# NegoBill V5 — the product manual (for agents and people) > Billing, stock, customers and GST for Indian shops — on the web, Android and iOS. A product of Heartinz Technologies Private Limited (https://heartinz.com), Coimbatore, Tamil Nadu, India. App: https://app.negobill.com. Site: https://negobill.com. Support: +91 77083 43523, support@heartinz.com. How to read this file: Part 1 is the manual, one chapter per module (where it is on the web, Android and iOS; plan and permission; screens; actions with steps per platform; rules; limits). Part 2 is every how-to guide. Vocabulary: NegoBill says "sale" for a bill; "dues" for what a customer owes; "buying price" not cost; "write off" not delete stock. Money is rupees (₹), dates read "03 Sep 2026". Data forms of the same content: https://negobill.com/manual/index.json · https://negobill.com/help/guides.json · https://negobill.com/facts.json · https://negobill.com/llms.txt --- # Part 1 — Manual # Getting started: account, business, stores and devices > How a NegoBill account is made and organised: one owner login creates one business with a main store and a billing profile; staff get their own logins; the plan and trials; one live device per platform; deletion with a 30-day grace. Applies on the web, Android and iOS. - Product: NegoBill V5 (https://negobill.com) · Module: ACCOUNT - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan - Permissions: Owner for account, plan and deletion; staff sign in with what they are given - How-to guides: https://negobill.com/help/sign-up, https://negobill.com/help/buy-a-plan, https://negobill.com/help/add-staff, https://negobill.com/help/staff-permissions - Updated: 2026-09-26 · Page: https://negobill.com/manual/getting-started · Markdown: https://negobill.com/manual/getting-started.md ## Where it is - **Web:** app.negobill.com → Get Started (register) or Sign in. Settings → Account (delete, reset), Settings → Billing & Plans, the profile menu (top right: profile, password, devices, Refresh, Reset app, version). - **Android and iOS:** the app's first screen is Sign in; "Start your free trial" registers. Settings (gear on Home) → Account (change password, delete account), Plan & Billing, Billing profile, Outlets, Modules, Staff Access, and the General / Customer / Product / Sales & Pre Sale / Stock / Report switch pages. ## Plan and permission Every plan. The owner alone buys plans, starts trials, edits the seller block, adds staff and outlets, resets or deletes the business. A staff login sees only what its permission groups allow (see the Staff chapter). ## What an account is - **One owner login makes one business.** Registration asks for the owner's name, business name, email, password, then verifies email and phone by one-time codes, then the trade kit (what kind of business) and the plan step. The business is created with a **main store**, a **billing profile** (the seller block printed on papers, GSTIN optional), the default **payment methods** (Cash, UPI, Bank transfer, Card) and the ledger accounts behind them. - **Business, store, billing profile.** The business holds everything. A store is where stock sits and sales happen: the main store, then outlets (Business and Pro) and vans (Van Sales add-on). A billing profile is the legal seller on the paper; Business allows two, Pro unlimited. Every document carries the business id; nothing is ever shared across businesses. - **Staff** are people the owner adds in Staff Access, each with their own phone number and password, scoped to a store or the whole business, with permission groups. A customer contact can be hired as staff. - **Trade kits** (Settings → Modules on the phones, Settings → Billing & Plans → Business type on the web) pre-select modules, vocabulary, extra fields and job types for a trade: general, mobile shop, and others. Shops switch fields on and off; they never author fields. ## Actions **Register (web, Android, iOS):** open Get Started / Start your free trial → name, business name, email, password → the emailed 6-digit code → the SMS code → choose the business kind → choose a plan to try (15 days free) → the dashboard. Prices are never shown before the plan step. In a test environment the code is 111000; on production the real code arrives by SMS or email. **Sign in:** email or phone + password. Enter on either box signs in. "Forgot password" sends a code and lets you set a new one. Signing in on a second device of the **same platform** (web, Android or iOS) signs the first out; web, Android and iOS can all be live at once. **Change password:** web profile menu → Change password; phones Settings → Account → Change password. Other devices are signed out; the current one stays. **Start a trial of a plan or add-on:** web Settings → Billing & Plans; phones Settings → Plan & Billing → the Trials section. Every plan and add-on can be tried once, 15 days, even while another trial runs. A trial of a higher plan on top of a paid plan ends back on the paid plan. **Buy a plan or add-on:** web Settings → Billing & Plans → Upgrade → choose plan → add-ons → order. Payment by UPI or bank transfer quoting the order number; the plan switches on when the payment is marked received; a GST invoice is issued. The phones show the plan, days left, history and invoices and start trials; purchase is completed from the web account. Downgrades are free and keep the paid year; outlets the smaller plan cannot hold go dark until it can. **Reset business data (web only):** Settings → Account → Reset business data. Wipes every sale, purchase, expense, receipt, ledger entry, stock batch, transfer, job card, recharge, product, service and contact; keeps the account, stores, billing profiles, staff logins, ledger accounts, payment methods, counters and units. In the first 30 days one code confirms it; after that both the SMS and the email code. **Delete the account (web, Android, iOS):** Settings → Account → Delete account → one 6-digit code by SMS or email → type the business name → confirm. The business is deactivated at once: staff, outlets, share links and AI connections stop; only the owner can sign in, to reactivate. After 30 days everything is purged. Page: negobill.com/account-deletetion. **Demo data:** an empty account is offered a sample shop (30 products, 14 contacts, 108 sales) with one click, and one click clears it again. ## Rules - No free plan. The smallest plan is Starter; everything can be tried free for 15 days, once. - Every date the app shows and every report range follows the store's clock, not the device. - A lapsed plan locks the account to Settings until renewed; data is never deleted for non-payment. - A door the plan lacks stays visible, marked with what unlocks it, and offers the trial; add-ons never appear in the menu until they are held. - Sign-out happens only when the server rejects the refresh token; no network never signs anyone out. ## Limits - Staff logins: Starter owner only; Plus 2; Business 10; Pro unlimited. Outlets: Business 1 included, Pro 2, more at ₹3,000 (Business) or ₹6,000 (Pro) a year each. Billing profiles: 1 / 1 / 2 / unlimited. - No sales-per-month limit; a high safety cap exists against runaway automation. --- # Sales: bills, tax invoices, payments, returns and pre-sales > How a sale is made in NegoBill on the web, Android and iOS: pick products by name, barcode or the model they fit, set quantity and price within the store's rules, name a customer or sell walk-in, take the payment or leave it as dues, print or share the bill. Bill Receipt vs Tax Invoice, discounts, change. - Product: NegoBill V5 (https://negobill.com) · Module: SALES - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan - Permissions: Sales & billing group: SALE:create, SALE:list, SALE:share, SALE:backdate; RETURN:create for returns - How-to guides: https://negobill.com/help/make-a-sale, https://negobill.com/help/print-a-bill, https://negobill.com/help/share-a-bill-on-whatsapp, https://negobill.com/help/record-a-payment, https://negobill.com/help/edit-or-cancel-a-sale, https://negobill.com/help/make-a-quotation - Updated: 2026-09-27 · Page: https://negobill.com/manual/sales · Markdown: https://negobill.com/manual/sales.md ## Where it is - **Web:** menu Selling → Sale (the billing screen), Sales list (every sale, search by number, customer, day), Pre Sale (Proforma, Estimation, Quotation boards). A sale opens from any list, report or contact. - **Android and iOS:** the Sale tab (New Sale), Find Sale on the Quick grid, Pre Sale under All Tools. Quick Sale (a shorter cart for vans) under All Tools when the Van Sales add-on is on. ## Plan and permission Every plan. Staff need the Sales & billing group; backdating a sale needs SALE:backdate; sharing a link needs SALE:share; returns need RETURN:create. Buying price and profit appear on the sale screen only for people with the Buying price & profit permission. ## Screens - **Sale (web):** one header row (customer box, document kind, date), the product search with the group filter on its left, the cart, the totals, Proceed. Every product pick opens the line modal (quantity, unit, price, batch, note, add-on options, the model it fits); the selected row edits price and quantity in place. Adders (a service line, a recharge line, From Sale / From Pre Sale) sit at the foot of the search sheet. - **Sale preview:** the paper, the icon rail (Print ▾, Share, Record payment, Edit, Return, Convert to invoice), the right panel with the sale's facts and payments. - **New Sale (phones):** customer bar (search or add a customer, dues shown on the chip), the cart, Add to cart sheet per product (quantity, note, add-ons, price when the store allows), Discount ₹ row, Charge (payment) → Sale done (print, share, new sale). ## Actions **Make a sale (all platforms):** search a product by any word of its name, its barcode, product code or a model it fits → the line modal / Add to cart → quantity, unit and price → repeat → name the customer or leave walk-in → Proceed (web) or Charge (phones) → the payment step: cash, UPI, card, bank, split, or Pay Later for a named customer → the paper step: print, share or done. Enter on the search box with a scanned code opens the exact-code product at once. **Choose the document kind:** Bill Receipt (a plain sale, outside GST reports) or Tax Invoice (in GSTR-1, with the CGST/SGST or IGST split from each product's tax rate). Settings → Sales & Pre Sale switches which kinds the store uses, whether bills print the tax columns, and whether a bill can later be converted to an invoice. **Price and discount:** a line sells at the product's sale price; when Settings → Sales → Modify sale price is on, the cashier may change it, never below the product's minimum sale price. Wholesale customers get the wholesale price. Overall discount (Settings → Sales) takes one amount off the bill and spreads it across lines so GST stays right. Unit packs (dozen, box) carry their own prices. **Take the payment:** any payment method, part payments, several methods on one sale. Cash tendered above the total records the change and where it went (given back, waived, kept as dues). A sale with a named customer and no payment typed is Pay Later: the amount becomes the customer's dues. A walk-in sale saves unpaid until the payment is recorded in the preview ("print first, collect, then record"). **Print or share:** Print ▾ lists the receipt and label printers of this PC (or the phone's Bluetooth printer) plus plain paper; the choice is remembered per PC. Share makes a public link to the bill and a ready WhatsApp text; the link's life follows Settings → Sales → Share link expiry. **Edit, return, convert (web preview; phones open the sale):** Edit re-opens the sale for changes; Return Sale makes a Sale Return (credit note) that puts the goods back into the exact batch at its cost and settles the money; Convert to Invoice turns a Bill Receipt into a Tax Invoice with a new number. A cancelled sale keeps its number and shows as cancelled; nothing is deleted. **Sale date:** today by default; a past day of this or the previous financial year with the backdate permission; the receipt keeps its own day. **Pre-sales:** Quotation, Estimate and Proforma Invoice are made on the same screen in Pre Sale mode: no stock moves, no money. A pre-sale converts into a sale ("From Pre Sale" on the sale screen copies its ticked lines). The phones make pre-sales under All Tools → Pre Sale. **From Sale:** copy the ticked lines of an earlier bill onto a new sale or pre-sale (repeat orders). **Preset (web):** in the item search, type a word of a preset's name and pick the preset row (marked Preset), or press Preset in the search sheet's foot and choose one. Every product and service in the preset lands as its own line, at today's price unless the preset fixed one; the customer sees the items, never the preset. Change quantities, prices, units or notes, or remove lines, exactly as for lines added by hand; the preset is not changed by that and the document keeps no link to it. Presets are made under Stock → Presets (Business and above; Presets permission group). ## Rules - The sale document is the source of truth: seller, store and customer are snapshotted into it; the paper is one read of it. - Every product pick opens the line modal; nothing is added silently. A service line carries its own MRP so a discount is printable. - The minimum sale price is absolute: no sale or pre-sale line goes under it. - Cost, landing cost and profit never print on a customer paper. - Numbers: Bill Receipt, Tax Invoice, Sale Return, Quotation, Estimate and Proforma