Shop Manager — How It Works
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User Guide

How Shop Manager Works

Complete guide to managing your shop — invoices, staff, customer dues, and daily sales — all in one free app.

📊 Dashboard 🧾 GST Invoice 👥 Staff & Attendance 📒 Customer Khata 💵 Sales & Expenses 📦 Stock Management 🔒 Data Safety
📊

Dashboard

See today's summary — staff present, sales, expenses, pending dues & invoices.

🧾

GST Invoice

Create, save & print professional tax invoices with auto CGST/SGST/IGST calculation.

👥

Staff

Add employees, mark daily attendance (P/A/H/L), and auto-calculate monthly salary.

📒

Khata

Digital bahi-khata — track what customers owe you with running balance ledger.

💵

Sales & Expenses

Daily cash register — record every sale & expense, see net profit by day or month.

⚙️

Business Setup

Set your shop name, logo, GSTIN & color theme. Your invoice prints with your details.

📦

Stock Management

Track product inventory, record stock in/out, get low stock alerts and export reports to Excel.

🚀

Getting Started

First-time setup and basic usage

Q
How do I set up the app for my shop?
+
When you open the app for the first time, the Business Setup wizard opens automatically. Fill in:
1
Business Name — shown on every invoice
2
Address & Phone — printed on invoice header
3
GSTIN & State — used to decide CGST/SGST vs IGST
4
Upload Logo (optional) — appears on printed invoice
5
Choose Color Theme — Sky Blue, Emerald, Purple or Saffron
6
Click Save & Apply — done!
✅ You can reopen Business Setup anytime by clicking the ⚙ Business Setup button at the top right.
Q
Do I need to install anything? Does it work offline?
+
No installation needed. Open the website in any browser (Chrome, Edge, Firefox, Safari). It works on mobile and desktop.

The app works offline after first load — all data is saved in your browser's local storage. No internet needed for day-to-day use.
⚠ Data is stored in your browser. Clearing browser data or using a different browser will not show your records. Always export CSV backups regularly.
Q
How do I navigate between modules?
+
Use the tab bar just below the top action bar:
  • Dashboard — home screen with today's summary
  • GST Invoice — create and print invoices
  • Staff — team management and attendance
  • Khata — customer credit ledger
  • Sales — daily cash register
On mobile, the tab labels shrink to icons to save space.
🧾

GST Invoice

Create, save, print and export tax invoices

Q
How do I create a new GST invoice?
+
1
Click GST Invoice tab → Click New Invoice button (top bar)
2
Fill in Customer Name, Address, State
3
Add items using + Add Item / Service — enter description, quantity, rate, GST%
4
The totals, GST breakdown and amount in words update automatically
5
Click Save Invoice to store it, then Print / PDF to download
✅ Invoice number auto-increments each financial year (format: 2025-26/001, 2025-26/002…)
Q
How does CGST / SGST / IGST work automatically?
+
The app checks if the customer's state matches your business state:
  • Same state → Intra-state → CGST + SGST (half each)
  • Different state → Inter-state → IGST (full)
Just select the customer's state and it switches automatically. Your state is set in Business Setup.
Q
How do I find and reload a saved invoice?
+
Click History button (top bar) — it shows all saved invoices.

You can search by invoice number, customer name, date, or amount.

From the list:
  • Load — opens the invoice back into the form for editing or reprinting
  • Excel — exports that invoice as a CSV file for Excel
  • Delete — permanently removes it
✅ Click Export All in History to download all invoices as one CSV summary sheet.
Q
How do I add my bank details to the invoice?
+
Scroll down on the Invoice tab to the Bank Details section. Fill in:
  • Bank Name, Account Name, Account Number, IFSC Code
  • Account Type (Current / Savings)
  • UPI ID (for QR/UPI payments)
These are saved automatically and appear on every printed invoice.
Q
How do I print or save invoice as PDF?
+
Click Print / PDF button. Your browser's print dialog opens.

To save as PDF: in the print dialog, choose Destination → Save as PDF (Chrome/Edge) or Print to PDF (Firefox).

✅ The printed page hides all edit buttons and shows only the clean invoice. Bank details and terms are included automatically.
👥

Staff & Attendance

Manage employees, mark attendance, calculate salary slips

Q
How do I add a staff member?
+
Go to Staff tab → Click + Add Staff. Fill in:
  • Full Name (required)
  • Role / Designation (e.g. Salesman, Cashier)
  • Phone number
  • Monthly Salary (₹)
  • Join Date
Click Save Staff. The employee now appears in the staff list and attendance sheet.
Q
How do I mark daily attendance?
+
Go to Staff → Attendance tab. Select the month and year.

