{ "product": "NegoBill", "version": "V5", "generatedAt": "2026-10-08T18:47:48.518Z", "base": "https://negobill.com/manual/", "fullText": "https://negobill.com/manual.md", "chapters": [ { "id": "getting-started", "url": "https://negobill.com/manual/getting-started", "markdown": "https://negobill.com/manual/getting-started.md", "title": "Getting started: account, business, stores and devices", "description": "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.", "module": "ACCOUNT", "platforms": [ "web", "android", "ios" ], "plans": "Every plan", "permissions": [ "Owner for account, plan and deletion; staff sign in with what they are given" ], "related": [ "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" ], "keywords": [ "NegoBill sign up", "NegoBill account", "NegoBill login", "NegoBill main store", "NegoBill trial", "NegoBill delete account", "NegoBill one device" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Where it is\n\n- **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).\n- **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.\n\n## Plan and permission\n\nEvery 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).\n\n## What an account is\n\n- **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.\n- **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.\n- **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.\n- **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.\n\n## Actions\n\n**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.\n\n**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.\n\n**Change password:** web profile menu → Change password; phones Settings → Account → Change password. Other devices are signed out; the current one stays.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n## Rules\n\n- No free plan. The smallest plan is Starter; everything can be tried free for 15 days, once.\n- Every date the app shows and every report range follows the store's clock, not the device.\n- A lapsed plan locks the account to Settings until renewed; data is never deleted for non-payment.\n- 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.\n- Sign-out happens only when the server rejects the refresh token; no network never signs anyone out.\n\n## Limits\n\n- 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.\n- No sales-per-month limit; a high safety cap exists against runaway automation." }, { "id": "sales", "url": "https://negobill.com/manual/sales", "markdown": "https://negobill.com/manual/sales.md", "title": "Sales: bills, tax invoices, payments, returns and pre-sales", "description": "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.", "module": "SALES", "platforms": [ "web", "android", "ios" ], "plans": "Every plan", "permissions": [ "Sales & billing group: SALE:create, SALE:list, SALE:share, SALE:backdate; RETURN:create for returns" ], "related": [ "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" ], "keywords": [ "NegoBill make a sale", "NegoBill bill vs tax invoice", "NegoBill discount", "NegoBill sale return", "NegoBill quotation estimate proforma", "NegoBill pay later credit sale", "NegoBill void a sale" ], "updated": "2026-09-27T00:00:00.000Z", "body": "## Where it is\n\n- **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.\n- **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.\n\n## Plan and permission\n\nEvery 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.\n\n## Screens\n\n- **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.\n- **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.\n- **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).\n\n## Actions\n\n**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.\n\n**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.\n\n**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.\n\n**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\").\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**From Sale:** copy the ticked lines of an earlier bill onto a new sale or pre-sale (repeat orders).\n\n**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).\n\n## Rules\n\n- The sale document is the source of truth: seller, store and customer are snapshotted into it; the paper is one read of it.\n- Every product pick opens the line modal; nothing is added silently. A service line carries its own MRP so a discount is printable.\n- The minimum sale price is absolute: no sale or pre-sale line goes under it.\n- Cost, landing cost and profit never print on a customer paper.\n- Numbers: Bill Receipt, Tax Invoice, Sale Return, Quotation, Estimate and Proforma each have their own series (Settings → Numbering).\n- \"Sale\" is the word; the stored status names may still say BILLED. Change is gross tender plus where it went, never netted off cash.\n\n## Limits\n\nUp 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." }, { "id": "products-and-stock", "url": "https://negobill.com/manual/products-and-stock", "markdown": "https://negobill.com/manual/products-and-stock.md", "title": "Products and stock: catalogue, prices, batches, write-offs, labels, imports", "description": "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.", "module": "PRODUCTS", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "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" ], "keywords": [ "NegoBill add product", "NegoBill stock batches", "NegoBill expiry", "NegoBill write off stock", "NegoBill barcode label", "NegoBill import products excel", "NegoBill product groups", "NegoBill units packs" ], "updated": "2026-09-27T00:00:00.000Z", "body": "## Where it is\n\n- **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.\n- **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.