Open job cards
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Sales by branch — today
Click a branch to switch the console into itNo commercial branches to show.
Needs attention
Click an item to open itNothing needs attention right now.
Activity
Sample — not wired yet
15:10
Till session closed — KES 0 variance, counted matched expected
14:02
NAK-GP-2026-000002 exited — KDA 123A released to owner
13:41
Payment NAK-RCP-2026-000007 — M-Pesa, KES 13,900 across 2 invoices
12:55
NAK-JC-2026-000001 signed off by Jane Driver
11:57
Parts issued to NAK-JC-2026-000001 — interdept invoice raised, KES 4,200
11:20
Quality check PASSED on NAK-JC-2026-000001
10:51
Vehicle check-in logged for KDA 123A — brake noise
09:22
Goods receipt NAK-GR-2026-000001 — 20 wiper blades from AutoParts Kenya
09:15
Branch NAK opened for the day
Branches
Every document number is stamped with the branch's own code and sequence| Code | Branch | Contact | Documents issued (2026) | Status | Worksite (mobile clock-in) | Kiosk (shared-device clock-in) |
|---|---|---|---|---|---|---|
| NAK | Nakuru — Industrial Area Industrial Area, Nakuru |
+254 700 000 000 | JC ·13 INV ·18 GP ·3 GR ·1 SL ·14 | Active | — | — |
The Engineering Workshop's till sales, as UltimatePOS records them. Cash taken at the counter for a workshop job is recorded on the job itself (Workshop jobs → till).
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Branch dashboard
← Back to BranchesReceived today
0 vehicle check-in(s) — click to open Vehicle receivingNo vehicle check-ins yet.
Job cards
Click a job card to open itNo job cards yet.
All (12)
Open (3)
In progress (4)
Awaiting parts (2)
Quality check (2)
Completed (1)
| Document # | Vehicle / Customer | Status | Quality | Technician | Received | ||
|---|---|---|---|---|---|---|---|
| NAK-JC-2026-000012 | KDG 552P — Mazda CX-5 Amina Hassan |
In progress | Pending | D. Kamau | Today, 08:14 | ||
| NAK-JC-2026-000011 | KDB 221C — Subaru Outback David Kioko |
Quality check | Pending | S. Njoroge | Today, 07:50 | ||
| NAK-JC-2026-000010 | KCF 884T — Isuzu D-Max Grace Mwikali ★ Corporate |
Awaiting authorization | Pending | D. Kamau | Yesterday | ||
| NAK-JC-2026-000009 | KCF 884T — Isuzu D-Max Grace Mwikali |
Awaiting parts | Pending | S. Njoroge | Yesterday | ||
| NAK-JC-2026-000001 | KDA 123A — Toyota Hilux Acme Logistics Ltd ★ Corporate |
Closed | Passed | John Mwangi | 3 days ago |
Vehicle check-in & checklist
Full inspection — every item, plus mandatory intake photosReceived today
0Garage inventory
Tools/equipment and consumable parts kept in the Garage's own storage — separate from the Auto Spares shop's retail stockReorder level isn't set here — once this item has some usage history, it's calculated automatically from how fast it's actually being used.
Corrections awaiting Director approval
| Item | Proposed change | Reason | Requested by |
|---|
| Item | Type | Unit | On hand | Reorder level | Flags |
|---|
Movement history
| When | Item | Type | Qty | Reference | Notes |
|---|
Quotations
Quote any customer from any branch or department — Auto Spares, Workshop, Garage or other — without a job card, including the KRA, GDC and KenGen corporate formats. Every quotation is costed first: start a cost sheet under Cost accounting; the quotation is raised when a Director approves it.
Tick quotations to edit them together, or to email them (draft or sent ones, Finance-approved where that step is on) as PDFs. Accepted quotations are locked.
All
Draft
Sent
Accepted
Rejected / expired
| Document # | Customer / subject | Department | Status | Prepared by | Total | ||
|---|---|---|---|---|---|---|---|
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Vehicle requisitions
Request a company vehicle for a trip, naming the driver(s) and passengers. A Manager approves (a vehicle can't be double-booked); the keys are signed out and back in with mileage and fuel.
