AiBiz User Guide

A complete, step-by-step guide to the Aixept Business Management Application — from first registration to advanced reporting. All instructions reflect the exact features available in the system.

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Getting Started

AiBiz is a cloud-based business management application built by Aixept Technologies. It helps you record and track sales, purchases, expenses, payroll, stock/inventory, production, services, and generate insightful reports — all from your browser.

1. Creating an Account (Business Registration)

To start using AiBiz you must first register your business. This is a one-time setup done by the business owner.

Go to the AiBiz website and click "Register".
Choose a subscription plan and click it to proceed.
Enter your Business Name — the official name of your company.
Select your Business Type from the dropdown (e.g. Retail, Wholesale, Service, Manufacturing).
Choose your Country. Once selected, the State / Region dropdown populates automatically.
Enter a Business Email address — this will be your login email.
Enter a secure Password and confirm it. Passwords are case-sensitive and must be at least 8 characters.
Enter your Phone Number.
Review and click "Register" to submit.

Tip: After registration you can add more Users with limited access. You do not need to create separate accounts for staff — manage them via Account Management → Users.

What is a Business Type? The primary nature of your business (Service rendering/consulting, material production, product sales). It helps AiBiz configure appropriate defaults for you which you could also change after account creation. It also helps AiBiz label features appropriately. For example a "Retail" business may call items Products, while a pharmacy might call them Drugs. The catalog label is configurable in Business Settings.

2. Logging In

Navigate to the AiBiz login page.
Enter your Email address (or username assigned by your administrator).
Enter your Password.
Click "Login". You will land on your Dashboard.

Forgot your password? Click "Forgot Password" on the login page and follow the reset instructions sent to your registered email.

Important: Every action you take in AiBiz is logged in the Activity Log under your account to enable monitor/review your business activities on the app. Never share your login credentials. If a user needs access, create them a separate user account.

Business Setup

After first login, configure your business thoroughly before recording any transactions. This ensures invoices, reports, and calculations are correct from day one.

1. Business Profile

Go to Account Management → Business Profile in the left sidebar.

Uploading a Business Logo and Editing Business Details:

Upload your business logo so it appears on invoices and receipts.

Click the Edit button next to your business name.
Update Business Name, Description, Address, City, Phone, Email, and optional Website.
Click the logo select button to chose your business logo.
Click "Submit" to save.

Editing the Invoice Footer:

The invoice footer is printed at the bottom of every invoice and receipt your business generates (e.g. "Thank you for your patronage. All goods sold are not returnable.").

Click "Edit Invoice Footer".
Type your desired message and click "Submit".

2. Business Settings

Business Settings globally control how AiBiz behaves for your business. Navigate to Account Management → Business Profile and scroll to the Settings section.

