How to use restaurant POS

by InventoryPlus | Nov 14, 2026 | Articles

INVENTORYPLUS RESTAURANT POS GUIDE

How to Set Up & Run Your Restaurant with InventoryPlus POS

The complete, easy-to-follow guide for restaurant owners, managers, waiters, cashiers, and kitchen teams. Learn how to pair waiter tablets in 10 seconds, design your floor plan, route KOTs to KDS or section printers, enable Guest QR self-service, manage takeaway tokens, and close shifts with confidence.

Running a busy restaurant, cafe, or multi-section dining hall requires fast coordination between your floor captains, kitchen chefs, and billing counter. Hand-written KOT slips get lost, waitstaff waste time walking back to the POS terminal, and guests wait too long for water or the bill.

With the InventoryPlus Restaurant & Waiter POS Plugin, your entire hospitality workflow runs smoothly over your store Wi-Fi. Waiters take orders tableside on any tablet or smartphone, kitchen stations receive instant color-coded tickets on a Kitchen Display System (KDS) or section printers, guests can self-order via table QR codes, and cashiers settle bills in one click on InventoryPlus Desktop.

Why Restaurants & Cafes Love InventoryPlus Restaurant POS:

10-Second Wireless Pairing: Connect any Android tablet, iPad, phone, or kitchen monitor by scanning a QR code — no app store downloads required.
Role-Based Staff Screens: Waiters see tables & ordering, chefs see KDS stations, and cashiers see billing & takeaway boards.
Visual Floor Plan & My Tables: Waiters open directly to their assigned section (My Tables) and can switch between Grid and interactive Floor Plan views.
Smart Kitchen Routing & “86” Alerts: Route dishes to KDS stations or section printers, and mark sold-out items as 86 in real time across every tablet.
Guest QR Self-Service & Service Bells: Diners scan a table QR card to order extra items or ring digital bells for Water, Waiter, Bill, or Clean Table.
1-Click Billing & Shift X/Z Reports: Settle open orders directly in InventoryPlus Desktop, track table turn times, and reconcile daily cash drawers effortlessly.

1. Create Your Restaurant Company & Pair Devices in 10 Seconds

First-Time Setup: In InventoryPlus Desktop, Create a New Company and select Business Type: Restaurant (or open your existing Restaurant company). Selecting Restaurant automatically activates the Restaurant & Waiter POS Plugin, table layouts, KOT routing, and dining workflows.

Once your Restaurant company is open, connecting your tablets, phones, and kitchen screens to your main InventoryPlus computer takes just three simple steps:

How to Connect Waiter Tablets & Kitchen Displays

Open the Pairing QR Window: Right-click the Restaurant icon in your Windows Taskbar (near the clock) and choose Connect Waiter Tablet (Show QR Code) — or click Waiter Tablet / QR in the top-right corner of the Restaurant Dashboard inside InventoryPlus.
Scan Waiter QR Code or Open pos.inventoryplus.in: Point your mobile or tablet camera at the Waiter QR Code on screen to connect instantly — or open pos.inventoryplus.in in your mobile, tablet, or kitchen display browser and enter the displayed Store Code.
Log In with Staff Credentials: Each staff member signs in with their InventoryPlus username and password.

Pro Tip: On any POS screen, press Ctrl + K to open the Quick Command Palette and jump straight to any table, open order, or dish.

POS Role	Screens Visible	Who Should Use It
Waiter	Dining Tables, Floor Plan & Order Taking	Floor captains and table servers.
Kitchen	Kitchen Display System (KDS Station Hub) only	Chefs, tandoor/grill cooks, and bartenders.
Cashier	Tables, Takeaway Counter Board & Shift X/Z Reports	Front-desk billing & parcel counter staff.
Admin	Full Menu (all screens, reports & catalog)	Owners, managers & floor supervisors.

