Invoay ERP – User Guide

Welcome! 👋 This guide walks you through the Invoay ERP back office — the website where you look at your sales, manage your items and customers, run reports and change your store settings.

You don't need to be a "computer person" to use it. Each page of this guide explains, in plain words, what a screen is for, what you'll see on it, and how to get things done.

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Start here

Guide	What it covers
Getting Started	Logging in, finding your way around the top menu, searching the menu, switching stores, and what the buttons in the top-right corner do
Working with Lists	Sorting, filtering, grouping, totals and exporting to Excel — works the same on every list
Chat with Invoay Support	Asking our support team a question from any page, sending screenshots and files
Dashboard (Home)	The first screen you see after logging in — today's sales, this month's numbers, top items, customers, staff and more

The guide, menu by menu

Section	What it covers
Dashboards	Your home dashboard, profitability, staff utilization, multi-store view and targets
Master	Categories, items, packages, payment methods, memberships, wallets, bill editing, bulk tax changes and bulk imports
Inventory	Purchases and vendors, stock levels, transfers between stores, products issued to staff and what they use, and petty cash
Customers	Your customer list, repeat and lost customers, dues, memberships, packages, loyalty, leads, appointments, consent forms and messaging
Marketing	Coupons, gift vouchers, offers, store notifications, registration and feedback forms, referrals, cashback, loyalty programmes and automatic wishes
Reports	Sales, GST and Tally, purchases, profit and loss, feedback, expenses, till and messaging reports
Employees	Staff details, logins and permissions, shifts, attendance, sales and incentives
Settings	All settings in one place: messaging, store and bill settings, billing counter configuration, roles, online booking, subscriptions and add-ons

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Menu map

This is everything you can find in the top menu, grouped the way you see it on screen.

Why don't I see some of these items? A few menu items only show up when a particular feature is switched on for your account, or when you log in with a certain kind of user. Those are marked with a 🔑 and explained in the "When you'll see it" column. If you'd like a feature switched on, just reach out to Invoay Support.

Your account owner can also decide which pages each staff member is allowed to open. If you click something and see "You are not authorized to access this page", ask your owner or manager to give you access.

Dashboards

Menu item	What it's for	When you'll see it
Dashboard	Your home screen with the day's and month's key numbers	Always
Profitability Dashboard	Profit, costs and where money is leaking	Always
Employee Utilization Dashboard	Staff busy time, idle time and performance	Always
Multi Store Dashboard	All branches compared in one place	🔑 Only if you can access more than one store

Master

Menu item	What it's for	When you'll see it
Category Master	Group your services and products into categories	Always
Expense Categories	Names for the kinds of expenses you record (rent, tea, electricity…)	Always
Item Master	Your list of services and products, their prices and taxes	Always
Package › Package Master / Copy Package	Create service packages and copy them to other stores	Always
Payment Master	The payment methods you accept (cash, card, UPI…)	Always
Membership Master	Discount memberships you sell to customers	Always
Membership Wallet Master	Prepaid wallet memberships	Always
Store Maintenance	Store upkeep records	Always
Bill Editing	Correct a bill after it has been made	Always
Customer Registration Sources	Where your customers heard about you (walk-in, Instagram, referral…)	Always
Update Taxes in Bulk	New CGST and SGST rates for a whole kind of item, plus default package taxes and additional taxes	Always
Bulk Import › Customers, Customer Pending Amounts, Customer Wallet Balances, Customer Memberships, Customer Membership Wallets, Membership Wallet Receipts, Past Service / Product Sales	Bring your existing data in from Excel. Each page has a Help button that explains every column	Always

Inventory

Menu item	What it's for	When you'll see it
Purchase › Vendors (List, Pending Amount)	Your suppliers and what you owe them	Always
Purchase › Direct Purchase / Bulk Purchase Import / Purchase Orders / Purchase Pending Payment	Record stock you buy and track payments	Always
Employee Issued Products	Products handed to staff for use	Always
Consumption Register	Every entry staff made of how much product they used on a service	Always
Product Consumption	How much of each product your services used, and what it cost you	Always
Service Consumption Cost	What each service uses in products and how much of its price that takes	Always
Employee Consumption	How much each employee uses per service compared with the store average	Always
Issued Product Balance	Products issued to staff: given, used and what should be left	Always
Services Without Consumption	Billed services where staff didn't record the product they used	Always
Current Inventory	How much stock you have right now	Always
Bill of Materials › Consumption Setup / Consumption Summary	Set how much product each service uses up, and see the totals	🔑 Only if the Product Consumption feature is on for your account
Item Transaction Summary	Every stock movement for an item	Always
Daily Stock Summary (Horizontal / Vertical)	Day-by-day stock levels	Always
Item Min Qty Summary	Items that are running low	Always
Stock Audit Summary	Results of your stock counts	Always
Inventory Transfer (Out To Store / Summary)	Move stock between your branches	Always
Petty Cash (Current Balance / History)	Small cash kept at the store for daily expenses	Always