Setting	What It Does
Product Sales Support	Enables the product sales workflow. When disabled, the Record Sales menu for physical products is hidden — useful for service-only businesses.
Service Support	Activates the Services module, allowing you to define a service catalog and record service-based sales invoices (separate from product-based sales).
Manufacturing Support	Enables the Manufacturing module. Use this if your business produces finished goods from raw materials. Allows recording production runs that consume input products and create output products.
Project Support	Enables a Projects module, allowing you to tag sales, purchases, and expenses to specific projects for project-level reporting and tracking. Useful for grouping of related income and expenses.
Manage Investors	Enables investor and shareholder management. When active, you can register business partners as investors, track their share percentages via Account Management → Shareholders, and record investment income under Non-Sales Income → Investments.
Support Donations	Enables a dedicated Donations category under Non-Sales Income. Useful for NGOs, religious organisations, or any business that receives charitable contributions.
Record Payment By Default	When enabled, the Paid Amount field on new sales transactions is pre-filled with the full total, assuming full payment. Useful when most customers pay in full immediately.
Require Payment Privilege to Record Sales Payment	When enabled, only users with the Record Customer Payment privilege can enter a Paid Amount on a sale. Other users can still record the sale but cannot enter payment details.
Sales With Commission	Allows each sales transaction to be attributed to a specific staff member. Enables commission calculations via Payroll → Calculate Commissions. Useful for businesses that pay commissions to their sales staff.
Transaction Delivery Status	Adds a Delivery Status dropdown (Processing / In Transit / Delivered) to sales transactions — useful for businesses that ship goods to customers.
Allow Only Current Date Transactions	Restricts the Transaction Date on all sales and purchases to today's date only. Prevents backdated or future-dated records.
Allow Sales Below Cost Price	When disabled, the system prevents users from saving a sale where the selling price is below the recorded cost price of a product — protecting your profit margins.
Allow Product Sales Below Available Quantity	Controls whether users can sell more than the current available stock. When disabled, the system blocks sales that would drive stock negative.
Allow Change of Invoice Product Description	When enabled, users can edit the product name/description directly on the invoice line item during a sale. Useful for customising how an item appears on the customer’s document.
Currency Symbol	The symbol shown on invoices and throughout the app (e.g. ₦, $, £, €). Set this before recording any transactions.
Invoice Has Price Per Unit	Controls whether the unit price column is shown on printed invoices.
Bank Name on Invoice	When enabled, the bank account name is printed on invoices — useful if you want customers to see where they can make payments.
Remark on Invoice	When enabled, any remark entered during a transaction (e.g. a delivery note) is printed on the invoice.
Product Model / Subtitle on Invoice	Controls whether the secondary product identifier (model/variant) is shown on printed invoices alongside the product name.
Show Old (Net) Balance on Invoice	When enabled, invoices show the customer's previous outstanding balance in addition to the current transaction balance.
Show Sales Details in Receipt	Controls whether the individual line items (product name, qty, price) are printed on receipts. Disable this for a simplified receipt showing only the total.
Catalog Primary Label	Controls what your inventory items are called throughout the app. Choose from Product, Material, or Item. This label is reflected in menus, forms, invoices, and reports.
Catalog Sub-title	What the secondary product field is called. Choose from: Model, Category, Colour, Author, Code, or SKU. This appears as the column label in product forms and invoices.
Product Has Expire Date	Activates expiry date tracking for inventory items. When enabled, every stock batch can be assigned an expiry date. The system will alert you when items are near or past expiry.
Low Stock Threshold	Sets the minimum quantity at which the system triggers a low-stock notification. When a product’s stock falls to or below this number, you will see a warning on the dashboard.
Discount Record Mode	Controls how discounts are entered during sales. Choose By percent to enter discounts as a percentage of the total, or By value to enter a fixed currency amount.
Record VAT	Adds a VAT (Value Added Tax) percentage field to all sales transactions. When active you enter the VAT rate per sale and the system calculates the net total.
Expense Approval	Requires expenses submitted by staff to be reviewed and approved by an authorised user before they are finalised. Adds a “Pending Approval” workflow.
Expense Sub-Category	Enables a second level of expense classification. For example: Category = “Utilities”, Sub-Category = “Electricity”. Improves reporting granularity.
Current Date as Default List Date	When enabled, search/filter forms on list pages (e.g. View Sales) automatically default to showing today's records. Saves time for daily reviews.
Duplicate Checks During Records	When enabled, the system warns you if a very similar transaction appears to have already been recorded — helps prevent accidental duplicate entries.
Receive Weekly Report	When enabled, AiBiz sends an automated weekly email summary to the business administrator. The report covers total sales, net income, cash position, and debt changes for the past 7 days.

Tip: After saving settings the page will automatically reload to apply the changes.

3. Managing Branches

Go to Account Management → Branches. Branches are only needed if your business has multiple physical or operational locations.

What is a Branch? A branch is a separate location of your business. Each branch has its own inventory, sales, expenses, and staff records. The main administrator account can view all branches at once ("All" view). A user assigned to a specific branch sees only that branch's data.

To Add a Branch:

Click "Add Branch".
Enter the Branch Name (e.g. "Surulere Branch") and optionally an Address.
Click "Submit".

You can later deactivate a branch (instead of deleting it) to preserve its historical records while removing it from active operations.

Tip: Your warehouse can be a branch, allowing tracking of the movement of stock from the warehouse to shops (branches).

4. Users & Privileges

Go to Account Management → Users to add and manage the people who use AiBiz in your organisation.

To Add a User:

Click "Add User".
Enter First Name, Last Name, Email, Phone.
Set an initial Password for the user. Username is auto-generated from the user first name and last name. It cannot be changed
If you have branches, assign the user to a specific Branch, or leave as "All" to give access to all branches.
Assign Privileges — tick each function this user is permitted to perform.
Click "Submit".

Password: The user will be prompted to change thier initially assigned password on first login. If the user fails to change it, they will be locked out and the admin will have to reset it. This is to ensure that only the user has access to their account and hence accountable for actions taken with their access.

Privileges: Privileges are granular access controls. Examples:

Record Sales — can enter new sales transactions
View Reports — can view report pages
Add Products — can add new inventory items
Manage Payroll — can add staff and record remuneration payments
Account Management — can manage users, branches, and business settings

Security Best Practice: Always assign the minimum privileges a user needs for their daily role. For example, a cashier should only have Record Sales — not Account Management or Delete Sales.

Modifying Users: The business administrator can always go back to the user list, click "Edit", and change a user's Branch or add/remove Privileges to reflect changes in their job role.

Deactivating Accounts

If a staff member leaves your organisation, you should deactivate their account rather than delete it. Deactivation prevents login while preserving the full history of their past activities in your reports.

