Question 1

What is SmartPOS AI?

Accepted Answer

SmartPOS AI is a comprehensive cloud-based point-of-sale and business management platform. The POS terminal features 18 specialized modals and a side menu with 19 features. The backoffice contains 38+ management pages. It supports 14+ integrations, 5 AI modules, full offline mode, multi-language support, and a kitchen display for restaurant orders.

Question 2

Do I need special hardware?

Accepted Answer

No special hardware is required. SmartPOS AI runs in any modern web browser on tablets, laptops, or desktops. It supports ESC/POS thermal printers (58mm, 80mm, A4), USB/Bluetooth barcode scanners, cash drawers, and customer-facing displays. No proprietary hardware or dongles are needed.

Question 3

Can SmartPOS AI work offline?

Accepted Answer

Yes, SmartPOS AI has a robust offline mode powered by a Service Worker and local browser cache. You can continue processing sales, adding customers, and printing receipts without interruption. The offline queue supports up to 500 receipts and 200 customer records. When connectivity is restored, all queued operations automatically sync.

Question 4

How does the free trial work?

Accepted Answer

All paid plans include a 14-day free trial with full access to every feature. Credit card required but no charge for 14 days. After registering, you are guided through a 4-step onboarding wizard to set up your business, store, employees, and tax settings.

Question 5

What integrations are available?

Accepted Answer

SmartPOS AI offers 14+ integrations across five categories: Payments (Stripe, PayPal, Razorpay, Mollie, Mercado Pago, Square), Accounting (QuickBooks, Xero, Zoho Books, FreshBooks), CRM (HubSpot), E-commerce (WooCommerce, Shopify), and Marketing (Mailchimp).

Question 6

Is my data secure?

Accepted Answer

SmartPOS AI implements multiple layers of security including bcrypt-hashed PINs, CSRF token protection, rate limiting, role-based access control with 5 roles and granular permissions, supervisor PIN verification for sensitive operations, comprehensive audit logging, and HTTPS/TLS encryption with automatic daily backups.

Question 7

Can I manage multiple stores from one account?

Accepted Answer

Yes, SmartPOS AI is built for multi-store operations. Each store has its own inventory, employees, shifts, and settings. The Stock Transfer feature lets you move products between stores. Every report includes a store filter and the Executive Dashboard shows comparative charts across all locations.

Question 8

What AI features are included?

Accepted Answer

SmartPOS AI includes 5 AI-powered modules: AI Sales Prediction, Customer DNA analytics, Loss Prevention monitoring, Smart Pricing suggestions, and Stock Algorithm for optimal reorder quantities using ABC analysis and seasonal adjustments.

Question 9

How do I migrate from another POS system?

Accepted Answer

SmartPOS AI provides CSV import tools for products and customers, automatic two-way sync via WooCommerce and Shopify integrations, and support team assistance for custom data mapping.

Question 10

What support is available?

Accepted Answer

SmartPOS AI offers a built-in Ticket System, interactive Tutorial Walkthrough, AI Chatbot assistant in the POS, comprehensive FAQ, email support on all plans, and priority support with dedicated account managers on premium plans.

Question 11

How do I make a sale in the POS?

Accepted Answer

Log in with your 4-digit PIN, start a shift, find products by search/barcode/grid, add to cart, optionally select a customer and apply discounts, click Pay, choose payment method (Cash, Card, Mix, or Online), and complete the sale. A receipt appears automatically for printing, emailing, or PDF download.

Question 12

How do I search for products in the POS?

Accepted Answer

Three ways: search bar (type name, SKU, or barcode for real-time filtering), barcode scanner (auto-adds to cart), and category filter buttons above the product grid.

Question 13

How do I apply discounts?

Accepted Answer

Click the Discount button to choose percentage or fixed amount. Quick presets (5%, 10%, 15%, 20%) are available. Discount limits are enforced based on receipt total tiers, configurable in Settings. Selected customers can receive higher discounts.

Question 14

How do I process different payment methods?

Accepted Answer

The payment modal offers Cash, Card, Mix (split payment between cash and card), and Online Gateway (Stripe/PayPal payment links). After completion, receipts can be printed, emailed, or downloaded as PDF.

Question 15

How do I hold and recall a sale?

Accepted Answer

Click Hold/Save to save the current cart (items, quantities, customer, discounts). Click Saved Receipts in the side menu to view and recall any held sale. Multiple sales can be held simultaneously and persist across shifts.

Question 16

How do I process a refund?

Accepted Answer

Click Refunds in the POS side menu. Choose With Receipt (look up by receipt number, select items) or Without Receipt (search product manually). Select refund method, enter reason, get supervisor PIN approval, and choose whether to return items to stock.

Question 17

How do I start and end a shift?

Accepted Answer

Start: enter opening cash amount when logging in. End: click Shift > End Shift to see a summary with total sales, revenue breakdown, expected vs actual cash, and variance. Add notes and confirm to close.

Question 18

How does the cash handover work?

