Guides
How to do it in BusinessSensor
The same step-by-step manuals your team gets inside the app — what each screen is for, how to use it, and what to do when something goes wrong. No account needed.
Getting set up (47)
- Paystack settlement — route payments to your bankBy default, every Paystack payment your customers make through BusinessSensor settles into the platform's master Paystack account. BusinessSensor's operations team then transfers your share to your…
- Create your workspace after starting a free trialWhen you start a free trial, BusinessSensor creates your own workspace: your company's private copy of the system, at its own web address. This page explains the three choices you make on the…
- Getting started — your setup checklistThe Getting started checklist lists everything needed to run your business on BusinessSensor: company details, accounts and taxes, your staff, your products, customers and suppliers, the balances…
- Am I ready to go live? The go-live checkBefore you start trading, Setup → Go-live Check runs the checks an accountant would make on a new set of books. Each line is either ticked or tells you what is wrong and where to fix it. Run it when…
- Practice company — learn on sample dataThe practice company is a separate company filled with a sample business — customers, suppliers, products, stock, sales, purchases and payments already in place. Use it to learn, to follow the…
- Import your data from Excel or CSVWhen you start using BusinessSensor you can bring in your existing lists in one go instead of typing them: departments and stores, customers (with what they owe you), vendors (with what you owe…
- Convert your own files with AIYou don't have to retype your lists into our template. Upload the files you already have and the AI prepares them for import:
- Opening balances — which way round the sign goesWhen you bring an existing business onto BusinessSensor, each customer, vendor and account starts with the balance it already had. That figure is the opening balance, and the single thing that goes…
- Signing in & staying signed inHow to sign in to your workspace, how long you stay signed in, and what to do when BusinessSensor asks you to sign in again. You'll land on your home screen and can start working.
- Change your base currencyYour base currency is the currency every amount, invoice and report is kept in. You pick it when you create your workspace. If you picked the wrong one, you can change it here — as long as you have…
- Put your name and logo on customer pagesEvery page your customers see — the pay link you email, the booking page you share on WhatsApp, your shop item pages, the order-status page — now carries your business name, your logo, and your…
- Add a banner to your public pagesSetup → Storefront lets you put a proper welcome banner across the top of the pages your customers arrive on — a picture, a headline, a short sentence, and a button that takes them straight to…
- Set up the footer on your public pagesThe bottom of every public page — your booking pages, your shop pages, pay links, order status — already shows your business name, address and contact details. Setup → Storefront → Footer turns that…
- Add a photo gallery and facilities to your booking pageYour public booking page (/rooms) shows your rooms with their photos and "from" prices as soon as it opens. Guests don't have to pick dates first. Under the rooms you can add two more sections:
- Write your own pages — About, Contact, policiesSetup → Pages lets you add your own pages to your public site: an About page, a Contact page with an enquiry form, a privacy policy, terms of service, or anything else you want to write.
- Short web addresses for booking and roomsAs well as your normal workspace address, your booking pages answer on two shorter ones that are easier to say out loud, print on a poster, or send in a WhatsApp message.
- Draft your Chart of Accounts with AIBusinessSensor can propose a starter Chart of Accounts shaped to your business — the Bank / Cash / Income / Expense accounts a real bookkeeper for a Phone Retailer in Nigeria would open on day one,…
- Setting up your online shopYour online shop lets customers browse everything you sell, fill a basket, give you a delivery address and pay — all without ringing you. Orders arrive already paid, and your team despatches them.
- Sign-in & Security — how long people stay signed inDecide how long people stay signed in to Business Sensor. This matters most on shared computers — the front desk, the bar till — where the next person on shift should not find the app still signed…
- Take room bookings from your own websiteIf your hotel already has a website, you can use your room booking page as its booking engine. Put a Book now button or a small date search on your site, and guests who press it land on your rooms,…
- Room prices in your guest's own currencyYour room booking pages show prices in the guest's own currency, automatically. A guest browsing from London sees pounds, one from Accra sees cedis, and one in Lagos sees naira. The currency button…
- Choose how guests pay on your public pagesSetup → Storefront → Online payments decides which payment gateways guests can pay with on your public pages: room booking, the room basket, service bookings, the shop, the online store and…
- Draft your Taxes with AI (per country, business type and legal form)BusinessSensor can propose the taxes a business like yours actually files — VAT / GST at the local rate, the common withholding-tax (WHT) lines, PAYE / payroll withholdings, plus country-typical…
- Show room prices with or without taxYour online booking pages can show room prices in one of two ways:
- Department access — limit a group to its own store or vanDepartment access limits a user group to the stores, branches or vans it is allowed to trade from. Once you set it, those users only see their own departments in every dropdown — on invoices, sales…
- Fiscal Years — define, close periods, close the yearDefine your accounting years, generate the 12 monthly periods inside each, and close periods month-by-month. The Close year wizard runs the year-end procedure: posts your net income into Retained…
- Set your time zoneThe Time Zone field on the Organization Profile tells BusinessSensor what wall-clock time to stamp on the things you and your staff create — invoices, receipts, check-ins, billing runs, audit…
- Home dashboard visibility — decide who sees revenue and balancesThe home page greets everyone with the same layout, but it should not show everyone the same numbers. Today's revenue, what customers owe you, what you owe suppliers and who your biggest customers…
- Pick your Business TypeThe Business Type field on the Organization Profile tells BusinessSensor what kind of business you run — Pharmacy, Restaurant, Hotel, Retail Store, Construction Firm, Clinic, Import/Export, and so on.