Locate the user in the list (Account Management → Users).
Use the Action dropdown and select "Deactivate".
The user's status will change, and they will be immediately locked out.

Platform Basics & User Account

Essential tools for every AiBiz user, regardless of their role or privileges.

1. User Profile Management

Every user can manage their personal details and security settings once logged in.

View Profile

Click your name or the user icon in the top right corner and select "Profile" to view your personal information, assigned branch, and privileges.

Change Password

Within the Profile page, you can update your password. Enter your current password and then choose a new, secure one to maintain account security.

Logout

To safely end your session, click the user icon in the top right corner and select "Logout". Always do this when using a shared computer.

2. Dashboard & Navigation

The Dashboard provides an overview of performance and quick-action shortcuts.

Quick Actions

Shortcut buttons to Record Sales, Record Purchase, Record Expense, and go to Reports.

Today's Summary

Cards showing today's total sales, total expenses, and other key metrics at a glance.

Notifications

Alerts for important events such as low stock warnings. The bell icon in the top bar shows the count.

Global Search

The search icon in the top bar lets you quickly find any page or module in the application by name.

Interacting with Notifications: Click the bell icon to see a dropdown of recent alerts. Click any individual notification to see its details, or click "View All" to see your entire history.

Product & Service Sales

Manage all aspects of customer transactions, including both physical product sales and professional services.

Record Product Sales

Go to Sales → Record Sales. Every time you sell a physical product to a customer, record it here to update your income and inventory automatically.

Step-by-Step: Recording a Product Sale

Branch (if applicable): Select the branch this sale is for.
Transaction Date: Set the date the sale occurred (defaults to today).
Customer: Search and select the customer. If they don't exist yet, click the icon in the top bar to quickly add them without leaving this page.
Project (optional): If Projects are enabled and applicable, assign this sale to a project.
In the item entry row, search for and select a Product. The current stock quantity (Store Qty) displays automatically.
Enter the Quantity being sold. The Rem. Qty (remaining stock after this sale) updates live.
Enter or confirm the Price per Unit. The Total Amount auto-calculates.
Click "Add" to add this item to the transaction list. Repeat for additional products.
Enter a Discount if applicable (percentage or fixed amount depending on your settings).
Enter the VAT % if applicable. The Net Total updates.
Enter the Paid Amount (what the customer actually paid now). If less than the total, the difference becomes a Customer Debt.
If paid more than the total, you can check "Record negative balance as debt" to track the overpayment.
Check "Record as Bank Deposit?" if the payment was made directly into a bank account, then select the bank.
Enter an optional Remark (e.g. delivery notes).
Click "Submit". On success, you can print a Receipt or Invoice (two format options: T1 and T2).

Red rows: If a line item turns red, you are selling more than available in stock. The transaction will still be accepted, but the stock will go negative. Plan a restock purchase urgently.

AiBiz supports split payments during sales recording, allowing for partial payments through both bank and cash for the same transaction.

Barcode scanner: AiBiz supports barcode scanning to quickly select products. Scan the product barcode and it will auto-populate the product selector.

Record Service Sales

If your business provides services (e.g. repairs, consultancy, cleaning), and Service Support is enabled in Business Settings, go to Sales → Record Service.

Service Sales work similarly to product sales but instead of selecting products from inventory you select from your Service Catalog. Importantly, service sales do not affect stock levels.

Step-by-Step: Recording a Service Sale

Select the Branch (if applicable) and set the Transaction Date.
Select the Customer. Add a new customer on-the-fly using the icon.
In the item row, select a Service from your catalog. Can't find the service? Click the icon to add a new service to the catalog instantly.
Default Utilizations: When you select a service, any default utilizations (required materials) defined for that service will automatically appear. You will also see warnings if the current stock of those materials is insufficient.
Enter the Quantity (e.g. number of hours or units of service) and the Price.
Optionally add a Description line — a specific note for this particular service instance (e.g. "Oil change + filter replacement" for an "Engine Service" entry).
Click "Add". Repeat for multiple service lines.
Fill in Discount, VAT, Paid Amount, and Bank Deposit as needed — same as product sales.
Click "Save". You can print a Receipt or Invoice immediately.

Service Catalog: Before recording service sales, set up your services in Catalog Management → Service Catalog. Each service has a name, description, and default price. The price can be overridden at the time of sale.

View Sales

Go to Sales → View Sales to monitor, edit, or analyze your recorded transactions.

Filter by date range, customer, transaction code, etc.

