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Guides and tutorials

Short steps for everything you can do in BillMate.

Getting started Selling Offers and loyalty Your business type Stock and buying Money and staff More for accounts and HR Grow Your business type Security

Getting started

Set up your business in 10 minutes

  1. Open billmateai.com and press Start free trial, or open the app and press Create a business.
  2. Choose your business type. The screens, documents and prints are set up for it.
  3. Enter the business name, your email and a password. Add your TRN if you are VAT registered.
  4. Settings โ†’ Business and tax: check the address, VAT rate and whether prices include VAT.
  5. Add your logo in Print layouts so it shows on every invoice.
๐Ÿ’ก Start with the free trial. Nothing to install: the web app works in any browser, and the same sign-in works on Android and Windows.
Open this screen โ†’

Add your items (or load a ready list)

  1. Open Items โ†’ New, or use Move from other software to bring an Excel or CSV file.
  2. Grocery and supermarket: load real UAE products with barcodes from the starter list.
  3. Set the price, cost, unit and VAT. Turn on Track stock for goods.
  4. Add a picture from the picture library, or make one with AI pictures.
๐Ÿ’ก Categories with colours make the POS buttons easier to find.
Open this screen โ†’

Add staff and choose what they can do

  1. Settings โ†’ Users โ†’ New user. Enter the name, email and a password (or a 4โ€“6 digit PIN for the POS).
  2. Choose a role (Cashier, Managerโ€ฆ) and the branches they work in.
  3. Workflow โ†’ Roles changes what each role can open.
๐Ÿ’ก Company with Active Directory or Microsoft 365? See "Company sign-in" below.
Open this screen โ†’

Phones, tablets and PCs

  1. Download the Android or Windows app from the website, or use the web app.
  2. Sign in with the same email. Each device keeps working without internet and syncs when it is back.
  3. Settings โ†’ Devices shows every device; sign out a lost one from there.
Open this screen โ†’

Selling

Bill a customer at the POS

  1. Open POS billing and open a shift with your opening cash.
  2. Tap items, scan barcodes, or type the name and press Enter.
  3. Change the quantity with + and โˆ’. Tap a line for a discount or note.
  4. Press Pay (F9): choose cash, card, bank, credit or split. Print or share the receipt.
  5. Hold a bill (F8) to serve the next customer; open it again from Bills on hold.
๐Ÿ’ก The POS layout (Classic, Express, Scan & list) and button style are under the โš™ button on the POS.
Open this screen โ†’

Order by voice

  1. Settings โ†’ Business and tax โ†’ Voice ordering: turn on Mic button on the POS and choose the language.
  2. On the POS press ๐ŸŽค and speak: "2 chicken shawarma and 1 pepsi".
  3. You can also say "chicken, 2 qty", "remove pepsi", "clear", "hold" or "pay by card".
  4. If the words fit more than one item, tap the right one.
๐Ÿ’ก Works in English and Arabic. On Android it uses the phone's speech service (the Google app).
Open this screen โ†’

Returns and refunds

  1. On the POS switch to Return, or open the bill from Today's bills and press Return.
  2. Choose the items coming back. Stock goes back in.
  3. Refund in cash or card, or to the customer's account.
Open this screen โ†’

Close the day (cashier shift)

  1. On the POS press the shift button โ†’ Close shift.
  2. Count the cash. With blind close on, the cashier doesn't see the expected amount.
  3. The shift report shows cash, card and bank, and any difference.
Open this screen โ†’

Quotations, invoices and delivery notes

  1. Open Sales invoices (or Quotations) โ†’ New.
  2. Choose the customer, add items, set the due date.
  3. Change the status as work moves on; convert a quotation to an invoice in one tap.
  4. Print, save PDF or email it. The VAT invoice shows your TRN and the QR code.

