Case files, staff, attendance & branches

Who this is for

If your work is “a customer brings something in, several steps happen over days, then it goes out”, a list of invoices is not enough. You need to know which files are stuck and with whom.

Case files

A case is one job with a pipeline. Each department — Finance (loans), Insurance, RTO, Workshop, or plain Case files — has its own desk in the menu, and you get the steps that trade actually uses — you are not designing a workflow from a blank page.

Each file gets its own serial number (FIN-0012, RTO-0023…) so you and the customer can refer to it. Documents attach to the file, not to a chat thread you have to scroll.

The desk: find any file in seconds

Each desk shows four numbers at the top — open files, files that need attention, files due this week and files done this month — then the list. Every row reads the file number and the customer first, then the vehicle, the lender or office, the amount and who has it; on the right, the status and how many days it has been pending.

Updates to the customer on WhatsApp

When a file moves to a step its customer cares about — documents needed, submitted, approved, disbursed, completed and so on — the CRM prepares a WhatsApp update for that customer, with the file number and the step in plain words. It waits for one tap from your own WhatsApp, or — only when the owner switches it on — goes out by itself from your WhatsApp API number; nothing reaches a customer before one of the two.

Right after the move, the file shows the update with Open in WhatsApp, and its Messages section lists everything prepared or sent about it. A newer step replaces an update that has not been opened or sent yet. Every waiting message is also on CRM → Customer messages, where Settings decides which steps of each department prepare an update and the words of each one. Vehicle-dealer books have these updates on from the start; any other business switches them on there.

Days pending, priority and automatic follow-ups

Every open file counts its days pending. It turns Medium at 30 days, High at 60 and Criticalat 90 — you can change these numbers for each desk. Days on hold do not count, a rejected file stops counting on the day it was rejected, and a finished file keeps how long it took (“Took 28 d”). The count starts on the day the file was opened, unless you fill Started on (on the new-file sheet, or in the File section): use it for files you enter later than the work began (entering the September files in October, for example), so their age tells the truth. Inside a file, the Status section also says how long it has been in its current step.

On the desk, the Medium · High · Critical switch, the 15+ / 30+ / 60+ / 90+ days pending filter and the Oldest pending first order (files still being worked first, the longest-waiting at the top) find the stuck files. A file can also be marked urgent — a red flag on the list; that is your own flag, separate from the priority by days.

On each desk, Auto-assign & priority (owners and managers) sets three things for that department: who new files go to, the three priority bands, and whether a file that crosses a band makes a follow-up task. The follow-up goes to the person new files go to (with nobody chosen, it waits on the Follow-ups list); five or more files reaching the same level on the same morning come as one follow-up that lists them — change that number to 3, 10 or 20 under Many files on the same morningin the same sheet (one number for every desk). Follow-ups are on for vehicle-dealer books unless you switch them off. Only files still being worked get one — approved, rejected and finished files never do — and when a loan, insurance or RTO file has an agent, the task carries the agent's name and phone so you can call straight from Follow-ups & tasks(there, a red mark beside the tick means overdue and an amber one due today; the chips wear the department's colour). The very first check does not flood you: it makes one summary per level for the files already waiting, then one follow-up per file from then on. Each desk opens with a How … workcard (“How loan files work”) — the count, the desk's own priority days and one worked example: a file started on 1 Sep, on hold for six days, is 33 days pending on 10 Oct.

Vehicle records

CRM → Vehicle records (vehicle dealers see it as Vehicles) keeps each vehicle once: registration number, brand, model, variant, fuel, year, colour, chassis and engine number, the owner, the validity dates (road tax, fitness, PUC, insurance, permits), e-challan and HSRP status, and every file it is on. The tiles at the top count the vehicles, those with a document expiring in the next 30 days, those already expired, and the open files on them; the list shows the soonest date on each vehicle in red, amber or green — as a chip, and as a mark on the left of the row — and the registration number reads like a number plate. Open a vehicle to see its History — bought, sold, delivered, serviced and so on, from its files and from what you add there with + Add. The search finds a vehicle by its plate in any spacing, brand, model, variant, fuel, year, colour, chassis or engine number, its type (SUV) or the owner's name or phone.

