Help Center

Location: Automatically shown on first login to Backoffice (/backoffice/)

Step 1 — Basic Info

Step 2 — Store Setup

POS Mode options:

• Retail — Standard product grid for shops
• Restaurant — Floor plan with tables, kitchen display
• Both — Switch between modes in POS

Step 3 — First Employee

Step 4 — Tax Settings

Configure your default tax rate (e.g. 17% PDV for Bosnia). You can add more tax rates later in Settings.

Backoffice Login

Access: Only Owner, Admin, and Manager roles can log into Backoffice.

POS Login

Access: All roles can access POS (based on permissions).

Location: Backoffice → Dashboard (first page after login)

KPI Cards (Top Row)

Charts

• Sales Trend — Line chart of sales over last 7/30 days
• Top Products — Bar chart of best-selling products
• Payment Methods — Pie chart breakdown (Cash/Card/Mix/Online)
• Hourly Sales — Bar chart showing busiest hours

Store Filter

Use the store dropdown at the top to filter all dashboard data by a specific store, or select "All Stores" for combined view.

Location: Backoffice → Executive Dashboard (sidebar)

Advanced analytics view for business owners with multi-store overview, financial KPIs, and trend analysis.

Key Metrics

• Revenue vs. target (percentage achievement)
• Gross profit margin
• Customer acquisition cost
• Employee productivity (sales per employee)
• Inventory turnover rate
• Critical stock alerts

Location: Backoffice → Products → "+ Add Product" button

Location: Product edit modal → Variants section

Creating Variants

Variants in POS

When a product with variants is tapped in POS, a popup appears showing all available variants. Tap the desired variant to add it to the cart. The variant name appears in the cart alongside the product name.

Location: Backoffice → Settings → Units tab

Adding a Measurement Unit

Assigning Unit to Product

When editing a product, select the measurement unit from the "Unit" dropdown. This affects how quantities are displayed in POS and reports.

Export Products to CSV

Click the "Export" button on the Products page. Downloads a CSV file with all products including name, price, SKU, barcode, category, stock level, and cost price.

Import Products from CSV

Location: Backoffice → Categories

Add Category

Step-by-Step

Click "🏷️ Discount" button below the cart.

Discount Types

• Percentage — e.g. 10% off entire cart
• Fixed Amount — e.g. 5.00 KM off

Discount Limits

• Without customer: Limited by tier rules (e.g., max 5% for orders under 50, max 10% for 50-100, max 15% for 100+)
• With customer: Up to the configured maximum percentage
• Promo products: Discount not allowed without a customer selected

Location: POS → "↩️ Refund" button (bottom toolbar)

Refund with Receipt

Refund without Receipt

Select "Refund without receipt" option. Manually enter items and amounts. Requires manager approval depending on settings.

Refund in Backoffice

Location: Backoffice → Refunds page. View all refund requests, approve/reject pending refunds, see refund history with reasons and employee who processed it.

Hold an Order

With items in cart, click "⏸️ Hold". The cart is saved with a timestamp and optional note. You can then serve other customers.

Recall an Order

Click "📋 Recall" to see all held orders. Select one to load it back into the cart and continue the sale.

SmartPOS supports USB barcode scanners and camera-based scanning.

• USB Scanner: Just scan — the barcode is automatically entered into the search field and the matching product is added to cart.
• Camera: Click the camera icon in the search bar to activate camera scanning.

Send payment links to customers via email using connected payment gateways.

Supported Gateways

Stripe, PayPal, Square, Razorpay, Mollie, MercadoPago, Monri, AllSecure, CorvusPay, CaSys

When you add the first item to the cart, SmartPOS AI checks if there are active promotions on other products. If found, a suggestion modal appears to help cashiers upsell promotional items.

How It Works

Mark individual cart items as free (gratis) for samples, promotions, or staff meals.

How to Use Gratis

Gratis Rules

• Limited to 1 piece per product per cart - you cannot mark multiple units of the same product as gratis.
• The gratis item still appears on the receipt with a 0.00 amount and the GRATIS label.
• Useful for product samples, promotional giveaways, and staff meals.

Modify items in the cart before completing a sale.

Available Actions

• Edit price: Tap the price value on a cart item to edit it inline. Enter the new price and confirm. Useful for negotiated pricing or manual adjustments.
• Adjust quantity: Use the + and - buttons next to the item quantity. You can also tap the quantity number to type a specific amount.
• Add item notes: Tap the note icon on a cart item to add special instructions (e.g. allergies, modifications like "no onions", "extra sauce"). Notes print on the receipt and kitchen ticket.
• Remove item: Click the X button on any cart item to remove it instantly.
• Clear entire cart: Click the "Clear Cart" button. A confirmation dialog appears to prevent accidental clearing.

Speed up your workflow with these keyboard shortcuts in POS.

SmartPOS is fully responsive and optimized for mobile and tablet devices.

Mobile-Specific Features

• Collapsible cart panel: On mobile screens, the cart is collapsed into a bottom bar showing the item count and total. Tap it to expand the full cart view.
• Tap-to-expand cart bar: The cart bar at the bottom of the screen slides up to reveal all cart items, payment buttons, and discount options.
• Touch-friendly category scrolling: Categories are displayed as horizontally scrollable tabs that you can swipe through.
• Responsive product grid: Product cards automatically resize and reflow to fit the screen width - 2 columns on phones, 3-4 on tablets.
• Mobile table grid: In restaurant mode, the canvas floor plan is replaced with a scrollable card list for easy table selection on phones.

Install SmartPOS as a Progressive Web App (PWA) on your mobile or tablet for an app-like experience with offline support.