- You don't have the … permission" — what it means and how to fix itEvery screen and action in BusinessSensor is protected by a permission. Permissions are given to a user group (for example Cashier or Store Manager), and every user in that group gets them.
- Account Users — who may operate a cash or bank accountWhen you create a Cash or Bank account, a tick-list of your staff appears below the form under Account Users. Tick everyone who is allowed to pay out of, or receive into, that account.
- Approval rules — who must approve whatApproval rules decide which documents need a second person's approval before they are recorded: bill payments, expenditures, purchase orders and journal entries, by amount band. They are how you…
- Check-out & billing time bracketsThis page sets the rules the front desk and the auto-billing job use to decide when something happens for a daily-room reservation:
- Credit limits (customers, customer types, guests)A credit limit is the most a customer or a guest is allowed to owe you before the system refuses to save another invoice on credit. Nothing is enforced until you switch it on — a fresh system lets…
- Late Checkout Policy (per room type)This page edits two fields across every active room type at once: Setting these once means every late checkout from then on suggests the right amount without anyone having to remember the policy.
- Set a default store for new itemsEvery stock item lives in a store (a stocking department). If most of your items are kept in the same place, set it once as the default store and BusinessSensor fills it in for you whenever a new…
- Who gets the Daily Report by emailEvery morning BusinessSensor can email the Manager's Daily Report for the day that has just finished. This screen decides who receives it, and how much of it they see.
- Auto-bill guestsWhen Auto-Bill Guests is on, the system stamps each daily room's nightly charge by itself — no operator has to click a button at 14:30 every day.
- Connect other systems (API keys and webhooks)Another system — an online shop, a booking channel, your accountant's software, a custom app — can work with your BusinessSensor data in two ways: Make an API key Make a webhook
- Payment gateways — wire a Paystack subaccount to a Bank accountWhen customers pay cashlessly (bank transfer or QR code), the money settles into one of your bank accounts. This screen tells the system which bank receives the funds and through which gateway (e.g.…
- Use your own Paystack or Stripe account for card and transfer paymentsBy default, card and bank-transfer payments taken in Business Sensor go through the shared Business Sensor Paystack account and are paid out to you from there. If you already have your own Paystack…
- Gateway credentials — connect your Moniepoint (or Opay / Squad) accountSome payment gateways route through a physical card terminal you own (Moniepoint, Opay, Squad). For those, each merchant uses their own account with the provider — there's no shared pool the way…
- Payment terminals — register your physical card devicesEach physical POS card terminal you own (Moniepoint, Opay, Squad) must be registered here once before cashiers can use it. The registration tells the system which device to push charges to, which…
- Wire a payment method to a gatewayEach payment method (Cash, Card, Bank Transfer…) can be wired to a gateway provider that processes the charge automatically. This is what makes the ⚡ Charge button appear at POS and on Invoices.…
- International Payments — accept foreign cards through a cross-border acquirerNigerian card acquirers (Paystack, Flutterwave, Moniepoint) approve foreign cards at very low rates — usually 40-60% of legitimate attempts get declined by the issuer as "cross-border risk". For a…
- Payment logs — inbound, outbound & cross-app router trafficThe Payment logs screen is a SuperAdmin-only audit of every payment-related HTTP message that crosses BusinessSensor — both inbound (provider webhooks pushed to us via the shared BusinessSensor…
- Payment logs — your account's webhook & gateway historyPayment logs lets the tenant administrator see every webhook the till received and every call the till made to a payment gateway for THIS account. Use it to debug a payment that hasn't confirmed, to…
Home and dashboard (1)
Sales and invoicing (25)
- Set up discountsBefore anyone can give a discount, two things are set up:
- Discounts and service charges on an invoiceWholesale and account customers are billed on an invoice, not at the till. You can take a discount off one line, or off the whole invoice, and add a service charge such as a delivery fee. The same…
- Run a customer's visit and close it to one invoiceA customer arrives — booked online, or straight off the street. While they're with you they might have a haircut, then a treatment from somebody else, then buy a product on the way out. All of it…
- Guest accounts on your booking pagesGuests who book a room online can create an account on your booking pages. They sign in with Google, Facebook, or their email and a password they choose, and keep their bookings with you in one…
- Invoice payments, receipts and statusEach invoice shows two things: how the sale was made and how far it has been paid. This page explains both, and how to record a payment that arrives after the sale.
- Session Manager — open a tab, close to invoiceThe Session Manager is your front desk in one page. Open a tab for any customer — walk-in, someone who already booked, someone who paid for a shop item — add whatever they buy while they're with you…
- Statement of Account (sponsor or customer)The Statement of Account shows everything billed to one sponsor or customer account in a period. That includes:
- Split commission per line in a sessionWhen one customer buys multiple services in one visit — a manicure with Jane and a haircut with James — each staff member should get their own commission credit. Session Manager's line-level…
- Print a customer receiptAfter you save a payment, you can print a receipt for the customer in one of four layouts. Every layout shows your logo, the amount in figures and in words, how the customer paid, and a line for the…
- Print an invoiceYou can print a saved invoice in several layouts: a till slip for an 80 mm receipt printer, four full-page A4 layouts, and a demand notice for an unpaid invoice.