Vehicle requests
Samples
All
Pending
Approved
Out
Returned
| Requisition | Trip | People | When | Vehicle | Mileage out / in | Status | |
|---|---|---|---|---|---|---|---|
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Fleet
Company vehicles that can be requisitioned| Vehicle | Odometer | Status | Availability | |
|---|---|---|---|---|
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Canned jobs
Reusable labor + parts bundles for common repairs — pick one from any job card's New quotation form instead of typing each line| Name | Lines | Total | |
|---|---|---|---|
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All SKUs (5)
Low stock (2)
Dormant (1)
Below case-fill (1)
| SKU | On hand | Daily sale rate | Case fill | Flags |
|---|---|---|---|---|
Front brake pads — Toyota Hilux BRK-PAD-001 · Spare part |
7 | 0.4 / day | 70% | Healthy |
Wiper blades 20" WPR-BLD-014 · General supply |
3 | 0.1 / day | 15% | Low stock Below case-fill |
195/65R15 tyre TYR-195-65-15 · Tyre |
18 | 0.0 / day | 90% | Dormant |
Car battery 12V 65Ah BAT-12V-65 · Battery |
0 | 0.0 / day | 0% | Low stock |
Engine oil filter OIL-FLT-022 · Spare part |
12 | 1.2 / day | 60% | Healthy |
Product catalog
Create and correct Auto Spares SKUs — corrections need Director approvalReorder level isn't set here — once this SKU has some sales history, it's calculated automatically from its daily sale rate.
Corrections awaiting Director approval
| Product | Proposed change | Reason | Requested by |
|---|
| Product | Category | Unit | Cost | Price | On hand | Reorder level |
|---|
Scan stock
Scan a barcode with the phone camera (or a scanner) to call the item up — works offlineNew goods receipt
Increases stock on hand the moment it's savedReceived today
0No goods receipts yet
Purchase orders
Formal orders to a supplier — mark received to add stock and create a goods receipt automatically
Tick open orders to change their expected date, notes or payment terms together. Received and cancelled orders are locked.
| Document # | Supplier | Total | WHT withheld | WH VAT | Status | ||
|---|---|---|---|---|---|---|---|
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Suppliers
Vendor records used by Purchase orders and Expenses — KRA PIN is needed to back an input VAT claim
Suppliers
Procurement policy
| Name | Status | Contact | KRA PIN | VAT | Account number | Pays by | Terms | |
|---|---|---|---|---|---|---|---|---|
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Sales pipeline
Business development — leads, opportunities and the stage Path from first contact to closed won or lost
Board
Opportunities
Leads
My tasks
Reports
Stock insights
What moves fastest in each store, worked out from the stock movements — then the AI searches the web for where to buy it at the best price for good qualityThe Engineering Workshop keeps no stock of its own in the system, so the parts the Garage and Workshop buy outside on job requisitions are read from there ("Bought outside"). Suggestions come from an AI web search: prices are indicative and contacts must be confirmed before you order.
| # | Item | Pace | Units out | Per day | On hand | Days of cover | Order now | |
|---|---|---|---|---|---|---|---|---|
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Price book
What we sell and at what price — cost next to price, with the margin. Finance approves a book before tenders can be priced from it; changing an approved book's prices sends it back for approval| Price book | Status | Items | Valid | Tenders |
|---|---|---|---|---|
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Tenders
Upload a tender document to auto-read it and check it against your Company Profile; or fill your Company Profile once and use it to autofill both generated packets and third-party tender portal web forms
Each company has its own profile, documents, autofill links and tenders
Tenders
RFQs
Find tenders
Price schedules
Tracker
Alerts
Company Profile
Company Documents
Autofill Assistant
The file is stored first — then press Analyse on it (re-run any time, no re-uploading)
| Title | Issuing entity | Reference No. | Type | Closing date | Status | |
|---|---|---|---|---|---|---|
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New sale
Prices come from the product catalog and include VAT
Fitting, diagnostic check, labor — no stock item, accounted for separately from parts
| Item | Qty | Unit | Total | |
|---|---|---|---|---|
| Cart is empty | ||||
Total 0
Cash
M-Pesa
Card
Today's sales
14| Doc # | Method | Total |
|---|---|---|
| NAK-SL-2026-000014 | Cash | 1,200 |
| NAK-SL-2026-000013 | M-Pesa | 3,400 |
| NAK-SL-2026-000012 | Cash | 850 |
| NAK-SL-2026-000001 | Cash | 1,200 |
Session history
NAK branch| Cashier | Opened | Float | SKU cash | Service cash | Expected | Counted | Variance | M-Pesa |
|---|---|---|---|---|---|---|---|---|
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Open session
Live balance
Cashier
—
Opening float
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SKU cash sales
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Service cash sales
—
Expected balance now
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| Employee | Branch | Department | Signed in | Signed out | On premises | Status |
|---|---|---|---|---|---|---|
| Mary Chebet | Auto Spares | Today, 08:00 | — | On shift | ||
| John Mwangi | Garage | Today, 07:45 | — | On shift | ||
| D. Kamau | Garage | Today, 07:30 | — | On shift | ||
| S. Njoroge | Garage | Yesterday, 07:40 | Yesterday, 17:05 | Signed out |
Log a new workshop job
An item brought in for machining/fabrication/repair — not tied to a vehicle check-inWorkshop till
For a completed job — raises the invoice and records full payment together, like a counter saleNo open till session
Cash sales collected here are counted and reconciled every 4 hours.