Accepted Answer

Enter amount, select receiving employee, receiver enters their PIN to confirm, add optional notes, and confirm. The handover is recorded in the shift report with full audit trail and email notification to management.

Question 19

How do I manage receipts?

Accepted Answer

After each sale, print to thermal printer, email to customer, or download PDF. View Receipt History in the side menu to browse, reprint, or resend past receipts. Supports 58mm, 80mm, and A4 paper sizes with customizable headers and footers.

Question 20

How does the customer loyalty system work?

Accepted Answer

Select a customer during checkout to earn loyalty points automatically. Points accumulate per purchase based on configurable rates. Customers can redeem points as discounts. View purchase history, total spend, and loyalty balance in the Backoffice.

Question 21

What is the POS side menu and what features does it contain?

Accepted Answer

The POS side menu contains 19 items: New Sale, Saved Receipts, Receipt History, Customers, Tasks, Bonus, Goods Receipt, Stock Transfer, Tester, Cash Handover, Commission, Postal, Refunds, Shift, Reports, Settings, Tutorial, AI Assistant, and Logout.

Question 22

How do commission (consignment) sales work?

Accepted Answer

The Commission feature handles card payments for third-party consignment goods. Enter the amount, select the goods owner, add notes, and confirm. The amount is tracked in shift reports for accurate cash reconciliation.

Question 23

How does the postal/mail package feature work?

Accepted Answer

Two modes: Receive Packages (log incoming packages and COD amounts) and Cash Handover to Owner (hand over COD money with PIN verification). Both are tracked in shift summaries.

Question 24

How do I receive goods, transfer stock, or assign testers from POS?

Accepted Answer

Three inventory operations available in POS: Goods Receipt (receive shipments), Stock Transfer (move products between stores), and Tester Assignment (remove items from sellable inventory for display/testing). All recorded with timestamps and employee ID.

Question 25

How does the kitchen display and floor plan mode work?

Accepted Answer

The Kitchen Display shows incoming orders in real-time with table numbers, items, and priority. The Floor Plan provides a visual table layout with color-coded status (green=available, yellow=occupied, red=awaiting payment). POS mode toggles between Retail, Restaurant, or Both.

Question 26

How do I add and manage products?

Accepted Answer

Go to Backoffice > Products. Add products with image, name, SKU, category, prices, and per-store stock levels. Edit, delete, or use CSV Import/Export for bulk operations. Changes sync to POS terminals instantly.

Question 27

How do I manage categories?

Accepted Answer

Go to Backoffice > Categories. Create categories with name, color, and icon. Categories appear as filter buttons on the POS product grid. Supports drag-and-drop reordering.

Question 28

How do I add employees and set permissions?

Accepted Answer

Go to Backoffice > Employees. Add employees with name, 4-digit PIN, role (Cashier, Employee, Manager, Admin, Owner), and store assignment. Set granular permissions per module (None, Read, Write, Full) in Backoffice > Permissions.

Question 29

How do I set up a new store?

Accepted Answer

Go to Backoffice > Stores. Add a store with name, address, currency, timezone, working hours, and opening cash amount. Each store maintains independent inventory, shifts, and reporting.

Question 30

How do I view sales reports?

Accepted Answer

Go to Backoffice > Reports with 6 tabs: Summary, By Product, By Category, By Employee, By Payment Method, and Inventory Value. Filter by period and store. Export as CSV or email. Use Scheduled Reports for automated delivery.

Question 31

How does inventory management work?

Accepted Answer

Five modules: Stock Receive (incoming shipments), Stock Transfer (between stores), Stock Adjustments (corrections), Inventory Count (physical counts and reconciliation), and Inventory Log (complete movement history). All per-store with real-time updates.

Question 32

How do I configure business settings?

Accepted Answer

Backoffice > Settings has 13 tabs: General, POS & Receipt, Notifications, Email Templates, Employees, Loyalty, POS Modules, Backoffice Modules, Shifts, API, Floor Plan, Permissions, and Subscription.

Question 33

How does the Executive Dashboard work?

Accepted Answer

The Executive Dashboard shows KPI cards for revenue, transactions, and average order value, plus revenue charts, store comparison, top products, and top customers. Filter by period and store. Available on Professional plan and above.

Question 34

How do I set up integrations?

Accepted Answer

Go to Backoffice > Integrations. Each integration has a Connect button and configuration card. Enter API credentials, configure sync options, and enable. Available on Professional plan and above.

Question 35

How does the employee bonus system work?

Accepted Answer

Set revenue thresholds and bonus percentages in Backoffice > Bonus. The system auto-calculates bonuses based on employee sales. Employees must complete daily checklists to qualify. Supports season and off-season rates.

Question 36

How does AI Sales Prediction work?

Accepted Answer

AI analyzes sales history to forecast demand with daily, weekly, and monthly predictions including confidence intervals. Highlights critical low-stock items and recommended reorder quantities factoring in seasonality and trends.

Question 37

How does Customer DNA work?

