SmartCABuddy

User guide · SmartCABuddy POS

Run your counter like a pro.

Updated: 12 July 2026 · Every feature below is live

From a blank trial to a billing counter that runs itself — with your rules enforced on every bill. Prefer a walkthrough? Book a live demo on WhatsApp anytime.

Get started Billing at the counter Owner controls GST, returns & exports Inventory & pricing Customers & khata Your account
Part 1 · Set up your shop
  1. Start your trial at pos.smartcabuddy.com/register — shop name, your email and mobile. 14 days free, up to 3 users, no card. Confirm your email and note your business code — you use it at every sign-in.
  2. Set your tax scheme: GST Regular, Composition or Unregistered. Your invoices automatically become TAX INVOICE, BILL OF SUPPLY or INVOICE — with the right fields for your scheme.
  3. Brand your bills: pick from 5 letterhead templates, upload your logo and signature, set your colour, choose A4 or A5 — plus 80mm thermal receipts for the counter.
  4. Load your items: add items and services one by one, or bulk-import from Excel/CSV — the import validates first and applies all-or-nothing. HSN/SAC codes are auto-suggested from the official CBIC master.
  5. Add your staff with roles — Owner, Manager, Cashier — each with the right level of access.
Tip: also import your price lists — they're date-wise, so you can schedule a future price change and the counter switches over automatically on the day.
Part 2 · Billing at the counter
  1. Open the POS counter — a full-screen billing view built for speed: barcode scanner (any keyboard-wedge scanner), type-ahead item search, and hotkeys (F4 / F8 / F10) so hands stay on the keyboard.
  2. No scanner? Use your phone. Tap the camera icon and your phone's camera becomes the barcode scanner — also inside the Android app.
  3. Take payment: Cash, UPI or Card. For cash, enter the tendered amount and the change is calculated for you.
  4. Print: an 80mm thermal receipt at the counter, or a full A4/A5 GST invoice on your letterhead.
  5. Special items: line rates are editable within the limits the owner allows, and items with no fixed price ("per bill") handle commissions and job-work.
Part 3 · Owner controls — your rules, on every bill
  1. Lock an item's price — locked items bill strictly at your date-wise price list. Staff can't change the rate, and the server enforces it: there is no workaround.
  2. Cap discounts — business-wide and per-item ceilings (set 0% for no discounts at all). Every bill obeys, whoever is at the counter.
  3. Role-based access keeps sensitive settings owner-only — staff bill, you stay in control even when you're not in the shop.
Why this matters: this is the big-retail discipline most small-shop software skips — and it's the reason your books always tie at month-end.
Part 4 · GST, returns & exports
  1. GST is computed server-side in exact paise (CGST/SGST/IGST) — audit-exact and regression-tested.
  2. Full trade invoices when you need them: consignee (ship-to), e-way bill number, LR-RR, delivery note, buyer's order, payment/delivery terms, UDYAM on the letterhead — all via progressive disclosure, hidden until needed.
  3. Sales returns: issue GST-compliant credit notes — quantity-capped against the original invoice; stock and the customer's khata reverse automatically (GSTR-1 CDNR/CDNUR ready).
  4. GSTR-1: preview it in the app, then export Excel in the GST offline-tool format — hand it to your CA, done.
  5. Tally: export vouchers ready to import — your accountant will love you.
Part 5 · Inventory & pricing
  1. Live stock updates with every bill; negative-stock warnings alert you without ever blocking a sale.
  2. Effective-dated price lists — schedule tomorrow's prices today.
  3. Bulk imports for items and price lists from Excel/CSV, validate-first, all-or-nothing.
Part 6 · Customers, khata & money
  1. Customer khata — a running Dr/Cr ledger per customer, maintained automatically from bills and payments.
  2. Statement of account for any date range — print it or download a real PDF for the customer.
  3. Payments with allocation against invoices, plus a receivables ageing report so you know who to call.
  4. Dashboard: sales trend, top items and payment-mode split at a glance.
Part 7 · Your account & safety nets
  1. Works everywhere: any browser, fully mobile-responsive, plus an installable Android app.
  2. Forgot your password or business code? Both recover self-service from the sign-in page.
  3. Your data: every business isolated with its own login code, encrypted passwords, rate-limited APIs and nightly backups. Made in India, for India.
  4. Pricing: ₹2,500/year for up to 2 users, +₹500/user/year beyond, +18% GST — every feature included, nothing locked behind higher plans.

Want a guided tour instead?

Team SmartCABuddy will set up your counter with you — 20 minutes, any day.

Request a demo on WhatsApp support@smartcabuddy.com