- Receive a payment against a customer's invoicesWhen a customer pays what they owe, record a receipt and say which invoices the money settles. Auto-allocate does this for you: it pays the oldest invoice first, then the next oldest, until the…
- Recording who served a walk-in customerA customer walks in without an appointment. Ada cuts their hair, Chidi does their nails, and it all goes on one bill. Served by on each line records who did what — and holds that person's time while…
- Despatching online ordersWhen a customer buys from your online shop, the money is taken there and then and the order lands on this screen waiting to go out. Your job is to pick it, send it, and mark it despatched.
- Cashless receipts — collect a customer payment via PaystackWhen a customer wants to settle an outstanding invoice (or pay on account) by bank transfer or card instead of cash, you can charge them cashlessly right from the Receipt screen — Paystack handles…
- Send a pay link on a sales orderTurn any active sales order into a payment link you can email to the customer. They open it on their phone, see your printable quote, tap Pay, and pay you on the spot through Paystack. When you're…
- Take a payment before there is an invoiceSometimes a customer pays before you have billed them. For example:
- Delete a customer receiptDelete a receipt only when it was entered by mistake, for example twice, or for the wrong customer. Deleting it removes the payment from the customer's account and from your cash or bank account,…
- How online bookings find a returning customerWhen somebody books a room, books a service, reserves a table or buys from your shop page online, they don't log in — they just type their name, phone number and email. So the system has to work…
- Waybills and the dispatch registerA waybill is the paperwork that travels with the goods. It says what left the store, who drove it, where it went, and who signed for it. Every invoice that moves stock automatically produces one —…
- Send pay links by WhatsApp/SMS and share a status linkSlice F rounds out the Service Business + Storefront bundle with two customer-facing capabilities:
- Sales reps and commissionCredit each sale to a salesperson, work out what they earned, and pay them. Commission is earned when the invoice is PAID, not when it is raised.
- Returns inward — taking goods back from a customerA return inward records goods a customer brings back. It reverses the sale for those items and, if you choose, pays the customer back. Use it for returns from older sales, or whenever you need more…
- Sales Reports — by cashier, sales point, item and tender; daily summaryOne place for the questions asked at the end of a day: who sold what, which sales point took what, how the money came in, and what was handed over. Every report uses the same rule the Z report uses,…
- Customer journal (adjust what a customer owes)A customer journal changes a customer's balance without taking or paying cash — a write-off, a credit note, a charge-back, an adjustment, or moving a balance to another party. It posts a single,…
- Refund a customer via the original card (gateway refund)When a customer paid you via a gateway (Paystack bank transfer, Paystack QR, card on file, etc.), you can now push a refund back to that same card as part of the Customer Journal entry — no manual…
Point of sale (33)
- Getting started with Point of SaleThe Point of Sale (POS) screen is the fast, touch-friendly till for ringing up sales. You tap or scan products on the left, they collect in a cart on the right, and you take payment — all on one…
- Set up a promotion (% off, or buy X get Y free)A promotion gives customers a discount automatically at the till. It can be a percentage off when a bill in the categories you choose reaches a minimum spend, or free items (buy X, get Y free). You…
- Ring up a sale (tap, search, scan)This is the everyday job at the till: build the customer's basket in the cart, then take payment. There are three ways to add a product — use whichever is fastest:
- Take payment & checkoutOnce the cart is complete, you collect the money and close the sale. A customer can pay part cash and part card: To take an amount off the whole sale (rather than off one item):
- Charge a sale to a customer's account or a guest's roomA sale at the till doesn't have to be paid in full. You can:
- QR ordering — handle customer ordersWhen a customer scans the QR sticker on their table or room and sends an order, it arrives here on the Point of Sale screen — it does not ring up by itself. You review it, add it to your cart, and…
- When a sale needs a manager's approvalYour administrator can limit what you may do when selling: change prices, give discounts, or sell below cost. If a sale goes past your limits, Business Sensor doesn't save it straight away. A…
- QR Orders — kitchen prep, payment & bill splitThe QR Orders screen is your live board for every order that comes in from a table or room QR code. From here your team can move a ticket through the kitchen, take payment, and split a table's bill…
- QR Orders — manage from the back officeThe QR Orders screen is the manager's view of every order customers send by scanning a table or room QR code. The cashier sees new orders pop up on the Point of Sale screen; this page is where a…
- Menu Photos & DescriptionsThis screen is where you make the QR ordering menu look good. For every item a customer can order from their phone, you can set a photo and a short description. A menu with real photos and a line of…
- QR Orders — how orders become invoices, folio charges & receiptsEvery order a customer sends from a table or room QR code turns into a real invoice in your books — with the guest's name on it, the sale posted to your accounts, the stock taken out of the kitchen…
- Hold & recall a ticket (park a sale)When a customer steps away to grab one more item, you don't have to lose their cart or make the next person wait. Hold the current sale, serve someone else, then recall it to finish.
- Table service — send orders to a table, bill it laterIn a restaurant or bar, guests order in rounds and pay at the end. Table service lets you ring up a round, send it to the guests' table, and keep the table open until they're ready to pay. When they…
- Room service — send an order to a guest's room, serve it, charge the folioA guest in their room orders food or drinks. You ring the items up on the till and send them to the room. The kitchen gets its ticket, the order sits on Unserved rooms until somebody delivers it,…
- Refunds & returnsWhen a customer brings something back, you process a return so the money goes back and your stock and books correct themselves. The quickest path when a customer changes their mind right after buying:
- Open & close a shift, read the Z-reportA shift tracks one cashier's session at the till — from the moment they open the drawer with a starting float to the moment they cash up at the end. The Z-report is the end-of-shift summary you use…
- Closing a shift — what you sold, and the cash to hand overWhen you close your shift the till prints two things for you: the Z report, which now lists every item you sold by category, and a cash hand-over slip that works out how much cash leaves the drawer…
- Cash drawer — Paid In, Paid Out, No Sale, reprintNot every drawer movement is a sale. You'll sometimes add cash, take cash out for an expense, or just open the drawer for change. These actions keep your Z-report honest at the end of the shift.