Customers, credit and statements

  1. Customers โ†’ New: name, phone, TRN for businesses, credit limit and days.
  2. Bills on credit add to what they owe; record payments from the customer page.
  3. Print or email a statement any time.
Open this screen โ†’

Let customers pay online

  1. Settings โ†’ Online payments: choose your gateway (N-Genius, Telr, Stripe, Geidea, PayTabs, Tap or Checkout.com).
  2. Paste the keys from your gateway account and turn it on.
  3. Invoices and the tracking page now show a Pay button; paid invoices update by themselves.
Open this screen โ†’

Your own business website

  1. Settings โ†’ Website: turn it on, add your cover picture, about text and contact.
  2. Customers order, book or message from it; you hear a chime and see it in Settings โ†’ Website.
  3. Connect your own domain under Your own domain and follow the DNS steps shown.
Open this screen โ†’

Offers and loyalty

Promotions, happy hours and coupons

  1. Offers and loyalty โ†’ Promotions โ†’ New promotion.
  2. Choose the kind: % off items, buy X get Y free, any X for a price, or % off the bill from an amount.
  3. Limit it to a category or item, dates, weekdays and hours (happy hour), or give it a coupon code.
  4. The till applies it by itself and prints its name on the receipt. Coupons are typed on the payment screen.
Open this screen โ†’

Loyalty points, tiers, gift cards and price lists

  1. Offers and loyalty โ†’ Loyalty: turn points on, set points per 1 spent, the value of a point and when they expire.
  2. Tiers (e.g. Silver: 2000 x1.5) give more points to customers who spend more in a year.
  3. At payment, switch on "Use loyalty points" for a named customer.
  4. Gift cards: sell a card or top up a customer wallet; pay with "Gift card / wallet" at the till.
  5. Price lists: wholesale or hotel prices for chosen customers. "Block sales below cost" stops cashiers selling under cost.
๐Ÿ’ก A manager PIN (Settings โ†’ Security and API) lets a manager approve a below-cost sale on the till, even offline.
Open this screen โ†’

Customer display

  1. On the POS press โš™ โ†’ switch on Customer display, then Copy the display link.
  2. Open the link in the browser of a second screen, tablet or TV facing the customer.
  3. It shows each item, the total and "Thank you" with the change after payment.
Open this screen โ†’

Your business type

Real estate: units, rent cheques and renewals

  1. Add each unit in Items with its Building and Unit type. Tenancies use the unit name.
  2. Units and rent โ†’ Units shows every building, occupied (green), vacant (red) and the occupancy.
  3. Rent cheques โ†’ Make schedules splits the annual rent into the number of cheques; mark them deposited, cleared or bounced.
  4. Renewals lists leases ending within 90 days: remind the tenant on WhatsApp or press Renew.
Open this screen โ†’

School: attendance, fees and classes

  1. Students are customers with a Grade (and Section).
  2. Students โ†’ Attendance: choose the class, mark P / A / L / E, then "Tell parents" of absent students on WhatsApp.
  3. Fees: set the fee per grade, then Term invoices makes one invoice per student; send reminders to parents who owe.
Open this screen โ†’

Logistics: dispatch board

  1. Shipments move across the board: Booked โ†’ Picked up โ†’ In transit โ†’ Out for delivery โ†’ Delivered.
  2. Filter by driver; COD collected today shows per driver.
Open this screen โ†’

Events: calendar and balances

  1. Every event by its date on a month calendar, and the next 30 days with what is still to collect.
Open this screen โ†’

Car rental: availability, hand-over and return

  1. Add cars in Items with Plate and Daily rate.
  2. Availability shows 14 days per car: free, booked or out.
  3. Hand over records km and fuel; Return adds extra km and missing fuel to the rental (set the charges with โš™).
  4. Service and papers lists cars near their service km or with registration or insurance ending.
Open this screen โ†’

Manpower: timesheets and client invoices

  1. On each placement set Client billing (monthly, daily, hourly) and the Bill rate.
  2. Timesheets: choose the month, enter days, hours and overtime per worker.
  3. Invoice clients makes one invoice per client with a line per worker.
Open this screen โ†’

Stock and buying

Buy from suppliers

  1. Purchases โ†’ New: choose the supplier and add the items and costs.
  2. Or take a photo of the supplier's invoice: AI fills the lines for you to check.
  3. Receive the goods: stock goes up and the average cost updates.