From this view you can:

View details: Click the transaction code or use the action dropdown to see the full list of items, payments, and discounts.
Modify: Correct errors in a recorded sale (requires Modify Sales privilege).
Delete: Remove a sale record entirely (requires Delete Sales privilege).
Update Delivery: Track if items have been shipped/delivered (if delivery tracking is enabled).
Export: Download your sales data as an Excel file for further reporting.

Transaction Type Filter: If your business supports both products and services, you can also filter the list by Transaction Type to view them separately.

Quick View: Clicking a transaction code anywhere in the app—including tables on the record pages or dashboards—will instantly open a dialog box with the full details of that record.

Purchases Management

Manage all interactions with suppliers and the acquisition of stock for your business.

Record Purchase

Go to Purchases → Record Purchase. A Purchase records stock you are bringing into the business from a supplier.

Set the Transaction Date.
Select the Supplier (from your customer list — suppliers are registered as customers of type "supplier" or "both"). Add a supplier on-the-fly if needed.
For each item, select the Product, enter the Quantity received and Cost Per Unit.
Click "Add". Repeat for all items in the delivery.
Enter the Total Amount charged by the supplier and the Paid Amount (amount you are paying now).
If there is an outstanding balance (you haven't paid in full), it becomes a Business Debt tracked in Debt Management.
Optionally check "Record as Bank Withdrawal" if paid from a bank account, and select the bank.
Click "Submit". Your inventory increases immediately.

Purchase Payments & Expenses: The amount paid on a purchase is automatically recorded as an outgoing cash flow in your financial reports. You do not need to re-enter it as a separate expense. If you pay a supplier in instalments later, record each payment via Debt Management → Business Debts — those payments are also tracked in your reports.

View Purchases

Go to Purchases → View Purchases to see a full history of your acquisition logs.

Filter History: Search by supplier, date range, or transaction code.
Modify Records: Correct errors in cost or quantity (requires Modify Purchases privilege).
Delete Records: Removing a purchase record will automatically deduct the quantities from your stock.
Export: Download your purchase history to Excel for audited reporting.

Transaction Details: Like sales, clicking a purchase transaction code anywhere in the app will open a detailed view of the items, supplier info, and payment breakdown.

Expenses

Go to Expenses → View Expenses. Expenses are operational costs your business incurs that are not stock purchases — examples: rent, electricity, transport, printing, repairs, marketing.

Setting Up Expense Categories First

Before recording expenses, set up categories via Expenses → Expense Categories. Examples: "Rent", "Utilities", "Salaries", "Marketing", "Maintenance".

If Expense Sub-Category is enabled, also create sub-categories at Expenses → Expense Sub-Categories (e.g. under "Utilities": "Electricity", "Water", "Internet").

Recording a New Expense

Click "New Expense".
Set the Date the expense occurred.
Select the Category (and Sub-Category if applicable).
Enter the Total Amount.
Enter the Paid Amount. If you paid in full, check "Paid in Full". Any unpaid balance can be recorded as a debt against a supplier.
Check "Record as Bank Withdrawal" if the payment came from a bank account, then select the bank.
Add an optional Remark.
Click "Submit".

Expense Approval Workflow: If Expense Approval is enabled in settings, staff without the Approve_Expenses privilege can only submit expenses for review (Expenses → Expense For Approval). An authorised manager must then review and approve each one before it is finalised.

Branch Fund Transfer

If you operate multiple branches and need to move cash from one branch to another, use the Branch Fund Transfer option on the Expenses page. Select Source Branch, Destination Branch, and the Amount. This is recorded as an outgoing flow from the source and incoming to the destination — keeping both branch reports balanced.

Business Partners

Go to Business Partners → Partners. Partners are the individuals and organisations your business interacts with financially. This single unified list manages everyone you buy from, sell to, or receive funds from.

Adding a Partner

Click "Add Partner".
Enter First Name and Last Name (required). For organisations, you can enter the company name in the Last Name field.
Select the Partner Type:
- Customer: People you sell goods/services to.
- Supplier: Entities you purchase inventory from.
- Vendor: Entities you pay for operational expenses (e.g., utility companies).
- Financial Partner: Entities you deal with for loans, banking, or non-sales income.
- Investor: (Only visible if Manage Investors is enabled) Stakeholders with equity in your business.
Optionally enter Phone, Email, and Address.
Click "Submit".

Quick-Add: You can add a partner directly from the Record Sales or Record Purchase page without navigating away — click the icon in the top bar of those pages.

Batch Upload: Import many partners at once using Business Partners → Batch Upload. Download the template, fill it in, and upload the Excel file.

Tip: You don’t need to create a new partner for every sale. In cases where tracking a specific customer isn’t necessary and the payment is complete, you can create and use a generic “Walk-in Customer” for such cases.

Partners Report

Clicking a partner's name in the list opens their individual report — showing all past transactions, debt history, and total payments. Accessible via Reports → Partners Report.

