StockiePilot
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StockiePilot Documentation

Complete Guide to Running Your Business with StockiePilot

Learn how to manage products, inventory, sales, invoices, receipts, suppliers, customer debts, staff, subscriptions, reports, role permissions, discounts, and daily business operations from one secure platform.

1. Getting Started

  1. Create or log in to your StockiePilot account.
  2. Create your business profile.
  3. Add your business name, address, logo, phone number, and currency.
  4. Choose or activate your subscription plan.
  5. Invite staff members if your team will use the system.
  6. Assign each user the correct role before they begin daily operations.

2. Set Up Products

  1. Create product categories such as groceries, medicines, or electronics.
  2. Add each product with name, SKU, cost price, selling price, and quantity.
  3. Set low-stock alert levels.
  4. Assign suppliers where necessary.
  5. Add expiry dates for sensitive products when applicable.

3. Manage Inventory

  • Track stock levels in real time.
  • Update stock when new goods arrive.
  • Monitor low-stock alerts from the dashboard.
  • Record damaged, expired, or corrected stock adjustments.
  • Review inventory regularly to prevent shortages and losses.

4. Record Sales with POS

  1. Open the POS or Sales page.
  2. Search products by name, SKU, or barcode.
  3. Add products to the multi-product cart.
  4. Confirm quantities, prices, permitted discounts, and totals.
  5. Select payment method and complete checkout.
  6. Generate a receipt or invoice.

Discount Permissions

Only Company Admins and Company Managers can apply discounts during sales checkout. Company Users cannot view discount controls, apply discounts, or submit discounted sales.

5. Invoices and Receipts

  • Use invoices for formal billing, unpaid sales, or business customers.
  • Use receipts to confirm full or partial payments.
  • Every invoice and receipt should include customer details, items, totals, and payment status.
  • Reprint or download transaction documents from sales history when needed.
  • Discounted invoice totals are only available when the sale was created by an authorized role.

6. Customer Debt Tracking

  1. Select the customer during checkout.
  2. Enter the amount paid.
  3. Let StockiePilot calculate the remaining balance.
  4. Save the sale as partially paid or unpaid.
  5. Record future repayments from the customer debt page.

7. Supplier Management

  • Add suppliers with phone number, email, address, and product notes.
  • Record stock purchases from suppliers.
  • Compare supplier prices and reliability.
  • Use supplier records to restock faster and more accurately.

8. Staff and Roles

StockiePilot supports company-level role management so each staff member receives access based on their responsibilities.

  • Company Admin has full access to the company account.
  • Company Manager has operational access to dashboard, sales, products, suppliers, and discounts.
  • Company User has limited operational access and cannot apply discounts.
  • Do not share admin passwords.
  • Remove staff access immediately when they leave the business.

9. Reports and Analytics

  • View total sales, revenue, profit, debts, and low-stock products.
  • Track fast-selling and slow-moving products.
  • Review sales by date, staff, customer, or payment method.
  • Use profit and loss reports to make better business decisions.

10. Daily Workflow

  1. Check dashboard and low-stock alerts at opening.
  2. Record every sale through StockiePilot POS.
  3. Generate receipts for paid transactions.
  4. Record customer debts properly.
  5. Compare cash, bank transfer, and card payments at closing.
  6. Review daily sales and outstanding debts.

User Roles and Permissions

Role permissions are enforced by the backend and reflected in the frontend navigation. Users should only see and perform actions allowed for their role.

Company Admin

  • Full dashboard access
  • Sales, products, and suppliers management
  • Staff user management
  • Subscription and billing management
  • Can promote Company Users to Company Manager
  • Can apply sales discounts

Company Manager

  • Dashboard access
  • Sales management
  • Product management
  • Supplier management
  • Can apply sales discounts
  • Cannot manage staff users
  • Cannot manage subscriptions

Company User

  • Standard staff access
  • Can perform permitted daily operations
  • Cannot apply discounts
  • Cannot manage staff users
  • Cannot manage subscriptions
  • Cannot promote users
Feature Company Admin Company Manager Company User
Dashboard Full access Full access Limited access
Sales Allowed Allowed Allowed
Products Allowed Allowed Limited
Suppliers Allowed Allowed Limited
Discounts Allowed Allowed Not allowed
Staff Management Allowed Not allowed Not allowed
Subscription Management Allowed Not allowed Not allowed

Role Promotion Workflow

  1. A staff account is first created as a Company User.
  2. The Company Admin opens Staff User Management from the dashboard.
  3. The Company Admin selects the staff member.
  4. The Company Admin upgrades the user to Company Manager.
  5. The system records the role change in the audit log.

Role promotion is company-scoped. A Company Admin can only promote users who belong to the same company.

Security and Authorization

  • All permission checks must be enforced on the backend.
  • Frontend navigation should only display modules allowed for the logged-in role.
  • Users cannot bypass permissions by manually calling protected APIs.
  • Sales discount permissions are validated during checkout and sales updates.
  • Staff and subscription pages are restricted to Company Admins.
  • Every queryset must remain company-scoped to protect tenant data isolation.

Audit Logging

Sensitive actions should be recorded so business owners and developers can review important changes.

Record role changes, including previous role and new role.

Record the admin or user who performed the action.

Record the affected user and company.

Record timestamps for accountability.

Track discount-related actions when applicable.

Review audit logs regularly for unusual activity.

Developer Notes

Developers should keep role authorization centralized, testable, and consistent across backend and frontend code.

Backend

  • Use role constants such as COMPANY_ADMIN, COMPANY_MANAGER, and COMPANY_USER.
  • Enforce permissions in views, serializers, services, and checkout logic.
  • Reject unauthorized discount values submitted by Company Users.
  • Scope all queries by the authenticated user's company.

Frontend

  • Use route guards for protected pages.
  • Hide Staff User Management from Company Managers and Company Users.
  • Hide Subscription pages from Company Managers and Company Users.
  • Hide discount controls from Company Users.

Best Practices

Use accurate cost and selling prices so profit reports remain reliable.

Set low-stock alerts for every product to avoid running out of stock.

Give every staff member their own login for accountability.

Only grant Company Manager access to trusted operational staff.

Do not share Company Admin credentials.

Restrict discount permissions to authorized personnel only.

Record all customer debts with customer names and payment history.

Review reports weekly to understand sales, stock movement, and profit.

Review audit logs regularly for sensitive role and discount activity.

Do not delete important sales or stock records without proper backup.