\n\n## Plan and permission\n\nEvery plan. Staff need Products & stock to add or edit; Buying price & profit to see buying prices, landing cost and profit (off by default).\n\n## Screens\n\n- **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.\n- **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.\n- **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.\n- **Organise products (web page):** file products into groups in bulk; drag a row onto a folder.\n- **Import (web page):** upload CSV or Excel, match headings to NegoBill columns (aliases learned), rows checked per row, 500 a chunk, partial success reported.\n\n## Actions\n\n**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).\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n## Presets\n\n**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.\n\n**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.\n\n## Rules\n\n- Batch is the default stock mode for every store; batches always snapshot prices.\n- 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\").\n- Short name is stored but unused by design. Search keys: tag words first, punctuation splits, 40 words a product, no fuzzy matching.\n- Cost never prints on a customer paper; cost fields leave every answer for a person without Buying price & profit.\n\n## Limits\n\nProduct 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." }, { "id": "contacts", "url": "https://negobill.com/manual/contacts", "markdown": "https://negobill.com/manual/contacts.md", "title": "Contacts: customers, suppliers, dues and statements", "description": "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.", "module": "CONTACTS", "platforms": [ "web", "android", "ios" ], "plans": "Every plan; the ledger statement from Plus", "permissions": [ "Contacts & groups group: CONTACT:manage; Ledger & payments for statements and settlements" ], "related": [ "https://negobill.com/help/add-a-customer", "https://negobill.com/help/record-a-payment", "https://negobill.com/help/send-a-statement" ], "keywords": [ "NegoBill customer dues", "NegoBill add customer", "NegoBill supplier", "NegoBill statement whatsapp", "NegoBill opening balance", "NegoBill wholesale customer", "NegoBill contact groups" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Where it is\n\n- **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.\n- **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.\n\n## Plan and permission\n\nEvery plan. Staff need Contacts & groups to add or edit; Ledger & payments to record money or read statements.\n\n## What a contact is\n\n- 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.\n- **Roles:** Customer, Supplier, or both. Staff is a third role added when a customer is hired.\n- **Wholesale** is a setting on the contact: wholesale customers get the wholesale price on sales.\n- **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.\n\n## Actions\n\n**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.\n\n**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.\n\n**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.\n\n**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.\n\n**Groups:** the same tree as products; file contacts in bulk.\n\n## Rules\n\n- Contact search matches any word of the name, nickname, business, trade or contact person; digits match a phone prefix.\n- A contact becomes staff by adding the Staff role; only an existing staff member is refused.\n- The contact list is a server search built for 50,000 contacts: paged, never listed whole.\n- \"Ledger\" and \"statement\" are the words; never \"khata\".\n\n## Limits\n\nName up to 300 characters, business name 500, note 300; imports 500 rows a chunk, tested at 10,000 rows." }, { "id": "money", "url": "https://negobill.com/manual/money", "markdown": "https://negobill.com/manual/money.md", "title": "Money: payment methods, receipts, Box Cash, ledger and expenses", "description": "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.", "module": "LEDGER", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "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" ], "keywords": [ "NegoBill payment methods", "NegoBill receipt voucher", "NegoBill box cash", "NegoBill ledger", "NegoBill expenses", "NegoBill cash count", "NegoBill UPI bank account" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Where it is\n\n- **Web:** Money → Box Cash, Ledger (one account or the whole store, journal, statements, accounts), Expenses. Settings → Payment methods and Settings → Counters.\n- **Android and iOS:** Box Cash and Expenses on Home and All Tools; payments are recorded on the sale and on the contact.\n\n## Plan and permission\n\nBox 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.\n\n## Concepts\n\n- **Accounts:** cash boxes, banks, UPI, wallets, expense categories, the system accounts (sales, GST, stock, customer and supplier balances). \"Add account\", never \"add bank\".\n- **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).\n- **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.\n- **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.\n\n## Actions\n\n**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.\n\n**Pay a supplier / refund a customer:** Ledger → the contact → Pay / Refund: a Payment Voucher or Refund against purchase bills or dues.\n\n**Received cash / Paid cash:** money beyond the bills stays on the contact (an advance, a payable) and can be voided.\n\n**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.\n\n**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.\n\n**Cash / Bank move:** move money between accounts (drawer to bank).\n\n## Rules\n\n- Money is never edited: every correction is a new document that reverses the old one.