Install on iOS (Safari)

Install on Android (Chrome)

PWA Benefits

• Offline capable: Process sales even without internet - data syncs when connection restores.
• Full-screen mode: Runs without browser chrome (address bar, tabs) for a native app experience.
• Fast loading: Cached assets load instantly on subsequent visits.
• Auto-updates: The app updates automatically in the background when a new version is available.

Switch from retail to B2B mode to issue invoices with buyer company details and tax IDs.

How to Create a B2B Invoice

Invoice Features

• Auto-fill: If a loyalty customer is selected and has company info on file, the B2B fields auto-fill.
• Invoice numbering: B2B invoices use a separate sequential numbering system from regular receipts.
• PDF format: B2B invoices are automatically generated as A4 PDF with full tax breakdown, suitable for accounting.

Apply frequently used discounts with a single tap using pre-configured discount buttons.

Configuring Discount Presets

Location: Backoffice → Settings → POS Settings → Discount Presets

Add up to 6 quick discount buttons. For each, set the percentage (e.g. 5%, 10%, 15%, 20%) and an optional label.

Using Presets in POS

Get instant help, tips, and answers to your questions directly inside the POS terminal using the built-in AI Assistant chatbot.

How to Open

Open the side menu (☰) and tap "💬 AI Assistant", or tap the floating chat bubble on the left side of the screen.

What You Can Ask

The AI Assistant has a built-in knowledge base covering 60+ topics across these categories:

• Sales — how to make a sale, search products, apply discounts, clear cart, change quantities, hold orders, gratis items
• Payments — process payment, mix/split payment (cash + card)
• Receipts — email receipts, print receipts, receipt history, void/delete receipts
• Customers — add customer to sale, use loyalty points
• Operations — shifts, cash handover, checklists, bonus system, commissions, mail/packages
• Inventory — receive goods, stock transfer, tester assignment
• Reports & Settings — sales analytics, language, printer settings
• Restaurant — table orders, floor plan, bill splitting, kitchen display, QR ordering

Offline Mode

The AI Assistant works even when offline. In offline mode, it uses the local knowledge base to answer your questions. When online, it can also connect to the AI service for more advanced answers.

Daily Tips

Each day, the assistant shows a different "Did you know?" tip to help you discover features you might not be using yet.

Bilingual Support

The AI Assistant fully supports both English and Bosnian, automatically matching your POS language setting.

A guided, interactive walkthrough that highlights each feature of the POS terminal step by step.

How to Start

Open the side menu (☰) and tap "📖 Tutorial". The tutorial also runs automatically the first time you log in to the POS.

What the Tutorial Covers

The tutorial walks you through up to 25 steps depending on your enabled features:

• Search products by name, SKU, or barcode scanner
• Filter products by category
• Add products to the shopping cart
• Manage cart items — adjust quantities, remove items
• Attach a customer to the sale for loyalty tracking
• Apply discounts (percentage or fixed amount)
• Process payment via cash, card, or mixed payment
• Restaurant features — floor plan and table ordering (if enabled)
• Side menu features — receipt history, shifts, customers, inventory, reports, and more
• AI Assistant — get help anytime

Adaptive Steps

The tutorial automatically adapts to your configuration. Steps for disabled features (e.g. restaurant mode, delivery orders, stock transfer) are skipped so you only see what is relevant to your setup.

Replaying the Tutorial

You can restart the tutorial at any time from the side menu. Each step highlights the relevant element on screen with an animated indicator and a tooltip explaining what it does.

When you first open POS (or after closing a previous shift), you'll be prompted to start a new shift. Enter the opening cash amount (starting float) and click "Start Shift".

During a shift, you can record non-sale cash movements:

• Cash In — Money added to the register (e.g. change fund top-up). Click "💵 Cash In", enter amount and reason.
• Cash Out — Money removed from register (e.g. bank deposit). Click "💵 Cash Out", enter amount and reason.

Transfer cash from the register to an owner or manager during a shift without closing it.

How to Perform a Cash Handover

Configure how the opening cash amount is handled when starting a shift.

Fixed Mode

A standard opening amount is configured in store settings. When the employee enters a different amount, a warning is displayed and a reason must be provided. This ensures consistency across shifts.

Free Mode

Any opening amount is accepted without warnings. The employee simply enters whatever cash is in the register. This mode is more flexible for stores with variable starting floats.

The system automatically detects when employees start shifts late or close them early based on the configured work schedule.

Late Login Detection

When an employee starts a shift after the configured work schedule start hour, the system shows a "LATE" tag. The employee must provide a reason for the late start. The lateness is recorded in the shift report.

Early Close Detection

When an employee closes a shift before the configured end hour, the same mechanism applies - a reason is required and the early closure is recorded.

Shifts that remain open at 23:59 are automatically closed by the system.

What Happens at Auto-Close

• A full-screen overlay notification appears on the POS terminal informing the employee that the shift has been closed automatically.
• The shift report is generated with the cash counted as the expected amount (since no manual count was performed).
• An email notification is sent to all configured shift notification recipients.
• The employee must start a new shift to continue selling.

Configure email notifications to stay informed about shift activity across your stores.

Notification Types

• Shift start notification: Email sent when an employee opens a new shift, including employee name, store, opening cash amount, and timestamp.
• Shift end summary: Detailed HTML email sent when a shift is closed, containing all receipts, cash status, payment breakdown, handover records, and any discrepancies.
• Auto-close alerts: Immediate notification when a shift is automatically closed at midnight.

Administrators can enter the POS terminal in a view-only mode without starting an active shift.

How It Works

• When an admin logs into POS, they can choose "Preview Mode" instead of starting a shift.
• In preview mode, the product catalog, categories, and prices are fully visible and browsable.
• Payment buttons are disabled - no sales can be processed.
• This is useful for checking product setup, verifying prices, reviewing settings, or demonstrating the POS to new staff.

Fiscal reports used for tax compliance and daily cash register management.