each have their own series (Settings → Numbering). - "Sale" is the word; the stored status names may still say BILLED. Change is gross tender plus where it went, never netted off cash. ## Limits Up to 100 lines a sale from the assistant and the API; the screen has no fixed cap. Share links: 0 (never expires) to 365 days. --- # Products and stock: catalogue, prices, batches, write-offs, labels, imports > How products and stock work in NegoBill: a product carries name, prices, GST rate, HSN, unit and barcode; stock comes in as batches with buying price, MRP and expiry and sells oldest first; damaged stock is written off with a reason; labels print in millimetres; products and opening stock import from Excel. Web. - Product: NegoBill V5 (https://negobill.com) · Module: PRODUCTS - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan; units and packs and advanced buying price on Business and above; advanced minimum sale price on Pro - Permissions: Products & stock group: PRODUCT:manage, STOCK:add, STOCK_TRANSFER:*; Buying price & profit (COST:view) to see costs; REPORT:stock for the stock report - How-to guides: https://negobill.com/help/add-a-product, https://negobill.com/help/add-stock, https://negobill.com/help/print-barcode-labels, https://negobill.com/help/import-products, https://negobill.com/help/transfer-stock - Updated: 2026-09-27 · Page: https://negobill.com/manual/products-and-stock · Markdown: https://negobill.com/manual/products-and-stock.md ## Where it is - **Web:** Stock → Products (the list, Add products board, batches icon per row, labels, Organise into groups, Import), Services (service items), Stock Transfers. Settings → Product (switches) and Settings → Stock. - **Android and iOS:** Products on the Quick grid and All Tools: the list, search, a product's detail with Edit, Add stock and its batches; Stock transfers under All Tools. Settings → Product and Settings → Stock carry the same switches. ## Plan and permission Every plan. Staff need Products & stock to add or edit; Buying price & profit to see buying prices, landing cost and profit (off by default). ## Screens - **Products list:** search by any word in any order (a misspelt word falls back), the group filter, stock left per store, price, barcode; row actions: edit, batches, labels, add stock. - **Add products board (web):** the form stays open, Enter walks the boxes, Recently added is the confirmation, a row click edits. The destination group stands over the form. - **Batches (web modal, phone sheet):** every batch with batch number, buying price, MRP, sale price, quantity in and left, MFG/expiry when the switch is on; Write off on a batch. - **Organise products (web page):** file products into groups in bulk; drag a row onto a folder. - **Import (web page):** upload CSV or Excel, match headings to NegoBill columns (aliases learned), rows checked per row, 500 a chunk, partial success reported. ## Actions **Add a product:** name, sale price (GST included), MRP, unit, GST rate (0/5/12/18/28), HSN/SAC, barcode (scan, type or Generate a Code 128), optional buying price, wholesale price, minimum sale price, group, picture, search tag, the models it fits, product add-on options (ticked per sale line). A product with no stock added is untracked (a service, a made-to-order item). **Add stock:** on the product: quantity, buying price per unit, optional batch number, MFG and expiry dates (Settings → Stock switch), landing cost multiplier (switch). Adding stock to an untracked product switches tracking on. Outlets add stock directly only when Settings → Stock → Outlets may add stock directly is on; otherwise stock reaches them by transfer. **Sell from batches:** the store's stock mode is Batch by default: a sale takes from the oldest batch with stock unless a batch is chosen in the line modal, so old-MRP and new-MRP stock sell side by side with the right printed price. **Write off damaged or expired stock:** Products → batches → Write off: quantity, reason (Damaged, Expired, Count correction, Other), note. The batch keeps its history; the value leaves as the Stock adjustments expense at the batch's landing cost; Reports → Stock write-offs lists every adjustment with who, when and why. Nothing is deleted. **Units and packs (Business and above):** a primary unit plus packs (dozen, box) each with its own price; unit tiers may take a discount off their own MRP. **Buying price and minimum sale price:** buying price and minimum sale price can be entered as a % of MRP. Advanced buying price (Business/Pro, Settings) derives it from a supplier discount off MRP or a dealer price; advanced minimum sale price (Pro) is a margin above the buying price. **Barcode labels:** Products → labels: built-in and custom label sizes in exact millimetres, house Code 128, quantity per product, print to the label printer chosen on this PC (Windows utility or browser path) or from the phones to an M110-class Bluetooth label printer. **Groups:** one group tree for products, contacts and services; the group filter stands left of every product search; browse a group from the search box. **Import products / opening stock:** Products → Import: your own columns are matched to NegoBill's; opening stock lands per chunk; blank or 0 quantity means untracked. **Transfer stock:** Stock Transfers → New: from store, to store (outlet or van), lines with stock availability; the receiving side accepts. A van load wears the same grammar. ## Presets **What a preset is:** a named, reusable list of existing products and services with a default quantity, unit, an optional fixed price (blank = the price on the day) and a line note per item — for example "Static Website" (development, domain, hosting, email), "4 Camera CCTV Setup" (4 cameras, NVR, hard disk, 100 m cable, installation, configuration) or "Full Car Service". A preset is not a product, not a package and never sold as one line: picking it on a sale, quotation, estimate or proforma adds each item as an ordinary line, and the sale prices, taxes and stocks them as usual. Editing, archiving or deleting a preset later never touches a document already made from it. **Manage presets (web):** Stock → Presets: New preset → name, description, add products (search) and services (search), set quantity, unit, price and note per line, reorder, Save. Archive removes it from the Sale screen (restore any time); the value shown is for reference only. Business and Pro plans (Starter and Plus see the screen with the upgrade door). Needs the Presets permission group (Preset List to see the screen, Create / Edit Presets to change them); using a preset on a sale needs only the sale permission. ## Rules - Batch is the default stock mode for every store; batches always snapshot prices. - Product code (the manufacturer's model code), barcode (the shop's scan code) and fits (the models it fits) are three separate identifiers; the paper folds the fit into the line name ("Tempered glass for iPhone 15 Pro"). - Short name is stored but unused by design. Search keys: tag words first, punctuation splits, 40 words a product, no fuzzy matching. - Cost never prints on a customer paper; cost fields leave every answer for a person without Buying price & profit. ## Limits Product name up to 1,000 characters; fits list up to 100 models; imports 500 rows a chunk (files of 10,000 rows are normal); label sizes any millimetre box the printer can take. --- # Contacts: customers, suppliers, dues and statements > How NegoBill keeps customers and suppliers: one contact can be a customer, a supplier or both, wholesale is a setting on it, every credit sale adds to dues, payments settle the oldest bills first, a statement can be printed or shared on WhatsApp, and opening balances import from Excel. Web, Android and iOS. - Product: NegoBill V5 (https://negobill.com) · Module: CONTACTS - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan; the ledger statement from Plus - Permissions: Contacts & groups group: CONTACT:manage; Ledger & payments for statements and settlements - How-to guides: https://negobill.com/help/add-a-customer, https://negobill.com/help/record-a-payment, https://negobill.com/help/send-a-statement - Updated: 2026-09-26 · Page: https://negobill.com/manual/contacts · Markdown: https://negobill.com/manual/contacts.md ## Where it is - **Web:** Contacts in the top of the menu: the list sorted by what is owed (collections order), search by any word, the contact page (relationship: sales, receipts, statement, actions in the header), groups. - **Android and iOS:** the Contacts tab; a contact opens to its dues, sales and actions; the sale screen's customer bar searches and adds contacts in place. ## Plan and permission Every plan. Staff need Contacts & groups to add or edit; Ledger & payments to record money or read statements. ## What a contact is - A person or business with a name and/or a phone number (digits only, the country code from the store's country), optional business name, email, GSTIN, address with the state chosen from the list, a note, groups. - **Roles:** Customer, Supplier, or both. Staff is a third role added when a customer is hired. - **Wholesale** is a setting on the contact: wholesale customers get the wholesale price on sales. - **Dues:** every credit sale adds to the customer's dues; every receipt settles the oldest open bills first; the contact shows what is owed now, on the list and on every sale's customer chip. ## Actions **Add a contact:** Contacts → Add, or from any contact search ("+ New contact" at the foot, role preset from the surface, picked at once). A name or a phone is enough. **Record money received:** on the contact or on a sale: amount, payment method, note; against one bill or against the account oldest-first. Received cash / Paid cash beyond the bills stays on the contact as an advance or a payable; either can be voided. **Statement:** the ledger statement of the contact with a running balance (positive = they owe the shop, negative = the shop owes them); the detailed statement shows line notes; printed on A4 or shared. The payment-due box never splits across pages. **Opening balances:** Contacts → Import with an opening balance column: each becomes an Opening Balance document in the ledger (equity, not revenue); receipts and vouchers settle it oldest-first with real bills; duplicate rows say their balance did not land. **Groups:** the same tree as products; file contacts in bulk. ## Rules - Contact search matches any word of the name, nickname, business, trade or contact person; digits match a phone prefix. - A contact becomes staff by adding the Staff role; only an existing staff member is refused. - The contact list is a server search built for 50,000 contacts: paged, never listed whole. - "Ledger" and "statement" are the words; never "khata". ## Limits Name up to 300 characters, business name 500, note 300; imports 500 rows a chunk, tested at 10,000 rows. --- # Money: payment methods, receipts, Box Cash, ledger and expenses > How money moves in NegoBill: payment methods point at ledger accounts, receipts and vouchers are documents that can be voided but never edited, Box Cash counts each cash drawer against the book, expenses post from a paid-from account, and the double-entry ledger is written by the app, never by hand. Web. - Product: NegoBill V5 (https://negobill.com) · Module: LEDGER - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Box Cash and Expenses on every plan; Ledger & payments from Plus - Permissions: Ledger & payments: LEDGER:view, LEDGER:settle; Box Cash: BOXCASH:view, BOXCASH:count, BOXCASH:move; Expenses: EXPENSE:create, EXPENSE:list - How-to guides: https://negobill.com/help/record-a-payment, https://negobill.com/help/count-the-cash-box, https://negobill.com/help/record-an-expense, https://negobill.com/help/pay-a-supplier - Updated: 2026-09-26 · Page: https://negobill.com/manual/money · Markdown: https://negobill.com/manual/money.md ## Where it is - **Web:** Money → Box Cash, Ledger (one account or the whole store, journal, statements, accounts), Expenses. Settings → Payment methods and Settings → Counters. - **Android and iOS:** Box Cash and Expenses on Home and All Tools; payments are recorded on the sale and on the contact. ## Plan and permission Box Cash and Expenses are in Starter. The ledger, supplier payments, refunds and vouchers need Plus. Staff permissions per group as above; Reset wallet balance and Buying price & profit are separate keys. ## Concepts - **Accounts:** cash boxes, banks, UPI, wallets, expense categories, the system accounts (sales, GST, stock, customer and supplier balances). "Add account", never "add bank". - **Payment methods:** Cash, UPI, Bank transfer, Card by default; each points at an account; more can be added; a method can be switched off (hidden from every pay surface, kept in history). - **Documents:** Receipt (money received), Payment Voucher (money paid), Refund, Cash / Bank Move, Expense, Opening Balance. Each has its own number series. A document is voided by a reversing entry, never edited. - **Journal:** every sale, receipt, change, purchase, expense and write-off posts entries in the order it happened; every entry names the documents it came from; the whole-store ledger proves assets = liabilities + equity. ## Actions **Record a payment received:** on a sale (Record payment in the preview, Charge on the phone) or on the contact: amount, method, allocation to bills oldest-first, note. Part payments allowed; a receipt can settle several bills. **Pay a supplier / refund a customer:** Ledger → the contact → Pay / Refund: a Payment Voucher