Each paper is reminded once: 15 days before its road tax, fitness, PUC or permit runs out — change it to 7, 30 or 45 days under Vehicle papers in Follow-ups → Rules. Insurance is reminded 15 days before whatever you pick, beside its own renewal calls. A date already past when you type it is reminded the next morning; a renewed paper (a new date) is reminded again in its turn. The How Vehicles work card on the page works this out for an example car with your own settings.

Vehicle type starts with car, commercial vehicle, tractor, construction equipment, two- and three-wheeler, bus and other — and takes your own: pick + Add a type…at the end of the list (on a vehicle, on the Add vehicle sheet, on a file's vehicle picker), type “SUV” or “Tempo”, and it is saved for the whole business at once — every record, the Vehicles filter and the import sheet offer it from then on. The fuel and transmission suggestions take your own words the same way. Rename, hide or remove them under Banks, agents & partners → Your lists (a login with the Setup right); a type that vehicles still carry can be hidden, never removed.

Selling the car? Every vehicle has a For sale card: press For sale, type the asking price, the kilometres driven, the owners before and a few words, and the car is up for sale in the CRM (Available). If you have a car-dealer website here, the card lists each one under On your websites: List here puts the car on that website as a listing built from the vehicle — its name (year, make, model, variant), its photos (the cover first — add a photo on the vehicle first; a listing without a picture is never shown), the price, and the details in the same words your website already uses for its other cars (fuel, transmission, kilometres, owners, the registration state — never the number plate). Change the price or the details and press Update the listing; added new photos, press Update photos. Mark sold asks the price, the buyer and the day, and the website shows the car as sold; Available again puts it back; Take it off the website removes the listing (you can list it again later). When a buyer pays the booking amount on the website, the card shows Booked by itself — and goes back to Available if that booking is cancelled. Test-drive requests from the website for this car appear under the card. Already have cars on the website? On Website stock, Bring these cars into the CRMmakes a vehicle for each one. Listing on a website is the owner's own action; team members with the vehicles right can change the sale details. Two vehicles that are both up for sale can't be merged — take one off sale first; when only the duplicate is for sale, its sale and website listings move to the vehicle you keep.

Run a rental website? Its vehicles pair with your vehicle records by number plate. On Website stock → Rental fleet, Review and link lists the plates that match a vehicle already in your CRM (ticked), the rental vehicles not in your CRM yet (tick the ones to add — make, model, colour, year, fuel and gearbox come from the rental model) and the plates to check (on two of your vehicles, or too short to match — nothing is paired on a guess). Pairing copies the insurance and PUC dates the CRM does not have yet, once; after that your CRM keeps the dates (and their reminders) and the rental desk shows them read-only. Each time a paired vehicle is handed over to a renter, its History gets a Rentedentry and the renter's card a note naming the vehicle, the days and the booking — never an amount (rental money stays on the rental desk). The vehicle's Rental fleet card shows the website, the vehicle's state there and when it was last rented; Unlinkdeletes nothing on either side. Pairing is the owner's own action.

On a file, the Vehicle section has two parts:

When they differ, Use the vehicle record on this filecopies the record's details onto the file; Keep as typed leaves the file as it is. Nothing is ever copied either way on its own. A file with no vehicle yet shows Pick from your vehicle records— or type the vehicle, and saving with a registration number links the file to that vehicle's record (a new record is made if it is not there yet).

A loan file that the workflow opened by itself from a vehicle deal has no vehicle yet — add the vehicle on the loan file, and the RTO and insurance files opened from it later carry it along. If you also have a car-dealer website, the page has a second view, Website stock, which opens the cars listed on your website.