- Tables — add & manage your tablesTables are the seatable spots in your venue. You need them before you can put a QR "Table" code on a table or ring up a dine-in sale against one — the POS table-picker and the QR code list both read…
- Manager overrides & the audit trailSome actions at the till — like changing a line's price — need a manager's approval. When that happens, the till asks for a manager PIN, and the change is written to an audit trail so there's always…
- QR ordering — set up table & room codesQR ordering lets a customer scan a sticker on their table (or in their room), see your menu on their own phone, and send an order straight to your till — no app, no waiter needed. This page is where…
- QR ordering — in-room food postersA room poster is a large (A3) wall poster you print and hang in each guest room. It shows a grid of appetising food photos and a big QR code. A guest lounging in the room sees the food, scans the…
- Receipts — print, email, and QR digital receiptsAfter a sale you can give the customer a paper receipt, email them one, or let them scan a QR code to pull up a digital copy on their phone.
- Attach a customer & earn loyalty pointsLinking a sale to a customer lets you track their purchases, sell on account, and — if your shop runs a loyalty scheme — award points automatically.
- Set up the customer-facing displayA customer-facing display is a second screen that faces the shopper. As you ring up items, they see the cart, the running total, and what they need to pay — which builds trust and cuts disputes.
- Cashless payments — bank transfer, QR, and card terminalCustomers can pay without cash. Depending on what your shop has set up, the Checkout dialog will offer one of two flows:
- Connect a cash drawer & receipt printerA cash drawer plugs into the receipt printer, not into the computer. The till opens the drawer by sending the printer a short "open drawer" signal. There are two ways to set this up. Use the first…
- Configure POS — tiles, departments & tillsA few minutes of setup makes the till behave exactly how your shop works. These settings live under Setup → POS and are usually managed by an administrator.
- Set up printers — receipt, kitchen, bar and officeRegister each printer once in Setup → Printers. After that you can send any receipt, folio or invoice to it with Print to…, and kitchen and bar printers print orders by themselves when a round is…
- Using POS on a phone or tabletThe till works on a phone or tablet, not just a desktop — useful for selling on the floor, at an event, or from a handheld device.
- Print to a printer, and the print queueAny receipt, folio, statement, invoice or label you can preview can go straight to one of your printers with Print to…, without the browser's print dialog. The Print queue lists everything sent to a…
- Selling prescription & controlled drugsWhen you sell a medicine that needs a prescription, the system makes sure a prescription is attached before the sale goes through — and every controlled drug you sell is written to the Controlled…
- POS — charge a customer on your card terminal (Moniepoint)When the customer wants to pay with a card on your physical terminal (Moniepoint, Opay, Squad), use this flow. The cart pushes the charge to the device; the customer dips or taps their card on the…
Purchasing (1)
Inventory and stock (15)
- Draft your Item Categories with AIBusinessSensor can propose a starter Item Category list shaped to your business — Smartphones · Chargers · Cases for a Phone Retailer, Food Ingredients · Beverages · Alcohol for a Restaurant,…
- Draft your starter Inventory with AIBusinessSensor can propose a starter list of actual products for you to stock — real device model names for a Phone Retailer, real food ingredients for a Restaurant, real drug labels for a Pharmacy.…
- Sell an item on WhatsApp with ShopLinkTurn any inventory item into a shareable buy-link — a public product page at {your-subdomain}.bsensor.app/shop/{slug} your customer can open from a WhatsApp status, a Facebook post, or a printed QR…
- AI Drug Catalog (starter drug list)Set up a new pharmacy's stock list in minutes. The AI drafts a starter list of common medicines for your country — generic name, strength, dosage form, pack size, dispensing unit and drug schedule —…
- Menu Photos — add pictures to your itemsA picture sells the dish. This page lets you add a photo to each item so your QR ordering menu (the page customers see when they scan a table/room code) looks beautiful and appetising. Items without…
- Therapeutic ClassesThe clinical groupings your drugs belong to — Antibiotic, Analgesic, Antihypertensive, and so on. A drug's therapeutic class is set on its Pharmacy tab, and it's used to organise and report on your…
- Setting up a stock itemA stock item is anything you buy, keep and sell — bottled water, a spare part, a bag of flour. This page is about creating one correctly the first time: the four things every item must have, what…
- Stock requests — sending stock another department asked forOnly the people who run a store can move stock out of it. Everyone else asks. When another department needs something your store holds (the repair workshop needs a part, for example), it raises a…
- Batch & expiry trackingTrack stock by batch (lot) number and expiry date so you always sell or dispense the earliest-expiring stock first, and can see at a glance what is about to expire. Essential for pharmacies, food,…
- Drug details (pharmacy items)Record the pharmaceutical information for a medicine — generic name, strength, form, schedule, manufacturer and NAFDAC number — so your catalogue reads like a real drug list and the system can…
- Loose / split-unit dispensingBuy medicine in packs but sell it loose — e.g. dispense 10 tablets from a pack of 100. This works through the item's packages: define one package per way you buy/sell, and the system handles the…
- Consume raw materials into productionHotel editions. On Reservation ERP (Gold) this module is called Precision Cooking and this screen is Issue Ingredients. Everything below works the same way.