Catalog Management

Catalog Management is where you define the items your business sells or the services it provides. Depending on your Business Settings, this menu may be titled "Product Management", "Product & Services", or similar.

Dynamic Naming: The terms "Product", "Material", or "Item" will be used throughout the app depending on what you selected for Catalog Primary Label in your Business Settings. If Service Support is enabled, the menu becomes "Products & Services" (or Items & Services, etc.).

Inventory Items

Manage your physical stock levels, pricing, and item details.

Searching for Products

Click the search/filter header to expand it.
Enter filters: Product Name, Model, or select a Branch.
Click Search. Results show name, model, current stock quantity, cost price, and selling price.

Adding a New Product

Click the Add Product icon at the top right of the page.
Product Name (required) — e.g. "Paracetamol".
Model / Subtitle (required) — a secondary identifier such as size, variant, or brand — e.g. "500mg". Appears alongside the name on invoices.
Quantity — the initial stock quantity.
Price per Unit — the selling price charged to customers.
Cost per Unit — what you paid to acquire it. Used for profit calculations in reports.
If Product Has Expire Date is enabled, check "Has Expire Date" and set the expiry date for this batch.
If you have multiple branches and are entering an initial quantity/cost/price, select the relevant Branch.
Click "Submit".

Batch Upload: For many products at once, use Catalog Management → Product Batch Upload and follow the Excel template provided.

Editing & Managing a Product

Edit Item — update name, model, price, or cost. Use the action dropdown on any row.
Update Stock — manually increase or decrease the quantity (e.g. for stock take corrections). Each change is logged in the Stock Update Report.
Batch Stock Update — quickly update the stock counts for multiple items at once using a streamlined interface. Accessible via Catalog → Batch Stock Update.
Branch Transfers — move quantities of items from one branch to another using the dedicated Branch Transfers menu.
Generate Barcode — print a barcode label for the item.
Delete Item — permanently removes the item if it has no transaction history. If it has been sold or purchased before, deletion will be blocked to preserve records.

Backlog & Expiry: If expire date tracking is enabled, use Catalog → Product Backlog to see all batches and their dates, and Catalog → Expired Products to view stock that has passed its expiry date.

Service Catalog

If Service Support is enabled, use the Service Catalog to manage services that do not require physical inventory.

Adding a Service:

In the Catalog menu, select Service Catalog.
Click "Add Service".
Enter the Service Name (e.g. "Engine Service", "Web Design").
Enter a Description (optional, but useful on invoices).
Enter a Default Price. This pre-fills when the service is selected during a sale — but can be changed at the time of sale.
Click "Submit".

You can also edit or delete services from the Service Catalog list. When you record a service sale, the price from the catalog is suggested but is fully editable per transaction.

Manufacturing / Production

If Manufacturing Support is enabled in Business Settings, you can record production runs — where raw material products are consumed to produce finished goods.

Record Production

Go to Manufacturing → Record Production.
Select the Output Product — the finished product being made.
BOM Loading: Selecting an output product will automatically load its Bill of Materials (BOM). This allows you to review the default material quantities required for the production run before submitting.
Enter the Quantity Produced.
Set the Production Date.
Add Input Materials: for each raw material consumed, select the product and quantity used. The system will deduct these from stock automatically.
Enter any additional Production Cost (e.g. labour, utilities).
Click "Submit". The output product's stock increases by the quantity produced; the input material stocks decrease.

Bill of Materials (BOM): You can pre-define the standard list of input materials for each product (its "recipe"). When recording production, select the output product and the BOM loads automatically — you only need to confirm or adjust quantities.

View Production

Go to Manufacturing → View Productions to see a list of all past production runs.

View Details: See exactly which materials and quantities were used in a specific batch.
Delete Record: Removes the production entry and reverses the stock changes (Output decreases, Inputs increase).

Utilizations: If Services are enabled, check Catalog → Utilizations to see an audit log of all products consumed during either production runs or service deliveries.

Bank Management

Go to Bank Management → Banks to register your business bank accounts. Once added, these accounts are available throughout the app when recording payments.

Adding a Bank Account:

Click "Add Bank".
Enter Bank Name (e.g. "First Bank").
Enter the Account Number.
Click "Submit".

Direct Deposits & Withdrawals: Go to Bank Management → Deposits/Withdrawals to record cash movements directly into or out of a bank account that are not linked to a sale, purchase, or expense (e.g. depositing cash from the safe, or a direct bank transfer).

Bank Transfers: On the Deposits/Withdrawals page you can also transfer funds between two of your registered bank accounts.

Banks Report: View the running balance and full transaction history for each bank account at Reports → Banks Report.

