The SmartMy Trade app
One phone app for the whole shop. The owner sees today's figures, billing staff make and share bills, and anyone with credit work sees a party's ledger and takes payments. Storekeepers receive, dispatch and count by scanning, and managers approve held bills. Each person opens on the screen their work starts from.
PLANSEvery plan
Built and tried on our test systems; not yet in the app stores or used at a shop.
The problem it solves
- The owner has to call the shop to know today's sales.
- A party at the godown wants a bill now, and the computer is in the office.
- Storekeepers count goods on paper and type the count in later.
- A bill held for credit waits until the manager is back at a desk.
How it works
- Sign in with the same login as the web. The app shows the Menu with the Trade areas your role can open: Sales, Parties and Stock, plus Today for the owner.
- The owner and accounts open on Today: sales, collected, due from parties, bills overdue, items low, and sales by shop.
- Billing staff open on Quick Bill: party or cash customer, shop, search or scan items, quantity and rate, paid now or on credit. Then Save bill, and Share bill to send the PDF on WhatsApp or any app.
- Under Parties, a party shows what they owe, the credit limit and days, the ledger and unpaid bills. Receive payment sets the money against the oldest bills.
- Storekeepers open on Stock on Hand. Goods In and Goods Out are counted by scanning; Stock Count sends a count for a manager to apply.
- Trade Managers find held bills under Approvals (Growth), with the amount and who asked, and approve or reject with a reason.
Everything it does
The Menu
- Today (owner and accounts, on the phone only): figures for the day
- Sales: Quick Bill (on the phone only), Bills, Approvals (Growth, Trade Managers)
- Parties: customers with their ledger and receipts
- Stock: Stock on Hand; Goods In, Goods Out and Stock Count for storekeepers
- Each person sees only the screens their role and your plan allow
Where each person starts
- Owner and accounts: Today
- Billing staff: Quick Bill
- Others with parties: Parties
- Storekeepers: Stock on Hand
- Trade Managers with nothing else: Approvals
Today
- Sales, Collected, Due from parties, bills overdue with their count, Items low (below their reorder minimum)
- Sales by shop with the number of bills
Bills
- Today's bills, unpaid bills and drafts
- A bill shows before tax, tax, total and due, and its lines
- Post a draft; Share bill sends the PDF
- The + on Bills opens a new Quick Bill
- A bill held for approval says Waiting for approval and posts itself once approved
Stock
- An item's stock in every shop by search
- Goods In and Goods Out: count each item (scan adds one), the supplier's bill number on goods in, done; short goes to a backorder
- Batch or serial items are finished on the web
- Stock Count: scan or search, the system figure beside each item, Send count
Safety
- Each save carries a reference the server applies once, so a double tap or a retry does not make two bills
- Every action runs as the signed-in person, with their role and shops
Who uses it
OwnerOpens Today for the day's figures and approves held bills.
Billing ClerkMakes and shares bills, and takes payments from parties.
StorekeeperReceives and dispatches by scanning, and sends stock counts.
Trade ManagerApproves or rejects held bills and orders with a reason (Growth).
Where you use it
- The SmartMy Trade app on Android and iPhone: built and in testing, not in the app stores yet
- Web: everything else, such as returns, day close, orders, purchase, transfers and settings
- Not without signal: the app needs a connection to save a bill
What you control
Settings
- Roles on each user (Billing Clerk, Storekeeper, Accounts, Trade Manager) decide which screens show
- Paid Now is on to start with in Quick Bill
Approvals
- Trade hold (Growth): held bills, orders, purchases and write-offs, decided in the app by Trade Managers
Notifications
- Hold Decided (Growth): to the person who asked, in the app and by email. It comes as a phone notification once app push is switched on (built in, not switched on yet)
- Owner's Daily Summary: to Trade Managers every evening; see The owner's daily summary
Questions
Can I bill without internet?
No. The app needs signal to save a bill. Billing without a connection is not built.Is the app in the Play Store?
Not yet. It is built for Android and iPhone and is being tested; it is not in the app stores yet.Can I make returns or close the day in the app?
Not yet. Returns, the day close, orders, purchase and transfers are on the web.Who can approve in the app?
Trade Managers, from Growth. Approvers named in a chain who are not Trade Managers decide on the web, in Approvals.Does it use the phone camera to scan?
Yes. Quick Bill, Goods In, Goods Out and Stock Count scan barcodes with the camera.Related features
BILLING AND STOCKQuick bill, paid now or on credit, with the party's last rateOne short bill form for the counter and the office. Pick the party or the cash customer, add items, see the rate you gave this party last time, and post. The stock leaves the shop and, when paid now, the payment is recorded in the same step.BILLING AND STOCKStock on hand, goods in and out, and stock countsStock moves by itself when you bill, return, receive or dispatch, so the stock on hand is the real figure. Storekeepers receive and dispatch goods by scanning on the phone, and a count started on the floor is applied by a manager.GST AND APPROVALSApprovals in the appA sale held for credit or rate, a big purchase order or a write-off waits for you on your phone. Open Approvals in the SmartMy Trade app, read why it was held and the amount, and approve or reject with a reason. The bill or order goes through at once, and the person who asked is told.BILLING AND STOCKThe owner's daily summaryEvery evening the owner and the Trade Managers get one short message for each Entity. It has today's sales by shop, returns, money collected, purchases and what parties owe you. During the day, the Today screen in the app shows the same figures live.BILLING AND STOCKParty ledger and statementEvery party's account in one place: opening balance, each bill, return and payment with a running balance, and the closing balance, for any period. Show it on screen, print a Statement of Account to send, or open it on the phone.BILLING AND STOCKReturns and receipts against billsGoods coming back are a return on the bill: the stock goes back into the shop and the party's balance comes down. Money coming in is a receipt, set against the party's bills, and the party gets a thank-you with what is still due.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.