- Receive finished goods from productionHotel editions. On Reservation ERP (Gold) this module is called Precision Cooking and this screen is Receive Prepared Food. Everything below works the same way.
- Production recipesHotel editions. On Reservation ERP (Gold) this module is called Precision Cooking and this screen is Recipes. Everything below works the same way.
- Production runsHotel editions. On Reservation ERP (Gold) this module is called Precision Cooking and this screen is Cooking Runs. Everything below works the same way.
Accounting (10)
- Cash Remittance — handing over the takingsCash builds up in a till all day. At some point somebody carries it to the bank or hands it to a manager. This screen records that hand-over: how much is in each account, how much has been declared…
- Approvals — sending and decidingYour organisation can require a second person to approve some documents before they are recorded — for example bill payments over a certain amount, or every journal entry. This page explains what…
- Reconcile your bank accountA bank reconciliation checks your bank statement against your own records, line by line. When every line on the statement is matched to a receipt, payment, transfer or journal in Business Sensor,…
- Set up asset categoriesA category is a class of assets that depreciate the same way, for example Motor vehicles, Computers or Furniture and fittings. It sets the default depreciation for new assets, and the four accounts…
- Add and manage fixed assetsFixed assets are the things your business owns and uses for more than a year: vehicles, generators, computers, furniture, buildings. The register lists every one with what it cost, how much has been…
- Run monthly depreciationDepreciation spreads the cost of an asset over the years you use it. Once a month, usually at month end, you run depreciation. Business Sensor works out each asset's charge for that month and posts…
- Sell, scrap or write off an assetWhen an asset leaves the business, record its disposal. Business Sensor takes the asset out of your books, records what you received, and posts the gain or loss: the difference between what you got…
- Prepare a budgetA budget is your plan for the year: how much income you expect, and how much you plan to spend, on each account, month by month. Once it is approved you can compare it with what actually happens.…
- Approve a budget and control spendingAn approved budget can do more than report: it can check every expense as it is saved. Depending on how you set it up, spending over budget is warned about, blocked, or sent to an approver.
- Compare budget with actualSeeing how the year is going against plan is where a budget pays off. Business Sensor compares every budgeted account with what was actually posted to it.
Reports (24)
- Printing a report or saving it as PDFEvery report has a Print / PDF button. The page is laid out for you: you do not need to change the paper, margins or orientation yourself.
- Sales or Collections? — which report answers your questionTwo questions people ask with the same words, and they have different answers:
- Aging — who owes you, and who you owe, by how longAR Aging shows what each customer still owes you; AP Aging shows what you still owe each supplier. Each amount sits in a column for how long it has been owed, so you can see at a glance who to chase…
- Cash Flow Statement — where the money movedShows where cash came from and where it went during a period, split into the three IFRS categories: Operating, Investing, and Financing. Ends with a reconciliation that ties the total movement back…
- Sales analysis — by item, customer, category and moversFour reports that answer the questions a manager actually asks about sales: what sold, who bought it, which brands carry the business, and what isn't moving. All four show revenue, cost and gross…
- Statement of Changes in Equity — how owner value movedShows how each equity component moved during a period — opening balance, additions during the period (owner contributions, net income), reductions (dividends, distributions), and closing balance.
- Stock Aging — how long stock has sat on the shelfShows the stock you are holding split by how long it has been on the shelf, and how much money is tied up in each age band. It is the quickest way to find dead stock to mark down, return to the…
- Journal Register — every posted transaction in one listOne row per posted transaction in a period — every invoice, receipt, purchase, payment, journal, transfer, or refund shows up as a single line with its debit total, credit total, and the difference…
- Cost of Goods Sold — what your sales cost youA per-account view of your Cost of Goods Sold for a period — essentially the COGS section of the P&L broken out on its own screen so you can look at it without loading the full income statement.
- Revenue by Department — where the sales come fromSplits your period sales across departments — Front Desk, Bar, Kitchen, Housekeeping, whatever your setup has — with Gross, Discount, Tax, and Net side by side. A % share column on the right shows…
- Open Orders Aging — orders that are still waitingEvery order you have taken but not yet finished, oldest first, with how long each has waited. An online order that has sat for three days is a complaint about to happen; this is where you catch it.
- Room Billing Audit — why today's room revenue looks wrongThis report lists every room night in a period twice over: the night the guest actually slept, and the day that night's money was reported. On a healthy period those are the same date. When they are…
- Checked Out Guests and Checkout OwingTwo reports drawn from the same list of departures. Because both come from one place, the "still owing" total can never disagree with the departures list it is drawn from.
- Stock on Hand — what you hold, and whereA snapshot of every item, in every department, as at a date you choose, with its quantity, average cost and value. Click any quantity to see the ledger of movements behind it.
- Stock by Department — where your stock isA single grid that shows how much of every item you hold in each department (store, bar, kitchen, housekeeping…). Each item is a row, each department is a column, and every cell is the on-hand…
- Unreceived Purchases Aging — what suppliers still owe youEverything you have ordered or been billed for that hasn't arrived in stock, oldest first, so you can chase late suppliers before the shelf runs empty.