Documents on a file

The Documents section is a checklist for each person on the file — the applicant (buyer), the seller, the co-applicant and the guarantor — plus the vehicle and the file itself. A slot you must fill has an amber dashed edge and says Requiredunder its name; a filled slot has a green top edge and a tick, and the bar at the top counts them (“7 of 9 required documents” — on a computer the count sits inside the bar). Each slot has Upload, and on a phone Take photo opens the camera. A loan file has its own seller section (Aadhaar, PAN, RC original, cancelled cheque, NOC, sale agreement) for when the vehicle is bought from someone.

An RTO file shows only what its file type needs: an RC transfer has both sides' papers with Forms 29 and 30; a hypothecation addition needs Form 34 (a removal, Form 35) and the bank letter; an NOC file asks for the RC copy, the NOC request letter, the loan closure letter and the bank's NOC; a duplicate RC, the FIR or affidavit; an address change, the address proof. Change the file type and the list changes with it before you save — a document already uploaded always stays in view. When the same customer's loan file already holds a document, an empty slot offers Use from FIN-0012: a copy is made, so removing it from one file never removes it from the other.

When you upload an insurance policy, PUC, fitness certificate or road-tax receipt on a file that has a vehicle, you can type its Valid till date. The vehicle record takes it while its own date is empty or came from this same file (so a typo is put right from here either way), and a laterdate from another file moves it forward — a renewal on next year's file. An earlier date from another file stays on the document only, and a date typed on the Vehicles page is never changed by any file; a line under the slot says so. A date that cannot be right — more than 15 years ago, or further ahead than that paper can run (PUC 1 year; insurance and permits 5; fitness and road tax 15) — stays on the document only, with the same kind of line (usually the year was mistyped). An insurance file's Policy to date reaches the vehicle record the same way once the policy is issued. Anything that does not fit a slot goes under Other documents with a name you type. Replacing a document keeps the earlier version.

Banks, agents & partners

Every file picks its lender, financer, agent, referral partner, insurer, RTO office and file type from ONE list instead of typing the name again. Each desk has a button for its own lists (“Banks & agents” on Finance, “RTO offices & agents” on RTO), and CRM → Banks, agents & partners shows them all. When you type a new name that looks like one you already have, the CRM asks “Looks like AU Small Finance Bank already exists — use it?”. The search finds an entry by its name, contact person, phone, email, address, city, branch, GSTIN or kind; a partner's PAN and bank details are never searched. The page opens with a How Banks, agents & partners work card: possible duplicates, Merge into… (every file moves to the one you keep) and Switch off (it leaves the pickers; files that already name it keep it, marked “(inactive)”).

A duplicate (the same bank entered twice) is fixed with Merge into…: every file linked to the duplicate points at the one you keep, and the duplicate is removed — this cannot be undone. When the bank you merge away carried a contact person, Keep them as a financer (on by default) saves that person under Financers at the bank you keep, so the clean-up never loses them. A bank or agent you no longer use can be switched offinstead: it leaves the pickers, and old files keep it. A referral partner's PAN, bank account, UPI and usual payout % — and the referral payout % on a loan file — are shown to, and changed by, logins with the payments permission only. With Money recordsswitched on, a partner's card also shows Ratings (your team's, by category — and Ask them to rate us sends them a WhatsApp message), and Merge into…moves the merged-away entry's payouts, receipts, entries, cheques and ratings to the one you keep. When both entries hold a share of the same loan file's payout, a cancelled share with no money on it is removed by the merge itself; two shares that still count refuse the merge until you cancel one of them (one with no money on it). A referral partner's payout can be recorded before their PAN is on file — only paying it waits for the PAN.

On the Financers list, filter by bank, designation, category (A, B, C, D…) and the vehicles they handle; Categories & designations lets you use your own words for both. A file type you add yourself for RTO work says what it works like (RC transfer, NOC, hypothecation…), which sets its documents list and status words.

Your lists (on this page, for a login with the Setup right) is where every fixed drop-down takes your own entries: the vehicle types, the fuel and transmission suggestions, and the master liststhemselves — a clinic keeps a list of labs, a school its transport vendors, a workshop its spare-part suppliers: add “Transporter” and a Transporters tab appears here with the same name, phone, GSTIN and city fields as the others. A built-in entry you never use is hidden (it leaves the pickers and these tabs; the records that carry it keep it) — never removed. Your own entry can be removed once no record carries it; while vehicles or entries still do, the CRM says so and offers to hide it instead.