Stock, counts and transfers

  1. Inventory shows stock per store. Red means below the reorder level.
  2. Opening stock or a count: Inventory โ†’ Adjust.
  3. Move stock between stores or vans with Transfer.
  4. Forecast suggests what to reorder and makes purchase requests.
Open this screen โ†’

Kits, landed cost, supplier quotes and more

  1. Kits and recipes: list an item's parts; selling it takes the parts out of stock, or Build kits ahead.
  2. Landed cost: spread freight, customs and clearing over a delivery by value.
  3. Supplier quotes: ask several suppliers, type their prices side by side, order from the cheapest.
  4. Dead stock, supplier rating, store top-ups, pick lists by bin and consignment (sale-or-return) are on the other tabs.
  5. Choose weighted average or FIFO costing on the Consignment tab.
Open this screen โ†’

Money and staff

Accounts and the VAT return

  1. Every bill, purchase and expense posts to the books by itself.
  2. Accounting shows profit and loss, the balance sheet, cheques and bank.
  3. VAT return: choose the period; the VAT 201 boxes are filled by emirate.
Open this screen โ†’

Expenses

  1. Expenses โ†’ New: category, amount, paid from cash or bank, and a photo of the receipt.
Open this screen โ†’

Staff, attendance and payroll

  1. HR โ†’ Employees: add staff with visa, ID and passport dates (you get reminders before they expire).
  2. Attendance comes from ZKTeco, eSSL, Hikvision or Suprema machines, or is entered by hand.
  3. Payroll: run the month, print payslips and download the WPS SIF file for your bank.
Open this screen โ†’

Dashboard and reports

  1. The dashboard shows sales, profit, VAT and more; choose the period under the main tiles.
  2. Reports has every list with filters; export to Excel.
Open this screen โ†’

Send your books to Zoho, QuickBooks, Xero, Odoo or Tally

  1. Settings โ†’ Integrations โ†’ choose the software and press Connect.
  2. Invoices, customers and payments go across every 30 minutes, or press Send now.
Open this screen โ†’

More for accounts and HR

Budgets, recurring entries, bank matching, closing the year

  1. Accounting โ†’ Budgets: a budget per account (and branch); see budget against actual and profit by branch.
  2. Recurring: rent, depreciation or accruals post every month by themselves (with an optional reversal).
  3. Bank matching: import your bank statement (Excel / CSV); lines matching a payment, cheque or expense link by themselves.
  4. Overdue: invoices past due; turn on automatic email reminders and monthly statements.
  5. Close and tax: lock a period after filing, close the year into retained earnings, see UAE corporate tax.
Open this screen โ†’

Mobile check-in with selfie and location

  1. HR โ†’ Approvals โ†’ Work locations: add the shop, warehouse or client sites (use "where I am now") and a radius.
  2. Staff press Check in / Check out in My HR on their phone: a selfie and the location are saved.
  3. Managers see today's check-ins with photos; anyone outside every location is marked Outside.
Open this screen โ†’

Cheque printing, expense limits, supplier portal

  1. Accounting โ†’ Cheques: the printer icon on an issued cheque prints on Emirates NBD, ADCB, FAB or Mashreq leaves (move it by mm if needed).
  2. Expenses โ†’ Limit: staff expenses over it wait for a manager to approve before they count.
  3. Stock tools โ†’ Purchase orders: send the order to the supplier; they confirm delivery and upload their invoice. Ordered, received and billed are checked against each other.
Open this screen โ†’

Roster, leave approval, appraisals, recruitment, final settlement

  1. HR โ†’ Roster: tap a cell to set a shift; Copy last week to repeat it. Approved leave shows in purple.
  2. Approvals: approve or reject leave (you see who else is away) and letters staff asked for.
  3. Appraisals score KPIs out of 5; Recruitment tracks jobs and applicants and makes the hired one an employee.
  4. Settlement works out salary, leave, gratuity, ticket and advances when someone leaves.
  5. Staff see payslips, leave left and their shifts in My HR, and ask for leave or letters there.
Open this screen โ†’

