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Every screen, explained by itself

These 29 briefings live inside the app behind the ⓘ on each screen — in English and हिन्दी. The same words, here, so you can read them before you ever sign in.

Start

Home dashboard One look before the day starts: money to collect, money to pay, stock that ran out, what the floor is doing. Problems come first; figures after.

When you open it

  • First thing in the morning, before the floor starts asking.
  • Back after a few days away.
  • Someone on the phone needs a number now.

How it works

  1. Read the banners on top — negative stock, low stock, overdue money. These want action today.
  2. Tap any figure to open the documents behind it.
  3. Tap a reminder to act on it — every line here is a door, not a report.

A worked example

"Customers owe ₹2,24,700" — tap it, and the oldest bill is Mahalaxmi Motors, three weeks old. Call them, not everyone.

What it refuses, and why

  • Nothing here can be edited. Every figure is computed from documents — to change a number, change the document that made it. That is what makes this screen worth trusting.
  • A card your role cannot see is left out, not shown as zero.
Setup The first steps in the order that works, each ticking itself off when the thing actually exists. It watches your data, not your promises.

When you open it

  • Your first week with SutraBook.
  • After clearing a demo workspace.
  • After switching on a module you had not used.

How it works

  1. Do the next unticked step — the order matters: units, then items, then godowns, then parties, then opening stock.
  2. Do it from anywhere — a step ticks itself even if you added the thing from its own screen.
  3. Old data in Excel? Open Import and move it in instead of typing it.

A worked example

Add "MS Plate 5mm" from the Items screen and come back — "Add your first item" is already ticked. Nobody marks it; it saw the item.

What it refuses, and why

  • You cannot tick a step by hand. The list is computed from what exists, every time you open it, so it can never lie and never goes stale.
  • It never blocks you — everything here is a suggestion, and every door works from day one.
Import Two years of Excel moves in an afternoon. Everything is checked and shown to you first — nothing touches your books until you say go.

When you open it

  • Your first day, bringing items, parties and opening stock.
  • A broker sends a list of two hundred customers.
  • Opening balances at the start of the year.

How it works

  1. Choose what you are bringing — items, parties, or opening stock.
  2. Paste cells straight from Excel, or upload the file (.xlsx or .csv).
  3. Match the columns — common headings are recognised by themselves.
  4. Read the judgement: what will be created, what already exists, what has a problem.
  5. Fix what it names — the error quotes the exact cell — and then import.

A worked example

Paste 300 items. 288 new, 9 already exist (skipped, not duplicated), 3 refused — unit "Dzn" does not exist, and the error lists the units that do. Fix three cells and import.

What it refuses, and why

  • A row with a unit that does not exist is refused, not guessed.
  • More decimals than the item measures in is an error, not a silent rounding — nothing changes your quantities behind your back.
  • Nothing at all is written while any row still has an unread problem.
  • Old bill numbers are kept, and imported history never counts against your monthly documents.
Business profile Your business's own details — name, address, GSTIN, phone — the sender on every invoice you print. Written once here, read by every document.

When you open it

  • Before the first invoice goes out.
  • The address or GSTIN changes.
  • A document is printing a wrong detail.

How it works

  1. Legal name and address exactly as documents should print them.
  2. GSTIN — your GST returns are built from it, and the readiness check verifies its checksum before any return is filed on it.
  3. Phone and email as customers should see them.
  4. Clearing a field unsets it — blank never lives on as empty text.

A worked example

Rent a second shed, update the address here once — every invoice after prints it. Any member can read this page, because whoever issues an invoice has to render its sender; editing stays with the settings permission.

What it refuses, and why

  • A detail the app does not declare — every field is named and validated, so a typo cannot create a second, silent source of truth.
  • Editing without the settings permission — reading stays open, because whoever prints a document must render its sender.
Settings The handful of things the whole app reads from one place: how your documents are numbered, the language and look, and the plan with its meters.

When you open it

  • Invoice numbers should look like your old book's.
  • Switching language or theme.
  • Checking how much of the plan is used.