2. Plugin Configuration & Dashboard Screen (Desktop Setup & Billing)

The Restaurant Analytics & Configuration screen in InventoryPlus Desktop is your central control room. You can open it anytime from the InventoryPlus plugin menu or by right-clicking the Restaurant icon in the Windows Taskbar and selecting Restaurant & KOT Dashboard. It is organized into four easy-to-use tabs:

Tab 1: Dashboard & Analytics — Live Orders & How to Print / Generate Bills

Filter Live Orders: Pick a Report Date and choose Pending Orders, Completed (Bill Generated), or All Orders, then click Refresh Live.
Monitor Daily KPIs: View live summary cards for Live / Open Orders, Settled Sales (EOD), and Average / Fastest / Slowest Table Turn Time.
Generate & Print Customer Bills: In the order table, locate any pending order (showing Order #, Time, Table / Channel, Waiter, Net Amt, Tips, and Duration) and click Generate Bill. InventoryPlus opens the standard Sales Invoice screen with every KOT item pre-loaded — simply select payment mode, save, and print the thermal receipt or send it via WhatsApp.
Export Daily Summary: Click Extract EOD Report (CSV) to download a full daily sales & turn-time report spreadsheet.

Tab 2: Dining Layout & Tables — Floors, Tables, Waiters & QR Cards

Add / Manage Tables & Floors: Click Manage Locations / Tables to add, rename, or remove tables. Enter a section name (such as Terrace, AC Hall, or Banquet) and click Add Floor (or Delete Floor to remove one).
Assign Waiters & Captains: Assign a Captain / Waiter directly on each table row, or use the Server Section Assignment bar at the top to pick a Floor / Section + Captain / Waiter and click Assign to Section in bulk.
Arrange Visual Floor Plan: Set each table's Shape (square or circle), Capacity, and position, or click Auto-Arrange Grid and Save Layout so waiters see a clean visual map on their tablets.
Print Guest QR Cards: Click Print QR on an individual table row or Print All QRs in the toolbar to print QR tent cards for every table.

Tab 3: Service Charge, Printer & Roles — Billing Rules, KOT Printers & Staff Access

Service Charge (Dine-In): Select Disabled (Hide in POS), 5%, 10%, or Custom (%) and click Save Service Charge. When disabled, the Service Charge option is hidden on waiter tablets automatically.
Default KOT Printer & KDS-First Fallback: Check Enable Thermal KOT Print (KDS-First Fallback if offline), pick your kitchen printer, click Test Default to verify paper printing, and click Save Default Printer.
Category / Kitchen Section Printers (Smart Routing): Map each product category (e.g., Cafe, Starters, Beverages, Desserts) to its own Kitchen Section Label and Assigned KOT Printer, test with Test, and click Save Category Printers:
- Live KDS Display (Always On): Every ordered item appears immediately on the KDS screen under its configured Kitchen Section Label (e.g., CAFE, KITCHEN, BAR, TANDOOR) plus EXPO.
- Specific Section Printer (e.g., Cafe → Cafe Printer): Only items belonging to the Cafe category print on the Cafe Printer — Main Kitchen items go only to their own assigned printer.
- KDS Only: Categories set to KDS_ONLY skip thermal printing completely and appear on the KDS screen only.
- Unmapped Categories: Fall back to the Default KOT Printer (only when Enable Thermal KOT Print is checked).
Quick Cooking Notes: Enter comma-separated instructions (such as Less Spicy, No Onion, Extra Cheese, Jain) and click Save Quick Notes so waiters can tap them as instant chips.
POS User Role Access: Assign each InventoryPlus user a POS Menu Role (Admin, Waiter, Kitchen, or Cashier) and click Save Role Configuration.

Tab 4: Live KOT Orders — Real-Time Kitchen Monitoring

View all active dine-in and takeaway KOT items awaiting settlement, neatly grouped by Order # with Table / Channel, Order Time, Item Name, Qty, Note / Seat / Course, and live KOT Status. Click Refresh KOT anytime for an instant update.

3. High-Speed Tableside Ordering & Floor Plan

Waiters spend less time tapping screens and more time serving guests:

Waiter Floor & Order Highlights:

My Tables by Default: Opening Dining Tables automatically selects My Tables so captains focus on their own tables, with 1-tap toggles for All Tables, Available, Occupied, and Floor Plan View.
Speed Shelf & Category Arrows: Pin best-selling dishes to ⭐ Speed Shelf and scroll through menu groups smoothly with the < and > buttons.
1-Tap Steppers, Modifiers & Notes: Use large touch-friendly + / − buttons, select dish modifiers, and tap Quick Cooking Note chips.
Seat, Course & Repeat Last Round: Tag items by Seat (Shared, Seat 1, Seat 2) and Course (Starter, Main, Dessert), or tap Repeat Last Round to re-order drinks instantly.
Edit Order / Incremental KOT & Offline Safety: Tap any occupied table to add more items later — only newly added items print to the kitchen. Brief Wi-Fi drops queue orders safely until reconnected, and Light/Dark themes adapt to any dining room or bar.
Move / Transfer Table: Move an entire open order or selected dishes to another table anytime guests relocate.