Click any cell in the attendance grid to cycle through statuses:
  • — (blank) → P Present
  • P → A Absent
  • A → H Half Day
  • H → L Leave
  • L → blank (clear)
Each row shows the count of P / A / H / L for that employee at the end.
✅ Click Export CSV to download the full attendance sheet for the month.
Q
How is monthly salary calculated?
+
Go to Staff → Salary tab. Select month and click Calculate Salary.

Formula used:
  • Days Worked = (Present days) + (Half days × 0.5)
  • Per Day Rate = Monthly Salary ÷ Total days in month
  • Net Payable = Days Worked × Per Day Rate
Absent days are automatically deducted. Click Print Slip on any card to generate a printable salary slip with your business name.
📒

Customer Khata

Digital bahi-khata — track dues and payments for every customer

Q
How do I add a customer and set opening balance?
+
Go to Khata tab → Click + Add Customer. Fill in:
  • Customer Name (required)
  • Phone (required — needed for WhatsApp reminder)
  • Address (optional)
  • Opening Balance — if the customer already owes you money, enter the amount here
Click Save Customer. The opening balance is added as the first entry.
Q
How do I record a transaction in khata?
+
Click on a customer card (or Open Khata) to open their ledger.

In the entry form at the top:
  • 📤 Gave (Credit) — you gave goods/money to the customer (balance goes up)
  • 📥 Received (Payment) — customer paid you (balance goes down)
Enter the amount, a note (optional), and date → Click Add.

The running balance updates instantly. Green = customer owes you. Settled = all clear.
Q
How do I send a payment reminder on WhatsApp?
+
Open the customer's khata → click the WhatsApp button (green button at top right of the ledger).

It opens WhatsApp Web / app with a pre-written message showing:
  • Your shop name
  • Customer's outstanding balance
  • Your phone number
✅ Make sure the customer's phone number is saved correctly (10 digits, no spaces or +91).
Q
How do I print or share a customer's account statement?
+
Open the customer's khata → click Print button.

A clean printable statement opens in a new window with:
  • All transactions (date, type, amount, running balance)
  • Final outstanding balance
  • Your business name at the top
You can print it or save as PDF and share with the customer.
💵

Sales & Expenses

Daily cash register — record every rupee in and out

Q
How do I record today's sales?
+
Go to Sales tab → Daily Register. Today's date is selected by default.

Click + Add Sale:
  • Select payment mode: Cash, UPI, Card, or Credit (Khata)
  • Enter the sale amount
  • Add a note (customer name, items sold, etc.)
  • Click Save
All entries for the day appear below. The daily total and Net Profit bar update instantly.
✅ To view a different day, just change the date at the top. Click Today to jump back to today.
Q
How do I record expenses?
+
On the same Daily Register page, click + Add Expense (right column).

Select the category:
  • Purchase / Stock, Rent, Electricity, Staff Advance, Transport, Maintenance, Other
Enter amount, description, and click Save. Net Profit = Sales − Expenses.
Q
How do I see monthly profit summary?
+
Go to Sales → Monthly Summary tab. Select the month and year → Click Load Summary.

You'll see:
  • Total Sales for the month
  • Total Expenses for the month
  • Net Profit (green if positive, red if loss)
  • Day-by-day table showing sales, expenses and net for each day
Click Export CSV to download the monthly report in Excel format.
📊

Dashboard

Your shop's daily overview at a glance

Q
What does the Dashboard show?
+
The dashboard shows 5 live stat cards at the top:
  • 👥 Staff Present Today — out of total staff added
  • 💵 Today's Sales — total recorded in Sales tab for today
  • 📤 Today's Expenses — total expenses recorded today
  • 📒 Total Dues Pending — sum of all outstanding khata balances
  • 🧾 Invoices This Month — saved invoices in current month
Below: Quick Actions, This Month summary, Top Pending Dues list, and Staff Today status.
✅ Clicking any stat card jumps directly to that module.
Q
What are Quick Actions?
+
Quick Actions are shortcut buttons on the Dashboard:
  • 📅 Mark Attendance — goes to Staff → Attendance
  • 💵 Add Today's Sale — goes to Sales and opens the add form
  • 📒 Customer Khata — goes to Khata tab
  • 🧾 New GST Invoice — goes to Invoice and starts a new one
📦