Workflow rules: approvals, automations, time limits

  1. Settings โ†’ Workflow rules.
  2. Approvals: e.g. purchases over 5,000 need the owner to move to Ordered.
  3. Automations: when a document reaches a status, WhatsApp the customer, add a task or raise an invoice.
  4. Time limits: a document left too long in a status shows as late in Tasks and managers get a notification.
Open this screen โ†’

Grow

WhatsApp inbox on your own number

  1. WhatsApp inbox โ†’ Connect number: follow the steps to link your WhatsApp Business number (Meta Cloud API).
  2. Customer messages arrive here with a chime, tied to the customer by mobile; reply from any device.
  3. WhatsApp allows free replies within 24 hours of the customer's last message.
Open this screen โ†’

Self-checkout

  1. Set a manager PIN first (Settings โ†’ Security and API).
  2. Self-checkout โ†’ Start: customers scan, see offers and pay by card (staff confirm) or at the counter.
  3. Bulk prices and size / colour variants: Stock tools โ†’ Prices and variants.
Open this screen โ†’

Leads, journeys, segments and feedback

  1. Leads and growth โ†’ Leads: your sales pipeline; drag a lead between stages, record why lost, make won leads customers.
  2. Journeys: each day, thank-you messages with a feedback link, win-back after 60 days and birthday wishes, one tap each.
  3. Segments: customers grouped by how recently, often and much they buy; send a campaign to one group.
  4. Feedback: the score customers gave (NPS); those who give 9โ€“10 are asked for a Google review.
Open this screen โ†’

Build your own report

  1. Choose the data, the rows, optional columns (a pivot), what to add up and the dates.
  2. Save it to run again with one tap, or download it for Excel.
Open this screen โ†’

Refer and earn free months

  1. Settings โ†’ Refer and earn shows your own link and code.
  2. Share it on WhatsApp or copy it. Businesses that sign up with it are linked to you.
  3. When they start paying, you get free months (after BillMate approves).
Open this screen โ†’

Offline edition (one PC or phone, no internet)

  1. Install the Windows or Android app and tap "Offline edition" on the sign-in screen.
  2. Send the machine code it shows to BillMate or your reseller; you get a licence key back.
  3. Paste the key, enter the owner name and a password, and press Activate.
  4. Everything stays on that device. Settings โ†’ Backup saves a copy; restore it from the password screen.
๐Ÿ’ก The offline edition has no website, online payments, staff sign-ins or syncing between devices. Choose the normal edition for those.

Your business type

Your own section, dashboard and reports

  1. Every business type has its own section in the menu (for example Laundry, Workshop, Salon, Property).
  2. The dashboard starts with the numbers that matter for your type today.
  3. Open "<your section> reports" for the reports made for your trade. Each one exports to Excel.
  4. Running two kinds of business? Tick the extra types when you create the business and each gets its own section.
Open this screen โ†’

Laundry: counter, tags, production, driver

  1. Counter: choose the customer, tap garments and services; one order tag with the order number prints for the whole order.
  2. Production: scan a tag at each station (wash, iron, QC, pack). The order moves by itself.
  3. Driver runs: pick-ups and deliveries for the day, with payment on the doorstep.
  4. Hotel and company accounts get one monthly statement.
Open this screen โ†’

Laundry: express prices, last price and the order tag

  1. Garments and prices: next to each service price there is an Express box. Fill it to charge that price for express; leave it empty and the express % is added.
  2. Settings โ†’ "Use the customer's last price": a returning customer pays what they paid last time for that garment.
  3. Settings โ†’ Tags to print: the order tag only (the default), an order tag plus garment tags, or garment tags only. The order tag has the order barcode, customer, pieces and what is left to pay. Scanning it moves or packs the whole order.
Open this screen โ†’

Real estate: a private page for each tenant

  1. Units and rent โ†’ Tenant links shows every tenant with a signed or running contract.
  2. Press the chat button to send the link on WhatsApp, or the copy button to copy it. No sign-in is needed.
  3. The tenant sees rent due, cheques at the bank, what they paid and a yearly statement they can print.
  4. Mark rent cheques deposited, cleared or bounced as usual; the page follows after your next sync.
๐Ÿ’ก Anyone who has the link can open the page, and it keeps working until the customer is deleted. Send it only to that tenant.
Open this screen โ†’