X-Report (Interim Read)

An X-Report provides an interim fiscal read of the current day's totals. It does not reset any counters. You can run it multiple times during the day to check sales progress. Accessible from POS Menu → X-Report.

Z-Report (End-of-Day Closure)

A Z-Report performs the official end-of-day fiscal closure. It resets the daily counters and increments the Z-number (a sequential number that proves no reports were skipped). Z-Reports are required by tax authorities in many countries.

Require employees to complete their daily checklist before they can close a shift. This ensures all end-of-day tasks (cleaning, restocking, etc.) are done.

How It Works

• When the employee clicks "Close Shift", the system checks whether the assigned checklist for that day has been completed.
• If any mandatory tasks remain unchecked, the shift close is blocked and a message shows which tasks need to be completed.
• The employee must go to Menu → Checklist, complete all tasks, then try closing the shift again.

When logging into POS, admin users can select which store and terminal to work at.

Login Flow for Admins

Terminal Occupation Check

If another employee is already logged into a terminal with an active shift, the system will show a warning: "This terminal is occupied by [Employee Name]". You cannot start a new shift on an occupied terminal.

Location: POS → Menu → Settings → Printers

Adding a Printer

Connection Types

Paper Sizes

• 58mm - Portable thermal printers. Compact receipts for mobile POS setups.
• 80mm - Standard thermal receipt printers. Most common for countertop POS.
• A4 - Standard paper size. Used with inkjet/laser printers for full-page receipts or invoices.

Customize the information that appears on your printed and digital receipts.

Receipt Header

The receipt header is configured in Backoffice → Settings → General and Store Settings. It includes:

• Business name - from General Settings
• Address - from Store Settings (each store can have its own address)
• ID number (JIB) - company identification number from General Settings
• PDV number - VAT registration number from General Settings
• Phone number - from Store Settings

Receipt Footer

Add a custom thank-you message or promotional text in Backoffice → Settings → General → Receipt Footer. This text appears at the bottom of every receipt.

Receipt Content

Each receipt automatically includes:

• Receipt number, date, and time
• Seller (employee) name and store name
• Itemized list with product names, quantities, unit prices, and line totals
• Tax breakdown by rate (e.g. 17% PDV, 0%)
• Subtotal, discount (if any), and grand total
• Payment method and amount paid
• Change returned (for cash payments)
• Loyalty points earned (if loyalty customer is attached)

Auto-Print

Enable auto-print in POS → Menu → Settings → toggle "Auto-Print Receipt". When enabled, the receipt prints automatically after every completed sale without needing to click the print button.

Email Receipts

There are multiple ways to email a receipt to a customer:

• During payment: In the payment modal, check the "Email receipt" checkbox and enter the customer's email address. The receipt is emailed immediately after the sale completes.
• From receipt modal: After a sale, the receipt preview modal includes an "Email" button. Click it and enter the email address to send.
• Loyalty customers: Customers with an email on file receive receipts automatically if the "auto-email loyalty" option is enabled in settings.

PDF Receipts

Download or preview any receipt as a PDF. From the receipt modal, click "Download PDF" to save a copy, or "Preview" to open it in a new tab. PDF receipts use the same layout as printed receipts.

Set up a separate printer for kitchen orders so the kitchen staff receives printed tickets for food preparation.

Setup Steps

Location: Backoffice → Printers

Centrally manage all printers across your stores. Add, edit, test, and remove printers from one place.

Adding a Printer

Printer Types

Connection Methods

USB — direct cable, Chrome/Edge required. Bluetooth — wireless, best on Android Chrome. Network (IP) — WiFi/Ethernet, requires Epson ePOS or Star WebPRNT firmware. Serial — RS-232/COM port, Chrome 89+. Browser — system print dialog, works with all browsers and printers.

Location: Backoffice → Reports → Shifts

View all closed shifts with: opening/closing cash, total sales, cash/card breakdown, cash in/out, difference, employee name, duration.

Location: Backoffice → Reports → Sales

Filters

• Date range (from/to)
• Store (dropdown)
• Employee (dropdown)
• Payment method (cash/card/mix/online)

Report Data

Each receipt row shows: receipt number, date/time, items count, subtotal, discount, tax, total, payment method, employee, customer (if any). Click a row to see full receipt details.

Export

Click "Export CSV" or "Export PDF" to download the report.

Location: Backoffice → Extended Reports

• Consolidated Shift Report: Multi-store summary with combined totals per store.
• Tax Report: Tax collected by rate (17% PDV, 0%, etc.) with totals.
• Product Performance: Top/bottom sellers, margins, profit per product.
• Employee Performance: Sales per employee, transaction counts, average order value.

View key sales metrics directly from the POS terminal without switching to Backoffice.

Accessing Quick Reports

Location: POS → Menu → Reports

Available Metrics

Set up automated report delivery to receive sales and inventory reports via email on a schedule.

Setting Up a Scheduled Report

Location: Backoffice → Reports → Scheduled Reports

Location: Backoffice → Customers → "+ Add Customer"

Customers can also be created from POS by clicking "👤 Customer" → "+ New".

Location: Backoffice → Bonus / Loyalty page

Configuration

• Points per unit of currency: e.g. 1 point per 1 KM spent
• Point value: How much 1 point is worth in currency (e.g. 1 point = 0.01 KM)
• Minimum redeem: Minimum points required to redeem
• Auto-enroll: Automatically enroll new customers

How it works in POS

When a loyalty customer is selected during a sale, they earn points automatically after payment. To redeem points, click "Use Points" in the payment modal — it applies a discount equal to the redeemed points' value.

Location: Backoffice → Customer DNA

AI-powered customer segmentation using RFM (Recency, Frequency, Monetary) analysis.