Stock Management

Track products, stock in/out movements, low stock alerts & Excel exports

Q
How do I add a product to stock?
+
Go to Stock tab → Click + Add Product. Fill in the details:
1
Product Name — required (e.g. Basmati Rice 5kg)
2
Category — Grocery, Electronics, Clothing, Medicine, etc.
3
HSN / SAC Code — optional, for GST reference
4
Unit — Nos, Kgs, Ltrs, Pack, Box, etc.
5
Purchase Price (cost) and Selling Price (MRP)
6
Opening Stock Qty — how many units you currently have
7
Min Stock Level — alert threshold (e.g. 10 = warn when below 10)
✅ The opening stock qty is automatically saved as the first "Stock In" movement in the history.
Q
How do I record stock received (purchase) or stock used/sold?
+
On any product card click + Stock In or − Stock Out:
  • 📦 Stock In — use when you receive new goods from supplier, restocking, or found extra stock during audit
  • 📤 Stock Out — use when goods are sold, used, damaged, or returned to supplier
In the entry form, enter:
  • Type (In / Out)
  • Quantity
  • Note / Reason (e.g. "Received from Raj Traders", "Damaged", "Sold to Ramu Store")
  • Date
Click Add. The product's current stock updates instantly and the movement is logged.
⚠ Stock Out will be blocked if the quantity entered exceeds current stock — stock cannot go below zero.
Q
What do the colour codes on product cards mean?
+
Each product card shows the current stock level in colour:
  • ✓ Green — In Stock — quantity is above the minimum level, all good
  • ⚠ Amber — Low Stock — quantity has fallen to or below the minimum level you set. Time to reorder!
  • ✕ Red — Out of Stock — quantity is zero. Product is unavailable.
Cards with low stock have a yellow border, out-of-stock cards have a red border — easy to spot at a glance.
✅ The Stock tab button in the navigation shows an orange badge with the count of low/out-of-stock products.
Q
How do I see only low stock or out-of-stock products?
+
At the top of the Stock tab, click the ⚠ Low / Out of Stock filter tab. It instantly shows only products that need attention.

You can also use the search bar to find products by name, category, or HSN code.
Q
What is the Profit Margin shown on each card?
+
When both Purchase Price and Selling Price are filled, the app automatically calculates and shows your gross profit margin %:

Margin = (Sell Price − Buy Price) ÷ Sell Price × 100

  • Green margin — 15% or above (healthy)
  • Amber margin — below 15% (thin margin, watch costs)
✅ Also shows Total Stock Value (current qty × purchase price) at the top of the Stock tab — useful to know how much money is locked in inventory.
Q
How do I export stock data to Excel?
+
There are two export buttons at the top of the Stock tab:
  • 📥 Export Excel — downloads a Stock_Report_DATE.csv file with:
    Product Name, Category, HSN, Unit, Purchase Price, Selling Price, Current Stock, Min Level, Stock Value (₹), Status (OK / Low Stock / Out of Stock)
  • 📋 Movements — downloads a Stock_Movements_DATE.csv file with:
    Complete in/out history for all products — Date, Product, Type, Quantity, Note — sorted newest first
Both files open directly in Excel, Google Sheets, or any spreadsheet app.
✅ Export stock reports monthly to keep a backup and track inventory trends over time.
Q
Can I view the full movement history of a product?
+
Yes. Click + Stock In or − Stock Out on any product card. The entry modal shows the last 12 movements for that product at the bottom — date, type (IN / OUT), quantity, and note.

For the complete history of all products, use Movements → Export CSV.
Q
Does stock reduce automatically when I create a GST invoice?
+
Currently, stock does not auto-deduct when you create a GST invoice — you record stock out manually by clicking − Stock Out on the product.

This is by design so you stay in full control — many shop owners sell items not yet in their product catalog, or sell loose quantities, or handle returns. Manual entry keeps it flexible.
✅ Best practice: at end of day, compare your Sales register with your Stock tab and record any Stock Out entries for items sold.
🔒

Data Safety & Storage

Everything you need to know about keeping your shop data safe

✅

Yes — your data is safe when you close the browser

The app saves all your data (invoices, staff, stock, khata, sales) in your browser's localStorage — a permanent storage area that survives closing, reopening, restarting your computer, or leaving for weeks.