ERP tools and menu: who has them and how to switch them on

  1. Retail, Wholesale and distribution, Building material and IT services have them on already.
  2. For any other business: Settings โ†’ Menus โ†’ switch on ERP tools and menu.
  3. The menu is in order: Dashboard, POS, Sales, Purchases, Transfers, Adjustments, Contacts, Products, Reports, Expenses, Stock report, then the modules. Press a heading to open it.
  4. Arranged the menu yourself? Settings โ†’ Menus โ†’ Put the menu back in the standard ERP order.
Open this screen โ†’

Transfers and adjustments

  1. Transfers โ†’ New transfer: choose the two stores, the items and any shipping cost. The stock leaves now and shows In transit.
  2. At the other store press Receive and enter what arrived. If it is short, choose: back in the store, or lost and written off.
  3. Adjustments โ†’ New adjustment: take out or add in, with a reason, for damage, loss or a count correction.
Open this screen โ†’

Warranty, serial numbers and repairs

  1. Settings โ†’ Warranties: add your plans, such as 1 year.
  2. Items: choose the warranty and switch on Sell by serial number or IMEI.
  3. Warranty and serials โ†’ Serials register โ†’ Add serials: scan them in when the goods arrive.
  4. At the till, the sale asks which serial is leaving, and the warranty starts that day. On a saved sales invoice or purchase, press Serials at the top.
  5. Lookup and verify: scan a serial to see the customer, invoice and warranty, then open a repair or replace the unit.
  6. Repair work orders: move each repair along the board. Delivered charges the customer once.
Open this screen โ†’

Selling on EMI

  1. Settings โ†’ EMI plans: add months, interest and processing fee.
  2. At the till choose EMI as the payment, then the plan; the first payment falls a month later. Or Sales โ†’ EMI โ†’ Put an invoice on EMI for an unpaid invoice that has a customer.
  3. Interest and fee go on their own invoice. Press Pay on each instalment as it comes in; late ones show in red.
Open this screen โ†’

Notifications: emails and in-app notices

  1. Notifications โ†’ Event settings: tick Email or In the app beside each event, such as New sale or Repair ready. Nothing is sent until you tick it.
  2. Type an office email for notices meant for the office, such as a transfer that arrived short.
  3. Templates: change the words of any notice.
  4. Inbox shows in-app notices. Logs shows each email and whether it went.
๐Ÿ’ก Emails use the customer's email address and go out about a minute after the device syncs. Customers without an email are skipped and shown in Logs.
Open this screen โ†’

Units, modifiers, variations and labels

  1. Units: add Carton, made of Piece, 24. Then open the item and tick Carton under Also sold by. The till and invoices multiply the price and take 24 from stock.
  2. Modifiers: add a group such as Extras with Gift box:5, Engraving:20, then tick it on the item. The till asks and adds the price.
  3. Variation templates: Stock tools โ†’ Prices and variants โ†’ Make variants โ†’ press a template to fill in the choices.
  4. Barcode labels: choose the paper (roll or A4 sheet), the code and what to show, then the items and how many, and print.
Open this screen โ†’

Documents: company and staff papers

  1. Open Documents. Choose Company or Staff, then press Add document.
  2. Choose the kind, such as Trade licence or Passport. For staff, choose the person.
  3. Type the expiry date and how many days before to remind you, then attach the file (PDF, picture, Word or Excel, up to 10 MB).
  4. Expiring shows what ends soon, including the passport and visa dates on staff records. Renewed? Open it, change the date and attach the new file.
  5. The files open for the owner only, unless you turn on Managers can open the files. Turn on Allow zip export to download all files at once.
๐Ÿ’ก You get a notice and an email when it comes within the reminder days, a week before, and on the day it ends.
Open this screen โ†’

Your storage

  1. Open Settings โ†’ Storage to see how much you have used and of how much.
  2. Files you upload and pictures in records count. Ordinary records such as bills and customers do not.
  3. When it is full, new uploads are refused. Your sales keep working. Delete old files, or ask your provider for more space.
Open this screen โ†’