Segments

• Champions: Buy often, spend big, bought recently
• Loyal Customers: Buy regularly with good spending
• At Risk: Were good customers but haven't bought recently
• Lost: Haven't purchased in a long time
• New: Recently acquired customers

Email Campaigns

Select a customer segment → Click "Send Campaign" → Write subject and message → Send to all customers in that segment. Requires customers to have email addresses.

Location: Backoffice → Management → Loyalty Log

View a complete history of all loyalty point transactions across your business.

Log Contents

Redeeming Points (Step-by-Step)

Import customers from a CSV file or export your customer database.

Exporting Customers

Location: Backoffice → Customers → "Export CSV" button. Downloads a CSV file with all customer records (name, email, phone, city, loyalty points, notes).

Importing Customers

Location: Backoffice → Inventory

View all products with stock levels. Filter by store, category, or stock status (low/out/normal).

Stock Adjustments

Click a product → "Adjust Stock" → Enter new quantity or adjustment (+/-) → Enter reason → Save. Stock changes are logged in the audit trail.

Low Stock Alerts

Products below their minimum stock level are highlighted. Configure minimum stock per product in the product edit form.

Suppliers

Location: Backoffice → Inventory → Suppliers. Add suppliers with name, contact, email, phone, and address.

Purchase Orders

Location: Backoffice → Inventory → Transfers

Perform a physical stock count to verify actual inventory matches system records.

How to Perform an Inventory Count

Location: Backoffice → Inventory → Count

Track every stock movement across your stores with a complete audit trail.

Inventory History

Location: Backoffice → Inventory → History

View all stock movements filtered by product and store. Each entry shows who made the change, when, and the movement type:

• Sale: Stock deducted when a product is sold
• Receive: Stock added from goods receipt or purchase order
• Adjustment: Manual stock corrections (damage, correction, theft)
• Transfer: Stock moved between stores
• Count: Stock adjusted after physical inventory count

Inventory Log

Location: Backoffice → Inventory → Log

A detailed per-product stock change log with pagination. Filter by date range and store. Export the log to CSV for external analysis.

Receive stock deliveries directly from the POS terminal without needing to switch to Backoffice.

How to Receive Goods

Transfer stock between stores directly from the POS terminal.

How to Transfer Stock

Mark a product unit as a tester or display item, which deducts it from sellable stock.

How to Assign a Tester/Display

Record sales of third-party (consignment) goods where the card payment goes to the store but cash needs to be forwarded to the goods owner.

How to Record a Commission Sale

The commission sale is tracked separately from regular sales in the shift report and can be reviewed in Backoffice reports.

Manage courier package reception and cash-on-delivery (COD) collection at your store.

Receiving Packages

Handing Over COD Cash

When the courier comes to collect COD cash, use Cash Handover (Menu → Cash Handover). The receiver must enter their PIN to verify. The handover is recorded in the shift report.

Open the cash drawer programmatically from the POS terminal.

How It Works

If your receipt printer supports cash drawer control (most thermal printers do), SmartPOS can send an "open drawer" command to the printer. The cash drawer opens automatically:

• After cash payments: Drawer opens automatically when a cash sale is completed.
• Manual open: POS → Menu → "Open Drawer" to manually open without a sale.

Supported Connections

Cash drawer control works via USB, Bluetooth, Network, and Serial connected printers. The drawer must be connected to the printer's RJ11 port (the kick connector on the back of the printer).

Encourage customers to leave Google reviews after their purchase.

How It Works

After a sale is completed, a prompt appears on the cashier's screen reminding them to ask the customer for a Google review. The prompt includes a suggested script and can show a bonus incentive message if the employee bonus system is enabled.

Submit and manage support tickets directly from SmartPOS.

Creating a Ticket

From POS: Menu → Support → "New Ticket". Describe the issue and submit. Your device info and current store are automatically attached.

From Backoffice: System → Support Tickets → "New Ticket". Enter subject, description, and priority.

Managing Tickets

View all tickets with their status. Click a ticket to see details and replies. Reply to support responses directly in the ticket view. Tickets are tracked until resolution.

Export your business data for backup or analysis purposes.

Available Exports

• Products: Backoffice → Products → Export CSV (all products with prices, SKUs, barcodes, categories)
• Customers: Backoffice → Customers → Export CSV (all customer records)
• Employees: Backoffice → Employees → Export CSV (employee list with roles and stores)
• Sales Reports: Any report page → Export CSV or Export PDF (filtered data)
• Inventory Log: Backoffice → Inventory → Log → Export CSV (stock movements)
• Audit Log: Backoffice → Audit Log → Export CSV (all system actions)

Location: Backoffice → Accounting

Dashboard Metrics

• Total Revenue: Sum of all completed sales
• Total Expenses: Sum of all recorded expenses
• Net Profit: Revenue minus expenses minus cost of goods sold
• Tax Collected: Total tax amounts from sales

Charts

Revenue vs Expenses bar chart (monthly), Profit trend line chart, Tax breakdown pie chart.

Location: Backoffice → Settings → Tax Rates

Add Tax Rate

The default tax rate is automatically applied to new products. Products can override with a specific tax rate.

Location: Backoffice → Finance → Cash Tracking

Track daily cash register movements across all stores with complete audit trail.

Features

• Opening/closing balance: Track daily cash register start and end amounts per store.
• Cash deposits & withdrawals: Record all non-sale cash movements with reasons.
• Cash reconciliation: Compare expected cash (calculated from sales) vs actual cash counted.
• Cash operation history: Complete log of all cash in/out operations with timestamps and employee names.
• Store cash summary: View total cash in, total cash out, and current balance per store.

Location: Backoffice → Finance → End of Day

A comprehensive daily summary consolidating all sales, shifts, and cash activity.