Debt Management

Debts are created automatically whenever a transaction is not fully paid. You do not need to manually create debt records for sales, purchases, or expenses — the system handles it.

Receivables

Money owed to your business by partners who partially paid for sales. Record new payments from this page to reduce each debt.

Payables

Money your business owes to suppliers from purchases not fully paid. Record instalments here.

Debt Flow List

Chronological log of all debt and payment transactions — both customer and supplier. Exportable to Excel.

New Lending / Borrowing

If you issue a standalone loan to someone (not tied to a sale) or borrow money (not tied to a purchase), record it here as a new lending or borrowing.

Seamless Reconciliation: When you record a payment against a debt in this section, AiBiz automatically handles the accounting for you. It updates the customer/supplier balance, logs the cash inflow or outflow in your financial reports, and handles related bank deposits/withdrawals. No manual ledger adjustments are ever needed!

Non-Sales Income

Go to Non-sales Income → Non-Sales Incomes. This module records money your business receives that is not from product or service sales. The menu is divided into three potential sub-groups depending on your Business Settings:

Investments: Capital injected into the business by investors or shareholders (Requires Manage Investors).
Donations: Charitable contributions or grants received (Requires Support Donations).
Others: General non-sales income like rental income, interest earned, or refunds received.

Setup First: Create income categories at Non-sales Income → Income Categories (e.g. "Rental Income", "Grants", "Interest").

Recording Non-Sales Income:

Click "New Income".
Set the Date.
Select the Category.
Enter the Amount.
Optionally check "Record as Bank Deposit" if the money went into a bank account.
Add a Remark if needed.
Click "Submit".

Why separate from Sales? Keeping non-sales income separate lets you see your true trading revenue (from Sales) vs total income. Both appear in the General Report and income analysis dashboards.

Projects

If Project Support is enabled, go to Projects → View Projects to manage a project tracking module.

Projects let you tag sales, purchases, expenses, payroll payments, and non-sales incomes to a specific project — allowing you to get a cost vs revenue breakdown per project.

Setup: First create categories at Projects → Project Categories (e.g. "Construction", "Consulting", "IT"). Then create projects at Projects → View Projects.

Using a Project: When recording a sale, purchase, expense, or income, select the relevant project from the optional Project dropdown field. All tagged records are then aggregated in the Reports → Project Report.

Closing a Project: Once complete, you can close a project. Closed projects are archived and no new transactions can be tagged to them.

Centralized Analysis: Projects serve as a powerful grouping tool. By tagging disparate entries—such as sales, purchases, expenses, and even payroll—to a single project, you can generate a comprehensive financial snapshot of that specific initiative. This helps you understand true profitability by comparing all related income against every associated cost in one view.

Advanced Project Tracking Features

Expense Allocation

A project might share a general business cost (like electricity or rent). Use Expense Allocation to tag a specific percentage of a general expense record to a project. This ensures the project's profitability report includes its fair share of overheads.

Virtual Expenses

Running costs that aren't entered into the standard expense module (e.g., historical costs or external fees) can be added as Virtual Expenses. These figures are included in project reports to give you a more accurate cost-vs-revenue analysis.

Staff & Payroll

Go to Payroll → View Staff to manage employees and their salaries. Only users with the Manage Payroll privilege can access this section.

Adding a Staff Member

Click "Add Staff".
Enter First Name, Last Name, Staff ID (auto-generated if left blank), Phone, Email.
Enter Position (job title). The field suggests previously used positions for consistency.
Enter Remuneration per Month.
Set the Date Employed.
If Sales With Commission is enabled, you can check "Create as Customer" to also register this staff member as a customer in the system — enabling commission calculation on their sales.
Click "Submit".

Recording a Remuneration Payment

Find the staff member and click the action dropdown → "Record Payment".
Set the Payment Date.
Set the Period Start and Period End (the pay period).
Select Payment Type: Remuneration, Wage, or Commission.
Adjust the Amount if there are deductions or bonuses.
Optionally check "Record as Bank Withdrawal" and select the bank.
Click "Submit".

Bulk Payment: Pay all active staff at once using the "Bulk Pay" button at the top of the staff page. Review the remuneration list, then confirm.

Sales Commissions

If Sales With Commission is enabled, go to Payroll → Calculate Commissions to view each staff member's sales performance and calculate commissions owed based on a percentage of their sales. You can then record the commission payment directly from that page.

Reports

Reports are accessible from the Reports section in the sidebar. Each report requires the corresponding view privilege to be assigned to your user account.

AiBiz provides a wide range of reports to help you keep track of your business health. Most reports can be filtered by date range, branch, and other specific criteria.

Daily Report

Summary of all activities for a specific day. Best for end-of-day reconciliation.

General Report

The summary of the business over any period. Monitors Net Profit, Sales Margins, and consolidated Cash Position in one view.