- Sales by Item Summary — every item, by type and categoryThe classic sales report: every item sold in a period, grouped by item type and category, with quantity, gross sales, discount, net sales, how much was cash and how much credit, each item's share of…
- Over-allocated invoices — money on the wrong billAn invoice that has taken more money than it costs. The customer's payment is real and the money is in the bank — it is just attached to the wrong bill, and until it is moved the customer's balance…
- Customer Credit Aging — money you are holding for customersMoney customers have on account with you — unapplied payments, deposits and overpayments — by how long it has sat unused. It is money you owe them, and old balances need clearing: use them against…
- Unbanked Cash Aging — cash in transitCash that has left a till but nobody has confirmed as banked, by how long it has been in transit. This is the gap where cash goes missing without anyone noticing.
- VAT Summary — output vs input tax for the periodThe working paper for your monthly (or quarterly) VAT filing. Splits tax by code, showing Output Tax (what you collected from customers on sales) against Input Tax (what you paid on purchases and…
- Withholding Tax Report — every WHT deducted from vendor paymentsLists every vendor payment line in the period where you withheld tax at source, grouped by category (5% WHT, 10% Rent WHT, etc.) with a summary panel at the top showing totals per category.
- International Payments Reconciliation — match dLocal captures to our booksEvery foreign-card payment routed through dLocal generates two records: one on our side (the Invoice / Receipt + PaymentIntent) and one on dLocal's side (their settlement report). At month-end, your…
- Production reportHotel editions. On Reservation ERP (Gold) this module is called Precision Cooking and this screen is the Precision Cooking Report. Everything below works the same way.
Payroll (5)
- Set up employees for payrollEach person you pay needs an employee record, with what they earn and where their pay and contributions go.
- Run the monthly payrollEach month, a pay run works out everyone's pay, tax and deductions. Someone approves it, it is posted to the accounts, and you record the payment once the salaries leave the bank.
- Staff loans and salary advancesWhen you lend money to an employee, record it here. Payroll then deducts the agreed amount each month until it is repaid.
- Pay components and tax rulesPay components are the lines on a payslip and the accounts each one posts to. Tax rules are the income tax bands, reliefs, credits and contributions (pension, social security, health, housing funds…
- View your payslipsIf you are paid through Business Sensor payroll, your payslips appear here as soon as each month's payroll is posted.
Hotel front office (27)
- Manager's Daily ReportA one-page snapshot of a business day's operational, revenue, and collections numbers. This is what the night auditor reviews before closing the day, and what an owner or manager reads to see how…
- Room types and their roomsA room type is what you sell — "Deluxe Double", "Executive Suite" — and it carries the rate. A room is the physical door the guest walks through — 101, 102, 103 — and each one belongs to a room…
- Rooms out of serviceSometimes a room can't be sold: the AC is broken, the mattress is being replaced, the room is being repainted. Take the room out of service so front desk stops offering it to guests, then return it…
- Booking calendarThe booking calendar is the one-stop view of who's in, who's coming, and which rooms can't take a guest right now. It shows every room across the window you pick, with each day colored to match…
- Lost & Found logGuests forget things. A charger left in a wall socket, a book on the bedside table, a jacket in the wardrobe. The Lost & Found log turns "we've got it in a plastic bag somewhere behind reception"…
- Reception Form (register a guest and choose who pays)The Reception Form holds a guest's details and, most importantly, who pays for the stay. Everything the guest is charged — rooms, bar, restaurant — goes to the customer account chosen in…
- Guest folio (rooms, charges, deposits)The folio is the single running bill for an in-house guest — every room they hold, every charge they incur, every payment they make. One folio per stay, even when the guest occupies multiple rooms.
- Walk-In (fast-path check-in)For the guest who walks straight up to the desk with no prior booking. Walk-In is not a separate form — it's the existing Check-In wizard pre-configured for the common case:
- Scan a guest's ID at check-inInstead of typing a new guest's details, photograph their passport, national ID card, NIN slip, driver's licence or voter's card. The system reads the name, sex, date of birth, nationality, ID type…
- Sponsor credit on a folioA sponsor is whoever pays for a guest: the guest themselves, their employer, or a company. The Sponsor panel on the right of a folio shows what that sponsor owes across all their folios, and whether…
- Check out a guest (checkout wizard)The checkout wizard walks you through everything needed to finish a guest's stay: it shows what still has to close, closes each room one at a time (charging any late checkout), and ends on the…
- Guest deposits & credit on fileA guest's own money that hasn't yet been used to pay a room or a charge is their credit on file — for example a deposit taken when they booked in advance, or extra cash they paid over what they owed…
- Review all billings (adjust %, un-bill, reopen checkout)Lists every billing interval on the guest's folio — both open and already checked-out rooms — so you can fix a historical mistake before finalising the stay. Open it from the folio toolbar's Review…
- Advance bookings (deposit, cancel, check-in, email)An advance booking is a reservation taken before the guest arrives — the calendar shows it, the room is held against new bookings, and (if a deposit was taken) the money is sitting on the guest's…
- Late checkout (apply fee or extend stay)A guest who is still in the room after their check-out time is a late check-out. Depending on how late they leave, they stay free, pay a late check-out fee, or pay a full extra night. You set the…
- Block a room (out-of-service)A room block marks a specific room as out-of-service for a date range — maintenance, deep clean, damage repair, renovation, VIP hold, or anything else that needs the room kept off the booking grid…
- Shift Handover (arrivals + departures + in-house)The Shift Handover page is the one-page briefing the outgoing shift hands to the incoming shift. It pulls three rosters together for any given day:
- Housekeeping (mark rooms cleaned)After a guest checks out, the room enters needs-cleaning state until housekeeping marks it cleaned. Cleaning gets the room back into the bookable pool — without it, the calendar still shows 🧹 on…
- Bill Room (room board)Bill Room on a room's tile charges the guest's room night without waiting for the scheduled billing. A night is never charged twice.