or Refund against purchase bills or dues. **Received cash / Paid cash:** money beyond the bills stays on the contact (an advance, a payable) and can be voided. **Box Cash:** each cash box's day book from the ledger: opening, in, out, expected now; **Count** records the physical count as evidence (readings kept, the picked one compared); cash over or short is a figure. Cash in / cash out needs a counterpart account. Every plan. **Expenses:** Expenses → Add: title (learned suggestions), category (a new one can be made in place), amount, paid from (cash box first), day, note; cancel by reversal; the day list totals. On the phones the same form under Expenses. **Cash / Bank move:** move money between accounts (drawer to bank). ## Rules - Money is never edited: every correction is a new document that reverses the old one. - Change is gross tender plus where it went; waived change never prints; SALE_CHANGE is its own entry type. - Recharge wallets are an approximate mirror of the operator: top-ups owe the agent's company, the operator owns the deduction. - Expense categories and money accounts come from the Expenses module's own routes, so Starter shops see them without the ledger. ## Limits No limit on accounts or methods. Cash counts are evidence, not transactions, and never change a balance. --- # Purchases and reports: buying stock, GSTR-1, sale, stock and write-off reports > How NegoBill records a purchase from a supplier with its stock batches and payment, and how the reports work: Sale report with profit at sale time, Stock report, Product report, Service Done By, Stock write-offs, and GSTR-1 with JSON export for the GST portal. Reports build only on Generate. Web. - Product: NegoBill V5 (https://negobill.com) · Module: REPORTS - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Purchases from Plus; Sale report on every plan; every report from Plus - Permissions: Purchases: PURCHASE:create, PURCHASE:list; Reports: REPORT:stock, REPORT:product, REPORT:service, REPORT:gstr1; Buying price & profit for cost and profit columns - How-to guides: https://negobill.com/help/record-a-purchase, https://negobill.com/help/pay-a-supplier, https://negobill.com/help/gstr1-report, https://negobill.com/help/sale-report - Updated: 2026-09-27 · Page: https://negobill.com/manual/purchases-and-reports · Markdown: https://negobill.com/manual/purchases-and-reports.md ## Where it is - **Web:** Stock → Purchases (the board and New purchase); Business → Reports (tabs: Day report, Sales, Stock, Products, Services, Stock write-offs, GSTR-1). The Day report is one day, generated on demand: sales (bills and tax invoices, GST, collected, still due, cancelled, returns), money in by payment method, money out (expenses with the biggest five, supplier payments, refunds), the net, purchases and what is still payable, new customers and suppliers, the five best-selling items; profit only for those who may see cost. The assistant's day_report tool reads the same figures. - **Android and iOS:** Purchases under All Tools; Today's Overview on Home (total sales, alerts, box cash, expenses) refreshed at launch, every 10 minutes and on pull-down; full reports are on the web. ## Purchases **Record a purchase:** New purchase → supplier (search or add), supplier bill number and date, lines: product, quantity, buying price, MRP, sale price, batch number, MFG/expiry; the landing cost multiplier when the switch is on; totals with GST; payment now or later. Stock lands as batches at the store; the supplier's balance grows until paid (Ledger → Pay). A purchase prints on A4. **Set sale prices from a purchase:** open the purchase on the Purchases board → Set sale prices → margin percent and the rounding step (whole rupees, ₹5, ₹10, the paisa) → Set prices. Every product on the bill gets sale price = its buying cost on that bill (extra charges spread in) + the margin, rounded up; the MRP rises only where it was below the new price; the bill's own batches take the same printed prices. The answer lists each product with its cost, old and new price; a product whose minimum-price rule is above the new price is skipped and named. The purchase document itself never changes: a wrong purchase is voided and entered again. The assistant does the same with reprice_purchase. ## Reports - **Sale report:** every sale in a range with taxable value, GST, paid and due per bill, sale-time cost (the consumed batches' landing cost) and profit; returns at the exact restocked batch cost; filter Bills / Tax invoices; opens on today; CSV. - **Stock report:** quantity, value at buying price and nearest expiry per product and store; low stock. - **Product report:** what sold, how much, when. - **Service Done By:** per-staff service lines (switch in Settings → Report). - **Stock write-offs:** every stock adjustment with product, batch, quantity, reason, note, who, when; cost columns only with Buying price & profit. - **GSTR-1:** tax invoices grouped as the portal wants them (B2B, B2C, HSN summaries) for a month; JSON export in the offline-tool format (Plus and above). ## Rules - A report builds only when Generate is pressed; changing a tab or a filter never fires a query. - Profit percent is a share of the sale price; the words are "buying price" and "profit", never landing cost or margin in the interface. - Cost and profit columns are stripped for anyone without Buying price & profit. - Bill Receipts stay out of GSTR-1; only Tax Invoices are in it. ## Limits Report ranges are any dates within the store's financial years; CSV downloads the built table. --- # Printing: papers, templates, printers on Windows, Chromebook, Mac and the phones > How NegoBill prints: A4, half A4, 2-inch and 3-inch receipts and barcode labels from 14 templates with logo and signature; on Windows the free Print Utility drives any ESC/POS, TSPL or ZPL printer without a driver; on Chromebook, Mac. - Product: NegoBill V5 (https://negobill.com) · Module: PRINTING - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan; invoice templates, bill colours (ready or your own) and half A4 from Plus; Starter prints the default colour; bills without the 'Powered by NegoBill' line on Pro - Permissions: Anyone who can open the sale can print it; Settings → Print and Printers are owner/Settings pages - How-to guides: https://negobill.com/help/set-up-a-printer, https://negobill.com/help/print-from-a-chromebook, https://negobill.com/help/print-a-bill, https://negobill.com/help/print-barcode-labels - Updated: 2026-09-26 · Page: https://negobill.com/manual/printing · Markdown: https://negobill.com/manual/printing.md ## Where it is - **Web:** Print ▾ on every sale preview, label printing on the product list; Settings → Print settings (templates, logo, signature, receipt options), Settings → Printers (the wizard for this PC), Settings → Barcode Labels (label stocks). - **Android and iOS:** Print on the sale and on Sale done (Bluetooth receipt printer; iOS also Print on A4 via AirPrint and Share as PDF); labels from a product on the phones to a Bluetooth label printer. ## Papers and templates A4 invoices (Professional GST, Essential, Structured, Commercial, Service, Legend Executive, Prime), half-A4 (Retail, Standard Receipt, Compact, Classic, Premium), thermal (Basic, Modern), credit notes, purchase, stock transfer, job card (A4 and 2-inch). Half A4 rides a plain A4 portrait page with a 155 mm bottom margin so two bills share a sheet. Templates take the logo and signature prepared on upload (trimmed, signature turned to black ink) and never print a cost. Customer dues can be printed on a receipt per print. Every template has Test print. ## Printers **Windows — the NegoBill Print Utility (free):** installed once per PC from Settings → Printers; speaks ESC/POS, TSPL, ZPL and EPL over USB, network (IP), COM and the Windows spooler; rasterises the bill exactly; a receipt printer and a label printer per PC; the PC's choices are kept machine-wide; "Printers on this PC" needs no permission. **Chromebook, Mac, Linux, Android Chrome — the browser itself:** Settings → Printers → Connect a printer: Web Bluetooth (BLE receipt and label printers, silent), Web Serial, and WebUSB on Mac/Linux. Same wizard, same raster, same bytes as the utility; profiles kept per browser. Chrome OS never lets a website open a USB printer: on a Chromebook a USB printer is added in Chrome OS Print and scan and prints through the Chrome print dialog ("Plain paper · print dialog" under Print ▾); Bluetooth is the silent path. LAN (IP) printers and classic Bluetooth SPP are not reachable from a browser. **Phones:** Android and iOS print receipts on Bluetooth ESC/POS printers (Android pairs classic or BLE; iOS BLE only, with the common service ids), labels on M110-class Bluetooth label printers; the last printer is remembered. iOS also prints A4 by AirPrint and shares the bill as PDF. ## Actions **Set up a printer (web):** Settings → Printers → the self-guided stepper: Windows installs the utility, other systems connect through the browser → pick the printer and its language (a test identifies it) → paper width → Test print → choose it as the receipt or label printer of this PC. **Print a bill:** Print ▾ → the printer (or plain paper / print dialog) → it prints once per click. Printing follows the PC, not the login. **Print labels:** Products → labels → stock size, quantity per product → the label printer of this PC; a page is one row of the roll. ## Rules - One printers page, self-guided; explanations behind the 💡 tip icon. - Never print cost, landing cost or profit on any customer paper. - Logos on browser-rastered papers need the media bucket's CORS for the app origin; a blocked image is dropped and the bill still prints. - Device-path failures are reported in words, never a silent fall-through to the print dialog. ## Limits Receipt widths 2-inch (58 mm) and 3-inch (80 mm); label sizes any millimetre box the printer accepts; the utility is Windows-only, the browser path everywhere else. --- # Staff, outlets and vans: logins, permissions, more shops, sales on the road > How NegoBill runs more people and more places: staff logins with permission groups and single-action blocks, one device per platform, outlets under one account with stock transfers, and vans that load from a store, bill on the road and take back unsold goods. Web, Android and iOS. - Product: NegoBill V5 (https://negobill.com) · Module: STAFF - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Staff from Plus; outlets on Business (1 included) and Pro (2 included), more at ₹3,000 or ₹6,000 a year each; Van Sales add-on ₹1,499 a year - Permissions: Staff management: STAFF:manage; Stock transfers: STOCK_TRANSFER:create, accept, list; Vans group - How-to guides: https://negobill.com/help/add-staff, https://negobill.com/help/staff-permissions, https://negobill.com/help/add-an-outlet, https://negobill.com/help/transfer-stock, https://negobill.com/help/load-a-van - Updated: 2026-09-26 · Page: https://negobill.com/manual/staff-outlets-vans · Markdown: https://negobill.com/manual/staff-outlets-vans.md ## Where it is - **Web:** Settings → Staff Access (one person gets the whole width: details, store scope, permission groups, blocked keys, devices); Settings → Outlets; Stock → Stock Transfers and Vans. - **Android and iOS:** Settings → Staff Access; Settings → Outlets; Stock transfers and Vans under All Tools; Quick Sale for the van driver. ## Staff - Each staff member signs in with their own phone number and password; a customer can be hired as staff. - **Permission groups** (switch on per person): Sales & billing, Products & stock, Contacts & groups, Purchases, Expenses, Ledger & payments, Box Cash, Reports, Counters, Job cards, Recharge, Projects, Proposals, Vans, Settings, Staff management, API Access, AI assistant, Buying price & profit. Inside a group single keys can be blocked (for example RECHARGE:reset starts blocked). Buying price & profit is off by default: without it cost and profit never appear. - **Scope:** the whole business, or one store (an outlet operator sees that store only). The owner acting inside an outlet is its admin. - **Devices:** one live session per platform (web, Android, iOS); a new sign-in on the same platform signs the old one out and says so. The owner can sign out other devices from the profile. - The main account is shown in Staff Access but managed only by the owner. ## Outlets - New Outlet (Settings → Outlets) makes another shop under the account, with its own stock and counters; a store operator's login is scoped to it. Outlets share the business's products and contacts. Each outlet gets its own billing profile when it is made (or shares an existing one), and can carry 2 more profiles on Business and 5 more on Pro. - Stock reaches an outlet by **Stock Transfer** (from store, to store, lines with availability; accepted by the receiver) unless Settings → Stock → Outlets may add stock directly is on. - An outlet the plan cannot hold goes dark (every module off with the reason shown) until the plan can; owners can still leave it and buy. ## Vans - A van is a place inside its store (main or outlet), born in the Vans module, never in Settings. **Load** moves store batches onto the van (a load can be corrected, lands on "On board"); the driver **sells** from the van on Android (Quick Sale, the van's device), with billing location and a route map; **Take back** returns what is unsold to the store, only ever growing. - The counter sells the floor: what is on a van is named, never offered to the shop's sale screen. - Add van staff from the Vans module with the