Sales Report

Detailed breakdown of all product and service invoices and payment statuses.

Service Report

Analyzes income and volume specifically for your services catalog.

Partners Report

Tracks history and debt status for individual business partners.

Expense Report

Summarises all expenses for any period. Monitors spending by category to identify cost-saving opportunities.

Product/Inventory

Product Sales, Stock valuation, movement, and expiry tracking for all your items.

Banks Report

Full transparency of deposits, withdrawals, and balances across all business accounts.

Payroll Report

Staff cost transparency. A chronological history of all remuneration payments, bonuses, and overheads.

Income Report

Tracks all income generated by the business including sales and other sources.

Stock Updates

An audit log of manual stock quantity adjustments and reconciliations.

Visual Analysis: Most reports include various charts and graphs for better pictorial and trend analysis, helping you visualize business growth patterns at a glance.

Complete Reports Reference

Report Name	Key Business Value & Insights
Daily Report	Provides a comprehensive summary of the day's financial activities, including total sales, expenses, and debt collections. Essential for end-of-day reconciliation to ensure physical cash balances match your records.
General Report	Offers a high-level "Big Picture" view of business performance, aggregating Sales, Purchases, Expenses, and Debts. Includes key metrics like Net Profitability and Stock Valuation to track overall growth.
Sales Report	Provides deep insights into sales performance within a selected period, including rankings for your top-selling products, services, and customers. Filter by branch or staff to calculate sales commissions and monitor revenue trends.
Partners Report	Analyzes your relationship with every patron, including detailed transaction summary/histories and debt statuses. Provides rankings of your most loyal partners to help focus your marketing and debt recovery efforts.
Expense Report	Provides a detailed breakdown of business spending within a selected period, grouped by category. Identify your biggest cost centers to find areas for effective cost-cutting and leakage detection.
Product Report	Delivers deep insights into inventory health, including stock valuation, movement frequency, and expiring batches. Ideal for identifying best-sellers and ensuring proper stock levels.
Service Report	Evaluates the performance of your services sales by tracking volume and other metrics. Helps you understand which items are driving your service revenue.
Production Report	Monitors the transformation of raw materials into finished goods, tracking production costs, yields, and waste. Crucial for understanding production health in manufacturing processes.
Banks Report	Provides a unified view of all company bank accounts, tracking every deposit and withdrawal in real-time. Reconcile sales collections and debt payments across multiple banks in one place.
Payroll Report	Maintains a chronological history of all staff payments, including salaries, bonuses, and allowances. Provides transparency on personnel costs and ensures a verified audit trail.
Project Report	Determines the true profitability of specific contracts or jobs by isolating only the income and expenses tagged to that project. Filter by project status to track ongoing or completed works.
Income Report	Tracks all revenue streams including non-sales income like rent, interest, or grants. Distinguishes between paid and unpaid sources for a complete view of business income.
Stock Updates	Provides a detailed audit log of every inventory quantity adjustment. Essential for monitoring stock levels, investigating discrepancies, catching recording errors, and identifying potential stock leakage.
Debt Flow	A chronological history of all debt updates. Shows exactly when debt increased and when it was paid off over time.

Tip: Some reports support Print export for further analysis. Look for the export button on each report page. Export to pdf or direct printing is also supported in most reports.

Administrative & System Management

Features for managing your AiBiz account, ensuring security, and maintaining your subscription.

1. Activity Monitoring

AiBiz maintains a transparent record of every significant action taken within the system. This ensures accountability and helps in auditing business operations.

Go to Account Management → Activity Logs to view a chronological list of actions.
What is logged?: Logins, recorded sales, stock updates, expense submissions, staff additions, and changes to business settings.
Details included: The date and time of the action, the name of the user who performed it, the type of action, and the specific record affected.
Filtering: You can filter logs by Date Range, User, or Activity Type to find specific events.

Accountability: Activity logs cannot be edited or deleted by users, ensuring a reliable audit trail for the business owner.

2. Shareholder Management

If Manage Investors is enabled in your Business Settings, you can track the equity structure of your business.

Go to Account Management → Shareholders.
Click "Add Shareholder".
Select the investor from your existing Business Partners (they must have the "Investor" type).
Enter their Share Percentage (e.g. 25).
The system ensures that the total shares across all investors does not exceed 100%.

Dividend Payments: Shareholder equity helps you determine dividend distributions. When paying out dividends, you can log them as a business expense or virtual expense depending on your accounting preference.

3. Subscription & App Payments

To ensure uninterrupted access to AiBiz, you must maintain an active subscription. You can manage your payments directly within the application.