How it works

  1. Document prefixes: write "2026/KE/" and the field answers with the next number as you type. The prefix is yours; the counter stays ours.
  2. Clear a prefix to return to the default — the counter carries on, never restarts.
  3. Language and look are per device — the desk and the gate each read their own way.
  4. The plan card: meters for documents — counted, never refused — and gates for people and godowns, which refuse with the number.

A worked example

Set the invoice prefix to "2026/KE/" — the field answers "2026/KE/0019 is next". Clear it in April: numbers return to "INV-" and continue from 0019, because the sequence is a record, and records do not restart.

What it refuses, and why

  • A setting the app does not declare — every key is named and validated, so a typo cannot invent a second source of truth.
  • Restarting a counter — the sequence is a record of what was issued, and a gap reads as a missing invoice.
  • Adding a person or godown past the plan's cap — refused with the number. Documents are metered, never refused: a lorry is waiting.

Catalogue & stock

Items One list of everything you buy, make and sell — what each is called, measured in, and taxed at. Said once here, picked up everywhere else.

When you open it

  • A new raw material arrives for the first time.
  • You start making a new product.
  • A rate or HSN changes.

How it works

  1. New item, and give it the name the floor actually uses.
  2. Pick what kind of thing it is — bought raw, made here, finished for sale.
  3. Set the unit and how finely it measures — kg to two decimals, pieces whole.
  4. Set HSN and GST once — every bill after this fills its own tax.

A worked example

"MS Plate 5mm — kg, 2 decimals, HSN 7208, GST 18%." Every purchase line and invoice line for it now fills its own tax. Nobody types 18% again.

What it refuses, and why

  • Two items cannot share a SKU — one code on a shelf label must mean one thing.
  • An item used in any document or recipe cannot be deleted — the history would go blind. Retire it instead: it leaves the pickers, and old papers still read correctly.
Stock on hand The number on this screen and the number in the godown should be the same number. Every figure is a sum of recorded movements — nothing here is ever typed in.

When you open it

  • Before promising a delivery.
  • A customer on the phone, asking.
  • Before ordering — do we already have it?
  • The monthly count.

How it works

  1. See what is on hand, item by item, godown by godown.
  2. Tap an item for its full history — every in and out, each naming the document that caused it.
  3. Counted the shelf and found a difference? Adjust with a reason — damage, loss, theft, expiry, miscount. The correction is a record too.

A worked example

The screen says 960 kg of MS Plate; the shelf says 940. Adjust −20 kg, reason "damage". The screen matches the shelf, the loss shows in the day book — and at year end, "what did damage cost us?" has an answer.

What it refuses, and why

  • A stock figure can never be typed over — not by anyone. If a number looks wrong, its history shows what made it; the fix is a correction with a reason, and it carries a name and a date.
  • Stock in Quarantine or at a job worker is counted but never offered for sale or issue — a rejected batch cannot be sold by mistake.
Warehouses The places your stock lives — a godown, a floor, a shed across the road. Every movement names one, so "how much" always comes with "where".

When you open it

  • A new shed or floor starts holding stock.
  • Somebody asks what is in godown B.
  • Material moves between godowns.

How it works

  1. New godown — a name, and an address if lorries go there.
  2. Open one to see everything it holds today.
  3. Make one the default — the one every form pre-selects.

A worked example

Main Warehouse holds raw material; "Shed B — finished goods" holds what is ready to go. A transfer writes two linked movements, and each godown's page always shows what is actually in it.

What it refuses, and why

  • A godown with any movement history cannot be archived — its past would point at a hole.
  • The default godown cannot be archived — make another the default first.
  • Past the plan's cap, adding is refused with the number — but moving down a plan never takes away a godown you already have.
  • The quarantine shelf and job workers' sheds are the software's own bookkeeping: counted in your stock, never offered for sale or issue, never counted against your plan.
Quality checks The document for "how much was bad, and whose fault?". A check with its own number, defects from a named list, and the cost stated in rupees — the only unit metres, cones and castings share.

When you open it

  • A delivery or a finished run needs checking before it is trusted.
  • Something must be held back while a decision is made.
  • Quarter end: what did quality cost, and who is answerable.