- Change Room (mid-stay transfer)Move an in-house guest to a different room mid-stay. Common reasons: broken AC, upgrade, noise complaint, type swap. The server handles the atomic dance — close the old line, open a new one under…
- Guest key cards (issue, cancel, viewing cards)Program a guest's door key straight from the web app — issue a card at check-in, cancel it at check-out, or make a short-lived viewing card to show a room to a visitor. It works with the hotel's…
- Keycard Log (card generation report)The Keycard Log is a read-only report of every door key card your property has issued from the web app — at check-in, from the room board, or as a short-lived viewing card. Use it to answer "who…
- Night AuditThe Night Audit is the structured walk-through your hotel runs once per day — usually overnight — to confirm every room is billed, every collection is reconciled, and the books are closed. Opening…
- Bill rooms now (manual trigger)This is the "don't wait for the schedule, run it now" button for auto-billing. The page hits the same routine the scheduled auto-billing job hits — so the result is identical, just earlier.
- Reservation ReportsEvery front-desk report in one place. Open Reservations → Reservation Reports and pick a tile. Each report opens on its own page with a period picker, totals, print, and export to Excel or CSV.
- Other Links — billing checks and merged statementThe tools from the desktop's Reservation → Other Links menu. Open Reservations → Other Links and pick a tile.
- Group StatementThe Group Statement puts every guest of a sponsor guest group on one statement. It's useful for a delegation, a wedding party or a company booking.
Reservations and online booking (8)
- Take room bookings on your own websiteGuests pick their dates, see your rooms with photos, choose between rates — room-only or with breakfast, refundable or cheaper-but-not — pay a deposit, and the booking lands in your front office…
- Guests booking several rooms in one paymentA family taking two rooms, or a guest booking this weekend and a night next month, can put every room in a basket and pay for the lot once. The whole basket arrives in your front office as one…
- Guests cancelling online bookingsGuests can cancel a room they booked online from their booking page (the link in their confirmation email, or My account). What happens depends on the rate they booked:
- Guests changing online bookingsGuests can change a room they booked online from their booking page: new dates, a different room type, or a different rate, for the same number of rooms. The new stay is priced exactly as a new…
- Room-service cleaning worksheetWhen a room needs cleaning, the cleaning worksheet lets housekeeping log the exact amenities they delivered (shampoo, soap, toilet paper, etc.) at the same moment they mark the room clean.
- Take online bookings for a spa or salonTurn any of your staff — barbers, therapists, stylists — into bookable providers your customers can reserve time with, online, straight from a link you share on WhatsApp or Instagram. Each booking…
- Take restaurant table reservationsTurn any table on your restaurant floor plan into an online-reservable table. Customers open a shared link, pick a date, time, and party size, and get an instant confirmation — no deposit today,…
- Booking history of a roomSee every stay a room has had, newest first: who the guest was, when they were in and out, how many nights, what the room earned, and a link straight to each folio. Useful when a guest says "I was…
Pharmacy and clinical (11)
- Brainstorm with AI (decision support)An advisory chat that helps a licensed clinician think through a prescription. You converse with an AI that can see the lab results and prescription scans you have attached to this prescription,…
- AI discussions browserEvery AI decision-support conversation you have on a prescription is saved. The AI Discussions screen lists them all in one place — newest first — so you can find and resume a discussion without…
- Prescriptions & dispensingCapture a patient's prescription — who prescribed it, which drugs, the directions and quantities — then record dispensing against it. Controlled drugs are written to the Controlled Drug Register…
- Prescription status & assigning to a prescriberEvery prescription carries a status and can be assigned to a prescriber or pharmacist. This lets a clerk log a prescription before the drugs are known and hand it to the right person to complete —…
- New patient intake — scan & registerWhen you start a new prescription, the intake wizard helps you get the patient onto the record fast: scan the paper prescription, let the assistant read the patient's name and allergies, find them…
- Prescription attachments & reading from a photoTwo helpers on the prescription screen: Both are aids only. You must verify everything against the original script before saving or dispensing.
- Controlled Drug RegisterA statutory, running log of every movement of a controlled substance — receipts in, dispensing out, and destruction/wastage — with a live balance per drug. Auditors and regulators expect this to…
- Print dispensing labelsPrint a medication label for each drug on a prescription — the sticker that goes on the pack when you hand it to the patient. Each label carries your pharmacy's name and address, the patient's name,…
- HMO co-pay & claimsBill part of a sale to a patient's HMO (health insurer) and collect only the co-pay from the patient. The HMO-covered amount becomes a receivable you batch into a claim, submit to the HMO, and…
- Interaction & allergy warningsGet an advisory warning when a prescription contains drugs that interact, or a drug the patient is allergic to. The warnings help the pharmacist — they never block dispensing.
- Batch / lot recallWhen a manufacturer recalls a batch (or you find a bad/expired lot), this screen traces where that lot went — every patient it was dispensed to, plus any transfers or adjustments — so you can…
Bakery and production (2)
- Standing ordersA standing order is a customer's regular weekly pattern: the same goods, on the same days, every week, until further notice. "Riverside Grocery takes 60 sourdough every Monday, Wednesday and…
- Production planThe production plan tells the bakery what to make tomorrow. Pick a production date and the department that bakes, and it adds up every finished item the customers need that day — from sales orders,…
Projects (11)
- Skills and personnelBefore you run jobs, set up two lists: The Projects module only appears when your subscription plan includes Projects.