Quotes and invoices

  1. Sales โ†’ Quotations โ†’ New quotation, or open a new sales invoice. Choose the customer, then add lines.
  2. Under each line type a discount (press % for a percentage) and a line note. Add shipping adds a shipping line.
  3. Press Save quotation or Save draft, or choose the status and press Save.
  4. When the customer agrees, open the quotation, set it to Sales order or Invoiced, then Save. Attach a file with Attach.
Open this screen โ†’

CRM

  1. CRM dashboard shows open leads, conversion, deals, and activities due.
  2. Leads and growth: add each lead with where they came from, a rating (Hot, Warm, Cold) and a next step. Move them across the stages. When won, press Make customer.
  3. Companies and Contacts: who you deal with. Opportunities: each deal and its value. Activities: calls, meetings and tasks.
  4. CRM calendar shows activities and lead follow-ups day by day.
Open this screen โ†’

Online shop

  1. Online shop: turn it on, type your shop address and press Save. Copy the link and share it.
  2. On each product tick Show in the online shop. Pictures come from the product and its gallery.
  3. Customers choose products, type their name and mobile, and order. Payment is on delivery.
  4. Each order lands in Sales as a sales order and in Online shop, and you get a notice and an email.
Open this screen โ†’

CRM stages, scoring and automations

  1. Stages: type your own stages in order. Every lead starts at New and ends at Won or Lost.
  2. Lead scoring: add rules such as Came from is Referral, +20. Each lead shows its points with a star.
  3. Automations: when a new lead comes in or moves to a stage, plan an activity, set the next step, or send yourself a notice.
  4. Teams and Territories: add them in CRM, then choose them on a lead.
Open this screen โ†’

The assistant

  1. Press the round BillMate logo at the bottom of any page and type your question. It answers from these guides and can open the screen for you.
  2. Press the microphone to speak your question, and the speaker to hear answers read aloud (in the browser).
  3. To hide it, open Settings โ†’ Menus and turn off Show the assistant. It never shows on the POS.
Open this screen โ†’

Screen size on small screens

  1. Settings โ†’ Menus โ†’ Screen size on this device. Auto draws everything a little smaller on a 15-inch screen or a laptop.
  2. Choose 100%, 90% or 80% if you prefer. It is kept for this device only.
  3. For the POS buttons, open the POS settings and choose the Button style: picture card, colour boxes, centred square or name over picture, with gradient and size.
Open this screen โ†’

Stock adjustments, damage and write-offs

  1. Adjustments: press New, choose the store and the reason, such as Damaged, Expired or Stock count.
  2. Add the items with how much to take off or add, then Save. Stock changes at once and the reason is kept.
Open this screen โ†’

Product details: price with tax, profit, gallery

  1. Open a product. Type the price, or type the price with tax inside, or the profit % on cost, and the price is worked out.
  2. Add the brand, warranty, weight, item order, barcode type and up to 5 gallery pictures.
  3. Not for sale keeps a product in stock and purchases but hides it at the till and on invoices.
  4. Serial numbers: tick Sold by serial number.
Open this screen โ†’

More modules: 111 extra modules to switch on

  1. Settings โ†’ More modules. Search or choose a category, such as Healthcare, Education or HR.
  2. Switch a module on. It appears in your menu under More modules.
  3. Each module has its lists, for example Rooms and Reservations. Press Add to enter a record; choose linked records from the list.
  4. Press the arrow on a record to move it to its next step. The board button shows the steps side by side, and the download button saves the list for Excel.
  5. A few steps post money, such as a hotel check-out. The app shows the amount first, then adds a paid invoice or an expense to your accounts, once.
๐Ÿ’ก Your package must include More modules. Switching a module off hides it and keeps its records.
Open this screen โ†’

