Welcome to BusinessOS

👋 Introduction

What BusinessOS does and who it is for.

BusinessOS is a complete ERP + CRM system. Instead of using many different tools, you run your whole business from one app:

🚀 Getting Started

How to open the app and log in.

1. Open your web browser (Chrome recommended) and go to the app address (for example http://127.0.0.1:8000).
2. On the Login page, enter your email and password.
3. For testing you can use the demo account — Email: documents@moderntrials.com, Password: password.
4. New company? Click Register — it creates your company and your admin account in one step.
5. Click Login and you land on the Dashboard.

🧩 The Screen Layout

The three parts you see on every page.

✨ Common Actions (work the same everywhere)

Learn these once — they work in every module.

➕ Add a record

Click the blue + Add (or New…) button at the top-right. A pop-up form opens — fill the fields (boxes marked * are required) and click Save. The new row appears instantly — no page reload.

✏️ Edit / 🗑️ Delete

Every table row has small action buttons on the right: the pencil edits the record, the trash (red) deletes it. Delete always asks you to confirm first.

🔍 Search, Sort & Pages

• Search: type in the "Search…" box above a table to filter instantly.
• Sort: click a column heading to sort by it.
• Pages: use the arrows at the bottom-right of the table to move between pages.

📄 List / Pipeline (view switch)

Some modules have a pill switch at the top-right to change how data is shown — for example CRM offers List View (a table) and Pipeline (a drag-and-drop board). Click either to switch.

⬆️ Import from CSV

Many screens have an Import button to add lots of records at once from a spreadsheet. See the Import from CSV section for full steps.

⬇️ Export

Next to Import there is an Export button. Click it to download the current list as a .csv file (opens directly in Excel). The exported file uses the same columns as Import, so you can edit it and import it back. See Export & PDF.

☑️ Bulk actions (select many)

On the Leads list, tick the checkboxes on the left to select rows (or the header checkbox to select all). A bar appears: Delete selected removes them all at once. Great after a bulk import.

🔖 Saved views

On Leads, set a stage filter / search, then open Views → Save current filter and name it (e.g. "Hot leads"). Re-apply it any time with one click — your saved views stay in your browser.

⬆️ Import from CSV (bulk add)

Add many records at once from an Excel/Google-Sheets file.

1. Open a module that has an Import button (e.g. CRM → Leads).
2. Click Import. A pop-up shows the exact columns your file needs (required columns are marked).
3. Click Download sample CSV — this gives you a ready-made file with the correct headings and one example row.
4. Open it in Excel/Google Sheets, fill your data row by row, and save as .csv.
5. Back in the pop-up, click Choose CSV file, pick your file, then click Import.
6. You'll see how many rows were imported. Any bad rows are skipped and listed with the reason — fix and re-import those only.

Where Import is available

⬇️ Export & PDF Live

Get your data out — into Excel, or as a printable PDF.

Export a list to Excel/CSV

Open any list with an Export button (Leads, Products, Warehouses, Vendors, Employees, Transactions, Machines, Jobs, Batches, Quality, Projects). Click Export — a .csv file downloads and opens in Excel. Because it uses the same columns as Import, you can edit it and re-import it.

Invoice / Quotation PDF

1. Open Sales → Invoices (or Quotations).
2. Click the PDF icon on a row, or open a document and click PDF / Print.
3. A clean print-ready page opens with your company logo, GSTIN and totals.
4. Press Print / Save PDF — choose "Save as PDF" to email it to the customer.

🔍 Global Search Live

Find anything across the whole system from one box.

1. Click the Search anything… box at the top (or just press the / key).
2. Type a name, number, email or phone — results appear instantly, grouped by type.
3. It searches Leads, Sales documents, Products, Vendors, Purchase Orders, Employees, Projects and Transactions together.
4. Use the ↑/↓ arrow keys and Enter to open a result, or just click it.

🔔 Notifications Live

The bell tells you what needs attention — automatically.

Click the bell icon (top bar). A red number shows unread alerts. BusinessOS creates these for you:

• Low stock — a product's available quantity dropped to/below its reorder level.
• Overdue invoice — an invoice is past its due date and not fully paid.
• New lead — a lead was added in the last 48 hours.