Accepted Answer

Builds behavioral profiles for every customer with segments (VIP, Regular, At-Risk, New, Lost), lifetime value, basket size, visit frequency, favorite products, and purchase patterns.

Question 38

How does Loss Prevention work?

Accepted Answer

Monitors voids, discounts, cash patterns, employee risk scores, and trends for anomalies. Alerts have severity levels (Low, Medium, High) with recommended actions. Available on Professional plan and above.

Question 39

How does Smart Pricing work?

Accepted Answer

AI analyzes margins, sales velocity, and seasonal demand to suggest price adjustments categorized by urgency (High, Medium, Low). Apply suggestions with one click. Includes Season Analysis and Top 10 improvement opportunities.

Question 40

How does the Stock Algorithm work?

Accepted Answer

Calculates optimal reorder points using ABC Analysis, seasonal demand patterns, lead times, safety stock levels, and store multipliers. Shows low stock alerts, recommended purchase orders, and reorder suggestions.

Question 41

How do I set up printers?

Accepted Answer

Go to Backoffice > Printers. Add printers with name, type (Receipt/Kitchen/Label), connection method (Browser/Network/USB/Bluetooth), and paper size. Test print and set defaults per store.

Question 42

How do I manage tax rates?

Accepted Answer

Go to Backoffice > Tax Rates. Create tax rates with name, percentage, and simple/compound type. Create tax groups, assign to products or categories. Tax is calculated automatically on every sale.

Question 43

How do daily, weekly and monthly checklists work?

Accepted Answer

Progressive unlock structure: daily tasks must be completed before weekly tasks unlock, and weekly before monthly. Employees check off items with timestamps. Checklist completion is a prerequisite for bonus eligibility.

Question 44

How do I export my data?

Accepted Answer

Multiple export methods: CSV export from reports and products, REST API access, integration sync (QuickBooks, WooCommerce, Mailchimp), and individual receipt PDF downloads. Data remains accessible for 30 days after cancellation.

Question 45

What are the subscription plans and what is included?

Accepted Answer

Five SaaS plans: Free (forever free, 1 store, 2 users, 50 products), Starter ($29/mo), Professional ($59/mo, most popular), Business ($129/mo with AI features), and Enterprise (custom). Plus WordPress Plugin plans. Annual billing saves ~17%.

Question 46

How does Cash Tracking work?

Accepted Answer

Backoffice > Cash Tracking provides daily cash balance overview per store with KPI cards, event logs (shift openings, cash sales, refunds, deposits), and daily reconciliation comparing expected vs actual cash.

Question 47

How does the Tax Report and Accounting page work?

Accepted Answer

Tax Report shows VAT collected by rate, period, and store. Accounting provides Profit and Loss with revenue, COGS, gross margin, expenses, and net profit. Both support CSV export.

Question 48

What is the EOD (End of Day) Report?

Accepted Answer

Comprehensive daily summary including total sales, payment method breakdown, discounts, refunds, cash reconciliation, employee shift summaries, tax totals, and top-selling products. Export as CSV or PDF.

Question 49

How does Anti-Fraud monitoring work?

Accepted Answer

Monitors voids, discount overrides, price changes, and device tampering. KPI cards show total events, critical alerts, warnings, and active devices. Filter by store or severity.

Question 50

What does the Audit Log track?

Accepted Answer

Records every significant action: logins, product changes, stock adjustments, customer changes, settings modifications, and authentication overrides. Each entry shows timestamp, user, action, old/new values, IP, and device. Immutable and available on Business plan.

Question 51

How do I manage devices and printers?

Accepted Answer

Backoffice > Devices shows connected POS terminals with status, sync info, and store assignment. Backoffice > Printers manages print hardware with name, type, connection, paper size, and test functionality.

Question 52

How does the Floor Plan designer work?

Accepted Answer

Create restaurant layouts with tables of configurable shape, size, and capacity. Drag-and-drop positioning. In POS, servers tap tables to open orders. Color-coded status: green (available), blue (occupied), yellow (reserved).

Question 53

How do Scheduled and Extended Reports work?

Accepted Answer

Scheduled Reports automates email delivery (daily/weekly/monthly) for selected report types. Extended Reports offers advanced analysis with custom date ranges, combined dimensions, and store comparison summaries.

Question 54

What are all the Settings tabs and options?

Accepted Answer

Settings has 13 tabs: General, POS & Receipt, Notifications, Email Templates, Employees, Loyalty, POS Modules, Backoffice Modules, Shifts, API, Floor Plan, Permissions, and Subscription. Each tab controls specific aspects of your business configuration.

Question 55

How does the onboarding wizard work?

Accepted Answer

4-step wizard: Step 1 - Business Info (language, name, currency), Step 2 - Store Setup (name, address, receipts), Step 3 - Employees (create admin with PIN), Step 4 - Tax Configuration. Then you land in the dashboard ready to start.

Frequently Asked Questions

General Questions

POS — How-To Guides

Backoffice — How-To Guides

AI & Advanced Features

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