Report Contents

• All shifts consolidated: Combined sales totals from every shift that day.
• Top products: Best-selling items of the day by revenue and quantity.
• Cash reconciliation overview: Expected vs actual cash across all shifts.
• Payment method breakdown: Cash, card, mix, and online totals.

Track business expenses alongside revenue for accurate profit calculations.

Recording Expenses

• From POS: When closing a shift, add expense notes in the closing modal. These are recorded as shift-level expenses.
• Cash Out operations: Each Cash Out during a shift (Menu → Cash Out) is logged as an expense category. Enter the amount and reason (e.g. "supplier payment", "office supplies").
• In Accounting view: Total Expenses appears as a KPI in Backoffice → Accounting, reflecting all Cash Out operations and shift expenses.

Net Profit is automatically calculated as Revenue minus Expenses minus Cost of Goods Sold.

Location: Backoffice → Tax Rates

Configure tax rates, compound taxes, and tax groups that apply to your products and sales.

Tax Rates

Click “+ Add Tax Rate” to create a new tax rate. Each rate has:

Tax Groups

Tax groups bundle multiple tax rates together. Click “+ Add Tax Group” to create a group, then select which rates it includes. Assign a tax group to products that require multiple taxes (e.g. state tax + city tax).

Tax Calculator

Use the built-in tax calculator to verify how taxes apply. Enter a subtotal, select a tax group, and click “Calculate” to see the breakdown of each tax rate and the final total.

Location: Backoffice → Stores → "+ Add Store"

Each store has independent: products, stock levels, employees, shifts, reports, and settings. Products are shared across stores but stock is per-store.

Location: Backoffice → Stores → click a store name

The store detail page has 6 tabs for managing every aspect of an individual store:

Location: Backoffice → Employees → "+ Add Employee"

Enable NFC/barcode card login for quick waiter identification in restaurant mode.

Setup

Location: Backoffice → Checklists

Creating a Checklist

Completing Tasks in POS

Employees see their assigned checklists in POS → "📋 Checklist" button. They check off completed tasks. Progress is visible in Backoffice.

Configure sales-based performance bonuses for employees to incentivize higher sales.

Backoffice Configuration

Location: Backoffice → Management → Employee Bonus

• Bonus threshold: The sales amount an employee must reach before bonus kicks in (e.g. 5,000 KM/month).
• Bonus percentage: The percentage of sales above the threshold that the employee earns as bonus.
• Season adjustments: Modify thresholds for busy/slow seasons.
• Checklist completion requirement: Optionally require checklist completion to qualify for bonus.

Employee Bonus Grid

View all employees with their current sales progress, shift count, bonus rate, and payout status. The grid shows progress bars towards the bonus threshold.

In POS

Employees can view their bonus progress from POS → Menu → Bonus. Shows current sales total, threshold, progress percentage, and estimated bonus amount.

Location: Backoffice → Settings → Restaurant tab

Send items to the kitchen in separate courses (appetizers, mains, desserts) so each course is prepared at the right time.

How to Use Courses

On the KDS, items are grouped by course number. The kitchen can see which course each item belongs to and prepare them in the correct sequence.

Quick-service mode for restaurants and takeaway counters that don't need table assignments.

How Fast Food Mode Works

On the KDS, fast food orders appear with the order number instead of a table name. The kitchen prepares them in sequence.

Location: Backoffice → Online Menu

Control which products appear on your customer-facing online menu. Guests access this menu by scanning a QR code at their table or using a direct link.

Setting Up Your Online Menu

Managing Menu Items

Each product in the list shows its name, category, price, and visibility status. You can:

• Toggle visibility — Click the toggle to show or hide a product from the online menu.
• Edit description — Add a custom description that guests see when browsing the menu.
• Filter by status — Use the visibility dropdown to show only visible, hidden, or all products.
• Search — Type a product name to quickly locate it in a large catalog.

Preview & Sharing

Click the “Preview” button to see your online menu as guests will see it. The preview link can be shared directly or embedded in a QR code.

Per-Store Menus

If you operate multiple stores, each store can have its own online menu with different visible products and descriptions. Select the store from the dropdown at the top of the page.

Location: Backoffice → Floor Plan

Table Properties

QR Codes for Tables

Generate QR codes for each table from Backoffice → Floor Plan → "Generate QR". Customers can scan to view the menu and place orders directly.

Let customers scan a QR code at their table to view your menu and place orders directly from their phone.

Setting Up QR Ordering

Online Menu Editor

Location: Backoffice → Restaurant → Online Menu

Control which products appear on the customer-facing online menu. Toggle product visibility, reorder items, and customize the menu appearance. Only products marked as visible will show when customers scan the QR code.

Station Tabs

Top bar shows filter buttons for each configured station with icons. Click a station to filter orders for that station only. Click "All" to see everything.

Order Cards

• Table name (large, prominent)
• Elapsed time (red highlight if >15 minutes)
• Items grouped by station with quantities and special notes
• Course number (if multi-course ordering enabled)
• Guest count and order number

Controls

• 🔊 Sound toggle — Enable/disable new order chime (two-tone: C5 + E5)
• ⛶ Fullscreen — Expands KDS to fullscreen mode
• 🔄 Auto-refresh — Polls every 4 seconds automatically

Bulk Actions

Each column has "Accept All", "Ready All", or "Served All" buttons to process all visible orders in that status at once.

In fast food mode (no floor plan), orders go directly to kitchen from POS cart.

Additional Actions

• Transfer table: Move the order to a different table (e.g. guests want to move)
• Cancel order: Cancel with a reason (confirmation required)
• Item notes: Add special preparation instructions per item
• Delete item: Remove items within 1-minute grace period after sending to kitchen

Course Management

When courses are enabled (Settings → Restaurant → Enable Courses), items are grouped by course number (1, 2, 3...). Course numbers appear in KDS cards so the kitchen knows the serving order. Courses can be sent to kitchen separately or all at once.

