TotalBiller User Manual

1. Introduction

TotalBiller is an all-in-one business management platform for retail and wholesale operations. It combines:

2. Login & access

Signing in

1. Open your TotalBiller URL provided by TBS after onboarding (there is no public self-serve demo).
2. Enter your email and password on the login screen.
3. Click Login. You are taken to the Dashboard or POS screen depending on your role.

Default installer logins (change immediately)

Forgot password

1. On the login page, click Forgot Password?
2. Enter your registered email address and submit.
3. Check your inbox for a reset link (SMTP must be configured under Settings → Email).
4. Open the link and set a new password on the Recover Password screen.

Logging out

Click your profile icon in the top-right header → Logout. Always log out on shared computers.

3. Navigation & layout

Main areas of the screen

Quick actions (+ button)

The orange + button in the header provides shortcuts (based on your permissions) to add:

• Sales Order
• Purchase Order
• Customer
• Supplier
• Product
• Expense

Business location

If your company has multiple branches, use the location dropdown in the header to switch context. Stock, sales and reports reflect the selected location.

Languages

TotalBiller supports multiple languages (English, Arabic, French, Spanish, Chinese, Japanese, Turkish, etc.). Change language from the header language selector — your preference is saved in the browser.

4. Users, roles & permissions

Access to menus and actions is controlled by roles and claims (permissions). A user only sees modules they are allowed to use.

Managing roles

Menu: Roles → List / Add New

1. Go to Roles → Add New.
2. Enter a role name (e.g. Cashier, Accountant, Store Manager).
3. Tick the permissions (claims) for each module — View, Add, Edit, Delete as applicable.
4. Save the role.

Managing users

Menu: Users → List / Add New / User Roles

1. Go to Users → Add New.
2. Fill in name, email, password and contact details.
3. Assign one or more roles under User Roles.
4. Assign business locations the user can access.
5. Save. The user can log in with their email and password.

5. Dashboard

The Dashboard gives a real-time snapshot of your business. Available widgets depend on your permissions.

Use the Dashboard daily to monitor cash flow, reorder stock and follow up on pending orders.

6. Point of Sale (POS)

Access POS from the menu or navigate to /pos. The POS screen is optimised for touch and barcode scanners.

Processing a sale

1. Select or search for customer (optional — walk-in customer can be used).
2. Add products by clicking product tiles, searching by name/SKU, or scanning a barcode.
3. Adjust quantity using + / − or by editing the qty field.
4. Apply discount (line or bill level) if permitted.
5. Review tax (GST) and total amount.
6. Click Pay / Charge and select payment mode: Cash, Card, UPI, Bank, or split payment.
7. Complete payment — print or email receipt.

POS features

• Hold bill — park a transaction and recall it later.
• Returns — process sales returns linked to original invoice where applicable.
• Barcode — use Products → Print Labels to generate barcodes for scanning.
• Stock deduction — inventory updates automatically on completed sale.

7. Products

Menu: Product

Add a new product

1. Go to Product → Add New.
2. Enter product name, SKU/code, barcode, category, brand, unit and tax (GST rate).
3. Set selling price, purchase price and opening stock if applicable.
4. Add product image and description (optional).
5. For variant products (size/colour), configure under Variants.
6. Save. Product appears in POS and sales orders.

Product sub-modules

8. Inventory & stock

Inventory list

Menu: Inventory — view current stock by product and location, stock value and movement history.

Stock transfer

Menu: Stock Transfer → Add New

1. Select source and destination business locations.
2. Add products and quantities to transfer.
3. Save and confirm — stock is deducted from source and added to destination.

Damaged stock

Menu: Damage Stock → Add New — record damaged or expired goods. Stock is reduced accordingly with a reason/note for audit.

9. Customers

Menu: Customer

Add a customer

1. Go to Customer → Add New.
2. Enter name, phone, email, billing/shipping address and GSTIN (for B2B).
3. Set credit limit and payment terms if applicable.
4. Save.

Pending payments

Menu: Customer → Pending Payment — lists customers with outstanding sales order balances. Use this to follow up collections and record payments against invoices.

Customer ledger

View transaction history, invoices and payments from the customer detail / ledger screen (permission: View Customer Ledgers).

10. Suppliers

Menu: Supplier

1. Go to Supplier → Add New.
2. Enter supplier name, contact, address and GSTIN.
3. Link to a customer record if the party acts as both customer and supplier.
4. Save — supplier is available in purchase orders and GST purchase registers.

11. Sales orders

Sales order request (quotation)

Menu: Sales Order Request — create quotations or internal requests before converting to a confirmed sales order.

Create a sales order

1. Go to Sales Order → Add New.
2. Select customer, order date and delivery/shipment details.
3. Add line items — product, qty, rate, discount, tax.
4. Review totals and save as Draft or Confirmed.
5. Record payments against the order (full or partial).
6. Print or email invoice from the order detail screen.

Sales order return

Menu: Sales Order → Sales Order Return — create a return against an existing sales order. Stock is added back and financial entries are reversed as per configuration.

Sales workflow summary

12. Purchase orders

Purchase order request

Menu: Purchase Order → Purchase Order Request — internal requisition before placing order with supplier.