Closing the browser does NOT delete your data. Opening the app next day will show everything exactly as you left it.

✅ Data stays SAFE when you...
  • 🔒 Close the browser and reopen next day
  • 💻 Restart or shut down your computer
  • 🌐 Browser gets updated automatically
  • 📅 Leave for days, weeks or months
  • 📶 Internet goes off (app works offline)
⚠ Data is LOST if you...
  • 🗑 Click "Clear browsing data" in browser
  • 🕵 Use Chrome Incognito / Firefox Private mode
  • 📱 Open on a different device
  • 🦊 Switch to a different browser (Chrome → Firefox)
  • 🔄 Reinstall Windows / reset your PC
Q
How do I protect my data from accidental loss? (Weekly Backup Guide)
+
The biggest real-world risk is accidentally clicking "Clear browsing data." Here's how to protect yourself:
1
Always use Regular Chrome or Edge — never Incognito / Private mode
2
Bookmark the app — so you always open the same browser
3
Export backup every week — takes 2 minutes, saves everything
4
Save backups to Google Drive or WhatsApp — so they're safe even if the computer is lost
Weekly backup checklist:
  • 🧾 Invoices → Invoice History → Export All
  • 📅 Attendance → Staff → Attendance → Export CSV
  • 💰 Salary → Staff → Salary → Export CSV
  • 💵 Sales/Expenses → Sales → Monthly Summary → Export CSV
  • 📦 Stock → Stock → Export Excel + Movements
✅ Store backups in a WhatsApp "Saved Messages" or Google Drive folder named "Shop Backup — Month Year".
Q
I accidentally cleared browser data — is my data gone?
+
Unfortunately, yes — localStorage data is permanently deleted when you clear browsing data and there is no way to recover it from the browser.

If you had taken CSV exports, you can re-import the data manually by re-entering it or keeping the CSVs as your reference records.

⚠ This is why weekly CSV exports are critical. Once cleared, there is no undo. Always save your export files to Google Drive or email them to yourself.
🚀
Want 100% Permanent Data — Cloud Backup?

Once you're comfortable with the app, Deinrim Solutionss can set up a premium version for your shop with:

🌐
Your Own Domain
e.g. sharmatraders.com
🗄
Real Database
Data never lost, ever
📱
Any Device
Phone, tablet, computer
🔄
Auto Sync
All staff, one account
Contact Deinrim Solutionss for Premium Setup
❓

General Questions

Common questions about the app

Q
Is this app free? Are there any hidden charges?
+
100% free. No subscription, no account, no hidden charges. All features are available without payment.

The app is provided by Deinrim Solutionss (P) Ltd as a business tool for Indian shop owners.
Q
Can I change my business name or logo after setup?
+
Yes. Click ⚙ Business Setup button at any time (top right). Update your details and click Save & Apply.

Changes apply immediately to the invoice header, all printed documents, and salary slips.
Q
Can I use this on my phone / mobile?
+
Yes. The app is fully responsive and works on smartphones and tablets. Open the URL in Chrome or Safari on your phone.

✅ On Android (Chrome): Menu → Add to Home Screen — works like an installed app icon.
Q
Can multiple people (staff) use the same app?
+
Yes, but on the same device and browser — since data is stored locally. Multiple people can use it on one shared computer or tablet.

If two people use different devices, their data won't sync (there is no cloud sync in this version).
Q
The app is not loading or showing an error — what to do?
+
Try these steps:
1
Hard refresh the page: Ctrl + Shift + R (Windows) or Cmd + Shift + R (Mac)
2
Clear browser cache and reload
3
Try a different browser (Chrome recommended)
4
Make sure JavaScript is enabled in your browser
⚠ If you clear browser data / site data, all saved records will be erased permanently. Export CSVs before clearing.
Q
How do I take a backup of all my data?
+
Export CSV from each module:
  • 🧾 Invoices — Invoice History → Export All
  • 📅 Attendance — Staff → Attendance → Export CSV
  • 💰 Salary — Staff → Salary → Export CSV
  • 💵 Sales/Expenses — Sales → Monthly Summary → Export CSV
  • 📦 Stock — Stock → Export Excel (product report) + Movements (full history)
Save these files in Google Drive, WhatsApp, or email to yourself monthly.
Built with ❤ by Deinrim Solutionss (P) Ltd  ·  Free for Indian shop owners  ·  All data stays on your device