van's access already on. ## Rules - Backend enforces every permission regardless of what a menu shows; the menu only hides what no group allows. - Vans follow the outlet facility (the Van Sales add-on); they never take an outlet seat. - Staff limits: Plus 2, Business 10, Pro unlimited; Starter is owner only. --- # Add-ons: Job Cards, Recharge, Projects, Proposals, API Access > What each NegoBill add-on does and where it lives: Job Cards for repairs, Recharge from operator wallets, Projects that connect a customer's documents, Proposals with estimates and instalments, API Access for a shop's own software. Prices a year; 15-day trials. The NegoBill Assistant now comes with every plan. - Product: NegoBill V5 (https://negobill.com) · Module: ADDONS - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Job Cards ₹299, Recharge ₹299, Projects ₹399 (included in Pro), Van Sales ₹1,499, Proposals ₹1,500, API Access ₹299 (Plus+), a year each - Permissions: Each add-on is its own permission group: Job cards, Recharge, Projects, Proposals, API Access - How-to guides: https://negobill.com/help/open-a-job-card, https://negobill.com/help/do-a-recharge, https://negobill.com/help/start-a-project, https://negobill.com/help/send-a-proposal, https://negobill.com/help/connect-claude - Updated: 2026-10-01 · Page: https://negobill.com/manual/add-ons · Markdown: https://negobill.com/manual/add-ons.md ## Where they are Add-ons never appear in the menu until held (or on trial). Once on: web Selling → Job Cards, Recharge, Projects, Proposals; Settings → API Access. Phones: Job Cards and Recharge on the Quick grid and All Tools; Projects and Proposals are web. ## Job Cards A job card is a repair or service job: intake (customer, item, problem, photos), a job type with its spec template (shipped by the trade kit), tasks with amounts that make the estimate, advances (the button always works; without a customer it asks for one first), status updates, outcomes (Can't be done, Call the customer, Returned), delivery. The bill is made on New Sale with the card's lines loaded; red problem lines block Proceed. Papers: Job Card A4 and 2-inch receipt. Both phones follow V1's job card list and status flow. ## Recharge Operator wallets (Airtel, Jio, DTH…) with a mirror balance: Top-up (owes the agent's company, with a bonus rule) and Reset. A recharge is sold as a service line on the sale screen and debits the wallet at save; the operator owns the deduction; a discount rule per operator. Phones: Wallets → wallet detail; recharge sold from the sale screen. ## Projects A project connects one customer's sales, pre-sales, receipts and expenses; choose or create a project from the sale screen; progress and money per project. ₹399 a year, free in Pro. ## Proposals A letter on the letterhead, scope, estimates with alternatives, a payment schedule and terms; versions on Send; Accept freezes it; instalments as customer advances. ₹1,500 a year. ## API Access api.negobill.com/v1 with API keys (Basic auth), 7 scopes, idempotency keys and rate limits: sales, contacts, products, payments, me. OpenAPI at api.negobill.com/openapi.json, docs at api.negobill.com/docs. ₹299 a year on Plus and above. ## NegoBill Assistant No longer an add-on: since 1 October 2026 it comes with every plan from Starter, and what it can reach follows the plan and the signed-in person's permissions. Menu → Business → NegoBill Assistant is open on every plan. Details in the Assistant chapter. ## Rules - Every add-on has its own 15-day trial, once, even while another trial runs. - A shut door says the price and offers the trial; nothing plan-locked is hidden. - Recharge is not a service suggestion; it is its own line kind. --- # Settings: every page and switch > Every NegoBill settings page and what each switch does: Store (Billing profile, Outlets, Modules, Staff Access, Payment methods, Counters, Numbering, Print settings, Printers, Barcode labels), General settings (Billing & Plans, API Access, Proposals, Account) and the switch pages General, Customer. - Product: NegoBill V5 (https://negobill.com) · Module: SETTINGS - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan; some pages name the plan that unlocks them - Permissions: Settings group: SETTINGS:manage; owner-only pages: Billing & Plans, Account, API Access, Staff Access, Outlets - How-to guides: https://negobill.com/help/set-up-a-printer, https://negobill.com/help/staff-permissions, https://negobill.com/help/buy-a-plan - Updated: 2026-09-26 · Page: https://negobill.com/manual/settings · Markdown: https://negobill.com/manual/settings.md ## Where it is - **Web:** Business → Settings: the left list in three groups. Each screen's header also carries its own gear that jumps to its settings. - **Android and iOS:** the gear on Home → Settings: Account · Store (Plan & Billing, Billing profile, Outlets, Modules, Staff Access) · Settings (General, Customer, Product, Sales & Pre Sale, Stock, Report). Owner-only pages are read-only for staff. ## Store - **Billing profile:** the seller block on every paper: legal name, GSTIN (the first two digits fix the state; the state is always a list, never typed), address, district, PIN, phone, email, logo and signature (web), bank details for the paper. Every store, the main store and each outlet, has its own billing profile on every plan (or shares one); on top, each store can carry 2 more profiles on Business and 5 more on Pro. "Billing as" picks the profile. - **Business type:** shown on Billing & Plans beside the plan (Change unfolds the kits): the trade kit sets which modules, vocabulary, extra fields and job types are on; extra fields are switched on or off per shop, never authored. - **Outlets:** new outlet, its staff and its stock rule. - **Modules:** switch modules on or off for the business and per store within the plan's ceiling. - **Staff Access:** people, scope, permission groups, blocked keys, devices. - **Payment methods:** the methods every pay surface lists, each tied to an account; on/off; defaults Cash, UPI, Bank transfer, Card. - **Counters:** each billing PC as a counter with its own cash drawer and shifts. Business has 2 counters in each store, Pro has no limit; Starter and Plus have none (the print utility and the PC list still work). - **Numbering:** for every series (Bill Receipt, Tax Invoice, Sale Return, Quotation, Estimate, Proforma Invoice, Receipt, Payment Voucher, Refund, Cash / Bank Move, Expense, Opening Balance, Purchase, Job Card, Stock Transfer, Project): the pattern with tokens (prefix, year, month, counter), the restart rule (never, yearly, monthly, per financial year) and the next number, which only ever moves up. - **Print settings:** template per paper kind, logo, signature, receipt width, what prints (GST columns, dues, terms), Test print. - **Printers:** this PC's or browser's printers (see the Printing chapter). **Barcode Labels:** label stocks and custom sizes. ## General settings - **Billing & Plans:** the plan in force, days left, trials, upgrade, add-ons, orders and invoices (phones: Plan & Billing). - **API Access:** keys and scopes (add-on). **Proposals:** letterhead and terms (add-on). - **Account:** Reset business data; Delete account (one code, typed business name, 30-day grace). Phones: Change password and Delete account. ## Switch pages - **General:** Product image (pictures in billing and lists). - **Customer:** Reference number on every customer. - **Product:** Primary image; Search tag; Short name (stored, unused); Minimum sale price (a floor cashiers cannot go under); Fits (compatible models); Product code; advanced buying price (Business/Pro) and advanced minimum sale price (Pro). - **Sales & Pre Sale:** Customer mandatory; Modify sale price; Remark on sale; Convert bill to invoice; Overall discount; Barcode scan box; Offer price on a line; document kinds Bill (and Show tax information) and Invoice; Share link expiry (days, 0 = never). - **Stock:** Landing cost multiplier; Manufacturing and expiry dates (batches carry MFG/EXP, expiry alerts follow); Outlets may add stock directly; stock mode (Batch by default). - **Report:** Service Done By report (and the "done by" pick on service lines). ## Rules - Settings pages are short forms; explanations live behind the 💡 tip icon; setups are self-guided steppers. - A setup card on the dashboard goes quiet as soon as the setting is answered anywhere. - Sensitive keys (Reset wallet balance) start blocked for staff; the owner switches them per person. --- # The Android and iOS apps: what is on the phone and where > What the NegoBill phone apps contain and how they differ from the web: Home with Today's Overview and the Quick grid, the Sale tab, Contacts, All Tools with every module's door, Settings with Account, Plan & Billing, Billing profile and the switch pages; Bluetooth printing; what stays on the web. - Product: NegoBill V5 (https://negobill.com) · Module: PHONES - Platforms: Android app, iOS app - Plans: Every plan - Permissions: The same permissions as the web; owner-only pages are read-only for staff - How-to guides: https://negobill.com/help/sign-up, https://negobill.com/help/make-a-sale, https://negobill.com/help/print-a-bill, https://negobill.com/help/add-stock - Updated: 2026-09-26 · Page: https://negobill.com/manual/phones · Markdown: https://negobill.com/manual/phones.md ## Shape of the app - **Home:** the business name and store chip, the plan line ("Starter trial · 15 days left"), Today's Overview (Total sales, Alerts, Box Cash, Expenses; read at launch, kept 10 minutes, pull-down refreshes), the Quick grid (New Sale, Find Sale, Products, Purchase, Contacts, plus the modules you pin). - **Sale tab:** New Sale with the customer bar, the cart, Add to cart per product (quantity, note, add-on options, price when the store allows), Discount ₹, Charge → Sale done (Print, Share, New sale). - **Contacts tab:** the list with dues, search, add; a contact's dues, sales and money. - **All Tools:** a permanent door for every module: New Sale, Find Sale, Pre Sale (Quotation, Estimate, Proforma), Products, Purchases, Stock transfers, Job Cards, Recharge, Box Cash, Expenses, Contacts, Quick Sale (vans), Alerts. Plan-locked modules are shown with a tag and the trial. - **Settings (gear on Home):** Account (change password, delete account) · Store: Plan & Billing (plan, days left, trials, add-ons, history, invoices), Billing profile (the seller block, editable by the owner), Outlets, Modules, Staff Access · Settings: General, Customer, Product, Sales & Pre Sale, Stock, Report switch pages. The profile menu on Home switches theme, store, billing profile and signs out. ## Differences from the web - Android follows the V1 Flutter grammar (cards, tint boxes, the V1 sale list card); iOS follows Apple's Human Interface Guidelines with SF Symbols and glass buttons. Same data, same rules. - Printing: Bluetooth receipt printers (Android classic or BLE; iOS BLE), M110-class Bluetooth label printers; iOS also AirPrint A4 and Share as PDF. No print utility on phones. - Reports: Today's Overview and per-contact figures on the phone; full reports, GSTR-1, imports, numbering, print templates, logo and signature upload, Proposals and Projects are on the web at app.negobill.com with the same login. - Registration on the phone runs the same door: name, business, email, password, email code, SMS code, the business kind, the plan to try. ## Rules - One live session per platform: signing in on a second Android phone signs the first out; the web and iOS stay signed in. - Phone state loads once at launch: the Quick grid rides the boot; Today's Overview has a 10-minute life; pull-down or relaunch forces a refresh. - A door a phone-only user needs mid-flow never dead-ends on "use the web": a sale is made, printed, shared and collected on the phone. ## Limits Android 8 and newer (Play package com.heartinz.negobill); iOS 16 and newer; store data lives on the server, the phone keeps only its session and the last printer. --- # The NegoBill Assistant: Claude and ChatGPT connected to a shop > How the NegoBill Assistant works: a remote MCP server at mcp.negobill.com/mcp for Claude, ChatGPT and any MCP client, OAuth on NegoBill's own sign-in page; 35 tools that read the shop and, after a yes, make a sale or supplier bill, edit many products or price a bill at cost plus margin. - Product: NegoBill V5 (https://negobill.com) · Module: ASSISTANT - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Included in every plan from Starter; the tools follow the plan (purchases, statements, receipts and low stock from Plus; presets from Business) - Permissions: AI assistant group to connect; every tool re-checks the person's own permissions on each call - How-to guides: https://negobill.com/help/connect-claude - Updated: 2026-10-01 · Page: https://negobill.com/manual/assistant · Markdown: https://negobill.com/manual/assistant.md ## Connect 1. NegoBill web → Menu → Business → NegoBill Assistant, open on every plan. The page lists the tools open to this login and shows the ones a higher plan opens with a lock and the plan name. The address shown is https://mcp.negobill.com/mcp. 2. Claude: Settings → Connectors → Add custom connector → the address → Connect. ChatGPT: the NegoBill plugin from the directory once listed, or Settings → Plugins → Create app (Developer mode) with the address and OAuth. 