4. Guest QR Self-Service: Printing Table Stickers, Customer Login & Takeaway

How to Print Table QR Stickers & Let Guests Log In to Self-Service:

Print & Stick Table QR Codes: In InventoryPlus Desktop, open Restaurant Analytics & Configuration → Dining Layout & Tables. Click Print QR on any table row (or Print All QRs in the top toolbar) to print table QR cards/stickers, then stick or place each QR card on its matching table (e.g., Table 1, Table 5).
Waiter Enters Customer Phone Number to Enable Self-Service: For table security, Guest QR ordering stays locked until a guest is seated. When taking the first order (or seating the guest), the waiter enters the guest's phone number (supports global 7–15 digit numbers) on the POS Order screen. This looks up their loyalty/VIP profile and automatically activates Guest QR Self-Service for that table (the table card shows QR Active).
Guest Scans Sticker & Logs In: The guest scans the QR sticker on their table with their phone camera, enters their phone number to verify and log in to the table's Self-Service Portal, browses the live menu, adds items directly to the kitchen, and taps digital Service Bells (Water, Waiter, Bill, Clean Table).
Automatic Session Clear After Billing: Once the bill is settled, the table's QR session clears automatically so the previous guest can no longer order. Staff can also tap Release QR Session anytime.

Takeaway Counter Board & Pickup Tokens

For parcel orders, the Takeaway Counter Board separates Preparing tokens (e.g., T-101) from Packed – Ready for Pickup! with 1-tap Pack and Collect actions.

5. Kitchen Display System (KDS) & “86” Stock Control

Your kitchen team stays completely organized on any monitor or tablet:

Station Filters & All-Day Prep Summary: Filter tickets by EXPO, KITCHEN, BAR, or TANDOOR, and see combined prep quantities across all open orders.
Start, Bump / Ready & 15-Minute Recall: Tap START when cooking begins and BUMP / READY when plated — waiters are notified instantly with a Ready badge. Accidentally bumped tickets can be restored within 15 minutes from the Recall drawer.
Instant “86” (Out of Stock) Control: Tap the red 86 button next to any dish on the KDS to mark it Sold Out across every waiter tablet and guest QR menu in real time. Tap Un-86 once restocked. (Already-served rows remain locked so they cannot be marked 86 accidentally.)

6. Settlement, Turn-Time Analytics & Shift X/Z Reports

Split Bill & 1-Click Desktop Checkout: Split bills evenly by guest count on the Order screen, apply or waive Service Charge, and click Generate Bill in the Desktop Dashboard to open the Sales Invoice for payment, GST, and thermal or WhatsApp receipt delivery.
Live Manager Dashboard & Grouped KOTs: Monitor Live / Open Orders, Settled Sales (EOD), Average / Fastest / Slowest Table Turn Time, and Live KOT Orders grouped cleanly by Order #, with 1-click Extract EOD Report (CSV).
Shift X-Report & Z-Report: Review shift sales by payment method on the POS Reports tab, enter Opening Float and Counted Cash to verify drawer variance, and close your shift cleanly.

7. Frequently Asked Questions (FAQ)

Q: What does the “86” button on the KDS screen mean?

In hospitality, 86 means an item is Out of Stock / Sold Out. Tapping it blocks the item across waiter tablets and guest QR menus until you tap Un-86. (Already-served items are locked so they cannot be marked 86 accidentally.)

Q: If a guest orders Cafe and Main Course items together, will Cafe items print only on the Cafe printer?

Yes! Category routing sends Cafe items exclusively to your Cafe Printer and Main Course items to the Kitchen Printer. Categories set to KDS_ONLY appear on the KDS screen without printing paper.

Q: How do I print table QR stickers and let guests log in to Self-Service?

In Desktop Dashboard → Dining Layout & Tables, click Print QR or Print All QRs and stick each code on its matching table. When guests sit down, the waiter enters their phone number (7–15 digits, local or global) on the Order screen to enable QR Active; the guest then scans the sticker and enters their phone number to log in and order.

