Documentation & Help Center

iQpos is a multi-business platform. The overall platform is run by a Superadmin who creates packages and manages subscriptions.

• Package – a plan defining limits (users, locations, features) and a price/validity.
• Business – one company account inside the platform. A business has its own data, settings and locations.
• Users – people (owner, cashiers, managers) who log in and operate a business, each with its own permissions.
• Subscription – the active package for a business and its expiry date.

As the business owner you manage day-to-day operations. Package renewals and upgrades are done from the Subscription & Plan area after logging in.

When you open the sign-up page you can register a completely new business and choose a subscription package at the same time.

Step 1 – Open registration

1. Go to the website home page and click Get Started or Register.
2. You will be taken to the registration page.

Step 2 – Pick a package

Select the package that best matches your needs. Packages control how many users, locations and features your business can use. Compare the available plans and choose one, then click to continue.

Step 3 – Fill in your business details

• Business name and owner details.
• Your email address and password.
• Country / currency and default location.

Step 4 – Complete payment

If the selected package is paid you will be guided through checkout (automatic gateway or manual submission). Once payment is approved your subscription becomes active.

Step 5 – Log in

Use the credentials you created to log in. You will land on your new business dashboard and can begin with Business Setup and adding your first Products.

Once logged in, review and complete your business settings before you start selling.

Where to go

Open Business Settings from the main menu (Settings / Business Settings area of the app).

What to configure

• Business name, logo and contact details – shown on invoices and reports.
• Currency and symbol – used everywhere in the app.
• Tax settings – default tax rate and tax number.
• Invoice scheme & layout – how your invoices look and their numbering.
• Locations – add the physical locations/branches you sell from.

After setup

1. Add your bank/cash payment accounts.
2. Create suppliers and customers.
3. Define categories, brands and units.
4. Start creating or importing products.

You can always return and update these settings later.

Suppliers are the people or companies you buy stock from. Recording them lets you create purchases and track outstanding dues.

Steps

1. From the menu open Contacts → Add Supplier (or Contacts → Suppliers).
2. Choose the contact type Supplier.
3. Enter the supplier name, phone, email and address.
4. Optionally set an opening balance and payment terms.
5. Click Save.

Notes

• The same screen can also add customers – just pick the correct type.
• Use the suppliers list to view history, dues and their purchases.
• Keep contact details accurate so purchase invoices and payments match.

All your business contacts live in one place and can be filtered by type.

• Suppliers – people you buy from.
• Customers – people you sell to.
• Some setups also track leads and other categories.

Create / edit

Open Contacts, click Add, choose the type and fill the form. Existing contacts can be edited from the list using the action buttons.

Keeping one contact list makes it easy to run customer balances, supplier dues and sales reports from a single place.

Categories

Categories group your products for reports and organisation. Go to Products → Categories and add the groups you need (you can nest categories in some setups). Assign each product to a category.

Brands

Brands label the maker of a product. Open Products → Brands and add the brands you sell. Brands are optional but help with filtering and reports.

Units

Units define how a product is counted or sold. Go to Products → Units. You can also set up unit conversions (for example 1 box = 12 pcs). Choose the right unit when adding a product.

Adding these three first means the product creation form is quick to fill and stays consistent across your whole catalogue.

To add one product at a time:

1. Open Products → Add Product.
2. Enter the product name and SKU / barcode (optional).
3. Choose the category, optional brand and the unit.
4. Set the selling price and purchase price.
5. Apply tax, an image, and any description.
6. Click Save.

After saving

• The product appears in your product list and in the POS search.
• You can add opening stock per location if needed.
• For many products at once, use Import Products instead.

When you have many products, importing is much faster than adding them one by one.

Steps

1. Open Products → Import Products.
2. Download the provided template file and open it in Excel/Sheets.
3. Fill in one row per product (name, category, unit, prices, etc.). Keep the columns and format as in the template.
4. Save the file as Excel or CSV and upload it.
5. Review the import summary and fix any rows with errors, then confirm.

Tips

• Use the same category/unit names you created earlier so products match correctly.
• Do a small test import first to confirm your file format.
• Imported products appear in the normal product list and POS immediately.

Before adding products it helps to think about how you will organise them. A clean product structure makes the POS faster and your reports clearer.

Recommended order

1. Create your Categories (e.g. Drinks, Snacks, Electronics).
2. Create your Brands (optional, e.g. Coca-Cola, Samsung).
3. Create your Units (e.g. pcs, kg, box).
4. Then add products one by one or import them in bulk.

Every product is linked to a category, unit and default selling/purchase price, and stock is tracked per product and location.