3. The NegoBill sign-in page opens: email or phone and password (no code is asked), choose the store, Allow. The AI app never sees the password. Connections are listed on the same NegoBill Assistant page with Switch off. ## Tools Reads (no confirmation needed): business_info · day_report (one day: sales, GST, collected, due, money in by method, expenses, supplier payments, purchases, new contacts, top items; cost and profit only for those who may see cost) · find_products · find_products_by_barcodes (a list of barcodes, up to 500, in one call) · find_products_by_names (a list of names → EXACT, SIMILAR with candidates, or NONE — the check before a purchase or an add) · get_product · low_stock · find_contacts · contact_summary · contact_statement · sales_summary · list_sales · find_sale (a sale from memory: customer name or phone, a word of an item, the rough amount, days, how it was paid, part of the number, a note — every piece must match) · get_sale · list_receipts · list_purchases · share_sale. Writes (the assistant shows what will be recorded and waits for a yes): create_sale (with its payment) · create_quotation · create_purchase (a supplier's bill: lines by product id, barcode or exact name, unit cost, batch, expiry, printed prices, extra charges; the supplier by id, phone or name, created if unknown; stock in, amount payable) · record_payment · add_contact · add_product · update_product · add_stock. Bulk writes (one call, up to 500 rows, a verdict per row — used whenever two or more items are added or changed, never a loop of single calls): add_products · add_contacts · add_stock_bulk · update_products (up to 200 rows: sale price, MRP, wholesale price, GST, HSN, barcode, product code, fits, unit) · reprice_purchase (every product on a supplier bill: sale price = buying cost on that bill + a margin percent, rounded up to whole rupees, ₹5 or ₹10; MRP raised only where it was below; the bill itself does not change). A connection that still loops is paced at 120 tool calls a minute and told which bulk tool to use. Suggestions: suggest_capability — when a person asks for something no tool does, the assistant says so, names the nearest way in the app, and files what was asked and what a tool would need to do (the scenario only, never a customer's name, phone or amount; phones and emails are scrubbed on the server). NegoBill reviews these by how many shops asked; voids, refunds, deletes, settings, staff and plans are kept in the app on purpose and are marked so at once. What is listed follows the plan and the person. On Starter: sales, products, stock, contacts, the day report and payments on sales. From Plus: purchases and supplier bills (create_purchase, list_purchases, reprice_purchase), the contact ledger statement (contact_statement), the receipts list (list_receipts) and low stock (low_stock). From Business: presets (find_presets). A tool outside the plan or the person's permissions is simply not listed; business_info tells the AI what is closed and which plan opens it. Every tool carries readOnly / destructive / openWorld hints and an output schema; money comes back as "₹1,250.00", dates as YYYY-MM-DD in the store's timezone. Forms in the chat: sale_form, product_form and contact_form — for every sale, and for one product, customer or supplier said in conversation, the assistant opens NegoBill's own Add-a-product form inside the chat (Claude, ChatGPT, VS Code and other apps that show pages), prefilled with what was said — so the person sees the name and the number the assistant heard before anything is saved. A sale is never made from the chat without its preview: the date, the customer, every line with quantity and price, the total, and only the store's switched-on payment methods (or Pay later) to choose from; ✓ Create sale in the preview is what makes the bill. The form checks the name, barcode or phone against what the shop already has, shows the match, and only the ✓ Add click creates the record — through the same connection, permission and pacing as every other call. The page holds no token and never talks to NegoBill directly. An app that cannot show pages gets the details as text and the assistant asks for a yes before create_sale, add_product or add_contact. ## Skills Five skills ride with the connector (Agent Skills over MCP): sell-and-quote, stock-and-purchases, money-and-dues, find-and-report, setup-and-bulk. A skill is a short written workflow — which tools to call in what order, what to check before a write, what to confirm, how to read the result out — and each carries the house rules (rupees, store dates, confirm first, one call for many items, a preset is never a line, file what NegoBill cannot do). ChatGPT imports them into the plugin when it is submitted and shows them as chips on the plugin page; a Claude host that speaks the skills extension loads them live from mcp.negobill.com. Together the five name every tool. ## What it cannot do Void or edit a sale, refund, delete anything, change settings, manage staff, buy plans. Those stay in the app. Cost and profit never leave for a person without Buying price & profit. Plans are never sold inside the AI app. ## Rules - One tool registry behind every door (MCP today, the in-app chat later); each tool wraps the same service the web and phones call. - Plan limits are on the server: the consent page refuses when the plan has ended or the owner switched the Assistant off; a tool outside the plan or the person's permissions is not even listed. - Signing in on the consent page opens no device session, so it never signs a phone or browser out. --- # Vocabulary, formats and error codes > The words NegoBill uses and what they mean (sale not bill, dues, buying price, write off, ledger not khata, Bill Receipt vs Tax Invoice), the formats (₹ money, dates as 03 Sep 2026, phone numbers, GSTIN), and how error codes read (NB-B-XXX-NNNN) with the common ones. - Product: NegoBill V5 (https://negobill.com) · Module: VOCABULARY - Platforms: web app (app.negobill.com), Android app, iOS app - Plans: Every plan - Updated: 2026-09-26 · Page: https://negobill.com/manual/vocabulary-and-errors · Markdown: https://negobill.com/manual/vocabulary-and-errors.md ## Words - **Sale:** what a bill is called; the counter "makes a sale". A **Bill Receipt** is a plain sale outside GST reports; a **Tax Invoice** carries the GST split and goes into GSTR-1. A **Sale Return** is the credit note. - **Pre-sale:** Quotation, Estimate or Proforma Invoice: no stock, no money, convertible to a sale. - **Dues:** what a customer owes now (open bills minus receipts). **Advance:** money received beyond bills. **Payable:** what the shop owes a supplier. - **Buying price / profit:** the shop's cost per unit and the sale price minus it; profit % is a share of the sale price. Never "landing cost" or "margin" in the interface. - **Batch:** one stock entry with its own buying price, MRP, sale price, quantity and optional expiry. **Write off:** removing damaged, expired or miscounted stock from a batch with a reason; never "delete stock". - **Ledger / statement:** the account book and a contact's running-balance view; never "khata". **Box Cash:** a cash drawer's day and count. - **Store:** the main store, an outlet, or a van's home. **Billing profile:** the legal seller on the paper. **Business:** the account that holds everything. - **Fits:** the models a product fits ("for iPhone 15 Pro"). **Product code:** the manufacturer's model code. **Barcode:** the shop's scan code. - **Trade kit / pack:** the preset for a kind of business (modules, fields, job types, words). ## Formats - Money: rupees with two decimals and Indian grouping, "₹1,13,081.00"; stored in paise. Blank amount means zero. - Dates: shown as "03 Sep 2026"; sent as YYYY-MM-DD; every date follows the store's clock. - Phone: country code plus a digits-only national number; the default country is the main store's. GSTIN: 15 characters, the first two digits are the state code. - Document numbers follow the series pattern in Settings → Numbering (for example B2026202799 for a bill). ## Error codes Every refusal has a code NB-B-AREA-NNNN and a plain sentence. Areas: IDN (sign-in and accounts), TNT (tenancy, plan and modules), SAL (sales), PRD (products), CON (contacts), EXP (expenses), ACC (account reset and deletion), ADM (Control Centre), AST (assistant), DMO (demo data). Common ones: - NB-B-IDN-1002: email/phone or password is wrong. NB-B-IDN-1003/1004/1005: sign in again (token expired, session revoked, signed in on another device). NB-B-IDN-1013: the current password is wrong (change password). - NB-B-TNT-1004: the module or plan does not allow this; the message names what unlocks it. - NB-B-SAL-1014/1017: discount or price outside the rules; NB-B-SAL-1016: below the minimum sale price. - NB-B-EXP-1000: the request lacks the billing profile (an app bug, not the user's). - NB-B-ACC-1002: wrong or expired code; NB-B-ACC-1004: type the business name exactly; NB-B-ACC-1008/1009: a reset after 30 days needs both codes. - NB-B-AST-1002: the plan has ended (the account is locked) or the owner switched the Assistant off; NB-B-AST-1003: the tool is not in the plan or not in the person's permissions. ## Rules of the interface - Never a browser dialog; confirmations are in-app modals. Placeholders are hints, never example values. - Every action has an icon; many users read little. Amounts are right-aligned in a monospace figure font. - Three failure faces everywhere: expired token → sign in; server down → "Unable to reach server"; no network → "No Internet" and a Back to Live banner. --- # Part 2 — How-to guides # Sign up and start your free trial > Create a NegoBill account at app.negobill.com: your name, the shop's name, an email or phone and a password, verify with an OTP, pick a plan, and the 15-day trial starts. No card. - Product: NegoBill V5 (https://negobill.com) - Section: Getting started - Works on: web app (app.negobill.com), Android app, iOS app - Updated: 2026-09-26 - Page: https://negobill.com/help/sign-up ## Steps 1. Open https://app.negobill.com (or the NegoBill app) and choose Register. 2. Type your name, your business name, your email, and a password; confirm the password. 3. Enter the one-time password sent to your email, then the one sent to your phone. 4. Pick the plan to try. Every plan has a 15-day free trial; you can move up any time. 5. You land on the dashboard. Settings → Profile is where the shop's address and GST number go. ## After you sign up Set the shop up in this order: **Profile** (name, address, GST number, what prints on bills), **Payment Settings** (Cash, UPI, bank, card, and the accounts they land in), then **Products** and **Contacts**, importing from Excel if you have them. Then make a test sale, print it, and you are ready. ## Questions **Do I need a card to start?** No. The trial needs no payment. At the end you pay by UPI or bank transfer and the plan is switched on the same day. **Can I try Business or Pro instead of Starter?** Yes. Every plan has its own trial. --- # Buy or renew a plan, or add an add-on > Settings → Billing & Plans: pick the plan (and any add-ons or extra outlets), confirm your billing details, place the order, pay by UPI or bank transfer quoting the order number. The plan is switched on the same day and a GST invoice is issued. - Product: NegoBill V5 (https://negobill.com) - Section: Getting started - Works on: web app (app.negobill.com) - You need: Owner login - Updated: 2026-10-01 - Page: https://negobill.com/help/buy-a-plan ## Steps 1. Open Settings → Billing & Plans. 2. Choose the plan, then Add-ons for anything extra (Job Cards, Recharge, Van Sales, Proposals, API Access) and extra outlets. 3. Confirm the billing details (legal name, GST number, state) that go on the invoice. 4. Place the order and pay by UPI or bank transfer with the order number as the reference. 5. The plan is switched on the same day; the invoice appears under Plan history. ## Questions **Can I try an add-on before buying?** Yes. Every add-on has a 15-day trial from the same Add-ons page. **What if my plan lapses?** The account locks to Settings until renewed; nothing is deleted. --- # Add a customer or supplier > Contacts → Add: a name or a phone number is enough. Mark them customer, supplier or both; add the GST number for tax invoices; put them in a group; switch on wholesale pricing if they get it. - Product: NegoBill V5 (https://negobill.com) - Section: Customers & suppliers - Works on: web app (app.negobill.com), Android app, iOS app - You need: Contact permission - Updated: 2026-09-26 - Page: https://negobill.com/help/add-a-customer ## Steps 1. Open Contacts and press Add contact (or, on the sale screen, type a phone number that is not found and choose New contact). 2. Type the name and phone. Choose Customer, Supplier or both. 3. For a business customer add the business name and GST number; the state on their address decides the GST split. 4. Optional: a group, wholesale pricing, an opening balance for what they already owe you. 5. Save. The contact is ready to pick on any sale, purchase or payment. ## Questions **Can a customer also be a supplier?** Yes. One contact carries both roles and one running balance. **Can I import my customers?** Yes: Contacts → Import from CSV or Excel. --- # Add a product > Products → Add: name, sale price, MRP, unit, GST rate and HSN, barcode. Enter walks the boxes and the form stays open for the next product. Stock is added separately. - Product: NegoBill V5 (https://negobill.com) - Section: Products & stock - Works on: web app (app.negobill.com), Android app, iOS app - You need: Product permission (owners always have it) - Updated: 2026-09-26 - Page: https://negobill.com/help/add-a-product ## Steps 1. Open Products and press Add product. 