Store Manager

1 Welcome

Store Manager helps small retail shops keep track of everything in one place:

• Who your customers are and how much they owe you
• What you have in stock and when it’s running low
• The sales/orders you make and the invoices you send out
• Reports that show how your business is doing

This guide walks you through every screen in the app in plain, everyday language. You don’t need any technical knowledge to follow it.

2 Getting Around the App

When you open the app, you land on the Orders screen. To move to a different part of the app, tap the menu icon (the three horizontal lines) in the top-left corner, or swipe in from the left edge of the screen. This opens the main menu, where you’ll find:

• Orders — your sales and invoices
• Stocks — your inventory of products
• Customers — your customer list
• Reports — sales and business reports
• AI — a help chat assistant
• Settings — app preferences and business details

Under “Communicate” in the same menu you’ll also find:

• Share — share the app with someone else
• Contact Us — reach out to the app’s support team

Most list screens in the app (Orders, Stocks, Customers) share the same pattern:

• A search icon to find something quickly
• Tabs across the top to filter what you’re looking at
• A round “+” button (bottom-right corner) to add something new
• Tap any item in the list to view or edit it

3 Managing Customers

Open the menu and tap “Customers” to see your customer list.

Viewing your customers

The Customers screen has four tabs:

• ALL — every customer you’ve added
• DUE — customers who currently owe you money
• PAID — customers who are fully paid up
• MARKED — customers you’ve bookmarked for quick access

Each customer in the list shows their paid and due (owed) amounts, so you can see who owes you money at a glance.

Adding a new customer

1. On the Customers screen, tap the + button.
2. Fill in the customer’s details: Photo (optional), Name (required), Email, Mobile, Phone, Fax, Address, Notes.
   Tip: Tap “Import from contact” (in the top menu) to pull a customer’s details straight from your phone’s contact list.
3. Tap the checkmark/save button to save the customer.

Viewing or editing a customer

1. Tap a customer in the list to open their details.
2. Tap the edit (pencil) button to change any information, then save your changes.
3. From this screen you can also:
   • Tap “Call” to dial the customer directly
   • Tap “Mark” to bookmark this customer
   • Tap “View Orders” to see every order/sale linked to this customer — this is the best way to review what they’ve bought and what they still owe
   • Tap “Delete” (in the top menu) to remove the customer

Customer settings

In Settings > Customer, you can choose which details show in the customer list (photo, notes, paid amount, due amount), and export your full customer list as a CSV file (a simple spreadsheet file you can open in Excel or Google Sheets).

4 Creating and Managing Orders (Sales & Invoices)

Open the menu and tap “Orders.” This is also the screen you see when you first open the app.

The Orders screen

At the top, you’ll see a period bar with Previous/Next arrows — tap the date text in the middle to jump to a specific day, week, month, or year. Below that is a summary showing your Total sales and Profit/Loss for the period you’ve selected.

Four tabs let you filter your orders:

• ALL — every order in the selected period
• DUE — orders that haven’t been fully paid
• PAID — orders that are fully paid
• MARKED — orders you’ve bookmarked

Creating a new order (sale)

1. Tap the + button on the Orders screen.
2. The Order ID is filled in automatically — tap it if you want to set your own order/invoice number.
3. Tap the date to change it if needed.
4. Tap “Select Customer” to choose who this order is for (tap the X to remove a selected customer).
5. Tap “Add product” to add an item to the order:
   • Enter or select the product name
   • Enter the quantity (the app shows how much you have In Stock, and won’t let you sell more than you have)
   • Set the selling price and (optionally) the buying price
   • Add any notes for this item
   • Tap “DONE” to add it to the order

   Instead of typing a product, you can:

   • Tap the menu and choose “Import from stock” to pick an existing product from your inventory
   • Tap the menu and choose “Scan barcode” to add a product by scanning its barcode
   Tip: To remove an item from the order, press and hold it.
6. Optionally set:
   • Discount — choose No discount, Per item, Percentage, or Flat amount
   • Tax — choose No tax, Per item, On the total, or Deducted
   • Shipping — a flat shipping amount
7. Enter how much the customer has paid under “Paid.” Tap the “Total” chip to quickly mark the order as fully paid, or enter a partial amount. The app automatically calculates the remaining “Due” amount.
8. Add any order notes if needed.
9. Tap the “Invoice” button to preview and generate the invoice.