Cash
M-Pesa
Card
Bank transfer
All (0)
Received (0)
In progress (0)
Completed (0)
Dispatched (0)
| Document # | Item / Customer | Status | Technician | Quoted rate | Received | |
|---|---|---|---|---|---|---|
| No workshop jobs yet | ||||||
New invoice
Job card link is optional — leave it out for a standalone invoiceRecord a payment
Against one invoice — for a split across several, allocate the rest from that invoice's own balance separatelyInvoices
Last 10 unless "Show all" is ticked or a filter is set, this branch · payments are under Expenses → Payments received
Tick invoices to email them (issued ones, as PDFs) or to edit them together — drafts can change fully, issued ones only their credit period.
| Date | Document # | PO no. | Customer | Salesperson | Status | eTIMS | Total | Due | Terms | ||
|---|---|---|---|---|---|---|---|---|---|---|---|
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Recurring invoices
Set from an invoice's preview (Set Recurring) · raised by the daily run, or now with Run due now| Customer | Repeats | Amount | Next invoice | Last raised | Action | |
|---|---|---|---|---|---|---|
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Monthly billing
Customers billed once a month (e.g. KPLC): their invoices are never sent one by one — open a month to print or email all of them together under the month's single LPO| Customer | Month | Invoices | Total | LPO no. | Status | |
|---|---|---|---|---|---|---|
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Cost accounting
Every job is costed before it is quoted: the Garage Manager lists the cost centres, the Finance Officer enters the costs, a Director approves — and the approved sheet becomes the job's quotation
Waiting on me
In progress
Approved
All
| Cost sheet | Job card | Customer | Status | Full cost | Quotation total | Quotation | Updated | ||
|---|---|---|---|---|---|---|---|---|---|
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The Garage Manager starts a cost sheet with “+ New cost sheet” (or from the job card, under Cost accounting). Click a row, or its button, to open the sheet here.
Quotations
Every quotation raised in Garage — approve/reject finance sign-off directly from here
All
Awaiting finance approval
| Document # | Job # | Customer | Total | Status | Finance | |
|---|---|---|---|---|---|---|
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Debtors
Who owes what, the payment terms each invoice was issued on, and a countdown to when it falls due. Finance and the CEO are emailed one day before an invoice's terms run out.| Customer | Invoices | Terms | Countdown to terms | Outstanding | Overdue |
|---|---|---|---|---|---|
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Generate a statement
Closing balance is computed from outstanding invoices as of period endStatement runs
Due-date alerts fire automatically 7 days out — email is sent; WhatsApp needs a click| Customer | Period | Closing balance | Due date | Alert | |
|---|---|---|---|---|---|
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Raise a credit note
Against a Garage invoice, an Auto Spares sale (restocks the return), or a standalone account creditCredit notes
| Document # | Customer | Source | Amount | Status | Refunded | |
|---|---|---|---|---|---|---|
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Refunds & Returns
Credit notes that have been paid back as cash/M-Pesa/etc. rather than left as an account credit| Document # | Customer | Source | Amount | Method | Refunded |
|---|---|---|---|---|---|
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Board papers
Best-practice formats — decision paper, CEO report, finance report, risk report, noting paper, audit report and the board pack agenda; saved in the systemUnpaid Accounts Report
Every open invoice's outstanding balance, net of payments and issued credit notes| Document # | Customer | Status | Outstanding | Due date | Days overdue |
|---|---|---|---|---|---|
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Customer Sales Report
Garage invoices + Auto Spares counter sales, combined by customer| Customer | Invoices | Counter sales | Total |
|---|---|---|---|
| Choose a period and run the report | |||
Price book approvals
A price book can't price a tender until Finance approves it here. Items below the margin floor need a reason to approveWaiting on Finance
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Tender bids priced from the price book
| Tender | Status | Price book | Bid (incl. VAT) | Cost | Gross profit | Margin |
|---|---|---|---|---|---|---|
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Payouts
The floor every payment is released from — wired to M-Pesa and the bank. Requests raised under Expenses, Purchase orders, Payroll and Refunds wait here to be approved and sentLoading…