\n- Change is gross tender plus where it went; waived change never prints; SALE_CHANGE is its own entry type.\n- Recharge wallets are an approximate mirror of the operator: top-ups owe the agent's company, the operator owns the deduction.\n- Expense categories and money accounts come from the Expenses module's own routes, so Starter shops see them without the ledger.\n\n## Limits\n\nNo limit on accounts or methods. Cash counts are evidence, not transactions, and never change a balance." }, { "id": "purchases-and-reports", "url": "https://negobill.com/manual/purchases-and-reports", "markdown": "https://negobill.com/manual/purchases-and-reports.md", "title": "Purchases and reports: buying stock, GSTR-1, sale, stock and write-off reports", "description": "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.", "module": "REPORTS", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "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" ], "keywords": [ "NegoBill purchase entry", "NegoBill GSTR-1 JSON", "NegoBill sale report profit", "NegoBill stock report", "NegoBill reports", "NegoBill supplier bill" ], "updated": "2026-09-27T00:00:00.000Z", "body": "## Where it is\n\n- **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.\n- **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.\n\n## Purchases\n\n**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.\n\n**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.\n\n## Reports\n\n- **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.\n- **Stock report:** quantity, value at buying price and nearest expiry per product and store; low stock.\n- **Product report:** what sold, how much, when.\n- **Service Done By:** per-staff service lines (switch in Settings → Report).\n- **Stock write-offs:** every stock adjustment with product, batch, quantity, reason, note, who, when; cost columns only with Buying price & profit.\n- **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).\n\n## Rules\n\n- A report builds only when Generate is pressed; changing a tab or a filter never fires a query.\n- Profit percent is a share of the sale price; the words are \"buying price\" and \"profit\", never landing cost or margin in the interface.\n- Cost and profit columns are stripped for anyone without Buying price & profit.\n- Bill Receipts stay out of GSTR-1; only Tax Invoices are in it.\n\n## Limits\n\nReport ranges are any dates within the store's financial years; CSV downloads the built table." }, { "id": "printing", "url": "https://negobill.com/manual/printing", "markdown": "https://negobill.com/manual/printing.md", "title": "Printing: papers, templates, printers on Windows, Chromebook, Mac and the phones", "description": "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.", "module": "PRINTING", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "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" ], "keywords": [ "NegoBill thermal printer", "NegoBill print utility windows", "NegoBill chromebook printing", "NegoBill bluetooth printer android", "NegoBill iphone print bill", "NegoBill invoice template logo signature", "NegoBill barcode label printer" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Where it is\n\n- **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).\n- **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.\n\n## Papers and templates\n\nA4 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.\n\n## Printers\n\n**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.\n\n**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.\n\n**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.\n\n## Actions\n\n**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.\n\n**Print a bill:** Print ▾ → the printer (or plain paper / print dialog) → it prints once per click. Printing follows the PC, not the login.\n\n**Print labels:** Products → labels → stock size, quantity per product → the label printer of this PC; a page is one row of the roll.\n\n## Rules\n\n- One printers page, self-guided; explanations behind the 💡 tip icon.\n- Never print cost, landing cost or profit on any customer paper.\n- 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.\n- Device-path failures are reported in words, never a silent fall-through to the print dialog.\n\n## Limits\n\nReceipt 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." }, { "id": "staff-outlets-vans", "url": "https://negobill.com/manual/staff-outlets-vans", "markdown": "https://negobill.com/manual/staff-outlets-vans.md", "title": "Staff, outlets and vans: logins, permissions, more shops, sales on the road", "description": "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.", "module": "STAFF", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "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" ], "keywords": [ "NegoBill staff login", "NegoBill permissions", "NegoBill outlets", "NegoBill stock transfer", "NegoBill van sales", "NegoBill multiple shops one account" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Where it is\n\n- **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.\n- **Android and iOS:** Settings → Staff Access; Settings → Outlets; Stock transfers and Vans under All Tools; Quick Sale for the van driver.\n\n## Staff\n\n- Each staff member signs in with their own phone number and password; a customer can be hired as staff.\n- **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.\n- **Scope:** the whole business, or one store (an outlet operator sees that store only). The owner acting inside an outlet is its admin.\n- **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.\n- The main account is shown in Staff Access but managed only by the owner.