Generating and sharing an invoice

Once you tap “Invoice,” the app builds a professional PDF invoice with your business details, the customer’s details, the list of items, and the payment summary. From this screen you can:

• Save — save the invoice as a PDF file on your device
• Share — send the invoice via WhatsApp, email, or any other app installed on your phone
• Print — print the invoice directly if you have a printer connected
• Open in… — open the PDF in another app on your phone

Editing, deleting, or bookmarking an order

Tap any order in the list to open it. From the top menu you can Mark (bookmark) it or Delete it. When you delete an order, the app will ask whether the item quantities should be added back to your available stock.

Order settings

In Settings > Order, you can control how many past periods show on the Orders summary, whether deleting an order asks you to restore stock automatically, and whether the Profit/Loss column shows in the order list. You can also export your orders as a CSV file.

5 Managing Stock (Inventory)

Open the menu and tap “Stocks.”

The Stock screen

Three tabs help you keep track of your inventory:

• Available — all products currently in stock
• Low Stock — products that have fallen below the low-stock limit you set for them
• History — a record of every stock transaction (stock added or removed)

There are two round buttons on this screen:

• + (Add Product) — add a brand-new product
• Stack icon (Add Stock Transaction) — record stock coming in or going out without creating a new product

Adding a new product

1. Tap the + button.
2. The Product ID is generated automatically — tap it to set your own if you prefer.
3. Tap the barcode icon to scan and attach a barcode (optional).
4. Tap the photo area to add a picture of the product.
5. Enter the Title (required) and a Description (optional).
6. Tap “Category” to assign the product to a category, or leave it as “No Category Assigned.”
7. Enter the Quantity you currently have.
8. Enter a “Low Stock Limit” — once your quantity drops to or below this number, the product will appear under the Low Stock tab and can trigger a reminder notification.
9. Enter the Selling Unit Price and Buying Unit Price — the app automatically calculates totals and shows your Profit/Loss for this product.
10. Tap the Save button (bottom-right) to save the product.

Adding or removing stock (Stock In/Out)

Use this whenever you restock or need to adjust a quantity without creating a full order.

1. On the Stock screen, tap the stock-transaction button.
2. Choose “IN” (adding stock) or “OUT” (removing stock).
3. Set the date.
4. Tap “Select Product” to choose the product, or tap the barcode icon to scan it. If the product doesn’t exist yet, you can add it right from here.
5. Enter the quantity. The app shows your current stock and won’t let an “OUT” transaction take you below zero.
6. Add notes if needed, then tap “Save.”

Organizing products with categories

1. From the Stock screen menu, or from a product’s Category field, open Category Management.
2. Tap “Add Category” to create a new category, or tap an existing one to edit or delete it.
3. You can view which products are assigned to a category, and which products have no category assigned.

Low stock reminders

In Settings > Stock > Reminder, turn on “Activate” to receive a notification when items fall below their low-stock limit. Choose which days of the week and what time you’d like to be reminded.

Stock settings

In Settings > Stock, you can also choose which fields show in your stock list and product details (category, image, description, prices, profit/loss, etc.), and export your entire stock list as a CSV spreadsheet file.

6 Generating Reports

Open the menu and tap “Reports” to review how your business is performing.

Creating a report

1. Choose a Report Type:
   • Daily Sales — a detailed breakdown for a specific day
   • Total Sales — an overall summary across a date range
2. If you chose Daily Sales, also choose a Sub Type:
   • Product — sales broken down by product
   • Order — sales broken down by order
   • Customer — sales broken down by customer
3. Tap the Date field to choose the day, week, month, or year you want the report to cover.
4. Choose which columns/fields to include by tapping the chips (options change depending on the report type you picked — for example: Product Name, Unit Price, Qty, Discount, Tax, Due, Paid, Profit/Loss, Total, and more).
5. Tap “Generate” to build the report.