Click an alert to jump to that record. Use Mark all read to clear the count. When a problem is fixed (stock refilled, invoice paid) its alert disappears on its own.

🕓 Activity Log Live

A company-wide history of "who changed what".

Open Activity Log from the sidebar. Every create, edit and delete across the main modules is recorded with the user's name and time — for example "Rahul created lead Acme Corp". Use the All / Created / Updated / Deleted filter to narrow it down. This gives you accountability and an audit trail for disputes.

📈 Reports & Analytics Live

Your whole business in numbers — for decisions and review meetings.

Open Reports from the sidebar. You get, on one page:

• KPIs: Revenue, Net Profit, Outstanding payments and Open pipeline value.
• Revenue vs Expense chart (last 6 months).
• Top Customers by amount invoiced.
• Lead Conversion Funnel — how leads move stage by stage, and your Won %.
• Receivables — unpaid and overdue invoice totals.
• Inventory Valuation + your highest-value stock.

Use the period switch at the top — This Month / Quarter / Year / All Time — to change the figures.

📊 Dashboard Live

Your business at a glance — the first screen after login.

• KPI cards: total revenue, leads, orders, inventory value and profit margin — all from your real data. Click any card to jump straight to that module.
• Period filter: the button at the top-right (This Month / Quarter / Year / All Time) actually changes the figures.
• Quick actions: shortcut buttons (Create Lead, Create Quote, Add Product…) — you only see the ones your role is allowed to do.
• Revenue chart: last 6 months of income vs expense.
• Recent orders & activity: a quick feed of what's happening.

A brand-new company starts at zero — the numbers fill up as you add leads, invoices and stock. (Tip: use Settings → Data Tools → Load Sample Data to see it filled instantly.)

👥 CRM — Leads Live

Track every potential customer from first contact to won/lost.

How to use

1. Open CRM from the sidebar — you see the Leads list.
2. Click + Add Lead, fill name, phone, company, stage and value, then Save.
3. Switch to Pipeline (top-right) to see leads as cards grouped by stage.
4. Drag a card from one stage to another (e.g. New → Qualified) — it saves automatically.
5. Click a lead's name to open its detail page — add notes, follow-ups and see the activity timeline.

Stages: New, Contacted, Qualified, Proposal Sent, Negotiation, Won, Lost — each shown as a coloured status dot. Use the All stages filter to focus on one stage.

Turn a lead into a sale (Convert)

On a lead's detail page (top-right):

• Convert → Create Quotation / Create Invoice — opens the sales builder with the customer's name, email and phone already filled.
• Mark as Won — moves the lead to the Won stage in one click.
• Related Documents — a card listing every quotation/invoice made for this lead, so the whole journey (lead → quote → invoice) stays connected.

🧾 Sales — Quotations & Invoices Live

Create price quotes and GST invoices for customers.

1. Open Sales. Use the top toggle to switch between Quotations and Invoices.
2. Click + New Quotation / New Invoice to open the builder.
3. Fill the customer details and the document date.
4. In Items, type each line: item, quantity, rate and tax %. Click Add item for more rows.
5. The Subtotal, CGST, SGST and Grand Total update live as you type.
6. Click Save. From the list you can Print/PDF, edit or delete any document.

💵 Recording payments (invoices)

Open an invoice to edit it — at the bottom is a Payments panel:

1. Enter an amount, method (Cash/Bank/UPI/Card/Cheque) and date, then click Record.
2. Paid and Balance Due update live, and the status badge shows Unpaid / Partial / Paid.
3. When the balance reaches zero the invoice automatically becomes Paid. Partial payments are fully supported.

📦 Inventory Live

Stock, storage, suppliers and purchasing — four tabs at the top.

Products

Your stock items. Add a product with its SKU, price and quantities (available / reserved / incoming). When available stock falls below the reorder level, a red Low badge appears automatically.

Warehouses

Your storage locations. Add each warehouse with its location and capacity.