Real-time Updates (SSE)

POS receives real-time kitchen events: kitchen_order_ready (order ready for pickup), kitchen_order_preparing (kitchen started preparing), kitchen_order_displayed (KDS confirmed display).

When closing a table order, you can split the bill between guests.

SmartPOS integrates with delivery platforms like Wolt and Glovo to receive orders in real time via webhooks.

How It Works

Before using delivery in POS, you must first connect the delivery platform in Backoffice → Integrations. See the Wolt Setup and Glovo Setup sections below.

Location: POS → Delivery Panel (accessible from the POS toolbar or sidebar)

Delivery Panel

The delivery panel shows all incoming delivery orders with a badge count for new (unaccepted) orders.

Status Filters

• All - Shows all delivery orders regardless of status.
• New - Orders that just arrived and need to be accepted or rejected.
• Accepted - Orders that have been accepted and are being prepared.
• Ready - Orders that are prepared and waiting for courier pickup.

Available Actions

• Accept: Accept the order and begin preparation. The delivery platform is notified that the order is being prepared.
• Reject: Reject the order with a reason text (e.g. "out of stock", "kitchen closed"). The customer is notified on the delivery platform.
• Mark Ready: Mark the order as ready for courier pickup. The delivery platform dispatches a courier.

Location: Backoffice → Integrations → Wolt

Connection Steps

Options

• Test mode: Enable to receive test orders without affecting your live Wolt account. Useful for initial setup verification.
• Auto-accept: Toggle to automatically accept incoming Wolt orders.
• Menu sync: Synchronize your SmartPOS product catalog with Wolt for automatic product mapping.

Location: Backoffice → Integrations → Glovo

Connection Steps

Options

• Test mode: Enable to receive test orders without affecting your live Glovo account.
• Auto-accept: Toggle to automatically accept incoming Glovo orders.
• Menu sync: Synchronize your product catalog with Glovo. Supports automatic store mapping and product matching.

Location: Backoffice → Analytics → Sales Predictions

AI analyzes historical sales data to predict future trends. Shows: predicted daily revenue, peak hours forecast, recommended stock levels, and seasonal trend analysis.

Available Tabs

• Overview: Summary of all AI insights with key metrics and alerts.
• Critical Stock: Products at risk of running out based on predicted demand.
• Segments: Product classification by sales velocity (fast-moving, slow-moving, seasonal).
• Transfers: Recommended stock transfers between stores to optimize inventory distribution.
• Reorder: Products that need reordering with suggested quantities. Exportable to CSV.
• Sales Forecast: Predicted revenue for next 7, 14, or 30 days with confidence intervals.
• Demand: Per-product demand forecasting with daily/weekly predictions.
• Trends: Seasonal trend detection showing which products peak in which months.
• Peak Hours: Heatmap showing busiest hours by day of week for staffing optimization.
• Restock: Smart restock suggestions combining demand, lead time, and safety stock.

Running AI Analysis

Click "Run AI Analysis" to start the computation. A progress modal shows the analysis steps. Results are cached and refresh when you run a new analysis. Use "Auto-Optimize" to let AI tune its own parameters for better accuracy.

Location: Backoffice → Analytics → Loss Prevention

AI monitors transaction patterns to detect anomalies: unusual void patterns, excessive discounts, suspicious refund sequences, cash drawer discrepancies. Alerts are shown in the Security dashboard.

Analysis Tabs

• Voids: Tracks voided receipts with frequency analysis. Flags employees with unusually high void rates.
• Discounts: Monitors discount usage by employee. Identifies excessive or unauthorized discounting patterns.
• Employee Risk: Risk scores per employee based on void/discount/refund behavior. Higher scores indicate patterns needing investigation.
• Patterns: Suspicious pattern detection (e.g. sales just below manager approval threshold, repeated same-amount refunds).
• Cash: Cash discrepancy analysis across shifts. Tracks shortages and overages over time.

A trend chart shows loss metrics over time, and a recent alerts list highlights issues needing immediate attention.

Location: Backoffice → Analytics → Smart Pricing

AI suggests optimal prices based on demand patterns, competitor analysis, and profit margin targets. Review suggestions and apply with one click.

Smart Pricing Features

• Top 10 suggestions: AI-ranked pricing recommendations with expected revenue impact.
• Season analysis: Factor visualization showing how seasons affect demand and pricing.
• Discount badges: Recommended promotional labels for products (e.g. "-20%", "Sale").
• CSV export: Download all pricing suggestions for review.

Promotions Management

Email Marketing

Send promotional emails to customers about active sales. Preview the email, send a test to yourself, then broadcast to all customers with email addresses on file.

Location: Backoffice → Analytics → Stock Algorithm

Configure automated reorder points, safety stock levels, and low-stock alerts based on AI-driven demand analysis.

Key Settings

Dashboard

The algorithm dashboard shows: total low-stock items by severity, items needing reorder, algorithm performance stats, and a log of all alert recalculations. Click "Recalculate Alerts" to refresh. Use "Send Report" to email the algorithm report.

Location: Backoffice → Anti-Fraud

Monitors for tamper attempts and suspicious activity:

• Tamper Log: Device integrity checks, unauthorized access attempts
• Device Alerts: Offline devices, suspicious login patterns, location changes
• Transaction Monitoring: Unusual void/refund patterns, large discounts, off-hours activity

Location: Backoffice → Audit Log

Records all system actions. Filterable by: action type, user, date range, store.

Logged Actions

• Product create/edit/delete, price changes
• Sales, refunds, voids, discounts
• Stock adjustments, transfers
• Employee create/edit/delete, role changes
• Settings changes, login/logout events

Location: Backoffice → Settings → Permissions

Configure granular permissions for each role to control exactly what each employee type can access.

