📖 ProfitMate Operation Guide

Open ProfitMate App

Open the ProfitMate Android app on your device

Enter Credentials

Enter your email address and password

Explore Dashboard

After login, you'll see your dashboard with key metrics and quick actions

Open Products Screen

Tap "Products" from the bottom navigation bar in the app

Tap "Create Product"

Tap the "+ New Product" button at the top of the screen

Enter Basic Information

• Product Name: The name of your product
• SKU: Stock Keeping Unit (optional but recommended)
• Description: Product description
• Category: Select or create a category
• Unit: Unit of measurement (e.g., pcs, kg, liter)

Enter Cost Breakdown

The system uses Excel-formula matching for pricing:

• Cost A (Raw Material): Cost of raw materials
• Cost B (Operational): Operational costs (labor, utilities)
• Cost C (Packaging): Packaging costs
• Cost D (Other): Any other costs

Total Cost (E) is automatically calculated: E = A + B + C + D

Set Profit Margin

Enter your desired profit margin percentage (e.g., 30 for 30%)

The system automatically calculates:

• Profit Margin Amount (G): G = E × (F / 100)
• Selling Price (H): H = E + G

Set Stock Information

• Initial Stock: Starting quantity
• Low Stock Alert: Minimum quantity before alert triggers

Upload Product Image (Optional)

Upload an image to help identify the product

Save Product

Tap "Save Product" to create the product

The system will automatically calculate all prices and save the product

Find the Product

Open Products screen and search or filter to find your product

Open Product Details

Tap on the product name to open its detail screen

Tap Edit

Tap the "Edit" button

Update Information

Modify any fields you need to change. Prices will recalculate automatically.

Save Changes

Tap "Update Product" to save your changes

Open Product Details

Open the Products screen and tap on the product you want to recalculate

Tap Recalculate Stock

Find and tap the "Recalculate Stock" button

Confirm

The system will recalculate stock based on all historical transactions

Open Sales Screen

Tap "Sales" from the bottom navigation bar in the app

Tap "New Sale"

Tap the "+ New Sale" button at the top of the screen

Select Customer

Choose an existing customer from the dropdown, or select "Walk-in Customer" for cash sales

Add Products

• Search or select products from the product list
• Enter the quantity for each product
• The system automatically checks stock availability
• Subtotal and profit are calculated automatically

Apply Discounts & Tax (Optional)

• Enter discount amount or percentage if applicable
• Add tax if required

Select Payment Method

Choose payment method:

• Cash: Physical cash payment
• Card: Credit/debit card
• Bank Transfer: Online transfer
• Other: Other payment methods

Set Payment Status

• Paid: Full payment received
• Partial: Partial payment received
• Unpaid: Payment pending

Complete Sale

Tap "Create Sale" to complete the transaction

The system will:

• Generate invoice number automatically
• Decrease product stock quantities
• Calculate total profit
• Create activity log entry

Open Sale Details

Open Sales screen and tap on the invoice number or sale date

View Invoice

Tap "View Invoice" button

Choose Format

• Receipt Format (80mm): For receipt printers (Sunmi V2, etc.)
• A4 Format: For standard printers and PDF export

Share or Print

Share invoice via WhatsApp, email, or print directly from your Android device to mobile POS printers like Sunmi V2

Open Purchases Screen

Tap "Purchases" from the bottom navigation bar in the app

Tap "New Purchase"

Tap the "+ New Purchase" button at the top of the screen

Select Supplier (Optional)

Choose supplier from dropdown, or leave empty if purchasing from unknown supplier

Add Products

• Search or select products
• Enter quantity purchased
• Enter unit price (price per unit you paid)
• Subtotal is calculated automatically

Enter Purchase Details

• Purchase Date: Date of purchase
• Expected Delivery: Expected delivery date (optional)
• Shipping Cost: Delivery/shipping charges (optional)
• Tax: Tax amount (optional)
• Notes: Additional notes about the purchase

Upload Proof of Purchase (Optional)

Upload receipt, invoice, or any proof document

This helps with record-keeping and accounting

Set Payment Method & Status

• Select payment method (Cash, Card, Bank Transfer, etc.)
• Set payment status (Paid, Partial, Unpaid)

Save Purchase Order

Tap "Create Purchase" to save

The system will:

• Generate purchase order number (PO{YYYYMMDD}-{XXXX})
• Increase product stock quantities automatically
• Calculate total purchase amount
• Create activity log entry

Open Expenses Screen

Tap "Expenses" from the bottom navigation bar in the app

Tap "New Expense"