For sales that are not rung up on the POS (for example a credit sale or a recorded invoice), use the invoice sale screen.

Steps

1. Go to Sale → Add Sale.
2. Pick the location, date and customer (create a customer from Contacts if needed).
3. Add the products with quantities and prices, or scan barcodes.
4. Set any discount, tax and shipping.
5. Set a due date to record the sale on credit (the customer owes you until this date).
6. If you received payment now, enter it under the payment section and pick the payment account.
7. Click Save. The stock is updated and an invoice number is generated.

Unpaid invoice sales appear in customer balances and the “due” reports until you record the payment.

Quotations & Sales Orders

1. From Sale → Sales Order or Quotations, create a quote or order first.
2. Send or print it for your customer.
3. When the customer confirms, convert the quotation or sales order into an actual sale from its action menu.

Sell Returns

1. Go to Sale → Sell Return (or open an existing sale and choose Return).
2. Pick the returned items and the reason.
3. Confirm whether you are giving a refund or exchange. The returned stock goes back into inventory and the customer’s balance / payment is adjusted.

Returns keep your sales, stock and profit reports accurate.

The POS (Point of Sale) is the fastest way to sell, ideal for a counter, shop or restaurant.

Open the POS

1. From the menu go to Sale → POS.
2. Choose your location and open a cash register for the day if asked.

Sell to a customer

1. Search or scan a product in the search box and click it (or press the shortcut) to add it to the sale.
2. Change the quantity and add any product modifiers if the item has them.
3. Apply a line or whole-sale discount and confirm the tax.
4. Optionally select or add a customer so the sale is recorded on their account.

Take payment and finish

1. Choose the payment method and the payment account (cash, bank or mobile wallet).
2. For split or exact cash payments use the payment calculator buttons.
3. Press Pay / Finalize — the sale is saved, stock is reduced and the invoice prints.

You can also save a draft and finish the sale later, or view today’s transactions from the POS screen.

1. Go to Purchases → List Purchase Return and click Add Purchase Return.
2. Select the original purchase (or supplier and location).
3. Choose the items being returned and the reason.
4. Record any refund received from the supplier.

The returned stock is removed from your inventory and the supplier balance is reduced by the return amount.

Recording purchases increases your stock and creates the amount due to the supplier.

Steps

1. Go to Purchases → Add Purchase.
2. Choose the supplier (create one under Contacts → Suppliers if needed).
3. Select the location that will receive the stock, and the date.
4. Add each item with its purchase price and quantity, or scan barcodes.
5. Add any tax, discount or shipping.
6. Set a due date — if the supplier gave you credit, the amount is due by this date.
7. If you paid now, record the payment and choose the payment account used.
8. Click Save. Stock is added to the chosen location and the supplier balance updates.

Purchase Orders

Use Purchases → Purchase Order to order goods before they arrive, then convert the order into a purchase once you receive them.

Stock adjustments let you correct the quantity on hand without a sale, purchase or transfer.

When to use it

• Damaged or expired products that need removing from stock.
• After a physical stock count where the system amount differs.

Steps

1. Go to Stock Adjustment → Add Stock Adjustment.
2. Choose the location and date.
3. Pick the products and set the new / adjusted quantity (or the difference).
4. Add the reason and, if needed, a payment account for any adjustment value.
5. Save. Stock and valuation are updated accordingly.

Use a stock transfer to move inventory between your locations without creating a sale or purchase.

Steps

1. Go to Stock Transfers → Add Stock Transfer.
2. Choose the From location (the branch sending stock) and the To location (the branch receiving it).
3. Select the items and the quantity being moved.
4. Set the transfer date and any reference.
5. Click Save / Submit.

The stock is deducted from the source location and added to the destination location immediately. You can view the history and status under Stock Transfers → List Stock Transfers.

Categories group similar expenses (Rent, Salaries, Utilities, Marketing, etc.).

Steps

1. Go to Expenses → Expense Categories.
2. Click Add and enter the category name (for example “Electricity” or “Salary”).
3. Save. The new category is available whenever you add an expense.

Assigning every expense to a category lets the expense report show a clean breakdown of where your money goes.

Payment accounts represent the places your money lives — cash in hand, a bank account, or a mobile wallet such as bKash or Nagad.

Create an account

1. Go to Payment Accounts → List Accounts.
2. Click Add Account, give it a name (e.g. Cash, Bank, bKash) and an opening balance.
3. Save. You can also set a default payment account per location so POS sales post automatically to the right account.