Q: How is the QR session cleared after the guest pays?

Settling the bill in InventoryPlus clears the table's QR session automatically so old links cannot be reused. Staff can also tap Release QR Session manually anytime.

Q: How do I generate and print the final customer bill?

Open Dashboard & Analytics in InventoryPlus Desktop and click Generate Bill next to the pending order. The Sales Invoice opens with all KOT items ready for payment, thermal printing, or WhatsApp receipt.

Q: Why does a waiter only see certain tables by default?

My Tables is selected by default so captains see their assigned section first. Tap All Tables anytime to view the entire floor.

Q: How do I hide Service Charge if our restaurant does not charge one?

Go to Restaurant Analytics & Configuration → Service Charge, Printer & Roles, select Disabled (Hide in POS), and click Save Service Charge.

Q: If a waiter adds more items to an open table, do old items print again?

No. Only the newly added items are sent and printed as a fresh incremental KOT.

Q: What if the kitchen bumps a ticket on KDS by mistake?

Open the Recall drawer on the KDS screen within 15 minutes to restore the ticket immediately.

Q: Do we need internet or an app store download for waiter tablets?

No app download is required — it runs in any browser on Android, iPad, or smartphones over your local store Wi-Fi with your main InventoryPlus computer.

Ready to Transform Your Dining Floor & Kitchen?

Right-click the Restaurant icon in your InventoryPlus taskbar to scan your pairing QR code, or download InventoryPlus Restaurant POS to configure your floors, printers, and staff roles today.

Download Restaurant POS Software

How to setup Cloud Drive Backup

by InventoryPlus | Nov 1, 2026 | Tips

INVENTORYPLUS STEP-BY-STEP GUIDE

How to Set Up Automated Cloud Backup in InventoryPlus (Google Drive, OneDrive & Dropbox)

Protect your billing registers, customer ledgers, and inventory data against hardware crashes, accidental deletion, and ransomware. Learn how to configure zero-credential automated cloud backup mirroring in under 2 minutes.

⏱️ 5 Mins Read
☁️ Google Drive • OneDrive • Dropbox
🔒 Zero-Credential Security

Your point-of-sale data, sales vouchers, inventory balances, and customer ledger records represent months or years of hard work. In the retail and wholesale business, a sudden computer hard drive crash, accidental Windows formatting, power surge, or malware infection can bring your daily store operations to a complete standstill.

To eliminate these risks, InventoryPlus provides automated Zero-Credential Cloud Backup Mirroring. Every time you create a backup—whether manually or via scheduled background automation—InventoryPlus automatically deposits a verified copy directly in your personal cloud sync drive (Google Drive, Microsoft OneDrive, or Dropbox).

🔒 What is Zero-Credential Cloud Mirroring?
Unlike traditional software that asks you to enter your Google or Microsoft email and password into third-party servers, InventoryPlus uses local Windows client-side mirroring. You log in to your official desktop cloud provider app once on Windows. InventoryPlus deposits encrypted backup archives into your local sync directory, and the official cloud provider silently uploads it. Your passwords, tokens, and billing files remain 100% private to you.

1. Supported Cloud Storage Providers at a Glance

GOOGLE DRIVE
Google Drive for Desktop

15 GB Free Cloud Storage

Creates a virtual G: drive or My Drive folder on Windows. Backups sync instantly to your Google Account with zero complex setup.

Download Google Drive →

ONEDRIVE
Microsoft OneDrive

Pre-installed in Windows 10 & 11

Seamless native Windows integration. Standard Microsoft accounts get 5 GB free storage (or 1 TB with Office 365).

Setup OneDrive →

DROPBOX
Dropbox Desktop

Fast Local LAN Syncing

Dedicated Dropbox folder in your user profile. Fast differential sync across multiple branch computers and mobile devices.

Install Dropbox →

2. Option A: How to Configure Google Drive for Desktop

Best for: Stores using Google Workspace or Gmail. Offers 15 GB of free cloud storage.

1
Download & Install Google Drive for Desktop

Visit google.com/drive/download and download GoogleDriveSetup.exe. Run the installer and sign in with your business Gmail or Google Workspace account.

2
Verify Google Drive Virtual Volume in Windows Explorer

Open 'This PC' in Windows File Explorer. You will see a new drive letter labeled Google Drive (G:) or a folder named My Drive in your user directory. This confirms Google Drive is active and ready.