Real estate: your property website and the portal

  1. Settings โ†’ Website โ†’ switch on "Website is open" and Save.
  2. Property โ†’ Website listings โ†’ tap a unit. Write the headline, price and details, then choose "Show on my website", "Show on the BillMate property portal", or both.
  3. Save, then press the photos button on that unit to add up to 12 photos. The first is the one on the list pages.
  4. A unit for rent hides itself once a tenant signs, or if you mark it Occupied, Reserved or Under maintenance.
  5. For your own domain: Settings โ†’ Website โ†’ type it, set its DNS as shown there, and ask support to connect it.
๐Ÿ’ก Visitors never see the unit name or number, the landlord or the tenant, only what you write in the listing.
Open this screen โ†’

Real estate: answering view requests

  1. Visitors press "Send view request" on a property. The dashboard and Property โ†’ View requests show it, with where it came from.
  2. Call or WhatsApp them, then press Book a viewing and choose the day and time. They become a customer and a tenancy starts at Viewing.
  3. Afterwards press Viewed. Carry on from that tenancy if they take it. Press Decline if it is not suitable.
Open this screen โ†’

School: a private page for parents

  1. School โ†’ Parent links lists the students; choose a class to narrow it down.
  2. Press the chat button to send the link to the parent's mobile on WhatsApp, or copy it.
  3. The parent sees fee instalments due, payments and a yearly statement.
  4. Report cards โ†’ pick the term and class โ†’ Save the marks โ†’ Release to parents. Until then parents do not see them. "Hide from parents" takes them back.
๐Ÿ’ก Each student has their own link, so a parent of two children gets two links.
Open this screen โ†’

Car rental: online booking on your website

  1. Add each car in Items with its Plate and Daily rate. Add a picture if you have one. The plate is never shown to visitors.
  2. Settings โ†’ Website โ†’ switch on "Website is open" and "Online car booking", then Save. Your page gets a "Book a car" button.
  3. A visitor picks dates, sees the free cars and sends a request with their name and mobile.
  4. It waits in Fleet โ†’ Online requests and holds the car, so nobody else can request it for those days. Press Confirm to make it a booking, or Decline to free the car.
  5. Confirm checks your other bookings again. A booking typed in on a device that was offline shows as "Double booking" on the Availability tab.
Open this screen โ†’

Van sales: setting up vans, routes and loads

  1. Vans and stock โ†’ add each van with its plate and salesman (an employee).
  2. Van office โ†’ Routes: name the route, pick the van and the days, add the shops in visiting order.
  3. Van office โ†’ Loads and requests โ†’ New load (or "Suggested" for what the van needs). The goods leave the store now and reach the van when the salesman confirms them.
  4. If less arrives, the load shows "short": choose back to the store, in the van after all, or lost.
  5. Van settings: sell only what is in the van, overdue credit warn or block, km at start and end, tracking.
Open this screen โ†’

Van sales: the salesman's day on the phone

  1. My van โ†’ Start the day with the cash float and the km on the meter. Confirm any load waiting for you.
  2. Route: check in at each shop (the first check-in saves the shop's place), Sell, Collect, or mark it Missed with a reason. The fork button puts the stops in the shortest order.
  3. Sell sells from the van only. For a return, choose the reason: good goes back into the van, damaged or expired goes to the damaged stock.
  4. Collect takes cash, transfer or a cheque with its photo. Road expense takes fuel, Salik or parking with the receipt photo.
  5. Stock: ask the office for stock or give stock back.
  6. Close day: count the cash and the stock, enter the km, send. The office checks it in Van office โ†’ Days to approve and approves or sends it back.
Open this screen โ†’

Laundry: sending clothes to the washing plant

  1. Garments and prices โ†’ Settings โ†’ type the Washing plant name. "Shop and plant" appears in the Laundry section.
  2. Send: tick the orders (or scan the order tags), add the driver, press Send and print the sheet for the van.
  3. Receive at the plant: scan each tag as it comes off the van, then "Save scanned". Anything not scanned is shown as missing.
  4. When the clothes are packed, Send "Plant โ†’ shop" and receive them at the shop the same way. An order cannot be handed over while pieces are still away.
Open this screen โ†’

Shops, supermarkets and pharmacies

  1. Labels and price tags, stock by store, expiry and gap checks are in your section.
  2. Credit book: customers who buy on account, with a WhatsApp reminder.
  3. Pharmacy: Dispensing counter splits the bill between insurance and patient and prints dose labels; Claims makes the claim file and reads the remittance.
Open this screen โ†’