From one department to the next

From the moment a loan is approved — through disbursal and completion — the file shows Open the RTO file; an insurance file shows the same once it is issued, and an RTO file offers Open a job card (PDI). The new file opens with the same customer, vehicle and people, and on an RTO file the lender becomes the Bank / NBFC (hypothecation). The agent is not carried — each department picks its own. At the top, the new file shows where it came from — “Opened from FIN-0012 · AU Small Finance Bank · ₹3,50,000 · Loan disbursed” — read live from the loan file, so it is never an old copy; tap it to open the loan file.

Opened one by mistake? Undosits under it for five minutes — until anything is added to the new file (a save, a document or a remark) — and asks before it removes the file; if someone else has changed that file meanwhile, Undo steps aside and the file is deleted from its ⋯ menu instead. If the next file is already open, the sheet says so — “RTO-0019 was opened from this file” or “is already open for this vehicle” — with Open it instead of a second one; when both files point at the same vehicle record, Copy the missing details fills only what that file lacks (customer, vehicle, people, lender) — nothing it already has is changed. To make these handoffs happen by themselves, use the Dealer recipes in CRM → Automations— “Loan disbursed → open the RTO file” and “Loan disbursed → open the insurance file” (a new vehicle-dealer book starts with them on).

Staff, attendance and salary

These three are one flow, and each feeds the next. Each page starts with a How … works card — the steps in order and one worked example (Attendance works its example out under your own shift times once you set them).

Each page has a search box, and what you search and pick stays in the page address, so a view can be shared or bookmarked. Staff finds a person by name, phone, email, role, department, branch, joining month or status (and by pay, for a login that may see pay), with a chip for each branch. Attendance finds a person on Today and on the month sheet; on Today the chips show who is Not marked, Present, Absent, on a Half day or on Leave. Salary finds a line by name, kind, amount, UTR or month, with Pending · Part paid · Paid and a chip for each kind.

Check-in with a selfie and the location

Staff with their own CRM login check themselves in and out on CRM → Attendance — Your day → Check in. The time is your server's clock, never the phone's, so nobody can change it. Under Check-in rules (the owner or anyone allowed to manage staff) you decide what a check-in needs:

• Selfie at check-in — No selfie · Ask for a selfie (they can skip) · Selfie needed. The camera opens inside the page, so an old photo from the gallery can't be used; the date, time and place are printed on the photo.
• Location at check-in — taken once, at the moment they tap, never tracked. Don't ask · Ask for it · Location needed.
• Checking in away from the shop — Don't check · Mark “Away” (you see who was elsewhere) · Only at the shop (refused outside the shop's circle — you can still mark the day). A weak GPS reading never locks anyone out.
• Keep selfies for — Until I delete them, or 7 days to 1 year: older selfies are deleted for good every night; the time and place of each check-in stay.
• Shift time — set when the shift starts and ends, how many minutes late is allowed and Overtime after (any minute past the end, or 5, 10, 15 — the usual — 30 or 60 minutes); late and overtime minutes are then filled in by themselves (a late mark you typed yourself is never changed). Example: a shift ending at 6:00 pm with overtime after 15 minutes — out at 6:10 pm is no overtime, out at 6:40 pm is 40 minutes. They are recorded on the day; pay adds overtime or takes for coming late only if you choose so in Pay rules.

Each day's ⋯ shows Check-ins from the phone: the selfie (tap it to see it beside their profile photo), the time, the shop and how far they were (Away in amber), Map, and the phone it came from. You can remove a selfie; the check-in stays. A phone that refuses the camera can open its own camera app instead. For the circle, open a branch and tap Use this phone's location while standing in the shop (or paste its Google Maps link) and pick how big the circle is.

