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User guide

SmartPOS Pro Documentation

Everything you need to set up your shop, run billing, manage stock, and read reports.

Introduction

SmartPOS Pro is a point of sale (POS) system for retail and small business. It includes billing, purchases, inventory, expenses, reports, and shop settings in a single web application.

This guide is written for daily use. Follow it to set up your shop, run billing, track stock, and check reports.

Quick Start (5 Minutes)

New user? Follow these steps first:

  1. Register your shop account and verify your email.
  2. Go to Settings and set shop name, phone, currency, and receipt format.
  3. Add a few products in Product → New Product.
  4. Open Sale → POS, add items, and complete your first sale.
Tip: Start with 80mm Thermal receipt if you use a standard POS thermal printer.

Getting Started

After login, use the left sidebar to move between modules. Menus and actions depend on your role permissions.

Most used actions

Create billSale → POS
Add stockPurchase → New Purchase
Add productProduct → New Product
See profitReport → Profit & Loss

Recommended setup order

  1. Open Settings and complete shop profile, regional options, and receipt format.
  2. Add Categories, Units, and Brands under Product (if you use them).
  3. Create Products with buying price, selling price, and opening stock.
  4. Add Customers and Suppliers if you track them.
  5. Configure Payment Methods under Settings.
  6. Start selling from POS.

Sidebar menu

MenuWhat it does
DashboardOverview of sales, purchases, stock, and expenses
SalePOS, all sales, sales returns, draft sales
PurchaseRecord stock purchases from suppliers
ProductProducts, categories, units, brands, variations
StockStock movement history and manual adjustments
ContactCustomers and suppliers
ExpenseBusiness expenses and categories
ReportSales, purchase, stock, expense, and profit/loss reports
SettingsShop profile, regional, sales, payment methods, email, receipt
Users & RolesStaff accounts and permissions
ProfileYour name, email, avatar, and password

Login & registration

  • Register — Creates a new shop and owner account. Email verification is required before login.
  • Login — Sign in with email and password after verification.
  • Forgot password — Request a reset link from the login page (requires email settings and queue worker).

POS & Sales

The POS screen is used for customer billing at the counter.

Make a sale

  1. Open Sale → POS.
  2. Search products by name or scan a barcode in the search box.
  3. Click a product to add it to the cart. For products with variations, pick the variation first.
  4. Optionally select a Customer or leave as walk-in.
  5. Adjust quantity, apply a discount if needed, and choose payment method.
  6. Click Complete Sale.
  7. Review the invoice preview, then click Print Invoice or New Sale.

Draft sales

Save an incomplete cart as a draft from POS using Save Draft. Open saved drafts from Drafts on the POS page or from Sale → Draft Sale.

All sales

View completed sales under Sale → All Sales. You can:

  • Open sale details
  • Print invoice
  • Collect due payment
  • Process returns
  • Delete a sale (if permitted)

Sales returns

Go to Sale → Sales Returns to view return history or create a new return from an existing sale.

Purchases

Record stock bought from suppliers.

Add a purchase

  1. Open Purchase → New Purchase.
  2. Select a Supplier (or add one from Contact → Supplier).
  3. Search and add products with quantity and unit cost.
  4. Apply discount if needed and enter paid amount.
  5. Save the purchase.
  6. Print the purchase receipt from the success screen.

View and manage past purchases under Purchase → All Purchases. You can add payments for due amounts and print invoices from the detail view.

Products & Stock

Products

Create products under Product → New Product. Set:

  • Name, SKU, barcode
  • Category, brand, unit
  • Buying price and selling price
  • Opening stock (for new items)
  • Variations (size, color, etc.) if applicable

Catalog setup

Organize products using:

  • Categories — product groups
  • Units — pcs, kg, box, etc.
  • Brands — manufacturer or brand name
  • Variations — reusable variation types (e.g. Size: S, M, L)

Stock

  • Movements — automatic log when sales, purchases, returns, or adjustments change stock
  • Adjustment — manually increase or decrease stock (damage, found items, corrections)

Customers & Suppliers

Customers

Add customers under Contact → Customer. Link a customer at POS to track who bought items. Customer phone and address appear on invoices when set.

Suppliers

Add suppliers under Contact → Supplier. Select a supplier when recording purchases.

Expenses

Track business spending outside of inventory purchases.

  1. Create expense categories under Expense → Categories (rent, utilities, salary, etc.).
  2. Add expenses from Expense → Add Expense.
  3. View all expenses under Expense → All Expenses.

Reports

All reports support a date range filter. Most reports can be printed, exported to CSV, or Excel.

ReportUse for
Sales ReportDaily or monthly sales totals and line items
Purchase ReportSupplier purchases over a period
Stock ReportCurrent stock levels and values
Movement ReportEvery stock in/out transaction
Expense ReportBusiness expenses by category
Profit & LossRevenue vs cost summary

Settings & Receipts

Open Settings from the sidebar. Update these tabs once before regular use:

TabPurpose
ProfileShop name, phone, address, email
RegionalCountry, currency, timezone, date format
SalesInvoice prefix, draft prefix, default payment method
Payment MethodsCash, card, mobile banking, and custom methods
Email TemplatesCustomize password reset and notification emails
ReceiptPrint format and receipt footer message

Receipt print formats

FormatBest for
58mm ThermalSmall Bluetooth/USB receipt printers
80mm ThermalStandard POS thermal printers (most common)
A5Half-page invoice on office printer
A4Full-page invoice for accounts and filing
Letter (US)US letter-size office printers

Choose your format under Settings → Receipt. The live preview updates as you change options. Thermal formats print a compact receipt; A4/A5/Letter use a detailed invoice layout.

Set a custom Receipt footer message (e.g. "Thank you for your purchase!") shown at the bottom of invoices.

Users & Roles

Each shop has its own roles and staff users. Permissions control which menu items and actions each person can access.

Default roles

RoleDescription
OwnerFull access. Assigned to the shop creator. Cannot be deleted.
ManagerDaily operations without user management.
CashierPOS, sales, product viewing, and contacts.
ViewerRead-only access to dashboard, sales, purchases, products, stock, expenses, and reports.

Add staff

  1. Open Users & Roles from the sidebar.
  2. On the Users tab, click Add User.
  3. Enter name, email, password, and assign a role.
  4. The staff member logs in with their own email and password.

Custom roles

On the Roles tab, click Create Role to define permissions for your team. System roles (Owner, Manager, Cashier, Viewer) can be edited but not deleted.