2. Type the name. Enter moves to the next box: sale price, MRP, unit (pcs, kg, box…), GST rate, HSN. 3. Scan or type the barcode in the Barcode / SKU box, or press Generate to make one. 4. Optional: the buying price, the models it fits (for accessories and parts), a group, a picture. 5. Press Save. The product appears in Recently added and the form is ready for the next one. ## Tips - Sale price is what the customer pays, GST included. NegoBill splits the tax on the bill from the rate you set here. - A product that does not need stock (a service, a made-to-order item) simply never gets stock added. - Units and packs (a dozen at its own price) are on Business and above: Products → the product → Units. ## Questions **Does adding a product add stock?** No. Add stock on the product afterwards; that is what switches stock tracking on for it. **Can I import many products at once?** Yes: Products → Import, from CSV or Excel. NegoBill matches your column headings. --- # Add staff and set their permissions > Settings → Staff Access → Add: the person's name, phone and a password, then the permission groups they get (sales, products, contacts, ledger, reports) and any single actions to block. They sign in with the phone number. - Product: NegoBill V5 (https://negobill.com) - Section: Staff & settings - Works on: web app (app.negobill.com) - You need: Owner login, on Plus or above (Plus 2 staff, Business 10, Pro unlimited) - Updated: 2026-09-26 - Page: https://negobill.com/help/add-staff ## Steps 1. Open Settings → Staff Access and press Add staff. 2. Type their full name, phone number and a first password. The phone number is their login. 3. Tick the permission groups: Sales, Products, Contacts, Ledger, Reports, Expenses, Purchases, Counters, Box Cash, and the add-on groups you hold. 4. Block single actions inside a group if you want: backdating sales, voiding, seeing buying price and profit, resetting recharge wallets. 5. For an outlet, limit them to that store. Save. They sign in on the web or the phone app with the phone number and password. ## Tips - Permission changes apply on the staff member's very next action; no re-login needed. - Every sale, payment and stock change records who made it. ## Questions **Can staff see my buying prices?** Only if you switch on Buying price & profit for them. It is off by default. **Can a staff member use two phones?** One device per platform: a new login on another Android phone signs the first one out. Web, Android and iOS can each be live at once. **How do I remove someone?** Settings → Staff Access → the person → Deactivate. Their login stops at once; what they recorded stays. --- # Connect Claude or ChatGPT to NegoBill (the AI assistant) > Open Menu → NegoBill Assistant in the web app (every plan), copy the address, add it as a connector in Claude or ChatGPT, sign in on the NegoBill page, choose the store, Allow. Then ask in your own words. - Product: NegoBill V5 (https://negobill.com) - Section: AI assistant - Works on: web app (app.negobill.com), Android app, iOS app - You need: Any plan from Starter; the tools follow the plan and your permissions - Updated: 2026-10-01 - Page: https://negobill.com/help/connect-claude ## Steps 1. In the web app open Menu → Business → NegoBill Assistant. The page shows the connector address — copy it. It also lists the tools open to your login; tools a higher plan opens show a lock and the plan name. 2. Claude: claude.ai → Settings → Connectors → Add custom connector → paste the address → Add → Connect. Once added on the web it works in the Claude phone apps too. 3. ChatGPT: Settings → Apps & connectors → Advanced → Developer mode → Create → name NegoBill, paste the address, authentication OAuth → Create → Connect. (Paid ChatGPT plans, on the web.) 4. A NegoBill page opens: sign in with your NegoBill email or phone and password, choose the store, press Allow. 5. Ask: "What did we sell today?" "How much does Ravi owe?" "Make a sale of 2 tempered glass for iPhone 15 Pro to Ravi, paid by UPI." The app asks you before it records anything. ## Questions **Does Claude or ChatGPT see my password?** No. You type it on a NegoBill page; the app receives only a token that does what your login may do. **How do I switch it off?** Menu → NegoBill Assistant → Connected apps → the connection → Switch off. The app stops at once. **Can staff connect too?** Yes, with their own login; they get only the tools their permissions allow. **Does my plan change what it can do?** Yes. On Starter it has sales, products, stock, contacts, the day report and payments on sales. Purchases, statements, receipts and low stock open from Plus, presets from Business. Ask for something your plan does not open and it tells you which plan does. --- # Do a mobile or DTH recharge > Recharge (top bar): the operator, the number, the amount. It is a sale line that debits the operator's wallet in NegoBill; the commission is recorded. Top up wallets in Recharge → Wallets. - Product: NegoBill V5 (https://negobill.com) - Section: Recharge - Works on: web app (app.negobill.com), Android app, iOS app - You need: Recharge add-on; Recharge permission - Updated: 2026-09-26 - Page: https://negobill.com/help/do-a-recharge ## Steps 1. Once: open Recharge → Wallets and add each operator wallet with its opening balance and commission rate. 2. Press Recharge in the top bar: pick the operator, type the number and the amount, Proceed and take the cash. 3. The wallet drops by the amount less commission; the sale shows on the day's list. 4. When you top up a wallet with the operator, record it in Wallets → Top up. ## Questions **Where is my commission?** On each recharge and in the wallet's statement; the sale report shows recharge income. --- # GSTR-1 report and JSON export > Reports → GSTR-1: pick the month, press Generate. The report groups your tax invoices into B2B, B2C and HSN summaries the portal wants; Export JSON gives the file the GST offline tool imports (Plus and above). - Product: NegoBill V5 (https://negobill.com) - Section: Reports - Works on: web app (app.negobill.com) - You need: Report permission; a billing profile with a GST number; JSON export on Plus and above - Updated: 2026-09-26 - Page: https://negobill.com/help/gstr1-report ## Steps 1. Open Reports → GSTR-1, choose the billing profile and the month, press Generate. 2. Check the sections: B2B (customers with a GST number), B2C, HSN summary, credit notes from returns. 3. Press Export JSON and upload the file in the GST portal's offline tool, or hand it to your accountant. ## Questions **Which sales are in it?** Tax invoices only. Bill Receipts are not GST documents; convert a bill to an invoice if it should be. **A customer's GST number is wrong.** Fix it on the contact; the invoice snapshot keeps what was printed, so edit the invoice too if it must change. --- # Load a van, sell on the road, take back > Vans → the van → Load: tick products and quantities from the shop's stock; the van carries them. On the phone, sales are made from the van; in the evening Take back returns the unsold stock to the shop. - Product: NegoBill V5 (https://negobill.com) - Section: Vans - Works on: web app (app.negobill.com), Android app, iOS app - You need: Van Sales add-on; stock permission to load; sale permission to bill - Updated: 2026-09-26 - Page: https://negobill.com/help/load-a-van ## Steps 1. Open Vans and add the van once: its name, the store it belongs to, the driver's staff login. 2. In the morning press Load: tick products and quantities; the oldest batches go first. Complete loading. 3. On the road the driver opens the van in the phone app and makes sales as usual; the customer is picked on the spot. 4. In the evening press Take back with what came back; the difference is the van's day. ## Questions **Is the van's stock still the shop's?** Yes. It sits on the van, shown beside the shop's stock, and comes back with the take-back. **Can the driver record the bill's location?** Yes, if the van's setting Record billing location is on. --- # Make a sale > Open Sales → New sale, scan or type each product, set quantities, pick the customer if there is one, press Proceed, take the payment, print. A bill or a tax invoice, paid now or on credit. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com), Android app, iOS app - You need: Sale permission - Updated: 2026-09-26 - Page: https://negobill.com/help/make-a-sale ## Steps 1. Open Sales → New sale. The cursor is in the product search. 2. Scan a barcode, or type any word of the product name or the model it fits, and press Enter on the product. The line modal opens: quantity, price, batch if the store sells by batch, the model it is for. Enter adds the line. 3. Repeat for every item. Fix a quantity or a price in the row itself. 4. Pick the customer (type a name or phone in Customer) if the sale is on credit, needs a tax invoice, or you want it on their account. Walk-in sales need no customer. 5. Press Proceed. Choose how it is paid: Cash, UPI, card, or Pay later for a credit sale. Enter the amount received; change is worked out. 6. Choose the paper: receipt, A4 or half A4, Bill or Tax Invoice. Print, or Share the link on WhatsApp. ## Tips - Enter is the fast path: search, Enter, quantity, Enter, next. A cashier bills without touching the mouse. - A quotation, estimate or proforma is made from the same screen (Pre Sale) and converted to a sale later. - Every sale remembers the counter, the cashier and the batches it took stock from. ## Questions **Can I print first and record the payment later?** Yes. A walk-in sale can be saved unpaid and the payment recorded from the sale preview when the money comes. **Can I give a discount?** Per line in the line modal, or an overall discount spread across the lines before Proceed. **How do I cancel or edit a sale?** Open the sale from Sales: Edit changes the lines and re-posts the books; Cancel reverses it. Returns are recorded against the sale. --- # Open a job card and bill from it > Job Cards → New: the customer, the job type, what came in and what is wrong, the estimate and any advance. Move it through the statuses; when it is done, Bill from the card puts services and parts on one sale with the advance deducted. - Product: NegoBill V5 (https://negobill.com) - Section: Job Cards - Works on: web app (app.negobill.com), Android app, iOS app - You need: Job Cards add-on; Job card permission - Updated: 2026-09-26 - Page: https://negobill.com/help/open-a-job-card ## Steps 1. Open Job Cards and press New. Pick the customer (add one on the spot if new). 2. Choose the job type; fill its intake checklist (device, serial, problem, accessories received). Type the estimate. 3. Take an advance if any; it is recorded as the customer's payment. 4. As work proceeds, add tasks and parts, and move the status: received, in progress, ready, delivered. 5. Press Bill from the card. The sale opens with the services and parts as lines; Proceed as for any sale. The advance is already deducted. ## Questions **The repair cannot be done.** Close the card as cannot do or returned, and refund or keep the advance as agreed; the card records the outcome. **Can I print the job card for the customer?** Yes: A4 or receipt size, with the status and the estimate. --- # Record an expense > Expense (top bar) → the category, amount, the account it was paid from and a note. It posts to the ledger at once and shows on the dashboard and in Box Cash if it left a cash box. - Product: NegoBill V5 (https://negobill.com) - Section: Money - Works on: web app (app.negobill.com), Android app, iOS app - You need: Expense permission - Updated: 2026-09-26 - Page: https://negobill.com/help/record-an-expense ## Steps 1. Press Expense in the top bar (or open Expenses). 2. Pick the category (rent, electricity, salaries, tea… add your own), type the amount, choose the account the money left, add a note or the supplier. 3. Save. The dashboard's Expenses total and the account balance update at once. ## Questions **Can staff record expenses?** Yes, with the Expense permission; each entry names who recorded it. **Can I attach the bill photo?** Yes, a picture can be attached to an expense on the phone apps and the web. --- # Send a proposal with estimates and a payment schedule > Proposals → New: the customer, the letter on your letterhead, the scope, estimates with alternatives, the payment schedule and your terms. Send makes a version and a link; Accept freezes it; instalments are collected as advances. - Product: NegoBill V5 (https://negobill.com) - Section: Proposals - Works on: web app (app.negobill.com) - You need: Proposals add-on; Proposal permission - Updated: 2026-09-26 - Page: https://negobill.com/help/send-a-proposal ## Steps 1. Open Proposals and press New; pick the customer. 2. Write the letter, list the scope, add estimates (with alternatives if you offer them), the payment schedule and the terms. 3. Press Send: a version is saved and a link is made for the customer. 4. When they accept, press Accept: the version is frozen. Collect instalments as advances on the customer's account. ## Questions **Can I change a proposal after sending?** Yes; the next Send makes a new version, and the customer's link shows the latest. --- # Set up a receipt or label printer on a Windows PC > Install the free NegoBill Print Utility on the PC, then Settings → Printers: it lists USB, network and Bluetooth printers of any brand. Pick the receipt printer and the label printer for this PC; every login on it prints there. - Product: NegoBill V5 (https://negobill.com) - Section: Printing - Works on: web app (app.negobill.com) - You need: A Windows PC with the printer connected by USB, network or Bluetooth - Updated: 2026-09-26 - Page: https://negobill.com/help/set-up-a-printer ## Steps 1. In the web app, open Settings → Printers and press Download the print utility. Run the installer once; it stays in the tray and starts with Windows. 