✨What you can do
For businesses whose drivers take goods out every day and sell shop to shop: each driver has their own login, bills on the phone, gives credit or collects old dues, and in the evening the stock and cash are checked against what was billed. Every bill and payment goes straight into the accounts.
One login per driverDrivers only see their own trips; the office sees everything.
Shop's own priceThe bill fills in the price this shop paid last time.
Credit limitA bill that would take a shop over its credit limit is stopped.
Nothing goes missingLoaded = sold + returned. Missing stock and short cash are shown at settlement.
Your daily routine in 5 steps
- Load the vanmorning
- Bill each shopcash or credit
- Collect old dueson the same visit
- Settlestock + cash back
- Driver reportwho sold what
This guide is for these business types
Wholesale BusinessTrading CompanyManufacturingImport & ExportBakery
🧭Where to click
Business Console
Overview
Sales
Purchases
Finance
People
Business
Settings
Your business section
🚚 Van sales
🗺️ Lines & shops
📊 Driver report
Find your section
After you sign in, look at the left menu. Below the common groups you will see a section for your business: Your business section. Everything in this guide starts from the items inside it.
The common groups (Sales, Purchases, Finance, People, Business, Settings) are the same for every business and are explained in Getting started.
🚀Day-1 setup
Do these once, in this order, before your first day of work.
Give every driver a login
- Settings → Team / Users → add each driver with the role Staff. One driver = one user, so the plan needs a user for each driver (the owner's login is free).
Add your lines
- Lines & shops → New line: a name (e.g. Monday – Thamarassery), the usual driver and the days it runs.
- Open the line and add its shops in the order the driver visits them — pick an existing customer or type a new shop name and WhatsApp number. Use ↑ ↓ to reorder.
Set credit limits (optional)
- On a customer's account set a credit limit. Bills that would cross it are refused on the van.
🛠️Everyday tasks
Click a heading to open or close it. Steps are numbered in the order you press.
Open today's trips
- Van sales lists the lines that run today. Check the driver and press Open trip. Same load as last time copies yesterday's load list.
- For a one-off run use Open an extra trip (without a line).
Load the van
- On the trip page choose an item under Load item, type the quantity (in pieces) and press Load. Repeat for each item; to correct one, load it again with the new quantity, or 0 to remove it.
- Loading doesn't move stock: stock leaves the branch only when a shop is billed.
Bill a shop (driver)
- The driver opens Van sales on the phone, opens the trip and presses Bill beside the shop.
- Type the quantity of each item — choose Bundle / Carton if you sell packs. The price is the one this shop paid last time; change it if needed.
- Enter Paid now (cash or bank / UPI) or press Paid in full. Whatever is not paid goes on the shop's credit. Save bill, then Send bill on WhatsApp.
Good to know: Only what is loaded in the van can be billed, and never more than is left.
Collect old dues
- Beside a shop that owes money type the amount, choose cash or bank and press Collect. It pays the shop's oldest bills first.
Settle in the evening (office)
- Open the trip → Evening settlement. For each item type what came back (it is filled with what should be left) and the cash the driver handed over, then Settle trip.
- Stock that didn't come back is written off from the branch; a cash difference shows as short on the trip and in the report.
Work without a network (driver app)
- On the trip the driver presses 📱 Driver app (works offline) once while online. After that it opens even with no network.
- Bills, collections, returns, orders and expenses are saved on the phone (⏳ waiting to send) and sent by themselves when the network comes back. Each one is booked only once, even if it is sent twice.
- Anything the office can't accept (e.g. a credit limit) shows under Summary → Not saved with the reason.
Take goods back from a shop
- In the driver app press ↩ Return beside the shop: the item, how many pieces, and Good – back in the van or Damaged – write off.
- The value comes off the shop's account (against its latest bill with that item).
Note an order for the next visit
- Press 📝 Order beside the shop: item, quantity and unit. Next time the bill for that shop opens with the ordered quantities filled in.
- When the office opens the next trip of that line, Suggested load shows what was ordered and what usually sells — press ＋ Load the suggestion.
Record fuel, food and other expenses
- In the driver app open ⛽ Expenses: what for, the amount, a note and a photo of the bill. It is booked as a business expense and taken off the cash to hand over.
Stop credit to late payers
- Lines & shops → Van settings: Stop new credit when a shop has a bill overdue by more than … days. Such shops show ⚠ on the line and can be billed only with full payment.
Owner summary
- When a trip is settled the owner gets a notification and an email with sales, credit, collections, returns, expenses, cash and anything short. On the settled trip press Send summary on WhatsApp to send it to the owner's number from the daily report settings.
See each driver's day
- Driver report → choose the dates: per driver the bills, sales, paid now, credit given, old dues collected, cash due, cash handed and any shortage.
⚙️What the system does for you
- Every van bill is a normal invoice: stock goes down and the sale posts to the accounts.
- Payments on the van reduce the shop's balance at once; ageing and statements stay up to date.
- Settlement writes off missing stock with the trip number as reference.
📈Reports & numbers
| Report / number | What it tells you |
|---|---|
| Driver report | Sales, credit, collections and cash per driver for any dates |
| Customer accounts | What every shop owes, with ageing |
Also open Analytics for sales, expenses and profit charts.
🏷️Status guide
| Status | Meaning |
|---|---|
| Loading | Trip opened, van being loaded |
| On the line | Driver is billing |
| Settled | Stock and cash checked |
❓Common questions
Do the vans cost extra as branches?
No. Vans aren't branches: the goods stay in your branch's stock until they are billed.
Can a driver see other drivers' sales or the reports?
No. Drivers see only their own trips; the lines, settlement and driver report are for the owner and accountant.
A shop wants goods on the next visit — where do I note it?
Write a sales order or a note on the customer; on the next trip bill it from the van as usual.
Stuck? We are one message away.
Send us a screenshot on WhatsApp +974 3398 2304 and tell us what you were trying to do.