How it works

  1. Open a check on the delivery or the run. Hold it if the decision needs somebody who is not there — held stock moves to the quarantine shelf and stops being sellable at once.
  2. Record only what was wrong — the good ones are counted for you, and the running line says so before you commit.
  3. Anything not good names a defect from the list on the wall — rust, weld defect, machine setting — each pointing at who is answerable by default: supplier, us, job worker, transport.
  4. The report totals it in rupees, cut by fault, defect, supplier and item.

A worked example

Fifty castings arrive; eight are rusted. Open the check, record 8 rejected — "rust", pointing at the supplier. The eight move to the quarantine shelf and stop being sellable that instant; the 42 good ones were never typed.

What it refuses, and why

  • A verdict that does not account for every unit checked.
  • A bad unit with no named defect — where the money went has one answer; what went wrong has ten, and the report is cut by exactly that.
  • Inspecting stock already in quarantine or still at a job worker — there would be nowhere to release it back to.
Quarantine shelf Where suspect stock waits — a real shelf, not a marking. Everything on it stopped being sellable the moment it landed, and it stays on your books at what it is worth until somebody decides.

When you open it

  • A check held a lot back, or rejected part of it.
  • Somebody asks what the reject shelf is worth today.
  • A decision is due: back to stock, written off, or back to the supplier.

How it works

  1. The headline is what the shelf is worth today — the number that makes somebody deal with it.
  2. Release what recovered — it returns to the godown it came from, at the value it went in at.
  3. Write off what is lost — the loss reaches the books under its defect's name.
  4. Send back what a supplier sent bad — this screen hands you the return, prefilled; the finding closes when that return is issued.

A worked example

Eight rusted castings sit at ₹1,840. Rework saves five — release them. Three are beyond saving — write them off: ₹690 reaches Wastage & scrap, and the day book reads "Failed the check — rust", not "stock adjustment".

What it refuses, and why

  • Selling or issuing from the shelf — no picker in the app offers it, so a rejected part cannot quietly reach a customer.
  • Releasing or writing off more than a finding actually holds.
  • Sending back something that failed on your own floor — a return needs a supplier, so it is offered only for lots that arrived on a delivery.

Buying

Purchase orders What you asked for, what actually arrived, and what you owe on it — one document that remembers, so nothing rides on memory or a chit.

When you open it

  • Material is running low and it is time to order.
  • A lorry is at the gate with a delivery.
  • The supplier's bill arrives and you want to check it against what came.

How it works

  1. New order — supplier, items, quantities, rates.
  2. Send it: it takes its number and what arrives will be checked against it.
  3. Lorry at the gate? Open the order and mark in what actually came — part deliveries are fine, the rest stays on the order.
  4. Pay from the order or from the supplier — what is owed follows what arrived.

A worked example

Order 1,000 kg of MS Plate at ₹50. The lorry brings 400 — mark them in. The order says "partially received", the godown shows +400 kg, and you owe ₹20,000, not ₹50,000.

What it refuses, and why

  • Receiving against a draft — send the order first, so arrivals are checked against what was really asked for.
  • Receiving more than was ordered — the extra needs its own order, not a quiet overshoot.
  • Paying an order nothing has arrived on — money before goods is an advance, recorded on the supplier, where it stays visible until goods use it up.
Returns to suppliers Material going back to a supplier, with the paperwork that must follow it: the stock leaves, what you owe them drops, and the GST credit you claimed is given back — one document, all three.

When you open it

  • Part of a delivery is rejected at the gate or fails inspection.
  • The supplier billed a wrong rate and a debit note settles it.
  • They replaced the rejects, and the credit comes back the same way.

How it works

  1. Start from the delivery it arrived on — or from the reject shelf, where the failed quantities are already filled in.
  2. Pick the lines and quantities going back; a rate correction can be money-only, with no goods.
  3. Give the reason — rejected, short supply, rate difference — it goes on the document.
  4. Issue it. The stock, the payable and the GST all follow.

A worked example

Six of ten castings failed the check. Open the return from the reject shelf — the six are filled in. Issue it: stock out, the supplier owes that much less, the GST credit on them is given back, and GSTR-3B picks it up by itself.