Staff without a phone — the counter device. On CRM → Attendance → Counter device (the owner or anyone allowed to manage staff) make a counter link— name the device, pick its branch — and open the link once on the shop's own phone or tablet (then Add to Home Screen, so it opens like an app). Nobody logs in on that device: the page shows every current staff member as a tile with their face; a person taps their own tile, takes a selfie with the front camera and taps Check in (later Check out). The time is your server's, the selfie is always needed there (the tile is not proof — the face is), and the check-in is recorded at the link's branch. In the day's check-ins it reads Counter · the device's name, with the selfie beside the profile photo — a wrong tile is caught at a glance. Lost the device?Remove the link and that page stops at once; up to ten links per business.

Leave requests and the week

Anyone whose own CRM login is linked to their staff profile can ask for days off: CRM → Attendance → Leave → Ask for leave — full days or half a day, the dates (leave the last day blank for one day) and a reason if they like. Only they and the people who approve leave see the reason; it never goes on the register. They see the answer on the same Leave line, and can Withdraw a request — or take back approved leave that has not started yet.

The owner, and anyone allowed to manage staff, sees 2 requests waiting for you there and gets a notification. Approve marks the days as leave on the register by itself — the weekly offs and holidays set in Pay rules are skipped, an Absent mark becomes leave, and a day already marked present or half day stays as it is. Pay counts these days the way it counts any leave (the paid leave each month comes from Pay rules). Decline can carry a note; the person is told either way. Nobody approves their own leave — except the owner, whose own days are recorded at once.

Record leave is for someone without a login (or a day they told you about): pick the person and the days, and it is approved at once. Cancel on an approved leave takes its marks off the register — a day someone changed since, or checked in on, stays. A person who checks in on an approved half day keeps it a half day; on a full day of leave the check-in makes the day present. Leave can be asked up to 31 days back and a year ahead, 31 days at a time, and never for days after someone left.

Week (beside Today and Month) shows everyone from Monday to Sunday — working, weekly off, holiday, on leave, half day, and leave asked (a request still waiting shows only to the people who approve it and to the person who asked). The last row counts who is in each day, and the arrows move a week at a time. Weekly offs and holidays appear once they are set in Pay rules.

Pay rules — how attendance changes pay

CRM → Salary & payouts → Pay rules (you need Mark payments received and the staff-operations permission). Switch on Work out pay from attendance, pick a ready setup for your kind of business (shop, restaurant, services, factory, daily labour, fixed pay) and change anything after. Every choice is in plain words, with a live example under it worked out the same way Prepare will:

• Does attendance change pay? Fixed pay · Cut pay for unpaid days off · Pay only for days worked.
• One day's pay = the monthly salary divided by the month's days, 30, 26 working days, or the month's working days.
• Weekly off (and whether it is paid), paid leave each month, what a half day earns, what to do with days not marked (present, absent, or ask me), your holidays (paid or not) and rounding.
• Overtime: Not paid (as before) · 1× · 1.5× · 2× the hourly rate · or a fixed ₹ an hour. The hourly rate is one day's pay ÷ the shift's hours from Attendance (8 hours when no shift is set); the minutes are the ones Attendance keeps on each worked day. Below 2× the sheet reminds you the law asks for twice the normal rate for the workers it covers.
• Coming late: No effect (as before) · half a day's pay off for every few late marks (2 to 10) · or a fine for each late mark (a fine is allowed only for acts on your notified list and all fines stay within 3 % of the pay — the line warns past that).

Pay rules apply to everyone, unless a person's own setting on the Staff page says otherwise. Switching them off puts Prepare back to the monthly salary; lines already prepared keep their working.

Advances & loans — money you gave that comes back

An advance to a staff member against their pay, money paid to a supplier ahead of the goods, a loan to a customer or anyone else: CRM → Money → Advances & loans keeps each one with its plan, what came back and what is still to come. Switch it on under Business type & features (picking the vehicle-dealer type switches it on). The page opens with How Advances & loans work — the steps and a worked example, open until you give your first one. The four figures on top are given out, still to come, due this month and overdue; the chips narrow to Still to come, Due this month, Overdue, From salary, Settled or All, and to staff, customers or partners; By person shows one line per person with everything they still owe (tap it to see their entries); the search finds a name, an amount, a plan or a date. Money a customer pays YOU in advance is not this — that is a payment received.