See your balances

• Payment Accounts page shows the current balance of every account.
• Payment Accounts → Cash Flow shows the running total: opening balance + sales − expenses − purchases.
• Balance Sheet and Trial Balance give the full financial picture (useful when the Accounting module is on).

Always choose the correct payment account when you take payment or pay an expense, so your account balances stay accurate.

Recording expenses keeps your profit and loss report true. There are two ways to enter them.

Single expense

1. Go to Expenses → Add Expense.
2. Choose the expense category, the location and the date.
3. Enter the amount and select the payment account it was paid from (cash, bank, wallet).
4. Add a reference or note, then Save.

Expense voucher (multiple expenses at once)

1. Go to Expenses → Add Multiple Expense (this is the Expense Voucher screen).
2. Choose the payment account and date that apply to the whole voucher.
3. Add several rows — one per expense — each with its category, reference, amount and note.
4. Save the voucher. Every row is recorded as its own expense, all paid from the same account.

You can save an expense as a draft and finalize it later. Expense totals appear in Reports → Expense Report.

Take a dine-in order

1. Open Restaurant → Tables (or the POS and choose a table).
2. Select the table, then add items and any modifiers the customer wants.
3. Send the order. It moves to the kitchen automatically.

Kitchen & service screens

• Restaurant → Kitchen shows orders that need preparing so kitchen staff can mark them done.
• Restaurant → Orders shows current open orders so waiters know what is pending, preparing or ready.

Pay & clear the table

1. When the customer is done, open the table’s order and take payment at the POS.
2. After payment the order is closed and the table becomes available again.

The restaurant module turns your POS into a dine-in restaurant system with tables, modifiers, an orders screen and kitchen printing.

1. Create your tables

1. Open Restaurant → Tables.
2. Add a table per physical table in the outlet (Table 1, Table 2, …) and mark it as available/occupied when needed.

2. Set up modifiers (options & add-ons)

1. Open Restaurant → Modifiers.
2. Create modifier sets such as “Toppings”, “Spice level” or “Size”, and add the choices with their prices.
3. Attach the modifier set to the relevant products so staff can add options when an order is taken.

3. Configure kitchen printing

1. Open Restaurant → Kitchen Printing Settings.
2. Enable automatic printing and choose the kitchen printer (and customer invoice printer).
3. Set how many kitchen copies to print. Save.

After setup, staff place orders from the POS on a table, and the kitchen receives a print job automatically.

See incoming orders

• Restaurant → QR Table Ordering → QR Orders lists every customer order waiting for action.
• Restaurant → QR Table Ordering → Table Dashboard shows each table’s open session and running total.

Approve & send to kitchen

1. Open an order and approve it. Approval sends it to the kitchen (and prints if kitchen printing is on) and deducts the stock.
2. As items are prepared, mark them progressing; when the staff delivers them, mark them served.

Payment & closing the session

1. When the customer finishes, close the table session from the dashboard and take payment (in-store or via the online payment you enabled).
2. If the table has an outstanding due, a manager override may be needed to close it.

Customers can also call the waiter or ask for help from the QR menu, and those requests appear in the module’s request list.

QR Table Ordering lets dine-in customers scan a code on their table, browse the menu and place their own order — no staff needed to take it.

1. Open QR Settings

1. Go to Restaurant → QR Table Ordering → QR Settings.
2. Turn the feature on and set how the customer menu behaves (service charge, currency, request/call-waiter options).

2. Assign QR codes to tables

1. Open Restaurant → QR Table Ordering → Tables (QR).
2. Each table has (or can generate) its own QR token/code. Enable the QR for the tables you want to serve this way.
3. Print the QR code and place it on the table.

3. Make sure your menu is ready

The customer menu is built from your normal products (including their modifiers). Publish the products you want customers to order and keep prices up to date.

Customers scan the code, add items to the cart, place the order and optionally pay online. Orders appear for your staff to approve.

The Reports menu gives you everything you need to understand how the business is performing.

Popular reports

• Profit & Loss — your income, cost of goods and net profit for a period.
• Purchase & Sell — totals of what you bought and sold.
• Stock Report — current stock and its value per product/location.
• Expense Report — spending by expense category and account.
• Register Report — what each cash register took in and paid out.
• Customer / Supplier — who owes you and who you owe.

How to use them

1. Open the relevant report under Reports.
2. Set the date range and filters (location, category, customer).
3. View the summary, and print or export (PDF/Excel) when needed.

Most reports can be drilled into for more detail, and they update automatically as you make sales and purchases.

Customer Khata tracks how much every customer owes you, organised into a monthly ledger per customer. When you make a credit (due) sale at the POS or as a direct sale, the customer is automatically added to their monthly khata with a Sale entry (a debit). When you later receive payment, a Payment entry reduces the due.