Vendors

Your suppliers. Click + Add Vendor, enter the vendor name (and optionally email, phone, GSTIN, address) and Save. Vendors you add here appear automatically in the Purchase Order dropdown.

Purchases (Purchase Orders)

1. Open the Purchases tab and click + New Purchase Order.
2. Choose a Vendor (from the list you built under Vendors) and the date.
3. Add item lines with quantity, rate and tax — the Summary total updates live.
4. Click Save Purchase Order.
5. When goods arrive, click Receive on that PO — the matching products' stock goes up automatically.

Stock Log (movement history)

The Stock Log tab shows every change to your stock with a running balance — opening stock, manual adjustments (when you edit a product's quantity), and goods received from purchase orders. Filter by product to see one item's full history. Now you know not just how much stock you have, but why it changed.

⚙️ Manufacturing Live

For factories — CNC machining and chemical/colour production. Five tabs.

📋 Projects Live

Manage client projects and team tasks.

• Projects: add projects with client, progress % and deadline.
• Task Board: switch to the board view and drag tasks across columns (To Do → In Progress → Review → Done).

🧑‍💼 HR & Payroll Live

Your team directory and monthly pay.

💰 Finance Live

Track money in and money out.

• Transactions: add each income or expense with date, category and amount.
• Reports: see Profit & Loss and cash-flow charts built from your transactions.

📁 Documents Live

Store and version your files.

1. Click Upload and choose a file — it's saved securely.
2. Upload a new version of the same document any time; older versions are kept in the history.
3. Click Preview / Download to open any file.

⚙️ Settings & Company Live

Your company profile and the defaults used across the app. (Company Admin only.)

Company profile

• Profile: business name, email, GSTIN, phone, website, address.
• Logo: upload your logo — it appears on invoice/quotation PDFs.
• Invoicing & Tax defaults: currency symbol, default tax %, and the number prefixes for invoices (e.g. INV) and quotations (e.g. QT). These pre-fill new documents and show on PDFs.

🧪 Data Tools (Danger Zone)

• Load Sample Data — adds a few demo leads, products, a project and transactions so you can explore the dashboard and reports.
• Reset All Data — permanently deletes this company's business data (leads, sales, inventory, projects, finance…). Your users and settings are kept. Use it to clear demo data before going live.

Integrations

Toggles for WhatsApp, Email, Razorpay and Tally. Sample — these switches are a preview for now.

🔐 Users, Roles & Access Live

Add your team and control exactly what each person can see and do.

Adding & editing users

1. Go to Settings → Users & Roles (Company Admin only) and click Invite User.
2. Enter name, email, pick a Role, and set a password — share it with the person; they log in with their email + that password.
3. Click the pencil on a user to edit name/email/role, or to reset their password (leave password blank to keep the current one).
4. The "Online now" dot and online count show you who is currently active in the system.

What each role can do

🛡️ Super Admin & Developer Sample

For the platform owner and developers only.

• Super Admin (visible only to the Super Admin role): a platform-owner view of all companies, analytics and system health. Regular company users never see this.
• API Keys, Webhooks & Docs: for connecting other tools to BusinessOS.

💡 Tips & FAQ

The page didn't change after I clicked Save?

It did — the list updates in place without reloading. Look for the green success message (toast) at the corner.

How do I add many records quickly?

Use the Import button and a CSV file — see Import from CSV.

Can I use it on my phone?

Yes — the layout adapts to small screens. Tap the menu button to open the sidebar.

Is my data safe from other companies?

Yes. Each company's data is fully isolated — you only see your own records.

Do I have to pay?

No. BusinessOS is free to use — there are no plans or subscriptions.

Why can't I see some menus (Finance, Settings…)?

Your role decides what you see. An Employee, for example, only sees the modules they're allowed to. Ask your Company Admin if you need more access — see Users, Roles & Access.

How do I know who is online?

A Company Admin can open Settings → Users & Roles — each user shows Online now or when they were last seen, with a live online count.

How do I search across everything?

Use the top Search anything… box (or press /) — it searches leads, invoices, products, vendors and more at once. See Global Search.