Viewing and sharing a report

Your report opens as a PDF you can scroll and zoom into. From here you can:

• Save — save the report as a PDF file
• Share — send it via email, WhatsApp, or any other app
• Print — print it directly

7 Using the AI Assistant

Open the menu and tap “AI” to open a simple chat screen.

1. Type your question in the box at the bottom (for example, general questions about running your store, or how to use a feature).
2. Tap the send button.
3. The assistant’s reply appears in the chat and streams in as it’s written.

8 Scanning Barcodes

You’ll find a barcode-scanner icon in several places in the app: when adding/editing a product, when adding a product to an order, and when recording a stock transaction.

1. Tap the barcode icon.
2. Point your camera at the barcode — the app will detect it automatically.
3. If the barcode matches an existing product, that product is selected for you. If it’s new, the scanned code is used as that product’s barcode/ID.

9 App Settings

Open the menu and tap “Settings” to customize the app.

Business details

Settings > Business Details lets you add your shop’s logo, business name, registration number, email, phone numbers, fax, address, website, and notes. This information appears on every invoice and report you generate.

Payment details

Settings > Payment Details lets you add payment instructions (PayPal address, bank transfer details, cheque details, or other instructions) that will be shown on your invoices.

Currency, date format, and decimals

Under Settings > Locale, choose your currency from a large list of countries and currencies, and pick your preferred date format. Under Settings > Decimal Format, choose how many decimal places to show for amounts and how rounding is handled.

Specialized settings

Settings links to dedicated Order, Stock, and Customer settings screens (covered in their respective sections above), where you can control which fields are visible and export each area’s data as a CSV file.

Privacy and security

Turn on “Pin Lock” to require a 4-digit PIN before the app can be opened, and use “Change Pin” to update it later.

Subscriptions

If shown, this section lets you remove ads and/or purchase unlimited report generation.

10 Backing Up and Restoring Your Data

It’s a good habit to back up your data regularly, especially before updating your phone or the app.

Exporting (backing up) your data

1. Go to Settings > Data > Export.
2. Choose how you’d like to save the backup:
   • Device — saves a single backup file (containing your database, images, and settings) directly to your phone or SD card using your phone’s file picker.
   • Cloud — creates the same backup file and opens your phone’s Share menu so you can send it to Google Drive, email, or any other app you choose.
   Note: “Cloud” does not automatically and continuously back up your data to the cloud on its own — it simply creates a backup file and lets you send it somewhere of your choice. Make sure you actually save/upload it somewhere safe.
3. You’ll see a confirmation once the backup is created.

Restoring (importing) your data

1. Go to Settings > Data > Import.
2. Select a previously exported backup file.

Resetting the app

Settings > Data > Reset permanently erases all of your data (orders, customers, stock, settings, and images). This cannot be undone unless you have a backup, so only use this if you’re sure.

Exporting individual lists as CSV

If you just want a spreadsheet of one area of your data (for example, only your customers or only your stock), use the Export option inside that area’s own settings screen (Customer, Stock, or Order settings) instead of the full backup.

11 Tips for Everyday Use

• Set a Low Stock Limit on every product so you’re notified before you run out.
• Use categories to keep a large product list organized and easy to search.
• Bookmark (“Mark”) your most important customers and orders so you can find them quickly from the MARKED tab.
• Back up your data regularly, especially after busy sales days.
• Use the Reports screen at the end of each day or week to check your profit/loss at a glance.
• When creating an order, use “Import from stock” instead of typing product details by hand — it’s faster and keeps your stock numbers accurate.

12 Frequently Asked Questions

13 Getting Help

If you run into a problem or have a question this guide doesn’t answer:

1. Open the menu and tap “Contact Us” under the Communicate section.
2. Describe what you were trying to do and what happened.

You can also use “Share” from the same menu if you’d like to recommend Store Manager to another shop owner.