How to Configure Permissions

Controllable Modules

Permissions can be set for: Dashboard, Products, Customers, Employees, Inventory, Reports, Finance, Settings, Integrations, Analytics, Floor Plan, and all POS features (discounts, refunds, receipt deletion, cash handover, etc.).

Location: Backoffice → Devices

View all registered POS devices: device name, last heartbeat, sync status, browser info, IP address, error logs. Devices send heartbeat signals to confirm they're online.

Setup Flow (API Key gateways)

Setup Flow (OAuth2 gateways — Stripe, Square)

All accounting integrations use OAuth2 — click Connect, authorize, done. Toggle auto-sync to keep data in sync automatically.

WooCommerce

Syncs: Products (push/pull), Orders (pull), Customers (push/pull), Stock levels (push). Webhook receives new WooCommerce orders automatically.

Shopify

Syncs: Products (push/pull), Orders (pull), Customers (push/pull), Inventory. Webhook receives new Shopify orders.

Mailchimp

Connect with API Key (format: xxx-usXX). Syncs customers to audiences with configurable fields (name, email, phone, city, total_spent, order_count, loyalty_points). Supports tags and auto-sync on sale.

HubSpot

OAuth2 connection. Syncs Contacts (push/pull) and Deals (push). Auto-sync and tag contacts options available.

Wolt

Actions: Accept Order, Reject Order, Mark Ready. Auto-accept option available. Orders appear in POS delivery panel.

Glovo

Actions: Accept Order, Reject Order, Mark Ready, Sync Menu. Unlike Wolt, Glovo supports direct menu sync.

Location: Backoffice → Settings → General

Location: Backoffice → Settings → Subscription

Plan Information

• Current plan name and status (active/trial/expired)
• Usage meters: products used/limit, stores used/limit, employees used/limit
• Trial days remaining (if on trial)
• Feature list for current plan

Upgrade

Click "Upgrade Plan" to see available plans with pricing. Plans: Starter, Professional, Business, Enterprise.

Location: Backoffice → Settings → Fiscal

Configure fiscal compliance settings for your country. Different countries have different requirements.

Fiscal Country Support

SmartPOS supports fiscal compliance in 30+ countries through multiple fiscal drivers:

• Bosnia, Bulgaria, Romania, Poland: ErpNet.FP driver (Datecs/Tremol/Tring fiscal printers via local bridge)
• Bosnia (direct): Web Serial API for direct USB fiscal printer connection (no bridge software needed)
• Germany, Austria: Fiskaly TSE (cloud-based Technische Sicherheitseinrichtung)
• Austria: fiskaltrust middleware (RKSV compliance)
• Serbia: LPFR local fiscal processor (eFiskalizacija)
• Croatia, Hungary, Greece, Italy, Spain, Portugal, Turkey, and more: Online fiscal via SmartPOS API
• US, UK, Canada, Australia, etc.: No fiscal signing required (passthrough mode)

Location: Backoffice → Settings → Email Templates

Customize the HTML templates used for all system-generated emails.

Available Templates

• Receipt email: Sent when a receipt is emailed to a customer
• Shift report: Shift start/end notification emails
• Low stock alert: Inventory warning emails
• Auto-close notification: Midnight shift auto-close alerts
• Welcome email: New employee/customer welcome message
• Stock algorithm report: AI-generated restock recommendations

Editing a Template

Select a template type, edit the subject line and HTML body. Use template variables like {{business_name}}, {{employee_name}}, {{total_sales}}. Click "Preview" to see a live rendering, then "Save".

Location: Backoffice → Settings → API

API Key Management

Generate API keys to allow external applications to interact with your SmartPOS data. Click "Generate Key" to create a new key. Copy it immediately as it won't be shown again. Click "Regenerate" to invalidate the old key and create a new one.

Webhooks

Set up webhooks to receive real-time notifications when events occur in SmartPOS.

Show or hide specific features in the POS and Backoffice to simplify the interface for your team.

POS Modules

Location: Backoffice → Settings → Modules (POS tab)

Toggle individual POS features on/off: Goods Receipt, Stock Transfer, Tester/Display, Employee Bonus, Commission Sales, Postal Packages, Checklists, Cash Handover, Customer Management, Refunds, Cash Drawer. Disabled modules are hidden from the POS menu.

Backoffice Modules

Location: Backoffice → Settings → Modules (Backoffice tab)

Toggle Backoffice sidebar sections on/off to hide pages you don't use. Disabled sections are removed from the sidebar navigation.

Location: Backoffice → Settings → Discounts

Configure tiered discount limits to control the maximum discount employees can apply based on the cart total.

How Tiers Work

Each tier defines a cart total range and a maximum discount percentage. Example:

Click "+ Add Tier" to create new tiers. Set whether the discount is percentage or fixed amount. When a customer is attached to the sale, a separate "Max discount with customer" setting applies, allowing higher discounts for loyal customers.

Location: Backoffice → Settings → Legal

Configure legal business details that appear on receipts, invoices, and fiscal documents.

Location: Backoffice → Settings → Receipt/PDF tab

PDF Watermark

Enable a text watermark on PDF receipts (e.g. "COPY", "DUPLICATE"). Toggle "Enable PDF Watermark" and enter the watermark text. The text appears diagonally across the PDF.

PDF Stamp

Add a custom stamp image (e.g. company seal, approval stamp) to PDF receipts. Toggle "Enable PDF Stamp" and upload an image. The stamp appears in the footer area of the PDF.

Receipt Preview

Preview how your receipts will look with the current settings. Click "Preview Receipt" to generate a sample receipt with all customizations applied.