2. Back in Settings → Printers, the utility lists the printers it found. Choose the receipt printer and its paper width (2-inch or 3-inch), and the label printer if you have one. 3. Print a test from the same page. 4. On the sale screen, Proceed → Print uses this PC's printer. Other PCs choose their own; the choice belongs to the PC, not the login. ## Questions **My printer is not in the list.** Check the cable or the pairing, then press Refresh. A printer Windows already prints to appears under its Windows name and works through that. **Do I need the utility on every PC?** Yes, once per PC that prints. It updates itself. **What about printing from a phone?** Pair a Bluetooth receipt printer with the phone; the NegoBill app prints to it without the utility. **I use a Chromebook or a Mac.** No utility there: Settings → Printers shows Connect, and Chrome talks to the printer itself — Bluetooth or USB-serial on a Chromebook, USB too on a Mac. See 'Print from a Chromebook, Mac or Linux PC with NegoBill'. --- # Start a project and file work under it > Projects → New: the customer, a name and a note. Then, on any sale, quotation, receipt or expense, pick the project; the project shows what was sold, quoted, received and spent, and what it earned. - Product: NegoBill V5 (https://negobill.com) - Section: Projects - Works on: web app (app.negobill.com) - You need: Projects add-on (included in Pro); Project permission - Updated: 2026-09-26 - Page: https://negobill.com/help/start-a-project ## Steps 1. Open Projects and press New: choose the customer, name the project. 2. On a sale, quotation, receipt or expense, choose the project in its Project field. 3. Open the project any time: its documents, money in and out, and progress. ## Questions **Can a project have two customers?** No. One customer per project; a second customer is a second project. --- # Print from a Chromebook, Mac or Linux PC with NegoBill > On a Chromebook, silent printing needs a Bluetooth printer: Settings → Printers → Connect Bluetooth printer, tick it once in Chrome's list, answer four questions. A USB printer is added in Chrome OS Print and scan and prints through the print dialog. On a Mac or Linux PC, USB printers connect directly. - Product: NegoBill V5 (https://negobill.com) - Section: Printing - Works on: web app (app.negobill.com) - You need: Google Chrome on a Chromebook, Mac or Linux PC. For silent printing on a Chromebook: a Bluetooth 4.0 receipt printer or a Bluetooth label printer (Phomemo M110 family). A USB printer on a Chromebook prints through the Chrome OS print dialog. On a Mac or Linux: any USB, serial or Bluetooth LE receipt or label printer. - Updated: 2026-09-26 - Page: https://negobill.com/help/print-from-a-chromebook ## Steps 1. Switch the Bluetooth printer on near the Chromebook. On a Mac or Linux PC, a USB printer works too. 2. In the web app open Settings → Printers. The page reads 'Connect a printer to this Chromebook'. Press Connect Bluetooth printer (on a Mac or Linux PC, Connect printer for USB). 3. Chrome shows its own small list of printers. Tick yours. This is the only time Chrome asks. 4. Answer the four questions: a name, what it prints (bills, labels or both), its language (press 'Print a test in every language' and pick the readable strip if unsure), and the roll or label size. 5. Press Test. From now on, Proceed → Print on the sale screen and Print labels on a product go straight to the printer with no dialog. A Chromebook cannot run the Windows print utility, and it does not need to. Google Chrome can talk to Bluetooth LE and serial printers directly, so NegoBill sends the bill to the printer itself, in the printer's own language. USB printers are the one exception on Chrome OS: the system keeps them for its own printing and does not let a website open them, so on a Chromebook a USB printer is set up in Chrome OS's Print and scan and prints through the print dialog. For silent, one-touch printing on a Chromebook, choose a Bluetooth printer. On a Mac or Linux PC, USB printers connect directly too. The setup is the same four questions as on Windows. The one difference is the first step: instead of installing a file, you press Connect and tick the printer once in Chrome's list. After that, printing is silent and needs no dialog. The same works in Chrome or Microsoft Edge on a Mac or a Linux PC. On Windows, keep using the NegoBill Print Utility, which also prints on plain-paper printers through their Windows driver. ## Questions **I have a USB printer on my Chromebook.** Chrome OS keeps USB printers for its own printing and does not let a website open them, so NegoBill prints to it through the print dialog. Add the printer in Chrome OS Settings → Print and scan → Printers (Chrome OS finds most and offers a driver). On the sale screen, open Print ▾ and choose the paper size under 'Plain paper · print dialog' once; every Print after that opens Chrome's dialog with that printer remembered, and you press Print. For silent printing, use a Bluetooth 4.0 printer. **Does the printer stay after a restart or another login?** Yes. Chrome remembers the permission for that printer on that Chromebook. A different Chromebook sets it up once too. If site data is cleared, press Add printer and tick it again; its settings return. **Can I use a printer on the shop network by IP address?** Not from a browser. Use it from a Windows PC with the NegoBill Print Utility, or connect it to the Chromebook by USB. **What about Bluetooth receipt printers?** Most Bluetooth receipt printers use classic Bluetooth, which a browser cannot reach. On a Chromebook, install the NegoBill Android app from the Play Store; it prints to them directly. Bluetooth label printers of the Phomemo M110 family work from the browser. **And A4 bills on a laser or inkjet printer?** Those print through the normal Chrome print dialog with the printer set up in Chrome OS. --- # Add stock to a product > On the product, Add stock: quantity, buying price per unit, batch number and expiry. It creates a batch, values the stock, and switches stock tracking on for that product. - Product: NegoBill V5 (https://negobill.com) - Section: Products & stock - Works on: web app (app.negobill.com), Android app, iOS app - You need: Stock permission - Updated: 2026-09-26 - Page: https://negobill.com/help/add-stock ## Steps 1. Open the product (Products → search → the product) and press Add stock. 2. Type the quantity in the primary unit and the buying price per unit. 3. Optional: batch number, manufacturing and expiry dates, and this batch's own MRP or sale price if they differ. 4. Save. The batch appears under the product with its quantity; the stock report values it at the buying price. ## Tips - Sales take from the oldest batch with stock first unless the counter picks another. - A purchase from a supplier (Purchases → New) adds the batches for every line at once and records what you owe the supplier. ## Questions **How do I enter the stock I already have on day one?** Add stock on each product, or import an opening-stock sheet from Products → Import. **I counted wrong. How do I fix a batch?** Open the batch and Adjust it up or down with a reason; the books follow. --- # Pay a supplier (Paid cash) > On the supplier's contact press Paid: the method, the amount, and the invoices it settles, oldest first by default. A voucher is numbered and the supplier's due drops. - Product: NegoBill V5 (https://negobill.com) - Section: Money - Works on: web app (app.negobill.com) - You need: Ledger settle permission; Plus or above - Updated: 2026-09-26 - Page: https://negobill.com/help/pay-a-supplier ## Steps 1. Open Contacts, find the supplier, open them. 2. Press Paid. Choose the payment method and type the amount. 3. Leave the allocation on oldest first or tick the invoices it pays. 4. Save. A payment voucher is numbered and the account shows what is still owed. ## Questions **I paid an advance before any invoice.** Record it as Paid with no invoices; it sits as your credit with the supplier and settles the next invoice. **Wrong amount recorded.** Open the voucher in the Ledger and Void it; the invoices reopen exactly. --- # Record a payment from a customer (Received cash) > Contacts → the customer → Received, or the sale preview → Record payment: choose the method, the amount, and which bills it settles (oldest first by default). The due drops at once and a receipt is numbered. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com), Android app, iOS app - You need: Sale permission - Updated: 2026-09-26 - Page: https://negobill.com/help/record-a-payment ## Steps 1. Open the customer in Contacts (or the sale in Sales) and press Received. 2. Choose the payment method (Cash, UPI, bank, card) and type the amount. 3. Leave the allocation on oldest first, or tick the bills it pays. 4. Save. A receipt is numbered, the dues drop, and the money lands in the method's account. ## Questions **The customer paid more than they owe.** The extra is kept as their credit (a cash document on their account) and settles their next bill, or is refunded. **I recorded a wrong payment.** Open the receipt in the Ledger and Void it. The bills it settled reopen exactly. --- # Sale report with profit > Reports → Sales: pick the period, press Generate. Every sale with its taxable value, GST, cost from the batches it took, and profit; totals by day; returns netted. Profit shows only to people allowed to see buying prices. - Product: NegoBill V5 (https://negobill.com) - Section: Reports - Works on: web app (app.negobill.com) - You need: Report permission; Buying price & profit permission to see cost and profit - Updated: 2026-09-26 - Page: https://negobill.com/help/sale-report ## Steps 1. Open Reports → Sales. It opens on today. 2. Choose the period and, if you like, bills or tax invoices only, then press Generate. 3. Read the totals: sold, GST, cost, profit, still due; and the list of sales beneath. Open any sale from its row. ## Questions **How is profit computed?** Taxable value minus the cost of the batches the sale took, exactly as they were priced when bought; returns restock at that same cost. **Why does the report not build when I change the dates?** Reports build only when you press Generate, so a heavy report never runs by accident. --- # Send a customer their statement > On the contact, open Statement: every bill with a short summary, every payment, the running balance and the closing line in plain words. Share it on WhatsApp for any date range. - Product: NegoBill V5 (https://negobill.com) - Section: Customers & suppliers - Works on: web app (app.negobill.com) - You need: Ledger view permission; Plus or above - Updated: 2026-09-26 - Page: https://negobill.com/help/send-a-statement ## Steps 1. Open Contacts and the customer. 2. Press Statement and choose the period (this month, this year, or dates). 3. The statement lists bills, payments, returns and the balance after each; the last line says what they owe today. 4. Press Share to send it on WhatsApp, or Print. ## Questions **Does it show debit and credit?** No. It says bought, paid, returned, and owes — words a customer accepts. **Can I send just the open bills?** The summary at the top lists the bills still open and their age. --- # Staff permissions: what each group opens and what to block > A staff login gets permission groups (Sales, Products, Contacts, Ledger, Reports, Expenses, Purchases, Counters, Box Cash) and can have single actions blocked inside them, such as seeing buying prices, backdating, voiding or resetting wallets. - Product: NegoBill V5 (https://negobill.com) - Section: Staff & settings - Works on: web app (app.negobill.com) - You need: Owner login - Updated: 2026-09-26 - Page: https://negobill.com/help/staff-permissions ## The groups | Group | Opens | | --- | --- | | Sales | New sale, sale list, share, record payment, returns, pre-sales | | Products | Add and edit products, groups, labels; Add stock is its own key | | Contacts | Add and edit customers and suppliers, groups | | Ledger | Statements, Received / Paid cash, accounts | | Reports | Stock, product, service, GSTR-1, sale report | | Expenses, Purchases, Counters, Box Cash | Each its own screen | | Buying price & profit | See buying prices, profit and stock value — off by default | | Job Cards, Recharge, Projects, Proposals | Their add-on screens | ## Blocks inside a group Backdate a sale · Void a sale · Void a receipt · Reset a recharge wallet · See buying price and profit. A block wins over the group. ## Where Settings → Staff Access → the person → Permissions. Changes apply on their next action. ## Questions **What does a cashier need?** Sales only: make, list and share sales, record payments. No Products, no Reports. **What does a store manager need?** Sales, Products, Contacts, Purchases, Reports; and if you trust them with margins, Buying price & profit. **Can permissions differ per outlet?** A person can be limited to one store; their groups apply inside it. --- # Add an outlet (a second store) > Settings → Outlets → Add: the outlet's name, address and billing profile. It gets its own stock, counters and bill numbers; staff can be limited to it; stock moves to it by transfer. Business includes one outlet, Pro two. - Product: NegoBill V5 (https://negobill.com) - Section: Staff & settings - Works on: web app (app.negobill.com) - You need: Owner login on Business or Pro - Updated: 2026-09-26 - Page: https://negobill.com/help/add-an-outlet ## Steps 1. Open Settings → Outlets and press Add outlet. 