary & profit reports
Three report views cover most day-to-day questions about how the shop is doing.
| Report | Where | What it tells you |
|---|---|---|
| Financial summary panel | Left sidebar, always visible | Live running totals for the selected date: cost services, expenses/collections, cash withdrawals, cash in, AEPS/ATM payouts, bank debits, and (for Superusers) inventory stock value. |
| Service Summary | Sidebar / top bar link Configured elsewhere | A breakdown of transaction volume and commission per service type. |
| Profit report | Profit link, top bar Configured elsewhere | Net profit across the shop, calculated from total commission earned versus expenses recorded. |
| Print Daily Report | Sidebar / top bar button | Opens a print-ready version of the current day's ledger for filing or handover. |
Counter balance check
At the end of the day, use Counter Balance Check Configured elsewhere from the sidebar to reconcile physical cash against what the system expects.
Count your cash
Enter how many notes you have of each denomination — the tool totals them for you.
Compare against expected balances
The counted total is checked against your counter total and software/wallet balances for the day.
Save the record
Give the count a name (e.g. "Evening close — 12 Sep") and save it. The difference, if any, is stored alongside the denomination breakdown so it's easy to review later.
Settings pages
These configuration screens live outside the daily Transactions view, reached from links in the sidebar or top bar. Each is Configured elsewhere — described here by what it's for, not screen-by-screen.
| Page | Used for |
|---|---|
| Settings → Modules | Create/edit service modules (like Photocopy & Print) and their priced items. |
| Settings → Custom Services | Add extra service types to the Quick Add drop-down beyond the built-in ones. |
| Shop Settings | Shop name, logo, and general shop details. |
| Bill Settings | Layout and fields shown on printed customer bills/receipts. |
| Wallet / Bank Management | Deeper controls for a specific bank or wallet beyond adding it. |
| Internal Transfer | Move money between two of your own accounts. |
| Subscription Plans | View or upgrade the shop's active plan. |
| Change Password / Email Update | Update your own login credentials. |
Troubleshooting
A module button is greyed out and won't open
That module has no priced items configured yet. Add items to it under Settings → Modules first.
I don't see the Inventory or Banks & Software tab
Those tabs are only shown to a Superuser or a staff member linked to one. If you're independent staff, this is expected — ask your Superuser for access if you need it.
A bank/wallet balance looks wrong
Open Debited from Bank in the top action bar to see everything settled from banks today, and check the Transactions list for anything that should be edited or deleted — deleting a transaction automatically reverses its effect on the balance.
I deleted a transaction by mistake
There's no undo — you'll need to re-enter it. The balance reversal from the delete is automatic, so re-adding the entry correctly will bring the numbers back in line.
Can I delete a customer with an unpaid pending balance?
Yes, deleting a customer unlinks (rather than deletes) any pending balance tied to them, but it's cleaner to settle it first from the Customer Pending list.
The discount box in a module popup won't accept my amount
Discount is automatically capped at the item subtotal — it can reduce Commission to zero, but never below it, and it can't exceed what was billed.
Glossary
- AEPS
- Aadhaar-enabled Payment System — lets a customer withdraw cash using their Aadhaar and fingerprint at your counter.
- Commission
- Your profit on a sale: what the customer paid minus any direct cost to you.
- Counter
- The physical cash you're holding at your desk, tracked as its own account alongside banks and wallets.
- Module
- A priced service (like Photocopy & Print) billed by item and quantity rather than a single amount.
- Pending / credit
- An amount a customer still owes you after a partial payment.
- Settle to / Account type
- Which of your accounts — counter, a bank, or a wallet — a transaction's money moves into or out of.
- Software / Wallet
- A portal balance you top up and draw from for AEPS, DMT, or recharge services.