What it refuses, and why

  • Returning more than actually arrived — counted across every note on that delivery, so three people chasing one bad lot cannot credit the supplier for twelve of ten castings.
  • A return citing a quality rejection must actually send goods back — nothing moving means it was a rate difference, which is its own reason.
  • Editing after issue — a wrong note is cancelled, which reverses it honestly, and a fresh one made.
Suppliers Every supplier's card: what they quote, what the last delivery really cost, and how you stand with them in money — the diary, the price list and the ledger, on one page.

When you open it

  • Comparing quotes before placing an order.
  • A new supplier's first entry.
  • Settling accounts, or paying an advance before the goods are made.

How it works

  1. New supplier — a name is enough to start; GSTIN and payment terms when you have them.
  2. On their card, note what they quote you — price, lead time, their code for it.
  3. From a purchase line, compare everyone who supplies that item, cheapest first.
  4. Record money — against an order, on account, or an advance before goods.

A worked example

Bharat Steel quotes ₹48/kg; the last delivery cost ₹50. Both sit on their card when you call to negotiate. The ₹25,000 advance from March stays visible until deliveries use it up.

What it refuses, and why

  • An on-account payment above what they are owed — the extra is an advance and is recorded as one, not as a negative debt.
  • An advance can only be spent against that supplier's own orders.
  • A supplier who appears in any document cannot be deleted — archive them, and every old paper still reads correctly.
Expenses The money no purchase order covers — the chai, the mechanic, the electricity — and the stock the factory itself uses up. Named, dated, and added up by category, so month end is a report and not an argument.

When you open it

  • A bill arrives that no order covers.
  • Diesel, lubricant or packing tape is taken from the store.
  • Month end — what did "repairs" cost this year?

How it works

  1. A bill? Record it with its category, date and how it was paid.
  2. Something taken from stock? Record an issue — pick the item and quantity; its value comes from the stock ledger by itself.
  3. A repair? Name the machine on the expense, and the machine's page remembers.
  4. At month end, read the summary by category and tap any figure for the entries behind it.

A worked example

The generator burned 120 litres of diesel, bought partly at ₹90 and partly at ₹95. Issue them from stock: they cost what the ledger carried them at — ₹10,980 — the same answer no matter who asks.

What it refuses, and why

  • The value of a stock issue is never typed — it is read from the stock ledger, so the same diesel cannot cost two amounts depending on who was asked.
  • An issue larger than the store actually holds.
  • An expense with no category — money nobody names is money nobody finds again.

Making

Production A production run is the document that eats materials and makes product — both in one entry, so nothing is made from thin air and nothing vanishes unexplained.

When you open it

  • A batch is planned and you want to know the materials are there.
  • A run finishes and what was made must reach the shelf.
  • Somebody asks what a batch actually cost.

How it works

  1. New run — the product and how many. The recipe already knows the materials; nobody re-types them.
  2. Check the list — stock sits beside every requirement, and shortages are counted before you start, not discovered halfway. A shortage is stated, never blocked.
  3. Start it when the floor does.
  4. Complete it: actual usage comes pre-filled with planned — touch it only if the floor differed. Scrap names a defect from the quality list, not just "damage". Stock moves now: materials out, product in, one entry.

A worked example

Make 1,200 buttons. The recipe scales itself: 67.50 m of cloth needed, on-hand beside it. Complete the run — 1,175 good, 25 scrapped to "machine setting" — and one entry takes the cloth out and puts the buttons in, at what they actually cost.

What it refuses, and why

  • A run for a product with no recipe — it would consume nothing and make product from thin air.
  • Scrap as the entire output, or scrap with no named defect — a run that made nothing is a failed run, and "damage" cannot say the die drifted.
  • Cancelling a completed run — it has already moved stock; the correction is a document of its own, not an undo.
Job work Material sent out to be plated, machined or dyed is still yours. It leaves under a challan, stays in your stock value, and the law's one-year clock is watched for you.

When you open it

  • Goods go to a job worker and a challan must travel with them.
  • Material comes back and what it now costs must be right.
  • Somebody asks what is out right now, and what is near or past the deadline.

How it works

  1. Make the order — the job worker, what goes, and what it should come back as. Their shed appears by itself the first time; you never create it.
  2. Send it. The challan takes its number and states the deadline: "back by 24 Aug 2027".
  3. Receive in lots as it returns: what came back, what it came back as, what they charged. Spoilage is its own field — it posts as a loss with their name on it.
  4. ITC-04 comes out quarter by quarter, matching your challans against theirs.