Interest on a loan. A loan repaid by hand (not from salary) with a fixed or split plan can carry interest: pick On the amount given (flat) or On what is still owed(reducing) and the % a year. The sheet shows the first instalment with its interest and the total if every instalment is paid on its day, with a note that lending at interest may need a money-lender's licence in your state. Nothing is charged ahead: each morning, on an instalment's day, the interest for the days since the last one is added to the loan as its own entry, due that day — on what was really still owed when those days began, so an instalment paid after its day adds to the next one's interest. Repaid in full early? The days up to that day are charged once, then nothing more; nothing is charged after the plan's last instalment. The loan shows Interest added so far and Interest to pay, the schedule shows each instalment's interest, and Record a repayment puts the interest first, then the loan. An interest entry belongs to its loan: its amount and words can change and it can be cancelled (it is then never added again), but its person and day stay; cancelling a loan takes its unpaid interest with it, and a loan with interest added keeps its person.

A supplier who owes you. On Supplier bills, a new bill can be linked to the supplier in your partners. When you mark such a bill paid and that supplier still owes you on an advance, it asks how much to set off — oldest advance first, never more than the bill or what they owe — or Pay without a set-off. Marking the bill unpaid again gives the set-off back.

Write off the rest forgives what is still to come — a reason is needed, the repayments stay as they are, and the write-off is noted on the entry and in Activity (it is one of the things the owner is told to look at). Nothing repaid yet? The entry is cancelled with the write-off on it. Cancel is only for an entry with nothing repaid.

Classes & student attendance

For a coaching centre, school, gym or any place that runs batches: CRM → Classes & attendance (switch it on under Business type & features if you do not see it; Coaching and Gym books have it on already). The page starts with a How Classes workcard with one worked example of a student's month %.

Branches & showrooms

Add each location under CRM → Branches, with its own manager and contact people (the page's How Branches workcard shows how its check-in circle judges three check-ins). Staff, cases and vehicles can then be tagged to a branch, so “how is the Kandivali branch doing?” is a filter rather than a spreadsheet. A branch's Location for staff check-in tells check-ins whether staff were at the shop (see Check-in with a selfie and the location above). A branch's ⋯ holds Edit and Remove — Remove asks first, and the staff and case files linked to it are kept. The search finds a location by name, city, manager, phone, email, address or any of its contact people, and the chips show only showrooms or only branches.

Photos — faces, shop fronts and vehicle photo sets

A photo puts a face to a name. Tap the round picture at the top of an employee's profile (or of a customer's page, a branch, a bank or an agent): Take a photo opens the phone's camera, Choose a photo picks one you already have. Fit it in its square — drag to move it, Zoom to make it bigger, Turn if it came sideways — and press Use this photo; it is saved at once. While adding a new employee or branch you can choose the photo too — it is saved with them. The photo then shows on the roster, the attendance register, salary, the customer list and class registers. Tap it to see it larger, change it, turn it, share it or remove it (Remove asks first).

A vehicle gets a whole photo set — its condition on record at intake or delivery. Open the vehicle: under Photos the walk-round slots wait for Front, Rear, Left side, Right side, Interior and Odometer — tap one and the photo arrives labelled. Add photostakes several at once. Tap a photo to give it a label (Engine, Tyres, Damage, or your own words like “Scratch on the bumper”), make it the cover (the picture on the vehicles list), turn it, retake it or remove it — remove the cover and the next photo becomes the cover. A vehicle holds up to 12 photos.

Stock & inventory

CRM → Items & prices → Stock & inventorytracks parts and consumables: levels, low-stock alerts, suppliers and a full in/out ledger. Every movement is recorded with the reason — an item's starting count is its first line (Opening stock), and a count you type on the item is a line too. A stock-out you record can never take an item below zero (if the shelf really has less, record a Count); a bill is never stopped over stock, so an item billed beyond its count shows red until a delivery or a count puts it right. The How Stock works card walks one example: 40 bags counted, a bill sells 3, a delivery of 20 comes in, the stock-take finds 55 — the 2 missing bags stay on record as a count.