Customers

Menu item	What it's for	When you'll see it
View Customers	Your full customer list	Always
Repeat Customer (Service / Product / Bill based)	Who keeps coming back	Always
Lost Customer (Service / Product / Bill based)	Who hasn't come back in a while	Always
Customer Visits By Item (Services Taken / Products Bought By Customer)	Which customers took a service or bought a product	Always
Appointment Summary › Booking Summary	Your appointments	Always
Appointment Summary › Requested employee	Which staff customers ask for by name, and what those bookings bring in	Always
Appointment Summary › Cancellation reasons	Why appointments were cancelled, and the booked value lost	Always
Appointment Summary › No-shows	Customers who didn't turn up, and who does it again and again	Always
Appointment Summary › Pending Amount Summary	Money still due on appointments	🔑 Not shown on the SimplePOS plan
Consent forms	Write the consent forms customers sign in SimplePOS	Always
Signed consents	Who signed which form and when, with the signed PDF	Always
Consent missing	Billed services that needed a signed form but have none	Always
Customer Visits By Gender	Visits split by gender	Always
Customer Pending Amount / Settlement	Money customers still owe you, and when they paid it	Always
Customer Memberships	Who holds which membership	Always
Customer Wallet Report	Wallet balances	Always
Membership Wallet Balance Update Summary	Changes made to wallet balances	🔑 Only if Multi Center Membership Wallet is on
Current Membership Wallet Summary	Current wallet membership balances	Always
Employee Customer Service Summary	Which staff served which customers	Always
Customer Packages (Package Summary / Partial Pending Summary / Package Services Sold vs Used)	Packages customers bought and what's left	Always
Tab Summary › Entry Tab Summary / Entry Tab Conversion Summary	Everyone who signed up on the registration form, and those who haven't been billed yet	Always
Loyalty Points (Customer Loyalty Points / Addition / Redeem)	Customer loyalty point balances and history	Always
Zoho Leads or Lead Management	Manage enquiries and potential customers	🔑 You'll see Zoho Leads if your account is connected to Zoho CRM; otherwise you'll see Lead Management
Booking	Book a service in advance at an agreed price	Always

Marketing

Menu item	What it's for	When you'll see it
Coupon Code › Customer Automation or Customer Coupon Code Campaign	Automatic coupons for customers	🔑 You'll see Customer Automation if the Coupon Automation feature is on; otherwise Customer Coupon Code Campaign
Coupon Code › Custom Coupon Code	Make your own coupon codes and extend their validity	Always
Coupon Code › Custom Coupon Expiry Extension History	Every expiry extension, who made it and why	Always
Gift Vouchers › Gift Voucher Settings	Set up gift vouchers	🔑 Only if the Gift Voucher feature is on for your account
Offers › Item Based Range Discount	Discounts based on how much a customer buys	Always
Offers › Promotions	Automatic offers: flat discounts, buy-X-get-Y, spend-more-save-more	Always. Creating offers needs the Offers feature on your account
Store Notifications	Short notices saved for a store, with a start and expiry day	Always
Customer Registration	A sign-up form customers fill in themselves	Always
Customer Feedback	A feedback form for a tablet at the counter	Always
Customer Referral	Referral campaigns that reward both customers	Always
Wallet Cashback Campaign	Give cashback into customer wallets	Always
Loyalty Points	Set how customers earn and use points	Always
Birthday Reminder Settings / Anniversary Reminder Settings	Automatic wishes to customers	Always

Reports

Menu item	What it's for	When you'll see it
Sales Trends	Charts of how sales are moving	Always
Sales Reports › Sales By Hour, Products, Discount Products, Services, Membership, Package, Package Services, Tips, Bill Based, Day Wise, Day Wise Summary, Month Wise Summary, GST Collection	Every way of slicing your sales	Always
Sales Reports › Collection Summary	Money actually collected per store per day	Always
Sales Reports › Multi Center Membership Wallet Sales / Receipts	Wallet sales across all your centers	🔑 Only if Multi Center Membership Wallet is on
Sales Reports › Membership Wallet Sales	Wallet membership sales	🔑 Shown when Multi Center Membership Wallet is off
Sales Reports › Returns and Exchanges	Returned bills and exchanged items	Always
Tally Reports	Export sales for Tally	🔑 Only if Export to Tally is on for your account
KOT Reports	Kitchen order ticket reports	Always
Wallet Reports	Wallet recharge details	Always
Wallet Reports › Day Wise Wallet Store Settlement / Other Store Wallet Receipt Summary	Settling wallet use between stores	🔑 Only if Multi Center Membership Wallet is on
Aggregate Reports	Service and product totals	Always
Referral Reports	Referrals from bills and customers, and redeemed referrals	Always
GST Reports	GSTR1, tax summary, HSN/SAC based sales and purchases	Always
Purchase Reports	Completed payments, returns and purchase history	Always
Profit and Loss	Your P&L statement	Always
Coupon Reports	Coupons used and unused	Always
Gift Voucher Reports	Gift vouchers issued	Always
Feedback Reports › Bill Based Feedback or SMS / Tab Feedback Report	What customers said about you	🔑 You'll see Bill Based Feedback if bill-based feedback has been set up for your account; otherwise SMS Feedback Report and Tab Feedback Report
Feedback Reports › Employee Feedback Performance	Feedback scores per staff member	🔑 Only if Employee Review Performance is on
Package Due Report / Item Due	Services customers are due for	Always
Expenses Reports	Store and back-office expenses	Always
Till Opening / Closing Reports	Cash at the start and end of the day	Always
WhatsApp / SMS › Transaction, Recharge, Current Balance	Your messaging usage and balances	Always
WhatsApp / SMS › SMS Campaign Report	SMS campaigns waiting for or given approval	🔑 Only if SMS Campaign Approval is on
WhatsApp / SMS › Scheduled SMS Report	Messages scheduled for later	🔑 Only if Scheduled SMS is on
Job Work	Job work summary	Always
Job Cards	Job cards from your SimplePOS counters: open, billed, cancelled	Always