Location: Backoffice → Settings → Subscription

Available Plans

Upgrading

Click "Upgrade Plan" to view a plan comparison. Toggle between monthly and yearly billing (yearly saves ~20%). Select a plan and follow the payment flow. Features unlock immediately after upgrade.

Usage Tracking

Usage bars show how many products, stores, and employees you've used vs your plan limit. When you approach a limit, warnings appear. Exceeding a limit prevents creating new items until you upgrade.

Location: Backoffice → Settings → Currency

Currency Settings

Per-Store Currency

Each store can have its own regional settings including currency. Go to Stores → select store → Regional tab to override the default currency for that location. This is useful for businesses operating across different countries.

Location: Backoffice → Settings → Notifications

Configure automatic email reports that keep you informed about shifts, stock levels, and business activity.

You can send reports to multiple recipients — for example, the owner and the accountant. Each report type can have different recipients.

Location: Backoffice → Settings → Loyalty

Configure your customer loyalty program. When enabled, customers earn points on every purchase and can redeem them for discounts.

How It Works

When enabled, every sale to a registered customer automatically earns points. At checkout, customers with enough points see a “Use Points” option. Points are deducted from their balance and the discount is applied to the sale total. View all point activity in the Loyalty Log page.

Location: Backoffice → Settings → Shifts

Configure cash opening rules, working hours, and lateness thresholds for employee shifts.

Opening Cash

Working Hours

Lateness & Early Close Thresholds

Location: Backoffice → Settings → Floor Plan

Configure the POS operating mode and customize table status indicator colors.

POS Operating Mode

Table Status Colors

Customize the colors used to indicate table status on the floor plan. Click each color swatch to change it:

• Available — default green (#4CAF50). Empty tables ready for seating.
• Occupied — default red (#F44336). Tables with active orders.
• Reserved — default orange (#FF9800). Tables reserved for future guests.
• Dirty — default grey (#9E9E9E). Tables that need cleaning after guests leave.

SmartPOS uses your browser’s IndexedDB storage to cache product data, customer records, and configuration locally. When the server becomes unreachable, the POS automatically switches to offline mode.

What Works Offline

Automatic Activation

You do not need to enable offline mode manually. The POS detects connectivity loss within seconds and displays an offline indicator in the header bar. All transactions are queued and will sync once the connection returns.

While offline, every action that would normally require a server call is stored in a local pending operations queue.

How the Queue Works

1. Action captured — Each sale, payment, or shift action is saved to IndexedDB with a timestamp and unique ID.
2. Queue ordered — Operations are kept in chronological order to ensure they replay in the correct sequence.
3. Connection restored — The POS detects connectivity and begins sending queued operations to the server one by one.
4. Confirmation — Each operation is removed from the queue only after the server confirms successful processing.

Queue Status

The POS header shows a pending counter (e.g. “3 pending”) so you always know how many operations are waiting to sync. Once all operations are synced, the counter disappears and the offline indicator is removed.

When the connection is restored, SmartPOS syncs all pending data automatically. In rare cases where multiple terminals edit the same record offline, conflict resolution rules apply.

Automatic Sync Process

The sync engine sends queued operations sequentially. If a single operation fails (e.g. a product was deleted on another terminal), it is flagged for review while remaining operations continue to sync.

Conflict Resolution Rules

Follow these tips to ensure the best offline experience:

• Keep the POS tab open — Closing the browser tab may clear cached data on some devices.
• Start your shift while online — This ensures all products, prices, and customer data are fully cached before any connectivity issues.
• Do not clear browser data — IndexedDB stores your offline queue. Clearing site data will erase pending transactions.
• Use a UPS (battery backup) — Power loss during offline mode can result in data loss. A UPS keeps the terminal running.
• Monitor the pending counter — If the counter stays high for an extended period after reconnecting, check your network or contact support.

Location: Backoffice → Inventory → Stock Alerts / POS header bell icon

Alert Types

Setting Thresholds

Set minimum and maximum stock levels per product in Products → Edit Product → Inventory tab. You can also set default thresholds for all new products in Settings → Inventory Defaults.

Managers receive notifications about important shift and employee activities.

Administrators can send announcements that appear to all users across the organization.

Creating an Announcement

1. Go to Backoffice → Settings → Announcements
2. Click New Announcement and enter a title and message
3. Choose the target audience: All Users, Managers Only, or specific stores
4. Set priority (Info, Warning, Critical) and optional expiry date
5. Click Publish — the announcement appears as a banner in both POS and Backoffice

Users can dismiss informational announcements. Critical announcements remain visible until the admin removes them or they expire.

Location: Backoffice → Settings → Notifications

The SmartPOS Partner Program is designed for IT consultants, POS resellers, business advisors, and technology integrators who want to offer SmartPOS to their clients.

Partnership Tiers

Location: Partner Dashboard (partners.smartposai.com)

How Referrals Work

1. Share your unique referral link with potential clients
2. When a client signs up through your link, they are tracked to your partner account
3. You earn a recurring commission on every subscription payment the client makes
4. Commissions are calculated monthly and paid out via bank transfer or PayPal

Commission Dashboard

Your partner dashboard shows real-time metrics: active referrals, monthly recurring revenue, pending commissions, and payout history. You can also download invoices and tax documents.

Platinum partners can offer SmartPOS under their own brand with our white-label program.

White-Label Features

• Custom branding — Your logo, colors, and domain name on the POS and Backoffice
• Custom login page — Branded sign-in experience for your clients
• Branded receipts — Your company info on printed and digital receipts
• Custom email templates — Automated emails sent from your domain
• Sub-tenant management — Create and manage client accounts from your admin panel

Getting Started with White-Label

Contact your dedicated account manager or email partners@smartposai.com to discuss white-label setup. The process typically takes 5–10 business days and includes a guided onboarding session.