3
Enable Cloud Mirroring in InventoryPlus Settings

Open InventoryPlus and navigate to Settings > Backup. Scroll to the Cloud Sync Mirroring section. Check the box labeled "Enable automated backup mirroring to Cloud Drive".

4
Select Google Drive & Save

From the Cloud Drive dropdown, select Google Drive. Choose your desired retention limit (e.g. 30 most recent backups kept in cloud), then click the Save button at the bottom of the screen.

3. Option B: How to Configure Microsoft OneDrive

Best for: Windows 10 & 11 PCs. Built into Windows with zero additional downloads required.

1
Launch OneDrive from Windows Taskbar or InventoryPlus

On Windows 10/11, OneDrive is pre-installed. Click the gray/blue cloud icon near the Windows system clock, or open InventoryPlus > Settings > Backup and click "Setup OneDrive".

2
Sign in with Your Microsoft Account

Enter your Outlook, Hotmail, or Office 365 email and password. Follow the on-screen prompts to choose your OneDrive folder location (usually C:\Users\<User>\OneDrive).

3
Select Microsoft OneDrive in InventoryPlus & Save

In InventoryPlus Backup settings, click Re-scan Drives. InventoryPlus will immediately detect your OneDrive folder. Check "Enable automated backup mirroring", select Microsoft OneDrive, and click Save.

4. Option C: How to Configure Dropbox

Best for: Stores requiring high-speed LAN synchronization across local PCs and remote warehouses.

1
Install Dropbox Desktop App

Download and install Dropbox from dropbox.com/install. Sign in to your Dropbox account.

2
Verify the Local Dropbox Folder

Verify that the Dropbox folder appears in your Windows Favorites or at C:\Users\<User>\Dropbox.

3
Select Dropbox in InventoryPlus & Save

In Settings > Backup, click Re-scan Drives. Select Dropbox from the dropdown, choose your retention limit, and click Save.

5. Setting Up Automated Daily Backup Schedules

To make sure you never have to remember to click 'Backup' manually, configure automated background task schedules:

In Settings > Backup, navigate to the Schedule Daily Backup section.
Check the time slots you want automated backups to trigger (for example: 12:00 afternoon, 16:00 evening, and 20:00 night).
Click "Create Schedule".
InventoryPlus registers automated tasks with the native Windows Task Scheduler. Even if InventoryPlus is minimized or closed, the background backup agent will run silently at those exact hours, create a timestamped backup, and mirror it to your cloud drive!

💡 How Cloud Retention Prevents Storage Full Errors

Daily backups can accumulate quickly over time. InventoryPlus features an intelligent Retention Engine (defaults to 30 backups). When a new backup is created, InventoryPlus automatically prunes older backups in your cloud folder beyond your retention limit, ensuring your free cloud storage quota is never exhausted!

6. Frequently Asked Questions (FAQ) & Troubleshooting

Q: InventoryPlus says "No Cloud Sync Drive detected on this computer". What should I do?

This occurs when Google Drive, OneDrive, or Dropbox is not yet installed or not signed in. Simply click the corresponding install button (Install Google Drive, Setup OneDrive, or Install Dropbox), complete the sign-in wizard in Windows, and then click Re-scan Drives.

Q: What happens if my internet connection is offline during backup?

InventoryPlus creates the backup locally first and mirrors it to your local cloud sync folder immediately without waiting. As soon as your computer reconnects to the internet, your cloud provider (Google/Microsoft/Dropbox) automatically finishes uploading the file in the background.

Q: How do I restore my database from a cloud backup?

You can access your cloud account from any phone, laptop, or browser (drive.google.com, onedrive.live.com, or dropbox.com), download the latest .ims backup file, and open InventoryPlus > Settings > Backup > Restore Database.

Ready to Protect Your Store Data?

Open InventoryPlus Desktop right now, navigate to Settings > Backup, and enable Cloud Mirroring to ensure your business is always safe, compliant, and recoverable.

AUTOMATED • SECURE • PEACE OF MIND

AI Purchase Invoices scanner

by InventoryPlus | Oct 31, 2026 | Tips

INVENTORYPLUS STEP-BY-STEP GUIDE • PREMIUM FEATURE

How to Use AI Purchase Invoice Scanning in InventoryPlus

The complete, beginner-friendly guide to automating supplier purchase entries using either the Desktop App or the Online Web & Mobile Portal. Learn how to scan PDF, Excel, and camera bills using Google Gemini Flash, Groq Cloud Vision, or 100% Offline OCR, configure Smart Vendor Layout Templates, and reconcile stock in seconds.