\n\n## Outlets\n\n- 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.\n- 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.\n- 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.\n\n## Vans\n\n- 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.\n- The counter sells the floor: what is on a van is named, never offered to the shop's sale screen.\n- Add van staff from the Vans module with the van's access already on.\n\n## Rules\n\n- Backend enforces every permission regardless of what a menu shows; the menu only hides what no group allows.\n- Vans follow the outlet facility (the Van Sales add-on); they never take an outlet seat.\n- Staff limits: Plus 2, Business 10, Pro unlimited; Starter is owner only." }, { "id": "add-ons", "url": "https://negobill.com/manual/add-ons", "markdown": "https://negobill.com/manual/add-ons.md", "title": "Add-ons: Job Cards, Recharge, Projects, Proposals, API Access", "description": "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.", "module": "ADDONS", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "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" ], "keywords": [ "NegoBill job cards", "NegoBill recharge wallet", "NegoBill projects", "NegoBill proposals", "NegoBill API", "NegoBill add-ons price" ], "updated": "2026-10-01T00:00:00.000Z", "body": "## Where they are\n\nAdd-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.\n\n## Job Cards\n\nA 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.\n\n## Recharge\n\nOperator 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.\n\n## Projects\n\nA 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.\n\n## Proposals\n\nA 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.\n\n## API Access\n\napi.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.\n\n## NegoBill Assistant\n\nNo 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.\n\n## Rules\n\n- Every add-on has its own 15-day trial, once, even while another trial runs.\n- A shut door says the price and offers the trial; nothing plan-locked is hidden.\n- Recharge is not a service suggestion; it is its own line kind." }, { "id": "settings", "url": "https://negobill.com/manual/settings", "markdown": "https://negobill.com/manual/settings.md", "title": "Settings: every page and switch", "description": "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.", "module": "SETTINGS", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "https://negobill.com/help/set-up-a-printer", "https://negobill.com/help/staff-permissions", "https://negobill.com/help/buy-a-plan" ], "keywords": [ "NegoBill settings", "NegoBill customer mandatory", "NegoBill modify sale price", "NegoBill numbering series", "NegoBill billing profile GSTIN", "NegoBill expiry dates setting", "NegoBill modules" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Where it is\n\n- **Web:** Business → Settings: the left list in three groups. Each screen's header also carries its own gear that jumps to its settings.\n- **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.\n\n## Store\n\n- **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.\n- **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.\n- **Outlets:** new outlet, its staff and its stock rule.\n- **Modules:** switch modules on or off for the business and per store within the plan's ceiling.\n- **Staff Access:** people, scope, permission groups, blocked keys, devices.\n- **Payment methods:** the methods every pay surface lists, each tied to an account; on/off; defaults Cash, UPI, Bank transfer, Card.\n- **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).\n- **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.\n- **Print settings:** template per paper kind, logo, signature, receipt width, what prints (GST columns, dues, terms), Test print.\n- **Printers:** this PC's or browser's printers (see the Printing chapter). **Barcode Labels:** label stocks and custom sizes.\n\n## General settings\n\n- **Billing & Plans:** the plan in force, days left, trials, upgrade, add-ons, orders and invoices (phones: Plan & Billing).\n- **API Access:** keys and scopes (add-on). **Proposals:** letterhead and terms (add-on).\n- **Account:** Reset business data; Delete account (one code, typed business name, 30-day grace). Phones: Change password and Delete account.\n\n## Switch pages\n\n- **General:** Product image (pictures in billing and lists).\n- **Customer:** Reference number on every customer.\n- **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).\n- **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).\n- **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).\n- **Report:** Service Done By report (and the \"done by\" pick on service lines).\n\n## Rules\n\n- Settings pages are short forms; explanations live behind the 💡 tip icon; setups are self-guided steppers.\n- A setup card on the dashboard goes quiet as soon as the setting is answered anywhere.\n- Sensitive keys (Reset wallet balance) start blocked for staff; the owner switches them per person." }, { "id": "phones", "url": "https://negobill.com/manual/phones", "markdown": "https://negobill.com/manual/phones.md", "title": "The Android and iOS apps: what is on the phone and where", "description": "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.", "module": "PHONES", "platforms": [ "android", "ios" ], "plans": "Every plan", "permissions": [ "The same permissions as the web; owner-only pages are read-only for staff" ], "related": [ "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" ], "keywords": [ "NegoBill android app", "NegoBill iphone app", "NegoBill mobile billing app", "NegoBill app features", "NegoBill phone vs web" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Shape of the app\n\n- **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).