Quick Start Guide

Get up and running with QoTrack & QoBooks in under 5 minutes. This guide walks you through the five essential steps to launch your workspace—from configuring your company profile to processing your first sale and tracking inventory in real time.

The 5-Minute Launch Journey

graph LR
    A["1. Setup Org & Branch"] --> B["2. Add Products"]
    B --> C["3. Ring Up 1st Sale"]
    C --> D["4. Receive Stock (GRN)"]
    D --> E["5. Invite Your Team"]

Step 1: Complete Your Business Profile (60 Seconds)

Before ringing up transactions, configure your organization's financial and regional baseline:

1. Log in to your Workspace: Launch your dashboard at /dashboard.
2. Access Organization Preferences: Navigate to Settings → Preferences (or Company Profile).
3. Configure Core Settings:
   • Organization Name & Logo: Upload your company logo to appear on all printed POS receipts, invoices, and customer estimates.
   • Base Currency: Select your accounting currency (e.g., GHS (GH₵), USD ($), EUR (€)).
   • Timezone & Fiscal Year: Set your operating timezone to ensure sales timestamps, cashier shifts, and automated end-of-day summary reports match your local clock.
4. Verify Your Primary Branch: Under Settings → Branches, ensure your primary store location or warehouse is active and assigned to your user account.

[!TIP] Always verify your active branch in the top navigation bar. All sales transactions, inventory deductions, and cashier cash-drawers are tracked against the active branch.

Step 2: Add Your First Products & Inventory (90 Seconds)

QoTrack offers two convenient ways to populate your product catalog:

Option A: Bulk Import via Spreadsheet (Recommended for Large Catalogs)

If you already have an inventory spreadsheet:

1. Navigate to Inventory → Items.
2. Click the Import button in the top header.
3. Download the official CSV/Excel template, paste your item names, costs, quantities, and barcode numbers, and upload.
4. Review the field mapping preview and click Complete Import.

Option B: Quick Manual Item Creation

For adding individual products with photos, multi-barcodes, and packaging units:

1. Click Inventory → Items → + New Item.
2. Enter the Item Name (e.g. Ideal Milk 160g). Our live duplicate checker will immediately verify that no identical item exists.
3. Select Item Type: Choose Product for physical goods that track stock, or Service for non-inventory fees.
4. Enter Branch Stock & Cost:
   • Quantity: Enter physical stock in your lowest Base Unit (e.g. 96 single tins, rather than 4 packs).
   • Cost Price: Enter your acquisition cost per unit.
   • Restock Level: Set your low-stock threshold (e.g. 48) to receive automated replenishment warnings.
5. Configure Multi-Tier Pricing:
   • Set your retail unit: Label = pc, Dim = 1, Rate = 10.00.
   • Click + Add Price for wholesale units: Label = pack, Dim = 24, Rate = 216.00.
6. Click Save Item.

Step 3: Ring Up Your First Sale (60 Seconds)

Test your checkout speed on the web Point of Sale or Sales Invoice interface:

1. Launch Point of Sale: Click Point of Sale (or navigate to Sales → Invoices → New Invoice).
2. Add Products to Cart:
   • Scan an item barcode using a USB/Bluetooth scanner, or search by typing the product name or SKU.
   • Select your desired packaging tier (e.g., Piece or Pack).
3. Assign Customer (Optional): Keep as Walk-in Customer for counter retail, or select/create an account customer for credit billing.
4. Tender Payment:
   • Click Pay / Checkout (F12 or Spacebar).
   • Select payment mode: Cash, Mobile Money, Card / POS Terminal, or Split Payment.
   • Enter the tendered amount and confirm.
5. Print Receipt: The thermal receipt generates instantly with your company header, tax breakdown, and cashier name.

[!NOTE] Physical stock balances automatically deduct in real time upon payment approval. If you sold a pack of 24, QoTrack automatically removes 24 base units from your warehouse ledger.

Step 4: Receive Stock from a Supplier (60 Seconds)

When new inventory arrives from your vendors, log it to update stock quantities and track accounts payable:

1. Navigate to Purchases → Goods Receipt Notes (GRN) (or Supplier Bills).
2. Click New GRN.
3. Select your Supplier and choose the receiving Branch.
4. Search and select the items received, entering the quantities delivered and agreed purchase costs.
5. Click Approve GRN.
   • Your physical warehouse inventory increments immediately.
   • When the financial invoice arrives from your supplier, convert the GRN to a Bill with a single click to record accounts payable.

Step 5: Invite Your Team & Assign Roles (30 Seconds)

Never share admin credentials. Create role-tailored accounts for your cashiers, storekeepers, and managers:

1. Navigate to Settings → Users.
2. Click + Invite User and enter your staff member's email.
3. Select their Role:
   • Cashier: Restricted to POS sales, daily shift cash-up, and basic receipt reprinting.
   • Inventory / Warehouse Staff: Access to GRNs, stock movements, and item creation, with financial ledgers hidden.
   • Accountant / Manager: Access to bank reconciliation, profit-and-loss reporting, tax declarations, and supplier bills.
4. Assign their authorized Branches and click Send Invitation.

What's Next?

Now that your workspace is active, explore these advanced modules to automate your operations:

Need Assistance?

• Help Center & Community: Join our merchant community forum or chat with our team directly via the green WhatsApp help widget at the bottom right of your screen.
• Live Interactive Demo: Click the Try Live Demo button anytime to experiment with pre-loaded mock inventory and transactions.