Employees

Menu item	What it's for	When you'll see it
Employee master / Employee shifts	Your staff, their working hours and roster	Always
Roster	Who works when, day by day: shift times, week offs and leave	Always
Leave and week off summary	Working days, week offs, leave and rostered hours for each person	Always
Roster against attendance	Who came in late, left early or was absent, compared with their roster	Always
Appointments outside roster	Bookings on someone's week off or leave, or outside their shift	Always
Attendance Reports	Daily and monthly attendance, by store or by employee	Always
Sales & Incentive Reports	Staff sales and the incentive they've earned	Always
Offline Membership Wallet Sales / Service Incentive	Incentives on in-store wallet sales	🔑 Shown if Offline Membership Wallet Report is on, or if Multi Center Membership Wallet is off
Employee Referral Bills	Bills that came from staff referrals	Always

Settings

Menu item	What it's for	When you'll see it
All settings	Every setting on one page, with a search box	Always
Back Office › Store Settings, All Stores	Your store's name, address, GST number and more, one store at a time or all stores in one list	Always
Back Office › Chain Settings	Settings that apply to all your stores together	🔑 Only when you log in as the account owner
Back Office › Store Logo Settings	Your logo on bills	Always
Back Office › Store Discount Settings	Discount limits for your store	Always
Back Office › Employee Roles	The job roles you use for your staff (Stylist, Manager, Receptionist…)	Always
Back Office › Google Feedback Settings	Send happy customers to leave a Google review	Always
Back Office › Bill Print & Tax Labels	How your printed bill looks, and what the taxes are called on it	Always
Back Office › Bill Series Settings	How your bill numbers look	Always
Back Office › Update Taxes in Bulk, Default Package Taxes, Additional Taxes	New tax rates for a whole kind of item, custom package taxes and price-based taxes	Always
Back Office › Return Settings	Your return and exchange rules	Always
Back Office › Day End Email	Check each store's closing summary email arrived, and send it again	Always
Back Office › Day Summary WhatsApp	Get a summary of your day on WhatsApp	Always
Back Office › Webhook Setup	Notify your own software when messages are sent	🔑 Only if the Webhooks feature is on for your account
SimplePOS Billing Counter › POS Settings, Store to Store Copy, Payment Master, Currency Denominations, Rooms, SKU Autogenerate Settings, Weight Machine Barcode Settings	How your billing counter behaves	Always
SimplePOS Billing Counter › Gift Voucher Settings	Set up gift vouchers	🔑 Only if the Gift Voucher feature is on
SimplePOS Billing Counter › Multi Center Wallet Bill Settings	Show the currency symbol on multi-center wallet sales	🔑 Only if Multi Center Membership Wallet is on
SimplePOS Billing Counter › Barcode Label Preview	Preview and print barcode labels	🔑 Only if Invoay Barcode Wizard is on for your account
SimplePOS Billing Counter › Download SimplePOS	Get the billing app for a new counter	Always
SMS and WhatsApp › Default SMS Settings, Custom SMS Settings, Appointment Reminder Settings, Promotional SMS Templates	What messages go to customers and when	Always
SMS and WhatsApp › Default WhatsApp Settings	WhatsApp messages sent for stores not on WhatsApp Business	🔑 Unless every store uses the official WhatsApp Business connection
SMS and WhatsApp › WhatsApp Business (WABA) Settings	Connect and manage your own WhatsApp Business number	Always
SMS and WhatsApp › Birthday Reminder Settings, Anniversary Reminder Settings	Automatic wishes to customers	Always
Online Booking › Booking Page	Buy an online booking page for a store	Always
Online Booking › Booking Settings	Banners, terms and links for your booking page	Always
Online Booking › Booking Sync	Your online booking links, and keeping the booking pages up to date	Always
Your Plan › Subscriptions	Your plan, validity and renewals	Always
Your Plan › Add-on Features	Buy extra features for a store	Always

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Need help?

• Click Help at the top-right of a page to see what it's for and how to use it.
• Open the menu under your name and click Create a support ticket or Chat with us on WhatsApp.