- Projects and jobsUse Projects to plan and run work for a customer: an installation, a repair, a fit-out, a service contract. Each piece of work is split into tasks that you move across a board as the work goes on.…
- Working with the task boardEvery project has a board. Each card is a task, and each column is a stage of the work. You move a card by dragging it to another column. The board checks the rules as you go. If a move is not…
- Supervision visits and notesTwo ways to keep a written record on a job: The Projects module only appears when your subscription plan includes Projects.
- Allocating and using stock on a taskThe Materials panel on a task is where you plan and record the stock a job uses: cable, pipe, paint, spare parts and so on. There are two steps:
- Task costs, vendors and linked documentsA task's cost is made of ordinary documents you already use: expenditures, vendor job orders and the bills raised from them, and stock consumptions. The Costs & documents panel on the task lists…
- Files and photos on a jobPictures and documents can be kept with the work they belong to: a drawing or a customer's quote on the project, before-and-after photos on a task, the photos a supervisor took on a visit, or a…
- The AI writing assistant on jobsA small ✨ button sits next to the text boxes on projects, tasks, visits and notes, and on a vendor's Skills panel. It drafts or tidies the words of a record from what the record already contains. It…
- Customer reports — progress, site visit and completionA customer report is a branded PDF you send to the customer about their job. There are three kinds:
- Billing a task or projectList the work you will charge for as service lines on each task. When the work is done, Generate invoice turns the unbilled lines into one invoice for the project's customer. You can bill a single…
- Project reportsProjects → Project Reports has three reports for managers:
Repairs and services (1)
System and maintenance (20)
- Ask a question, contact support or send feedbackType a question in your own words and BusinessSensor answers it from its guides, with links to the guide, the screen and the training video. If the guides don't cover it, you can send the question…
- Make text bigger or bolderIf the text on screen is too small or too faint for you, make it larger or bolder. The change applies to every screen at once: menus, lists, forms, reports and pop-up windows.
- Training videos — watch how a feature worksShort videos, about two minutes each, show you how a feature works on the real screens, with a narrator explaining each step and captions on screen. They sit next to the written guides, so you can…
- Audit Log — see who changed whatThe Audit Log is your record of every create, edit and delete made in the system — who did it, when, and exactly what changed. Use it to answer "who changed this price?", "when was this record…
- Set up a security groupA security group is a set of permissions for one kind of job: cashiers, front desk, accounts, managers. Every user belongs to one group, and the group decides which screens they can open, which…
- Add a userEvery person who signs in to Business Sensor needs their own user. Their security group decides what they can open; their own rights set their price and discount limits. Never share one sign-in…
- Back up (manually or automatically), restore and roll back your company databaseDownload a full copy of your company's data, replace it from a backup file, or undo a replace by rolling back to the automatic snapshot taken just before it. Only members of the Administrator group…
- Notifications & the mobile appBusinessSensor can tell you when things happen — a payment comes in, a guest books a room online, a cash hand-over needs confirming, a request needs your approval — in the app (the bell), as a push…
- Subscription — plan, expiry & renewalSee which plan your workspace is on, when it renews, and renew or upgrade it — all from inside the app. Open it from the account menu (top-right of the screen) → Subscription, or find the same panel…
- Your free trial — days left, subscribing, and what happens when it endsWhile your workspace is on a free trial, a small line at the top of every page shows how many days are left — for example "Free trial: 12 days left · Subscribe". When you are ready, Subscribe takes…
- Export your company's data (spreadsheet files)Your data is yours. Maintenance → Export company data downloads your customers, suppliers, items, chart of accounts and every transaction as spreadsheet files — a ZIP of CSV files that Excel, Google…
- Moving your cloud workspace to your own server (Lifetime)You can move your BusinessSensor Cloud ERP subscription to BusinessSensor Server on your own premises with a Lifetime licence. You keep the same licence key and installation code; the unused part of…
- A user's rights and sales limitsBesides their security group, each user has their own rights: what they may do when selling (change prices, give discounts), when changing earlier sales, when printing, and (for hotels) with guests…
- Notification administration — what went out, and tuning eventsAdministrators with Alert Settings permission can see every notification the system tried to send — to whom, how, and whether it arrived — and can tune each event: its wording, who hears about it by…
- On-premises server setup — first run and server connectionThis page applies only when BusinessSensor is installed on your own server (on-premises), not when you use it online. Use it once after installation to create your company, and again later if you…
- On-premises server licence — activate, change, revokeThis page applies only when BusinessSensor is installed on your own server (on-premises). It shows the licence the server runs on and lets you activate a licence, change it, revoke it, or buy an…
- Forgot your password (cloud)If you use BusinessSensor in the cloud and have forgotten your password, you can choose a new one yourself. We email you a link; it works once, for one hour.
- Forgot the administrator password (on-premises server)This applies only when BusinessSensor runs on your own server (on-premises). If nobody can sign in as an administrator any more — the password is forgotten, the only administrator left the company,…
- Who can change or delete a saved transactionRecording a transaction and changing it afterwards are two different rights. Any user with access to a screen can record new invoices, receipts, journals, purchases, bill payments and orders there.…
- What usage information BusinessSensor recordsTo improve BusinessSensor and help your company get set up, we count how the app is used. These are counts only, never the contents of your records.
Read it, then try it
Every guide works in the free trial. 45 days, no card needed.