Two ways to do many items at once sit under the numbers (for anyone allowed to record stock). Receive stock by scanning: when a delivery comes in, press Receive, then Scan and point the phone at each pack — every scan adds 1 to its line (or add an item by name and tap + / −); type the supplier and the bill or challan number once, and Add … items to stock adds them all together. An item that isn't counted yet is named first, and starts counting only when you say so. Count your stock is a stock-take: scan each piece you find on the shelf (or type the count), then Review lists only the items whose count differs from the record — Fix sets them all to what you counted. Items you didn't count stay as they are. The count is kept on that phone until you fix it or clear it, so you can stop and carry on later. If an item sold while you were counting, nothing is changed: the list shows the new figure and asks you to check it and press Fix again. The Scan button beside Item in Record stock picks one item by its barcode. Each delivery and each stock-take is one line in Activity.

Purchase orders — order from a supplier, then make the bill

On CRM → Supplier bills → Purchase orders you order from a supplier before their bill comes. New purchase order: type the supplier (the ones you have used come up as you type, with their GSTIN and mobile), the order date and when you need it, then the lines — type an item's name to pick it from your items (its purchase price and GST come with it) or type something new. Rates are before GST, and the total is worked out as you type. Each order gets its own number — PO-0001, PO-0002 and so on.

On the Bills tab the search finds a bill by supplier, GSTIN, bill number, category, amount, GST, day or paid / unpaid; the chips show only unpaid or only paid bills, or one supplier's. A tap on the Unpaid to suppliers number does the same as the Unpaid chip (tap it again to see every bill). Add bill takes the Bill dateprinted on the bill (today unless you change it; a clear photo fills it for you) — the bill counts in THAT month's figures and GST claim, so a bill typed on 2 November for a 31 October purchase goes into October, and the page moves to October to show it. A bill's date can't be after today. One day's bills list newest-typed first.

Open an order to send it: WhatsAppopens a chat with the supplier's mobile and the whole order typed in, Email opens your mail app, and Print gives a clean page you can print or save as a PDF. Then tap Mark as sent. When the goods arrive, Goods receivedadds them to stock — only the items whose stock you count, each once, and it tells you exactly what it adds before it does. When the supplier's bill comes, Make the bill fills a supplier bill from the order: change the amount or the GST if their bill differs from your order, tick Already paidif you paid, and if the goods weren't marked received yet, add them to stock in the same step. The bill then sits in the Billstab like any other — counted for your GST claim when it has the supplier's GSTIN — and the order shows Billed. Remove that bill and the order goes back to waiting for its bill.

An order still open after its needed by day, with the goods not in, shows how many days late in red and under Late. You can edit an order until its goods are received, or cancel it (the goods you received stay in your stock). A purchase order itself is never a tax document: it is not in your GST report or the files for your accountant — only the bill made from it is. Purchase orders need the Create invoices & quotes permission, the same one that sees what your items cost you.

Documents — every attachment in one list

Files pile up quietly: an Aadhaar scan here, a signed agreement there, twenty bill photos on one customer. CRM → Documents puts every file attached to any customer on one page, biggest first, with a bar showing how much of your included 1 GB you have used. Search by file name or customer, narrow the list to one customer or one kind of file (PDF, photo, Excel sheet, Word file), switch the order to newest first, open a file (only you and your team can — the link is not public), or remove one to free space (Remove shows to a login that may edit customers).