Where to find it

Look for the Customer Khata item in the sidebar menu (it appears when your plan includes it and you have the View Khata permission).

Dashboard

The Khata dashboard gives you a quick summary:

• Customers with a Khata
• Open accounts this month
• Total outstanding (what customers owe)
• Total collected

From the dashboard you can jump to Customers, Monthly Accounts, the Customer Due report and the Due Aging report.

The usual flow

1. Sell to a customer on credit → the sale lands in their khata.
2. Check Monthly Accounts to see who owes and how much.
3. When they pay, Receive Payment.
4. Use Reports to see due aging and payment collections.

Adjustments & discounts

Inside a monthly account (or from the customers area) you can add an Adjustment — for example a discount, a price or settlement adjustment, bad debt, customer benefit or another change — then save it against the account.

Reports

Open Customer Khata → Reports to see a set of ready-made reports:

• Customer Due – how much each customer currently owes.
• Monthly Khata – account balances by month.
• Payment Collection – payments received in a period.
• Adjustments – all discounts and adjustments.
• Due Aging – buckets dues by age (0–30, 31–60, 61–90, 90+ days) so you can chase overdue customers.

Monthly accounts list

Open Customer Khata → Monthly Accounts. There is one account per customer + month. Filter by customer, year, month or status (Open / Closed).

Each row shows the gross amount, net payable, paid and remaining. Actions let you View, Add Payment, add an Adjustment, Close Month (when open) or Reopen (when closed).

The monthly ledger

Click View on an account to open its ledger for that customer and month. A summary at the top shows opening balance, sales, returns, payments, discount, adjustment and the remaining payable. Below it, a running ledger lists every entry with date, type, reference, payment method, debit, credit and balance. Entries are color-coded:

• Sale – green (debit, money owed by customer)
• Payment – blue (reduces the due)
• Return – yellow
• Discount – purple
• Adjustment – orange
• Opening balance and monthly closing

Close the month

When a customer settles, Close Month to close that month’s account (you can confirm with a note). If needed later, Reopen it. Closed accounts are shown with a red “Closed” label.

You can also create a monthly account manually for a customer and month.

Receive a payment

You can receive a payment from two places:

1. From the Customers list – click Receive Payment. The amount is allocated across the customer’s open monthly accounts, oldest first (FIFO).
2. From inside a specific Monthly Account – click Add Payment. The payment goes to that exact month.

In the payment box choose the amount, payment method (cash, card, bank, mobile wallet etc.), the paid-on date, a reference and a note, then save. The payment reduces the outstanding due immediately.

Customer statement

From a customer’s row choose Statement (or Print Statement inside a monthly account) to open a printable statement for that customer, with a period filter and a running balance. Hand this to customers as proof of their dues and payments.

The Accounting module gives you proper double-entry bookkeeping. Every sale, purchase, expense and payment can be posted to accounts automatically, and you can see the financial position of the business in standard accounting reports.

Where to find it

Open Accounting from the sidebar menu. Inside you’ll see a top bar with these tabs:

• Chart of Accounts – the list of all your accounts.
• Journal Entry – post manual double-entry journals.
• Transfer – move money between accounts.
• Transactions – map your sales/purchases/expenses to accounts.
• Budget – plan income and expenses.
• Reports – trial balance, balance sheet, ageing, etc.
• Settings – prefixes and default mapping.

Getting started

1. Open Chart of Accounts and, if empty, use the option to create the default accounts.
2. Go to Settings → Map Transactions and choose the default payment / deposit accounts for each location and transaction type (see the “Set Up & Map Transactions” guide).
3. From then on, sales and expenses post to accounts automatically.

Journal entries

Use Accounting → Journal Entry to post a manual double-entry journal (for example an opening balance, a correction, or a non-system adjustment). Enter the accounts, the debit and credit sides and a note. The journal prefix is set in Settings.

Transfers

Accounting → Transfer lets you move money from one account to another (for example cash to bank).

Reports

Open Accounting → Reports for the standard accounting statements:

• Trial Balance – all accounts with debit/credit balances.
• Balance Sheet – assets, liabilities and equity.
• Ledger report – activity per account.
• Accounts Receivable (A/R) Ageing and details – what customers owe and for how long.
• Accounts Payable (A/P) Ageing and details – what you owe suppliers and for how long.

Create your accounts

1. Open Accounting → Chart of Accounts.
2. If you are starting fresh, click to create default accounts (asset, liability, income, expense groups).
3. Add or edit any accounts you need (cash, bank, receivable, payable, sales, purchases, etc.).