A worked example

200 bare brackets to the plater at ₹8 a piece. Sending changes your stock value by nothing — your steel across town is still your steel. They come back in two lots, five spoiled: plated brackets now cost bare-metal plus plating, the five post as a loss under the plater's name, and what you owe him lands in payables.

What it refuses, and why

  • An invoice for the send — that would declare a sale that never happened and put tax on your own steel; goods travel under a challan.
  • Cancelling once anything has left — the stock genuinely sits at the job worker; and not after anything is back either, because the receipt has valued goods and raised a payable. The correction is another document.
  • Editing after the send — the challan has physically travelled with the goods.
Machines The register of what is on the floor, when each one stopped, and when each was looked after. "How much time did we lose, and to what?" is answered in hours, from the log.

When you open it

  • A machine stops, and the person standing at it says so.
  • A service is done, or falls due.
  • Month end: hours lost, by machine and by cause.

How it works

  1. Register each machine — name, section, and a service interval if you keep one by the calendar. The next service derives from the last one; no diary.
  2. It stopped: log it with the reason — power cut, tool change, no operator. The floor can do this without a manager's password.
  3. It runs again: close the stoppage. An open one counts up to now — the press down three days is the most important row.
  4. Record repairs as expenses naming the machine — "what has the compressor cost us?" becomes a sum.
  5. Time lost: hours by machine and by cause, with planned service kept apart from breakdowns.

A worked example

PRESS-2 stops at 10:40 — "power cut". Running again at 13:10: 2½ hours in the log, written by the operator standing there. The month reads 40 hours lost — and says that 30 were the scheduled service somebody booked, which is a very different sentence.

What it refuses, and why

  • Logging a machine down twice — the second tap is usually the same stoppage reported again; the refusal answers with since when.
  • Retiring a machine still logged as down — its breakdown would stay open for ever.
  • Deleting a machine with any history — it still ran the job that made the part that failed. Retire it instead: out of every picker, history intact.

Selling

Sales orders What you have promised to supply, and how much of it has actually left. Confirming an order is a promise — stock moves only when a dispatch says goods went on a van.

When you open it

  • A customer confirms an order and the factory needs it as work to fulfil.
  • A van is loading and what leaves must be written down.
  • You need to know what is still owed to whom.

How it works

  1. Add the customer and the lines — each line shows how much of its sellable stage is on the shelf, not the item's grand total.
  2. Confirm it. The customer has been told; from here it cannot be quietly edited.
  3. When the van loads, record the dispatch — quantities come pre-filled with what is outstanding, trimmed to what is actually there. A shortage is stated, never blocked.
  4. Stock drops now, not before. The status follows by itself: partially dispatched, dispatched.

A worked example

Mahalaxmi Motors orders 500 brackets. 300 are made but only 200 packed — the line shows 200, because 200 is what can be loaded. Dispatch them: stock drops by 200, the order says "partially dispatched", and 300 remain owed.

What it refuses, and why

  • Editing a confirmed order — the customer has been told what they are getting; a change is a new conversation, not a quiet rewrite.
  • Dispatching more than was ordered.
  • Cancelling an order that has already dispatched — the stock movement would point at a document claiming nothing happened.
Invoices What is owed for goods that left, and what has been paid against it. A draft can change; an issued bill is a statement made to someone else — it is corrected, never quietly edited.

When you open it

  • Goods have been dispatched and the bill must follow them.
  • Money has arrived and must settle the right bill.
  • Month end: what is unpaid, and how old is it.

How it works

  1. Bill a sales order — the lines arrive priced and taxed, and once anything has been dispatched it bills what left the building, not what was promised.
  2. Check the draft. A draft has no number yet, so discarding it leaves no hole in the sequence.
  3. Issue it. It takes the next number — your prefix, our counter — and freezes.
  4. When money arrives, record the payment on the bill. Paid and partially paid follow from the payments alone.
  5. Print or share the PDF — both render the same bytes, so what prints and what sends cannot differ.