| Date | Recipient | Pay to | Amount | For | Status | ||
|---|---|---|---|---|---|---|---|
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Collect payments
Money in. Prompt a customer to pay on their phone (M-Pesa STK push). A paid invoice is settled and receipted automatically. Payments customers make straight to your paybill / till show up here too.Loading…
| When | Channel | Customer / reference | Amount | Status | |
|---|---|---|---|---|---|
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Expenses
Business costs and supplier bills (purchase orders' bills included), arranged by payment terms; money paid out and to be paid; and payments received against invoices — all in one place. Payment requests go to Payouts, where they are released.
Expenses & bills
Money out
Payments received
Only businesses with a KRA appointment letter withhold VAT. When on, 2% of the taxable value (price excl. VAT) is withheld from supplier payments — VAT-registered or not (for unregistered suppliers, on the full amount) — and must be remitted to KRA within 5 working days.
By payment terms
Totals per payment term — click a term to show only its expenses. Terms come from the purchase order, the supplier's payment terms (Suppliers → Payment terms), or the gap between the date incurred and the due date.| Date | Description | Category | Supplier | Amount | VAT | WHT withheld | WH VAT | |
|---|---|---|---|---|---|---|---|---|
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Receipt scanner
Photograph a receipt with your phone — it is read automatically, filed by date and month, and sorted into an expense category. Finance reviews each one; once approved it is recorded under Expenses.
Lay the receipt flat in good light, with all four corners and the total in view.
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Statutory obligations
What's owed to KRA, NSSF and SHIF for a period — payroll's withheld deductions plus VAT collected less VAT paid. Rates are approximations; reconcile against current KRA/NSSF/SHIF circulars before filing.General ledger
Double-entry accounting — every invoice, sale, expense, goods receipt, and payroll run posts here automatically. This is what Trial Balance, P&L, and Balance Sheet are computed from.
Chart of accounts
Trial balance
Profit & Loss
Balance sheet
| Code | Name | Type |
|---|---|---|
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Audit trail
Every change made in Finance — expenses, payouts, bills, transactions, invoices, payments, credit notes, settings — with who made it and when, including attempts that failed. Recorded automatically and read-only: entries can't be edited or deleted.| When | Person | Action | Record | Branch | Outcome | |
|---|---|---|---|---|---|---|
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Transactions
Every shilling in and out of cash, bank and petty cash — straight from the ledger; tag, search, exportProfit allocation
Split the day’s, week’s or month’s net profit — tithe & offerings, tax, reinvestment, emergency reserve, debt, investments, living expenses, family vacation, educationBills
Bills to pay — record full or part payments; each payment is posted as an expenseRecurring bills
Rent, power, internet, insurance… raised automatically a few days before they fall dueInsights
Spending, income vs spend, net worth, category trends, payees by month and tagsCash-flow forecast
Cash expected in and out, week by week — warns when it will run shortBalance sheet
What the business owns and owes — compare dates, key ratios, printCalculator
Margin and mark-up from cost and selling price, plus loan repayments, total interest and scheduleDocument settings
M-Pesa and bank details and terms printed on invoices, proformas and statementsUnconventional payments
Payments made outside the normal channels — visible to the CEO onlyCommissions
Confidential finder's fees — CEO only. The amount is spread across the document's line prices; nothing on the quotation or invoice shows it.Induction & orientation forms (blank, for printing)
Add staff
Full name, role, and branch of operations
All (0)
Garage (0)
Auto Spares (0)
Workshop (0)
Finance (0)
HR (0)
Admin (0)
All branches (0)
| Employee | Department | Job title | Branch | Contract | Days worked | Status | |
|---|---|---|---|---|---|---|---|
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Org chart
Reporting lines — active staff onlyConfidential. Only the CEO, the Finance Admin & HR Officer and the System Admin can open this page, and nobody can see or handle a grievance they are part of. Acknowledge within 2 days, decide within 21, tell the employee in writing, and allow 5 days to appeal.
