Getting started

🔐Sign in & sign out

New? Press Start a free trial on the Ledgo website, choose your business type and fill in a short form — a setup wizard then helps you add your logo, first products and printer. Already have an account? You will have a username and password. It works in any browser on a computer, tablet or phone, and can be installed as an app.

1. Open your linkYou will see the Sign in page: “Manage your business — sales, stock, and reports.”
2. Type your username and passwordThen press Sign in.
3. Forgot your password?Press Forgot password? under the sign-in button and follow the email link. If no email arrives, message us and we will reset it for you.

🧭Know your screen

The menu on the left is your control centre. It always looks like this — plus one extra section for your business type.

📊Your dashboard (Overview)

Open Overview after signing in. This is your daily health check.

• Today’s sales and This month’s revenue — how the business is doing.
• Outstanding dues — money customers still owe you.
• Low stock items — products that reached their reorder level.
• A Business overview row with counters for your business type (members, appointments today, orders pending, batches expiring, active projects…).
• A subscription banner: Free trial — N days left, Subscription renews in N days or Your subscription has expired.

🏢Set up your business profile

Do this first — your name, address and logo appear on invoices.

1. Open Settings → Settings
2. Fill in the detailsName, Registration number (trade licence / GST / CR), Address, Phone, Email, Default currency and upload your Logo.
3. Press Save settingsYou will see “Business settings updated.”

👥Customers

Everyone who buys from you — or books with you — is a customer.

1. Open People → Customers → + Add customer
2. Enter Name, Phone, Email and AddressOnly the name is really needed. Phone helps you find them quickly.
3. SaveUse Edit any time to correct details. Export CSV downloads the list.

📦Products, categories, brands & units

For shops: everything you sell is a product. Set up the small lists first, then products.

1. UnitsOpen Units and add how you count stock: pcs, kg, box, meter, litre.
2. Categories & brandsOpen Categories and Brands to group products (optional but very helpful for search and reports).
3. Add a productProducts → + Add product. Fill SKU, Name, Category, Brand, Unit, Cost price, Selling price, Reorder level.
4. Extra detailsUse one line per detail, e.g. Colour: Blue or Size: L.
5. VariantsOn the product press + Variant to create colour/size options with their own SKU and price.
6. BarcodesPress Barcode on a product, or open Print Barcodes to print many labels at once.

📥Import & export with Excel (CSV)

Add hundreds of products in one go, or download your list to edit in Excel.

1. Open Products and press Import CSV
2. Prepare your fileFirst row must contain these headings: SKU, Name, Unit, Selling Price (required) and optionally Category, Brand, Cost Price, Reorder Level.
3. Upload the fileYou will see “Imported N new products, updated N existing.” If some rows are wrong, they are skipped and listed so you can fix them.

🧾POS — billing at the counter

The fastest way to sell. Open [[[Sales]]] → [[POS]].

1. Find the productType the name or SKU in the search box (or scan the barcode) and click the product. Change the quantity in the cart if needed.
2. Choose branch & customerPick the Branch if you have several. Leave Walk-in Customer or choose a saved customer.
3. Coupon (optional)Type the Coupon code. The discount is shown before you pay.
4. Payment methodChoose Cash, Card or Bank Transfer.
5. Press Complete SaleYou will see “Sale complete — INV-000123” with a Print receipt link. Stock reduces and accounts update instantly.

↩️Returns & refunds

Customer brings something back? Never delete the invoice — process a return so stock and accounts stay correct.

1. Open Sales → Returns & Refunds → + New return
2. Enter the invoice numberFor example INV-000123, then press Find invoice.
3. Enter Return qty for each itemThe screen shows sold quantity and what was already returned.
4. Choose the refundReason, Refund method (Cash, Card, Bank or Store Credit) and Date. Press Process return.
5. Done“Return processed and stock updated.” The Returns list and Return reports show totals and top reasons.

🎁Coupons & loyalty points

Reward customers and run offers.

Coupons

1. Open Sales → Coupons → + Add coupon
2. Fill the couponCode (e.g. EID10), Discount type (Percentage or Fixed Amount), Discount value, Min purchase, Max discount, Start date, Expiry date, Usage limit.
3. Switch it on or offUse Activate / Deactivate beside any coupon.
4. Use itType the code on the POS screen.

Loyalty points

Customers with a saved profile earn points automatically at checkout — by default 1 point for every 10 spent. Open [[[Sales]]] → [[Loyalty]] to see balances, and press [[Redeem points]] to use points (customer, points, reason).

🚚Suppliers & purchases

Record stock you buy and money you owe.

1. Add a supplierPurchases → Suppliers → + Add supplier (name, phone, email, address).
2. Record a purchasePurchases → + New purchase. Choose Supplier, Product, Branch/Warehouse, Quantity, Unit cost, Bill number and Date. You will see “Purchase recorded and stock updated.”
3. Pay a supplierOpen Suppliers → click the supplier name → + Record payment. Enter Amount, Date, Method (Cash/Bank) and optionally the bill it is for.
4. Check totalsOpen Purchase Reports: total purchased, total paid, outstanding, and totals by supplier.

💸Expenses

Rent, salaries, electricity, transport — record every cost so your profit is true.

1. Add categories onceFinance → Expenses → Categories. Press + Add common categories (Rent, Salary, etc.) to add the usual ones instantly, or + Add category for your own.
2. Record an expense+ Add expense → choose Category, Date, Amount, Description and Payment method (Cash or Bank). You will see “Expense recorded.”
3. ReviewOpen the expense reports from the Expenses page to see total expenses and totals by category.

🛡️Team & roles (staff logins)

Give each staff member their own login. Decide what each person can see and do.

1. Add a loginPeople → Team → + Add team member. Enter Username, Email, Password (minimum 8 characters) and choose a Role. You will see “… added as Staff.”
2. Change a role or remove someoneOn the Team page use Change role or Remove. You cannot remove yourself.
3. Make a custom role (e.g. Cashier)Manage roles → + Create custom role → name it → Edit permissions and tick exactly what they may do → Save permissions.

🏬Branches & stock by branch

More than one shop or warehouse? Keep stock separate.

1. Add a branchBusiness → Branches → + Add branch. Enter Name, Address, Phone, Manager name and tick Is default for your main one.
2. Sell and buy per branchChoose the branch on the POS and in Purchases.
3. Compare stockPress Stock by branch to see each product’s stock in every branch and the total.

📈Analytics & reports

Know how the business is doing without an accountant.

💳Your subscription & billing

Only the Owner can pay or submit a payment.

1. See your planOpen Finance → Billing: current plan, price, users allowed, days remaining and payment history.
2. Pay by cardPress Pay now and pay by card, Apple Pay or Google Pay on the secure payment page. Your subscription updates automatically.
3. Paid by bank transfer or cash?Fill in Amount, Method, Reference and Notes, then press Submit payment. We confirm it and your subscription is renewed.
4. Trial & expiryDuring a free trial the dashboard shows the days left. After expiry, submit a payment to continue.

🔔Notifications

The bell of your business — open [[[Settings]]] → [[Notifications]].

• Low stock when a product reaches its reorder level.
• Overdue invoices that are still unpaid.
• Subscription expiring soon or expired.
• Medicine / supplement batches nearing expiry (pharmacy and protein shops).

Press [[Mark all as read]] to clear them.