Entering long supplier purchase bills by hand is one of the most time-consuming and error-prone tasks in retail and wholesale management. Typing dozens of product names, HSN codes, batch numbers, quantities, rates, discounts, and GST percentages from paper or PDF invoices takes hours every week—and a single typo can throw off your stock valuation and input tax credit.

With InventoryPlus AI Purchase Invoice Scanning, you can turn any supplier bill—whether it is a digital PDF, an Excel / CSV sheet, a smartphone photo, or a thermal receipt—into a ready-to-post purchase entry in seconds. Simply drop the invoice, review the matched products and prices side-by-side, and import everything into your purchase register with a single click.

Why Business Owners & Accountants Love AI Purchase Invoice Scanning:

90% Faster Purchase Entry: Convert a 50-item supplier invoice into a complete purchase voucher in under 15 seconds instead of 20 minutes of manual typing.
Works on Both Desktop App & Online Web / Mobile App: Scan bills at your back-office Windows PC or snap photos of supplier bills directly from your phone or tablet in the Online Portal.
3 Flexible Extraction Engines: Choose between Google Gemini Flash (High Accuracy Cloud AI), Groq Cloud Vision (Ultra-Fast Cloud AI), or 100% Offline OCR (No internet or API keys required).
Smart Vendor Layout Templates: Have a supplier with a complex or unusual bill format? Use Auto-Fill with AI to teach InventoryPlus that vendor's layout once, and every future bill extracts effortlessly.
Automatic Product Matching & 1-Click Creation: Automatically matches extracted lines against your item catalog by name, barcode, or remembered vendor alias—and lets you create brand-new items on the fly.
Multi-Page PDF & Batch Image Support: Combine multi-page invoices or multiple camera photos into a single consolidated purchase entry with automatic duplicate bill protection.

1. Subscription Requirement, Supported Formats & AI Engines

Before scanning your first supplier invoice, review the subscription eligibility, supported document types, and available extraction engines:

⭐ Exclusive to Premium Subscription

AI Purchase Invoice Scanning is an advanced automation feature available exclusively on the Premium Subscription plan. Both Desktop App users (via the AI Purchase Entry plugin) and Online Web Portal users require an active Premium Subscription to unlock automated bill scanning, AI template generation, and smart reconciliation.

🌐 Does It Require Internet or Paid API Keys?

No paid API keys are required! You can use free-tier API keys from Google Gemini (up to 1,500 bills/day free) or Groq Cloud (up to 7,000 bills/day free), OR switch to Offline OCR Mode to scan invoices 100% offline without any internet connection or API keys.

RECOMMENDED
Google Gemini Flash

Highest recognition accuracy (~95%+). Understands complex multi-column GST tables, skewed photos, HSN codes, free quantities, and handwritten notes. Supports primary + backup free API keys (up to 3,000 bills/day).

ULTRA-FAST
Groq Cloud Vision

Blazing-fast sub-second cloud extraction (~85–90% accuracy). Ideal for high-volume retail counters scanning hundreds of printed invoices daily (up to 14,000 bills/day with a backup key).

NO INTERNET
Offline OCR Engine

Runs 100% locally on your device (Windows Native OCR on Desktop, Tesseract Local OCR on Web). Unlimited scans with zero internet or API keys. Best paired with saved Vendor Layout Templates and digital PDF/Excel files.

Supported Invoice File Formats & Input Methods:

📄 PDF Invoices (.pdf)
Single or multi-page digital and scanned PDF bills from any accounting or ERP software.

🖼️ Bill Images (.png, .jpg, .webp)
A4 GST invoices, thermal 58mm/80mm slips, WhatsApp images, or flatbed scanner images.

📊 Spreadsheets (.xlsx, .xls, .csv)
Instant 100% exact parsing of distributor Excel/CSV bills—consumes zero AI quota!

📷 Camera & Clipboard (Ctrl+V)
Take a live photo using your phone/webcam or paste a screenshot directly with Ctrl+V.