A worked example

The 200 dispatched brackets bill at ₹1,00,000 plus 18% GST — ₹1,18,000, issued as INV-0043. Mahalaxmi pays ₹50,000: the bill reads "partially paid", ₹68,000 outstanding, and nobody did the subtraction.

What it refuses, and why

  • Editing or deleting an issued bill — it was sent to someone; cancel and reissue instead, and even a cancelled bill keeps its number, because tax officers read gaps in the sequence as missing invoices.
  • Recording more money than the bill has outstanding — the extra needs a credit note or a refund; swallowed silently, it gets lost.
  • Cancelling a bill that has collected payment.
Credit & debit notes The document that exists because an issued bill cannot be changed. Goods back, a discount agreed later, an undercharge — each gets its own note, on its own date, without touching a filed month.

When you open it

  • A customer sends goods back weeks after the bill.
  • A discount or rebate is agreed after the invoice went out.
  • The bill undercharged, and a debit note puts the difference right.

How it works

  1. Start from the bill — the lines prefill at the bill's own prices, with a banner saying how much credit it has left.
  2. Tick restock only where goods actually came back — an agreed rebate cannot sit on a shelf.
  3. Pick the reason from the fixed list — it is GSTR-1's own vocabulary, so the note can always be filed.
  4. Issue it. The bill gets smaller — smaller, not "partially paid": nobody paid a rupee. Returned goods come back into stock, and the note goes to GSTR-1 under its own date.

A worked example

Ten of the 200 billed brackets come back. Raise the credit note from INV-0043 — prefilled at the bill's own prices, not today's. Tick restock on the ten, issue: the bill shrinks by ₹5,900, the ten return to stock, and GSTR-1 carries the note on the day it happened.

What it refuses, and why

  • More credit than the bill has left — counted across every note, so three people handling one complaint cannot credit ₹40,000 against a ₹10,000 bill.
  • Cancelling a note that moved goods — the books and the shelf would part company for ever; issue the opposite note, which is what GST expects too.
  • A note against a bill brought forward from the old system — its tax was filed there, not here.
Customers Everyone you sell to — where their invoice goes, where their goods go, and on what terms. Orders and bills point here, so a name is written once and everything after finds it.

When you open it

  • A new party places their first order.
  • Payment terms are agreed and the chasing should follow them by itself.
  • The head office pays for goods delivered somewhere else.

How it works

  1. Add the name and phone — enough for the first order.
  2. Two addresses when they differ: where the invoice goes, where the goods go.
  3. Set payment terms in days — every bill then knows its own due date, and the overdue reminder works from it.
  4. GSTIN and customer code sit under More details, for the bills and returns that need them.

A worked example

Mahalaxmi Motors: invoice to the Pune head office, goods to the Chakan works, 30-day terms. Their ₹1,18,000 bill issued on the 1st turns overdue on the 31st by itself — and the reminder names them, not "check all customers".

What it refuses, and why

  • Archiving a customer named on a sales order — the order must keep pointing at a real name.
  • Deleting — archive hides a customer from new orders, but years of bills keep their customer.
  • Typing what a customer owes — outstanding is computed from issued bills minus payments; old dues enter as bills brought forward and settle bill by bill.

Books & tax

Day book Every entry your documents wrote, newest first — the ledger itself. Each line links to the paper behind it, and a mistake is reversed, never erased.

When you open it

  • "What went into the books yesterday?"
  • An entry looks odd and needs its document.
  • Rent or depreciation must be recorded, and no document writes those.

How it works

  1. Read it newest first — every line names its cause: tap through to the invoice, the delivery, the inspection behind it.
  2. A wrong entry is reversed — the reversal and the original both stay, linked both ways.
  3. A journal voucher covers what no document does — rent, depreciation. It must balance before it saves.
  4. Chart of accounts sits beside it: rename, recode, add what your business needs — documents keep posting regardless.
  5. Opening: cash as counted, bank as the passbook says, typed as positive — the account knows its own side.

A worked example

The day book reads "Failed the check — rust · ₹690" — tap it and the inspection opens. Above it, the morning's delivery: inventory up, Bharat Steel owed — written by the receipt itself, the moment it posted.