\n- **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).\n- **Contacts tab:** the list with dues, search, add; a contact's dues, sales and money.\n- **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.\n- **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.\n\n## Differences from the web\n\n- 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.\n- 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.\n- 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.\n- Registration on the phone runs the same door: name, business, email, password, email code, SMS code, the business kind, the plan to try.\n\n## Rules\n\n- One live session per platform: signing in on a second Android phone signs the first out; the web and iOS stay signed in.\n- 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.\n- 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.\n\n## Limits\n\nAndroid 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." }, { "id": "assistant", "url": "https://negobill.com/manual/assistant", "markdown": "https://negobill.com/manual/assistant.md", "title": "The NegoBill Assistant: Claude and ChatGPT connected to a shop", "description": "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.", "module": "ASSISTANT", "platforms": [ "web", "android", "ios" ], "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" ], "related": [ "https://negobill.com/help/connect-claude" ], "keywords": [ "NegoBill MCP", "NegoBill ChatGPT plugin", "NegoBill Claude connector", "ask ChatGPT about my shop sales", "NegoBill AI assistant tools" ], "updated": "2026-10-01T00:00:00.000Z", "body": "## Connect\n\n1. 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.\n2. 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.\n3. 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.\n\n## Tools\n\nReads (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.\nWrites (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.\nBulk 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.\nSuggestions: 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.\nWhat 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.\nEvery 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.\n\nForms 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.\n\n## Skills\n\nFive 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.\n\n## What it cannot do\n\nVoid 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.\n\n## Rules\n\n- One tool registry behind every door (MCP today, the in-app chat later); each tool wraps the same service the web and phones call.\n- 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.\n- Signing in on the consent page opens no device session, so it never signs a phone or browser out." }, { "id": "vocabulary-and-errors", "url": "https://negobill.com/manual/vocabulary-and-errors", "markdown": "https://negobill.com/manual/vocabulary-and-errors.md", "title": "Vocabulary, formats and error codes", "description": "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.", "module": "VOCABULARY", "platforms": [ "web", "android", "ios" ], "plans": "Every plan", "permissions": [], "related": [], "keywords": [ "NegoBill terms", "NegoBill error code", "NegoBill NB-B", "NegoBill bill receipt tax invoice difference", "NegoBill dues meaning" ], "updated": "2026-09-26T00:00:00.000Z", "body": "## Words\n\n- **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.\n- **Pre-sale:** Quotation, Estimate or Proforma Invoice: no stock, no money, convertible to a sale.\n- **Dues:** what a customer owes now (open bills minus receipts). **Advance:** money received beyond bills. **Payable:** what the shop owes a supplier.\n- **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.\n- **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\".\n- **Ledger / statement:** the account book and a contact's running-balance view; never \"khata\". **Box Cash:** a cash drawer's day and count.\n- **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.\n- **Fits:** the models a product fits (\"for iPhone 15 Pro\"). **Product code:** the manufacturer's model code. **Barcode:** the shop's scan code.\n- **Trade kit / pack:** the preset for a kind of business (modules, fields, job types, words).\n\n## Formats\n\n- Money: rupees with two decimals and Indian grouping, \"₹1,13,081.00\"; stored in paise. Blank amount means zero.\n- Dates: shown as \"03 Sep 2026\"; sent as YYYY-MM-DD; every date follows the store's clock.\n- 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.\n- Document numbers follow the series pattern in Settings → Numbering (for example B2026202799 for a bill).\n\n## Error codes\n\nEvery 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:\n\n- 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).\n- NB-B-TNT-1004: the module or plan does not allow this; the message names what unlocks it.\n- NB-B-SAL-1014/1017: discount or price outside the rules; NB-B-SAL-1016: below the minimum sale price.\n- NB-B-EXP-1000: the request lacks the billing profile (an app bug, not the user's).\n- 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.\n- 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.\n\n## Rules of the interface\n\n- Never a browser dialog; confirmations are in-app modals. Placeholders are hints, never example values.\n- Every action has an icon; many users read little. Amounts are right-aligned in a monospace figure font.\n- Three failure faces everywhere: expired token → sign in; server down → \"Unable to reach server\"; no network → \"No Internet\" and a Back to Live banner." } ] }