Go to Account Management → App Payments.
View your payment history and current status.
To renew or make a payment, click the "Record New Payment" or "Pay Now" button.
Follow the prompts to complete your transaction via our secure payment gateway (e.g. Flutterwave).
Once the transaction is confirmed, click the Action (dropdown) next to the record and select "Download Invoice" or "Download Receipt".

Official Documents: Every subscription payment generates an official PDF invoice/receipt for your business. This is useful for tax purposes and internal auditing. Look for the button in the payments table.

AiBiz Intelligence (AI Assistant)

AiBiz comes with an integrated AI assistant to help you interact with your business data, get insights, and ask general business questions.

Using the Assistant:

Click the chat bubble icon in the top right corner of the screen to open the AI chat panel. You can ask questions about your sales, request summaries, or ask for general advice.

AI Units:

Every interaction with the AI consumes "AI Units". Your business is allocated a certain amount of units. When you run low, you can purchase more units.

Click your name/avatar in the top right corner.
Select "Buy AI Units" from the dropdown menu.
Choose your desired package and complete the payment.

How Everything Connects

Understanding how AiBiz components relate to each other will help you use the system more effectively. Here is a summary of how money and stock flow through your records:

Action	Effect on Stock	Effect on Money / Reports
Record a Sale	Stock decreases by quantity sold	Revenue increases. If not fully paid → Customer Debt created.
Record a Purchase	Stock increases by quantity received	An outgoing expense is recorded. If not fully paid → Business Debt created. Purchase payments appear in expense / general reports as cost of goods.
Record an Expense	No stock effect	Outgoing cash/expense recorded. Shown in Expense Report and Daily Report.
Pay Staff Remuneration	No stock effect	Outgoing cash recorded as payroll expense. Shown in Payroll Report and General Report.
Record Production	Input products decrease; Output product increases	Cost of production tracked. Shown in Production Report.
Record Non-Sales Income	No stock effect	Incoming cash that is not a product/service sale (e.g. donations, rental income). Shown in Income Report.
Bank Deposit / Withdrawal	No stock effect	Direct bank balance adjustment. Shown in Banks Report.
Receivables Payment	No stock effect	Reduces Receivables Debt. Recorded in Debt Flow and Daily Report.
Payables Payment	No stock effect	Reduces Payables Debt. Recorded in Debt Flow and Daily Report.

When you record a purchase and enter a Paid Amount, that amount is automatically treated as an outgoing payment in your financial reports. If you pay a supplier in instalments, each payment recorded under Debt Management → Payables is also tracked as an outgoing cash flow. You do not need to separately record it as an expense.

Glossary of Terms

Term	Definition
Transaction Code	A unique auto-generated reference for each sale or purchase (e.g. TRX-00001). Use it to search for, reference, or share a specific transaction.
Store Qty / Stock	The current quantity of a product in inventory. Increases when a purchase is recorded; decreases when a sale is recorded.
Cost Price	The amount your business paid to acquire a unit of product from a supplier. Used to calculate profit (Profit = Selling Price - Cost Price).
Selling Price / Price per Unit	The amount you charge customers per unit of a product.
VAT (Value Added Tax)	A tax applied to sales. When enabled, you enter the VAT percentage per sale and the system calculates the total including VAT.
Discount	A reduction on the total sale price offered to a customer. Can be a fixed amount or percentage depending on your Business Settings.
Receivables (Customer Debt)	Money owed to your business by a partner who did not pay in full at the time of sale.
Payables (Business Debt)	Money your business owes to a supplier for goods received but not yet fully paid for.
Privilege	A specific permission granted to a user that controls what features and data they can access in AiBiz.
Branch	A physically or operationally separate location of your business. Each branch has its own records but the main administrator can view all branches together.
Non-Sales Income	Money received by the business that is not from product or service sales — e.g. rental income, grants, interest, or refunds.
Transaction Date	The date on which a business transaction actually occurred. This may differ from the "created at" date (when it was entered into the system).
Batch Upload	Importing multiple records (items, partners) at once from an Excel file, instead of adding them one by one.
Activity Log	A chronological record of all actions performed in the system — who did what and when. Found at Account Management → Activity Logs.
Bill of Materials (BOM)	The pre-defined list of input products (and quantities) required to manufacture one unit of an output product.
Utilization	The recording of which materials or products were physically used during a service delivery or production run.
Rem. Qty (Remaining Quantity)	On the sales entry form, this shows how much stock will remain after the current sale quantity is deducted from current stock. Goes red if negative.
Catalog	The term AiBiz uses for your product/item/service inventory list. The label (Products, Items, Services) may vary based on your Business Settings.
T1 / T2 (Invoice/Receipt Format)	Two different print layout templates for invoices and receipts. T1 is typically the standard format; T2 is an alternative layout. Your business may prefer one over the other for its design.