Wholesale, building material, parts, van sales

  1. Order desk: customer prices and credit limit are checked as you type.
  2. Warehouse: pick, pack and load by truck weight; Deliveries makes the invoice with a proof photo.
  3. Collections shows who owes and how late. Send the order link so customers can order themselves.
Open this screen โ†’

Salon, gym, car wash: bookings, walk-ins, client cards

  1. Calendar for bookings, Walk-ins for the waiting line.
  2. Client cards keep colour formulas, allergies, body checks and before/after photos.
  3. Reminders and rebooking: tomorrow's bookings and clients who are late for their next visit, one tap to WhatsApp.
  4. Reports: stylist commission, services sold, no-shows, memberships ending.
Open this screen โ†’

Garage: check-in, inspection and approval

  1. Vehicle check-in: plate, odometer, fuel, what the customer reports and damage photos. Insurance jobs too.
  2. Inspection and approval: add findings with a photo and price, then Send for approval. The customer ticks what to fix on their phone.
  3. Add approved work to the job, then use the Job board; technicians clock on and off each job.
  4. Service due lists cars due by km or months, ready to WhatsApp.
Open this screen โ†’

Optical, tailoring, cleaning, IT: jobs and time

  1. Optical: Eye prescriptions are checked as you save; Lab orders shows what is late at the lab.
  2. Tailoring: Measurements per person; Production records pieces per tailor and works out piece-rate pay.
  3. Cleaning and maintenance: Dispatch assigns technicians; Check in at site keeps the time and location.
  4. IT services: Billable time turns clocked hours into an invoice; Client assets warns before licences end.
Open this screen โ†’

Typing centre: people, renewals and deposits

  1. Customers' people: add each company's staff or family member with passport, Emirates ID and visa dates.
  2. Renewals due lists everything expiring in 45 days, for the customer and their people, with a WhatsApp button.
  3. Customer deposits: take money in advance for government fees, then Pay a job from the deposit.
Open this screen โ†’

Real estate, school, travel

  1. Real estate: fill "Landlord (owner)" on each unit; Landlord statements shows rent collected, your fee and what is due, ready to print.
  2. School: Fee plan makes the instalment invoices; Report cards takes marks by class and prints a card per student.
  3. Travel: Trips warns when a passport has under 6 months left and prints the itinerary; the margin report shows VAT on your margin.
Open this screen โ†’

Logistics, car rental, events, manpower

  1. Logistics: Waybill labels prints 100 ร— 150 mm labels with a barcode; Cash on delivery shows what to pay back to each shipper.
  2. Car rental: add a Salik or traffic fine with plate and time; it finds the renter and Charge renter makes the invoice.
  3. Events and manpower: the board shows every enquiry or candidate by step.
Open this screen โ†’

Security

Company sign-in (Active Directory / Microsoft / Google)

  1. Settings โ†’ Company sign-in (AD). Choose Active Directory / LDAP or Microsoft Entra ID.
  2. Enter your company domain and the connection details shown on the screen.
  3. Map your groups to BillMate roles, press Test connection, then turn it on.
  4. Staff sign in with COMPANY\name or their work email (Microsoft: press Sign in with Microsoft).
๐Ÿ’ก People removed or disabled in your directory can no longer sign in. The owner always keeps their own password.
Open this screen โ†’

Sign-in rules, history, API and webhooks

  1. Settings โ†’ Security and API โ†’ Sign-in rules: allowed networks and hours for staff, the daily report email, the manager PIN.
  2. Sign-in history shows every sign-in and failed try; a sign-in from a new device emails you.
  3. Settings โ†’ Devices โ†’ Wipe erases a lost device the next time it goes online.
  4. API keys and Webhooks connect your website or other systems; Export data downloads everything in one file.
Open this screen โ†’

Two-step sign-in

  1. Settings โ†’ Two-step sign-in โ†’ Turn on.
  2. Scan the QR code with Google Authenticator or Microsoft Authenticator and type the 6-digit code.
Open this screen โ†’

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