How to use the system, step by step

1. Getting started — register your office

1. Open the website and click Sign up.
2. Enter office name, phone (example 0718666752), email, and address.
3. Enter owner name, login email, and password.
4. Click Continue to phone verification.
5. Enter the OTP SMS sent to the office phone.
6. You are logged in and a 7-day trial starts.

2. Sign in and password

1. Go to Login, enter email and password, then Sign in.
2. If you forget the password, use Forgot password? and follow the email link.
3. Update your profile anytime from the account menu.

3. Your workspace

After login, use the left sidebar:

• Dashboard — overview
• Jobs / Customers / Documents — daily operations
• Payments / Expenses / Payouts / Billing — money
• Reports & Activity — performance and audit
• Workers and Office settings — team and configuration

Menus depend on your role. If trial/plan expires, open Billing to renew.

4. Office setup (do this first)

1. Open Office settings — set company details, invoice prefixes, tax, and profit share.
2. Open Document templates — add logo, terms, and numbering for invoices/proformas.
3. Save changes before creating customer documents.

5. Customers — how to

1. Open Customers → create a new customer.
2. Enter name, phone, and details, then save.
3. Search the list next time the customer returns.
4. Open a customer to view their job history.

6. Jobs — how to

1. Open Jobs → Create.
2. Select the customer and device type.
3. Describe the problem and enter charged amount, discount, spare cost, and share % if needed.
4. Assign an engineer, then save.
5. Update status as work moves: Received → Diagnosed → In progress → Waiting parts → Completed → Delivered.

7. Payments — how to

1. Open Payments → create a payment (or add from the job).
2. Select the job, amount, and method.
3. Save. Partial payments are allowed when the customer pays in stages.

8. Documents / invoices — how to

1. Open Documents → new invoice, or create from a job.
2. Choose a document template.
3. Confirm line items, discount, and tax; review totals.
4. Save, then print or download PDF.
5. Use proforma for quotes before the final invoice.

9. Expenses — how to

1. Open Expenses → create.
2. Enter title, amount, date, and notes (rent, tools, transport, etc.).
3. Save so reports include real office costs.

10. Payouts and profit — how to

Net profit = Customer total − Spare parts cost.
Office / engineer shares split that net (default often 40% / 60%).

1. Open Payouts to see earned vs paid per engineer.
2. Create a payout for the amount you are paying now.
3. Save to reduce the engineer’s unpaid balance.

11. Workers and roles — how to

1. Open Workers / users → create.
2. Enter name, email, phone (example 0718666752), and password.
3. Choose role: Admin, Manager, Receptionist, or Engineer.
4. Save. Engineers need a valid phone for SMS alerts.

12. Reports and activity — how to

1. Open Reports & charts, filter by dates/engineer, then export PDF or Excel.
2. Open Activity log to see who changed jobs, payments, staff, and settings.

13. Billing and subscription — how to

1. New offices get a 7-day trial after OTP verification.
2. Open Billing → choose a plan.
3. Pay with Gwala mobile money checkout.
4. If access is locked after expiry, Billing remains available so you can renew.

14. SMS notifications

• Signup OTP → office phone
• Engineer registered → engineer phone
• Job assigned → assigned engineer

Use numbers like 0718666752 or 255718666752.

15. Quick daily checklist

1. Sign in.
2. Find or create the customer.
3. Create the job and assign an engineer.
4. Update job status as work progresses.
5. Record payments when money is received.
6. Issue invoice/proforma if needed.
7. Log office expenses.
8. At period end: review reports, payouts, and billing.