Tasks & follow-ups

CRM → Follow-ups & tasks is the list that stops things being forgotten: call back on Tuesday, insurance renewal next month, collect the balance. Its How Follow-ups work card shows a worked example — a reminder 1 hour before, a snooze to tomorrow 9 am, and why an automatic follow-up due late at night waits for 9 am. Four numbers at the top — Today, Overdue, Next 7 days and Mine — each open their own list; below them Today · Overdue · Upcoming · Mine · Done and, in a book with desks, one chip per department with its number. Each row says what kind of follow-up it is, who it is with, the file or vehicle it is about (tap it to open), who has it and when — and a follow-up about a customer has Call and WhatsApp buttons. Tap the circle when it is done (Undo for a few seconds), Snoozeit (1 hour, tomorrow 9 am, in 3 days, or a day and time you pick — it comes back by itself; while it sleeps its sheet reads “Snoozed till …” with Bring it back now), or open ··· to edit it, give it to someone else or cancel it — the customer of an existing follow-up stays as it is. Select(on a phone: More → Select several) marks many at once: Done, Give to, Cancel them; one a colleague closed meanwhile is counted, not dropped (“2 marked done · 1 already closed”). A reminder comes to the phone of the person who has it — at the due time, an hour before or that morning at 9, as you choose — when the dashboard app is installed; more than three due together arrive as one message. A login without the contacts permission reads the list under a View only line. A finished step can still create the next task automatically.

Rules (on that page) lists the follow-ups the CRM makes by itself, each as a sentence with its number: a call-back due N hours after every new enquiry (made the moment the enquiry arrives, with its reminder at the due time — a night-time enquiry reminds at 9 the next morning, or within the Reminder hours for automatic follow-upsyou pick in the same sheet (from 6 to 10 am, until 7 pm to midnight; the morning hour follows the start); this is the book's own new-enquiry automation; change it here or under Automations — an automation that also tags or messages is changed only under Automations), a file that has not moved for N days, documents pending for N days, a service call N months after a vehicle's last service, and calls to renew N (and N) days before a vehicle's insurance expires — the last two need a vehicle record with those dates. A vehicle dealer's book starts with all of them on; other books start with only the insurance calls. They run every morning. The first morning also covers files that crossed the line in the last two weeks and services due in the last month; after that a rule calls about a file or a date once, from the day it crosses its line. With vehicles on the book, the sheet also holds Vehicle papers— how many days (7, 15, 30 or 45) before road tax, fitness, PUC or a permit runs out its reminder comes; it saves the moment you pick it (insurance stays at 15 days). Changing them needs “Manage staff, attendance, branches & setup”; everyone else reads them.

Automatic wishes(Follow-ups → More) covers everyone you want to wish: birthdays and marriage anniversaries (from the dates on each staff profile and customer card), work anniversaries (from a staff member's date of joining, from their first full year), every major Indian festival — New Year, Republic Day, Holi, Eid, Raksha Bandhan, Independence Day, Diwali, Christmas and 25 more — and your own occasions (a shop anniversary, a local festival, a sale day; every year or just once). Switch a festival on once and it is wished on its right day every year — there is no date to type; Turn on the main ones switches on the eight most-wished days at once. Each wish goes to staff, customers or both, and comes with a ready message you can rewrite ({name} = their first name, {business}= your business's name). The first name skips a title and an initial — “Dr. K. Ramesh” is wished as “Ramesh”, and a name written in Hindi or another Indian script is wished whole (“श्री रवि कुमार” as “रवि”) — and the same rule fills a first name in Customer messages, automations and WhatsApp. Staff get one follow-up each with the wish ready and their mobile number — with more than five staff, one follow-up lists them all, each with their mobile; for your customers you get one follow-up with the wish to send through WhatsApp Broadcasts. Eid dates are the expected ones: if the moon (or your local custom) puts a festival a day earlier or later, open it and pick the Day this year — the day before or after. That changes only this year; next year follows the calendar again. Move it before its morning — once the wishes have gone out (around 9 am), that day can no longer be changed.

Turning it on

These sections are hidden until you enable them, so an owner who only wants invoices never sees them. Switch on what you need in CRM → Business type & features; picking your business type there also turns on the sensible defaults for your trade (the vehicle-dealer type turns on the four desks, Vehicle records, Banks, agents & partners and Advances & loans — a book that was already a vehicle dealer can switch any of them on there).

Common questions