What it refuses, and why

  • Editing or deleting any entry — corrections reverse, both stay, linked; an audit trail you can rewrite is not one.
  • An unbalanced voucher — debits must equal credits at the moment of writing, so a mistake fails beside its cause, not in March.
  • Opening figures into accounts the modules keep — tax, stock and customer dues each have their own honest door, so nothing is counted twice.
Reports Profit, what you own and owe, and who owes you — for any period. Every figure is a grouping of entries your documents already wrote; nothing here is typed.

When you open it

  • Month end: did we make money.
  • The bank or the CA asks for a trial balance or P&L.
  • Who owes us, and for how long.

How it works

  1. Pick the period.
  2. Profit & loss — a grouping of the ledger, not a calculation beside it.
  3. Ageing, both sides: who owes you and whom you owe, bucketed 0–30, 31–60, 61–90, 90+.
  4. Stock value, item by item at the running average — with the reconcile that proves the books and the stock agree.
  5. Trial balance — the proof the books foot, to the paisa.

A worked example

The ageing shows Mahalaxmi Motors' ₹68,000 sitting in 31–60 days — that is the call to make today. The stock report values every item at its running average, and the reconcile shows the ledger carrying the same total.

What it refuses, and why

  • Editing anything — a wrong figure is fixed at the document that wrote it, so the report can never disagree with the books.
  • Showing costs to those who may not see them — the permission that hides a wage or a margin on its own screen hides it here too.
GST returns Your GSTR-1 and GSTR-3B for a month, and the check that runs before either. Problems are listed before filing, each naming its documents — not discovered as a rejection weeks later.

When you open it

  • The 11th and the 20th approach.
  • Before filing: is the month actually ready.
  • The CA asks for the sales register, or the purchase register against 2B.

How it works

  1. Readiness first. Blockers are what the portal would reject — a GSTIN failing its checksum, a missing HSN, books disagreeing with documents. Warnings are what somebody should look at. Every finding names its documents.
  2. GSTR-1: B2B invoice by invoice, notes, HSN summary, and the document series — filled honestly, because numbers are allocated at issue and a cancelled bill keeps its number.
  3. GSTR-3B, with credits set off in the legal order — IGST first, CGST never against SGST — because the wrong order pays cash a credit could have covered.
  4. The registers for the CA, and JSON for the portal.

A worked example

July's readiness lists one blocker: a buyer's GSTIN failing its checksum on INV-0041 — a minute's fix, because it is named. The totals are then compared with the ledger's tax accounts: two independent sums, and when they agree the month is ready.

What it refuses, and why

  • Calling a month ready while books and documents disagree — one of them is wrong, and filing on faith makes it permanent.
  • Opening bills in any GST figure — their tax was filed under the old system; filing it twice is a wrong return.
  • Netting credit-given-back into gross credit — the form asks for both figures, and a shrunken gross would never match anybody's 2B.
Reminders What needs a person today — late bills, low stock, a filing due — computed live from your own books. A bill that gets paid drops off by itself; nothing has to be cleared.

When you open it

  • Morning: what is already late, what is coming.
  • Something can wait, and should stop asking until Tuesday.
  • A rule does not fit how this business runs.

How it works

  1. Two piles: "now" is already late, "soon" is coming. That is the whole triage.
  2. Snooze what can wait — always until a date, never forever.
  3. Rules & timing: switch a rule off for the whole business, or change its notice — seven days before a bill suits one factory, thirty another.
  4. Add your own note — "call Sharma Friday" — the one reminder no rule can derive.

A worked example

An invoice due Thursday appears under "soon" from Monday — seven days' notice. The customer pays Wednesday: it vanishes by itself, because a reminder here is a live question, not a row somebody must remember to clear.

What it refuses, and why

  • "Never show this again" — a reminder silenced forever should be a settings change, and that switch exists: turn the rule off, or fix the minimum.
  • Snoozing what your role cannot act on — silencing a chase is acting on it.
  • One snooze silencing the rest — it is per bill, per machine, per GST month; putting July away does not put August away.

People & team

Attendance Who came in, one tap each — the register wages are computed from. Marking again corrects; it never duplicates.

When you open it

  • Start of shift, at the gate.
  • A correction before the day ends.
  • The month is about to be run and the register must be complete.