2. Type the name, address and timezone; choose the billing profile it bills from: a new profile of its own (every outlet gets one, on every plan), or an existing one it shares. Business lets each outlet carry 2 more profiles, Pro 5. 3. Save. The outlet appears in the store switcher at the top; open it to set its counters and printers. 4. Send stock to it with a stock transfer; the outlet accepts it on its side. 5. Add staff limited to that outlet in Settings → Staff Access. ## Questions **Can the owner see everything?** Yes. The owner switches between stores from the top bar and sees the whole business in reports. **What does an extra outlet cost?** ₹3,000 a year each on Business, ₹6,000 on Pro, beyond the included ones. --- # Count the cash box and record over or short > Box Cash shows each cash box or drawer, the day's cash in and out, and what should be in it now. Type what you counted; the difference is recorded as over or short, and nothing else changes. - Product: NegoBill V5 (https://negobill.com) - Section: Money - Works on: web app (app.negobill.com) - You need: Box Cash count permission - Updated: 2026-09-26 - Page: https://negobill.com/help/count-the-cash-box ## Steps 1. Open Box Cash. Each cash box shows the opening amount, today's cash in, cash out, and the amount the books expect. 2. Press Count on the box, type the notes and coins you have (or the total). 3. Save. Over or short is shown as a number for the day; a correction, if you make one, is a separate entry with a reason. ## Questions **Where does a counter's cash go at night?** Move it with Cash out from the drawer to the main cash box or the bank; Box Cash records both sides. **Does a count change the books?** No. A count is evidence. Only a correction you make on purpose posts an entry. --- # Print a bill > After Proceed, the sale preview offers Print with the printers of this PC: receipt (2-inch or 3-inch), half A4 or A4, as a Bill Receipt or a Tax Invoice. On a phone, the paired Bluetooth printer prints the receipt. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com), Android app, iOS app - You need: A printer set up on this PC (Settings → Printers), or a paired Bluetooth printer on the phone - Updated: 2026-09-26 - Page: https://negobill.com/help/print-a-bill ## Steps 1. Make the sale and press Proceed; take the payment or choose Pay later. 2. On the paper step choose Bill Receipt or Tax Invoice, and the size: receipt, half A4 or A4. 3. Press Print. The web app prints through the print utility to the printer chosen for this PC; the phone app prints to its Bluetooth printer. 4. To print an older bill, open it from Sales and use Print in the preview. ## Questions **Can I change the design of the invoice?** Settings → Print & Paper: templates and themes (themes from Plus), your logo and signature, what the header prints. **Can I print two bills on one A4 sheet?** Half A4 (from Plus) prints one bill on the top half; the sheet is fed again for the next. --- # Record a purchase from a supplier > Purchase → New: the supplier, the invoice number and date, the lines with quantity and buying price. Saving adds a batch per line to the store's stock and records what you owe the supplier. - Product: NegoBill V5 (https://negobill.com) - Section: Products & stock - Works on: web app (app.negobill.com) - You need: Purchase permission; Plus or above - Updated: 2026-09-27 - Page: https://negobill.com/help/record-a-purchase ## Steps 1. Open Purchase (on the dashboard) and press New purchase. 2. Pick the supplier (a contact with the supplier role; add one on the spot if missing). Type the supplier's invoice number and date. 3. Add each line: the product, quantity, buying price per unit, GST, and if you like the batch number, MRP and expiry. 4. Save. A batch per line joins the stock, and the supplier's account shows the amount owed. 5. When you pay them, use Paid cash on the supplier's contact; the oldest invoices close first. 6. To price the whole bill at cost plus a margin: open it on the Purchases board, press Set sale prices, type the margin percent, pick the rounding, press Set prices. Each product's new sale price is listed. ## Questions **Do I have to enter every purchase?** No. Add stock on a product works without a purchase; purchases are for shops that want supplier dues and the buying side of the books. **Can I edit a purchase after saving?** No. A purchase moves stock and posts to the ledger, so it is voided (while nothing from it has sold and the supplier is unpaid) and entered again. Prices are the exception: Set sale prices on the bill reprices every product on it. **Can I record a purchase return?** Adjust the batch down with a reason and record the credit note with the supplier. --- # Print barcode labels > On a product press Print label, choose the label size and how many, and print on the label printer set for this PC. Products with no barcode get one with Generate; the label carries the name, price and the house Code 128 barcode. - Product: NegoBill V5 (https://negobill.com) - Section: Products & stock - Works on: web app (app.negobill.com), Android app, iOS app - You need: A label printer set up on this PC (Settings → Printers) or an M110-type Bluetooth label printer paired with the phone - Updated: 2026-09-26 - Page: https://negobill.com/help/print-barcode-labels ## Steps 1. Open the product. If it has no barcode, press Generate beside the Barcode / SKU box and Save. 2. Press Print label. Pick the label size (built-in sizes or your own from Settings → Barcode Labels) and the number of labels. 3. Print. Labels come out on the label printer chosen for this PC; on a phone, on the paired Bluetooth label printer. ## Questions **What is on the label?** Name, price (MRP or sale price as you set), the barcode, and optionally the size, batch or date. **My labels are a different size.** Settings → Barcode Labels: add a custom size in millimetres; it appears in the size list. --- # Share a bill on WhatsApp > Open the sale and press Share: NegoBill makes a link the customer opens without any login, and a ready message with the bill number and total. Send it on WhatsApp or anywhere. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com), Android app, iOS app - You need: Share permission - Updated: 2026-09-26 - Page: https://negobill.com/help/share-a-bill-on-whatsapp ## Steps 1. Open the sale (right after Proceed, or from Sales later). 2. Press Share. NegoBill shows the link and the message text. 3. Press WhatsApp to open the chat with the customer's number, or copy the link. 4. The customer opens the bill in their browser; no app, no login. ## Questions **How long does the link work?** As long as you set in Settings → Sales → Share link expiry: a number of days, or never. **What if I edit the bill after sharing?** Share again; the old link stops working and the new one shows the corrected bill. --- # Import products, customers, stock or balances from Excel > Products → Import (or Contacts → Import): upload a CSV or Excel file, match your column headings to NegoBill's, check the preview, import. Rows that cannot be taken are listed with the reason; the rest go in. - Product: NegoBill V5 (https://negobill.com) - Section: Products & stock - Works on: web app (app.negobill.com) - You need: Product or Contact permission; a CSV or Excel file with one row per item - Updated: 2026-09-26 - Page: https://negobill.com/help/import-products ## Steps 1. Open Products (or Contacts) and press Import. 2. Upload the file. NegoBill reads the first row as headings and matches them to its columns; fix any it guessed wrong. 3. Check the preview of the first rows, then press Import. Files are taken in chunks; a progress line shows where it is. 4. The result lists rows that were refused and why (a missing name, a bad price); fix those in the file and import only them again. ## Questions **What columns does a product need?** Name and sale price at least. Optional: barcode, MRP, unit, GST rate, HSN, group, buying price, the models it fits. **Can I import what customers already owe me?** Yes: opening balances, a row per customer with the amount; they become dues settled like any bill. **Can I import the stock I have on day one?** Yes: an opening-stock file with product, quantity, buying price and batch. --- # Make a quotation, estimate or proforma invoice > On the sale screen open Pre Sale and choose New Quotation, Estimation or Proforma Invoice. Add lines as for a sale; nothing moves in stock or money. Print or share it, and convert it to a sale when the customer agrees. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com) - You need: Sale permission - Updated: 2026-09-26 - Page: https://negobill.com/help/make-a-quotation ## Steps 1. Open Sales → New sale and pick the customer. 2. Open the Pre Sale menu and choose New Quotation, New Estimation or New Proforma Invoice. 3. Add the lines exactly as on a sale: search, Enter, quantity, price. 4. Save. Print it or Share the link. 5. When the customer agrees, open it under Pre Sales and press Convert to sale: the lines are carried over and stock and money move only now. ## Questions **What is the difference between the three?** Only the title and the number series. A quotation is an offer, an estimate a likely cost, a proforma a bill in advance for a payment. **Can I copy lines from an old bill into a new one?** Yes. On the sale screen, Copy from lets you tick lines of an earlier sale or pre-sale. --- # Presets: add a saved list of products and services to a sale in one go > Stock → Presets → New preset: name it and add the products and services it always needs. On a sale, quotation or estimate type its name in the item search or press Preset; every item lands as its own line, ready to change or remove. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com) - You need: Business plan or above; Presets permission group to make them, Sale permission to use them - Updated: 2026-09-27 - Page: https://negobill.com/help/use-presets ## Steps 1. Open Stock → Presets and press New preset. 2. Name it (for example Static Website or Full Car Service) and add each product and service from the two search boxes. 3. Set the quantity, the unit and, if the price is always the same, a fixed price; leave the price blank to use the day's price. Save. 4. On a sale, quotation, estimate or proforma, type a word of the preset's name in the item search and pick the row marked Preset, or press Preset in the foot of the search sheet and choose it. 5. Every item is now its own line. Change a quantity or price, or remove a line the customer does not want, as for any other line. ## Questions **Is a preset sold as one item with one price?** No. The customer sees and pays for the individual products and services. The preset only saves the searching. **If I change a preset later, do old quotations change?** No. A document keeps its own lines; the preset is used only at the moment its items are added. **Can a preset hold both products and services?** Yes. Products behave as products (stock, batches, MRP) and services as services once they are on the sale. --- # Edit, cancel or return a sale > Open the sale from Sales. Edit changes the lines and re-posts stock and money; Cancel reverses the whole sale; Return takes back some items against it with a refund or a credit. Nothing is deleted; every change is recorded. - Product: NegoBill V5 (https://negobill.com) - Section: Sales - Works on: web app (app.negobill.com) - You need: Sale edit, void or return permission as the case may be - Updated: 2026-09-26 - Page: https://negobill.com/help/edit-or-cancel-a-sale ## Steps 1. Open Sales, find the sale (by number, customer, day or item) and open it. 2. To change lines or the customer, press Edit, make the change, Save. Stock and the books are corrected to the new lines. 3. To cancel the whole sale, press Cancel and give the reason. The sale stays visible, marked cancelled, and its stock returns. 4. To take back some items, press Return, tick the items and quantities, choose refund by cash or keep as the customer's credit. ## Questions **Can I change the date of a sale?** Yes, to any past day of this or the previous financial year, with the backdate permission (owners always have it). **What happens to a payment on a cancelled sale?** The receipt stays; the money becomes the customer's credit, refunded or used on the next bill. --- # Transfer stock between stores > Stock Transfers → New: the destination store, the products and quantities from the source's batches. The receiving store accepts the transfer, and only then does the stock move; a transfer can be cancelled before acceptance. - Product: NegoBill V5 (https://negobill.com) - Section: Products & stock - Works on: web app (app.negobill.com) - You need: Stock transfer permission; Business or Pro - Updated: 2026-09-26 - Page: https://negobill.com/help/transfer-stock ## Steps 1. Open Stock Transfers and press New transfer. 2. Choose the destination store. Add products; the batches with stock at the source are listed with what is available. 3. Save and send. The transfer shows as sent. 4. At the receiving store, open the transfer and press Accept. Its batches now sit at that store at the same buying price. ## Questions **What if fewer pieces arrive?** Accept the quantity that arrived; the difference stays with the sender to resolve. ---