Tap the "+ New Expense" button at the top of the screen

Enter Basic Information

• Title: Brief description (e.g., "Office Rent - January")
• Description: Detailed description (optional)
• Amount: Expense amount

Select Category

Choose from 12 predefined categories or create a custom category:

• Rent & Utilities
• Salaries & Wages
• Marketing & Advertising
• Office Supplies
• Transportation
• Insurance
• Professional Services
• Maintenance & Repairs
• Taxes & Licenses
• Bank Charges
• Miscellaneous
• Other

Enter Expense Details

• Date: Date when expense occurred
• Payment Method: How you paid (Cash, Card, Bank Transfer, etc.)
• Reference Number: Receipt/invoice number (optional)
• Vendor: Who you paid (optional)
• Notes: Additional notes (optional)

Set Recurring Expense (Optional)

If this is a recurring expense (e.g., monthly rent):

• Enable "Recurring Expense"
• Set frequency (Daily, Weekly, Monthly, Yearly)
• Set end date (optional)

Upload Proof (Optional)

Upload receipt, invoice, or any proof document

This helps with record-keeping and tax purposes

Save Expense

Tap "Create Expense" to save

The expense will be included in your P&L reports automatically

Open Reports Screen

Tap "Reports" from the Profile menu (More screen)

Select "Profit & Loss"

Tap on "Profit & Loss" report

Choose Date Range

Select your desired date range:

• Today: Today's transactions only
• This Week: Current week
• This Month: Current month
• This Year: Current year
• Custom Range: Select start and end dates

Generate Report

Tap "Generate Report" button

Review Report Sections

The report shows:

• Revenue: Total sales amount
• Cost of Goods Sold (COGS): Total cost of products sold
• Gross Profit: Revenue - COGS
• Operating Expenses: Expenses grouped by category
• Net Profit: Gross Profit - Total Expenses
• Profit Margin: Net Profit as percentage of Revenue

Export or Share (Optional)

Share reports via WhatsApp, email, or save to your Android device for record-keeping

Open Customers Screen

Tap Profile (More) → Customers

Tap "New Customer"

Tap the "+ New Customer" button

Fill Customer Information

• Name: Customer name (required)
• Company Name: Company name (if applicable)
• Email: Email address
• Phone: Phone number
• Address: Customer address
• Tax ID: Tax identification number (optional)
• Customer Type: Individual or Business
• Notes: Additional notes

Save Customer

Tap "Create Customer" to save

Customer will now appear in dropdown when creating sales

Open Suppliers Screen

Tap Profile (More) → Suppliers

Tap "New Supplier"

Tap the "+ New Supplier" button

Fill Supplier Information

• Name: Supplier name (required)
• Company Name: Company name
• Email: Email address
• Phone: Phone number
• Address: Supplier address
• Tax ID: Tax identification number (optional)
• Notes: Additional notes

Save Supplier

Tap "Create Supplier" to save

Supplier will now appear in dropdown when creating purchases

Open Settings Screen

Tap Profile (More) → Settings

Select "General" Tab

Tap on the "General" tab

Update Business Information

• Business Name: Your company/business name
• Logo: Upload your business logo from your Android device
• Addresses: Add multiple business addresses
• Phone Numbers: Add multiple contact numbers
• Email: Business email
• Website: Business website (optional)
• SSM Number: Company registration number

Save Settings

Tap "Save Settings" to update

Changes will be reflected in invoices and reports

Open Users Screen

Tap Profile (More) → Users

Tap "Create User"

Tap the "+ Create User" button

Enter User Information

• Name: User's full name
• Email: User's email address (used for login)
• Password: Initial password (user can change later)

Assign Roles

Select one or more roles for the user:

• Roles define what the user can do
• Each role has specific permissions
• User can have multiple roles

Set User Status

• Active: User can login immediately
• Inactive: User account created but cannot login

Save User

Tap "Create User" to save

User will receive login credentials (via email if configured)

Open Roles & Permissions Screen

Tap Profile (More) → Roles & Permissions

Create or Edit Role

Tap "Create Role" or edit an existing role

Set Role Name

Enter a descriptive name (e.g., "Manager", "Cashier", "Staff")

Assign Permissions

Select permissions for this role:

• Products: Create, Edit, Delete, View
• Sales: Create, Edit, Delete, View
• Purchases: Create, Edit, Delete, View
• Expenses: Create, Edit, Delete, View
• Reports: View
• Settings: Edit
• Users: Manage (Admin only)

Save Role

Tap "Save Role" to create/update

Role can now be assigned to users