How it works

  1. Mark the whole register at once — forty people, one save.
  2. Present, half day, absent, leave, holiday — each has its wage meaning: a Sunday sits inside a monthly salary, and is not a working day for a day rate.
  3. Mark again to correct — the day is replaced, never doubled.
  4. Once a payroll covering the date is approved, the register locks.

A worked example

38 present, 2 absent, one save at 9:05. At 4 pm one absent turns out to have worked a half day — mark again and the row corrects. Marking twice can never double anybody's pay.

What it refuses, and why

  • Changing a day an approved payroll covers — the payslip somebody was handed cannot quietly become fiction.
  • A second row for the same person and day — corrections replace.
  • Showing wages to somebody who may only mark the register — the register and the money are different permissions on purpose.
Salary Who is owed what, and the monthly payroll that pays them. Advance, fine, bonus, overtime — each a typed row on a per-person ledger; the balance is derived, never typed.

When you open it

  • An advance leaves the till.
  • Month end: draft, check, approve.
  • Payday: the list of who gets how much.

How it works

  1. Record advances, fines and bonuses as they happen — each moves the person's balance exactly once.
  2. Draft the month — rebuild it as many times as it takes. Somebody with an empty register is skipped, not paid.
  3. Approve: what is owed is posted — wages, overtime and bonus each to their own account, so "what did overtime cost last quarter?" has an answer.
  4. Pay — a separate act on a separate day, usually one person at a time.

A worked example

The fitter took ₹3,000 mid-month. The run recovers it — capped at half of gross, so nobody goes home with nothing — and pays two hours of overtime at twice the rate, divided by 26 as a labour inspector expects. March can be approved exactly once.

What it refuses, and why

  • Running a month twice — paying twice is the hardest mistake to claw back; a draft rebuilds freely, an approved month is unique.
  • Recovering more than half of gross from one month.
  • A fine becoming the employer's money — it is held for worker welfare, as the law requires; a penalty must not quietly become a saving.
Staff Everyone on the payroll — whether or not they ever touch a computer. Who works here and who can sign in are two different questions, deliberately kept apart.

When you open it

  • A new worker starts.
  • A rate changes, or somebody asks for their statement.
  • Somebody leaves — with their dues settled first.

How it works

  1. Add the person: wage type — monthly, daily, hourly or piece — and the rate. One factory can run all four at once.
  2. Add an email only if they should sign in; the invite finds their own record by that address.
  3. Their page holds their month, their ledger and their payslips.
  4. A leaver is marked left, never deleted — records of what happened stay.

A worked example

A fitter on ₹18,000 a month, a helper on ₹600 a day, a packer at ₹12 a carton — one register. The fitter's phone shows his own attendance and approved payslips, and nothing else of the business.

What it refuses, and why

  • Deleting anyone — attendance, payslips and the ledger are records of what happened, and the person most likely to ask for a statement already left.
  • Letting somebody leave with money outstanding — settle first.
  • Two staff on one email — guessing which record is theirs would show somebody else's wages, so it is refused, not guessed.
Team & access Who can sign in, and what each of them may do. Roles are yours to name and shape — inside a ceiling the plan sets.

When you open it

  • Somebody new needs a login.
  • A role's powers need changing.
  • A capability seems missing — this screen says why it is locked.

How it works

  1. Invite by email, with a role. Seats count against the plan, and a pending invite holds one — it will become a person.
  2. Roles: rename the seeded ones — "Staff" can be "Operator" — or build your own, capability by capability.
  3. Every capability is either granted, a switch, or locked with its reason: "not in your plan" is a different conversation from "your role cannot".
  4. A worker who should see only their own days gets the Worker role — one door, My work.

A worked example

The accountant gets "Accounts", a role you made: books and GST on, buying and selling off. The supervisor's role marks attendance and sees no money anywhere. The fitter's Worker role opens one door — his own days and payslips.

What it refuses, and why

  • Handing "manage roles" to another role — a role that can grant itself everything cannot be taken back.
  • Removing the last owner — a business always keeps one member who can do everything it can.
  • An invite past the plan's seats — refused with the number, and pending invites count, because each becomes a person.

हिन्दी में भी — every briefing exists in written Hindi inside the app, not machine-translated.