Create a purchase order

1. Go to Purchase Order → Add New.
2. Select supplier, expected delivery date and location.
3. Add products, quantities, rates and tax.
4. Save and mark as Received when goods arrive — stock increases automatically.
5. Record supplier payments against the purchase order.

Purchase order return

Return goods to supplier via Purchase Order Return — reduces stock and adjusts payable amount.

13. Expenses

Menu: Expense

1. Go to Expense → Add New.
2. Select expense category, date, amount and payment account.
3. Add reference/bill number and tax if applicable.
4. Save — expense appears in reports and accounting.

Manage categories under Expense → Expense Category.

14. Accounting

Menu: Accounting

Setup (first time)

1. Create Financial Year (Accounting → Financial Year).
2. Review and configure Ledger Accounts (chart of accounts).
3. Post opening balances if migrating from another system.

Daily accounting

• Transactions — manual journal entries (debit/credit).
• Sales, purchases and expenses auto-post when configured.

Accounting reports

15. Payroll

Menu: Pay Roll

1. Go to Pay Roll → Add New.
2. Select employee, pay period and salary components.
3. Enter earnings, deductions and net pay.
4. Save and process payment.

View history under Pay Roll → List.

16. Loans

Menu: Loans

Track business loans — principal, interest, repayment schedule and outstanding balance. Add new loans under Loans → Add New.

17. Business reports

Menu: Reports

Using reports

1. Open the report from the Reports menu.
2. Set date range, location and filters.
3. Click Search / Generate.
4. Export to Excel or PDF where the export button is available.

18. GST reports & compliance

Menu: VAT Reports or Reports → VAT Reports

TotalBiller includes a full GST module for Indian tax compliance. Access requires GST permissions on your role.

VAT Dashboard

Overview of registration details, filing period, tax liability, input tax credit (ITC) and return status.

Returns & filing

Computation & analysis

• VAT Computation — output GST, input ITC, reversals, net payable
• Tax Analysis — breakup by rate, party, HSN and state
• Annual Computation — yearly sales, purchases and tax summary
• VAT Category Summary — HSN-wise quantity, taxable value and tax

Reconciliation

• Input VAT Reconciliation — match portal purchases with books
• Recoverable Input VAT — ITC eligibility and blocked credit
• Bills Receivable / Payable – GST — pending GST on customer/supplier bills

Registers & compliance

• VAT Voucher Register, Tax Register (CGST/SGST/IGST)
• Reverse Charge Report
• VAT Exception Reports (missing GSTIN, HSN, duplicate vouchers)
• E-Way Bill & E-Invoice reports (where integrated)
• VAT Audit Reports

Running a GST report

1. Go to VAT Reports hub or select a specific report from the menu.
2. Choose the financial year and month/period.
3. Click Generate to load data from your sales and purchase transactions.
4. Review tables and summaries; use Export JSON for GSTR-1/GSTR-3B portal filing where available.

19. Inquiries (CRM)

Menu: Inquiry

1. Add inquiries via Inquiry → Add New with contact details, source and status.
2. Track pipeline under Inquiry → List.
3. Configure Inquiry Status (New, Contacted, Won, Lost) and Inquiry Sources (Website, Walk-in, Referral).

20. Reminders

Menu: Reminder — create follow-up reminders for payments, deliveries or customer calls. View and manage under Reminder → List.

21. Email

Menu: Email

SMTP setup (required for password reset & notifications)

1. Go to Email → SMTP Settings.
2. Enter SMTP host, port, username, password and from-address.
3. Enable SSL/TLS as required by your email provider.
4. Save and send a test email.

Email Templates — customise templates for invoices, orders and notifications.

Send Email — manually send emails to customers or suppliers from the system.

22. Settings

Menu: Settings

Company profile setup

1. Go to Settings → Company Profile.
2. Enter legal business name, address, phone, email and GSTIN.
3. Upload your logo (appears on invoices; header uses TotalBiller branding).
4. Set default currency and tax name.
5. Save.

23. Logs & backup

Menu: Logs

• Login Audit — who logged in, when and from where
• Error Logs — system errors for troubleshooting
• Email Logs — sent email history and delivery status

Database backup

Menu: Settings → Database Backup — download a backup file. Store securely off-site. Contact TBS International for restore assistance on hosted subscriptions.

24. FAQ & troubleshooting

I cannot see a menu item

Your role does not have permission for that module. Ask your administrator to update your role claims under Roles.

GST report shows an error

• Confirm your role has GST report permissions.
• Ensure financial year and period are selected.
• Verify sales/purchase data exists for the period.
• Check that customer/supplier GSTIN and product VAT / item codes are filled in.
• Log out and log back in after permission changes.

POS product not found

Product may be inactive, out of stock, or not assigned to the current location. Check Product list and Inventory.

Wrong stock quantity

Review recent sales, purchases, returns, stock transfers and damage stock entries for the product and location.

Email / password reset not working

SMTP settings must be configured under Email → SMTP Settings. Check Email Logs for failure details.

How do I get support?

Contact TBS International at sales@tbsintl.net for hosted subscription support, onboarding and training.