| Reference | Raised by | About | Stage | Needs attention | |
|---|---|---|---|---|---|
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| Employee | Type | Dates | Days | Status | |
|---|---|---|---|---|---|
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Days are working days (Monday–Saturday), net of Sundays only — public holidays count as ordinary days because the business runs — calendar days for maternity and paternity leave. The line manager approves; the Finance Admin & HR Officer, the CEO or the System Admin can too. Nobody decides their own leave. Staff apply from their personal link or a leave-only login (both on their record, under Self-service links), or from "My leave" at the foot of the menu.
Payroll runs
Each run pays the staff whose contract is paid at that frequency — casual staff weekly (days worked × daily rate, from attendance), salaried staff monthly. Set it per person under Employees → Pay / contract.
| Period | Status | Payslips | Days worked | Total net pay | |
|---|---|---|---|---|---|
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Post a job
Pick a role — its job description goes on the vacancy announcement · Print all job descriptions · Print KPIs for every role| Title | Department | Branch | Candidates | Status | |
|---|---|---|---|---|---|
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Pick a conversation.
Import customers
Customers are added by CSV import only — no manual entry, so typos can't creep into the master listFirst row = column headers. Only name is required. Other columns: type (Walk-in / Corporate), phone, email, kraPin, address, contactName, contactRole, contactPhone, contactEmail, paymentTermsDays, creditLimit, statementDay. Rows that duplicate an existing name, phone or KRA PIN are skipped. Excel: Save As → CSV.
Customers
| Customer | Type | Terms | Outstanding | Statement day | |
|---|---|---|---|---|---|
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Invite a team member
Only staff already captured in the HR module can be invited — anyone who can’t be yet is greyed out with the reasonFeature permissions for this invite — none selected, so they'll have no access until you grant some
Applied the moment they accept. System Admins get full access regardless. You can change these any time later from the Permissions button on their row.
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Pending & past invitations
| Name | Area | Rank | Branch | Status | Invite link | |||
|---|---|---|---|---|---|---|---|---|
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Active team members
| Name | Area | Rank | Branch | Status | Device lock | ||
|---|---|---|---|---|---|---|---|
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Clock in / out links
Each employee's personal link for clocking in and out from their own phone (geofenced to their branch). Generate them in bulk and send on WhatsApp| Employee | Phone | Branch | Link | ||
|---|---|---|---|---|---|
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Customer access
Temporary, passwordless links handed to customers so they can check their own job cards' progress — generate one from a customer's own detail page| Customer | Created by | Created | Expires | Status | |
|---|---|---|---|---|---|
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Approval delegation
A Director can hand their parts-requisition approval authority to a Manager — e.g. while on leave| Director | Manager | Scope | Expires | Status | |
|---|---|---|---|---|---|
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Sync conflicts
An offline device's write is parked here instead of being applied whenever it collides with a change already made on the server — pick which version should win| Record | Device | Submitted by | Client value | Server value | When | |
|---|---|---|---|---|---|---|
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Device fleet
Every installed desktop/mobile client checks in here on sync| Device | Team member | Platform | App version | Schema | Last seen |
|---|---|---|---|---|---|
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Publish a release
Desktop clients auto-update from the latest release for their platform; a mandatory mobile release instead blocks the app with a link to its store listing (app stores don't allow silent updates)| Platform | Version | Rollout | Mandatory | Published by | When |
|---|---|---|---|---|---|
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Possible duplicates already in the data
Scans for the same kinds of duplicate records the system now blocks at creation time — anything found here slipped in before that guard existed and is worth reviewingClick "Scan for duplicates" to run the check.
Integrations
API keys for M-Pesa and WhatsApp. Keys are stored encrypted and are never shown again once saved. System Admin only.Loading…
Connectors
Connect this system to others: send events out (webhooks, Slack, Teams), receive them in, call external APIs, and give other systems API keys. System Admin only.Loading…