Default mapping per location

Under Accounting → Settings → Map Transactions, choose for each business location the default Payment account and Deposit to account for every transaction type:

• Sale and Sell Payment
• Purchase and Purchase Payment
• Expense

This default mapping is what automatically posts entries when those transactions happen, so keep it correct for each branch/location.

Map individual transactions

For one-off cases, open Accounting → Transactions (it has tabs for Sales, Sell Payments, Purchases, Purchase Payments and Expenses), find a row and use its Map action to choose the payment account and deposit-to for that single record.

The HRM (Human Resources) area of the system helps you manage your staff — their departments, attendance, leaves, holidays and payroll.

Where to find it

Open HRM from the sidebar menu. The HRM dashboard summarises attendance, leaves and payroll, and a top bar gives you these sections:

• Departments and Designations
• Leave Type and Leave
• Attendance
• Payroll
• Holiday and Shift
• Sales Target and Settings

Set up employees

Employees are the Users of the business. When you create or edit a user, fill in the HRM fields:

• Department and Designation
• Location
• Salary, pay period and pay cycle
• Allowances and Deductions

First create your Departments and Designations (under the HRM top bar), then assign them when adding each user/employee.

Leave types

Open HRM → Leave Type and add the kinds of leave you offer (Casual, Sick, Annual, etc.).

Apply & approve leave

1. An employee applies for leave from HRM → Leave (they can apply for their own; managers can manage all).
2. The approver changes the status (approved / rejected).

Attendance

• HRM → Attendance – mark attendance manually or view the grid.
• Enable clock-in / clock-out so staff record their own attendance.
• Use Import Attendance to bulk-load attendance from a file.

Holidays & shifts

Add public Holidays so they are excluded from attendance. Define Shifts and assign them to users where you run shift-based attendance.

Payroll

1. Open HRM → Payroll.
2. Create a monthly payroll group for the employees and month you want to pay.
3. The system builds payroll from each employee’s salary, pay period, allowances and deductions.
4. Review the rows, adjust if needed, and record the payment when salaries are paid.

Employees can also view their own payslips from My Payrolls (depending on permissions).

Sales targets

Use HRM → Sales Target to set monthly sales targets per employee so you can track performance against goals.

Counter Management is built for supermarkets and shops with several checkouts. A counter is a checkout / cash-handling unit that belongs to a business location — it is not a separate inventory location, so every counter under a location sells from that location’s stock.

Main areas (sidebar → Counter Management)

• Counter Dashboard – live overview of counters and sessions.
• Counters – create and manage counters (name, invoice prefix, default printer, active/inactive).
• Counter Assignments – assign users to counters and set what each cashier can do.
• Counter Sessions – history of shifts and closing reports.
• Cash Movements – cash in/out, deposits, adjustments and due collections.
• Counter Reports – cashier-wise sales, payments, short/excess and more.
• Counter Settings – the master on/off switch for the whole counter system.

Key idea

Each sale must be made inside an open counter session. When a cashier logs in to sell, they first select a counter and open a session with an opening cash float. Sales made get tagged with the counter, session and cashier, and receive a counter-wise invoice number (for example C01-000001).

Counter reports & dashboard

• Counter Dashboard gives a live picture of open sessions and today’s activity.
• Counter Reports provide cashier-wise and location-wise reports: sales, payments, sessions, cash movements, returns, expenses, profit, and cash short/excess. Export them when needed.
• The Activity Log records counter actions (who opened/closed, cash movements, etc.) for audit.

Counter Settings

Open Counter Management → Counter Settings. This holds the master enable / disable switch for the counter system:

• When enabled, cashiers must select/open a counter before selling, and counter sessions and reports are used.
• When disabled, the system runs exactly like the normal POS with no counter enforcement.

You can also configure the default invoice prefix and other defaults here (or per counter).

1. Select and open a counter

1. When you open the POS you may be asked to select a counter first (required for cashiers).
2. Open a session and enter your opening cash float for the shift.

2. Make sales

Sell normally on the POS. Every sale and payment is recorded against your counter session with your cashier name, and invoices use the counter’s number prefix.

3. Cash movements during the shift

While the session is open you can record Cash In, Cash Out, a Deposit to the bank, an Adjustment, or collect dues — each is tracked against the session.

4. Close the session

1. At the end of the shift, count the actual cash in the drawer.
2. Choose Close Session and enter the counted cash.
3. The system compares expected vs actual cash and reports any short / excess for that cashier.

A manager can force-close a stuck session, reopen it, or run a reconciliation where needed.