💡
Available on Both Desktop App & Online Web Portal

InventoryPlus gives you full AI Purchase Scanning power across both platforms under your Premium Subscription. Follow the section below that matches the app you are using:

🖥️ Option A: Desktop App (Section 2)
Features a dual-pane Reconciliation Workbench, Landed Cost Freight Distribution, Pack Multipliers (e.g. Box of 24), Free Qty schemes, and Margin/MRP intelligence.

🌐 Option B: Online Web & Mobile App (Section 3)
Scan invoices from any browser, smartphone camera, or tablet. Features instant 1-click item creation, vendor memory aliases, and direct import into the Purchase screen.

👉 Pick whichever platform suits your daily workflow below—both options deliver rapid, accurate purchase automation!

2. Option A: How to Scan Purchase Invoices in the Desktop App

When to choose this: If you are working on your Windows store PC or back-office computer. Requires an active Premium Subscription and the AI Purchase Entry plugin enabled.

1
Open the AI Invoice Scanner Window

You can launch the AI Purchase Invoice Scanner in two convenient ways:

From the Top Menu: Click Plugins → AI Purchase Entry (Scan Invoice) from the main navigation bar.
Directly Inside the Purchase Screen: Open the standard Purchase entry screen and click the ✨ Scan Invoice (AI) button on the toolbar.
The dedicated AI Purchase Invoice Scanner & Reconciliation Workbench window opens on your screen.

2
Configure Your AI Engine & API Key (One-Time Setup)

Click the ⚙️ Configure AI button at the top-right of the scanner window:

Choose Your Default Engine: Select Google Gemini Flash (Recommended), Groq Cloud Vision, or Offline OCR (Windows Native).
Enter Free API Keys (For Cloud AI): Paste your primary API key (and optional backup API key for automatic quota rotation). Click Get Free Key inside the dialog if you need a free Gemini or Groq key in 30 seconds.
Default Purchase Behaviours: Choose whether scanned bills should default to Credit or Cash, whether rates are Tax Exclusive or Tax Inclusive, and enable Auto-Create Unmatched Products if you want new items created automatically.
Click Save Configuration. Your API keys are encrypted locally on your machine.

3
Select Pre-Scan Options & Drop Your Invoice File

Before dropping your invoice onto the dashed upload zone, you can optionally adjust the pre-scan bar:

Extraction Engine Dropdown: Keep your default engine or switch to Offline OCR / Gemini / Groq for this specific scan.
Vendor / Layout Template Selector: Leave on Auto-detect, or pre-select a saved vendor template if scanning a known complex bill in Offline OCR mode.
Load the Bill: Drag and drop one or more files onto the drop zone, click Browse File(s), or press Ctrl + V to paste a copied invoice image directly from your clipboard!
Duplicate Invoice Guard: If that supplier's Invoice Number has already been entered previously, InventoryPlus immediately alerts you so you never double-post a bill.

4
Review in the Split-Screen Reconciliation Workbench

Once extracted, the Desktop Workbench displays your original invoice image on the left (with Zoom In, Zoom Out, and Fit controls) and the structured reconciliation grid on the right:

Supplier Verification: Matched suppliers show a green ✓ Matched badge. If a supplier is new, click + Create Supplier to add their name, GSTIN, state, and address to your ledger in one click.
Product Matching & Vendor Memory: Each row displays its match status (Exact Match, Fuzzy Match, or Unmatched). If you manually map an extracted line to an existing product in the Matched Product dropdown, InventoryPlus permanently remembers that vendor alias for all future bills!
Pack Size Multiplier & Free Qty: Buying in wholesale cartons but selling in loose units? Set the Pack Size (e.g. 24 for a Box of 24) and Free Qty—the workbench automatically calculates your effective stock units and true landed unit cost.
Distribute Freight / Landed Cost: Click 🚚 Distribute Freight in the workbench header to apportion transport, packing, or unloading charges across all invoice items by value, quantity, or equal split.
Price Hike & Margin Alerts: The Alerts column automatically flags if a supplier has increased the purchase rate compared to your last purchase, and lets you update your Selling Price and MRP right from the grid.

5
Confirm & Post Purchase Voucher

Verify the extracted Subtotal, Tax Breakdown (CGST / SGST / IGST), Discount, and Grand Total at the bottom bar. Click ✓ Confirm & Import to Purchase. All items, quantities, batches, expiry dates, and accounting ledger postings are saved into your purchase register—and a digital copy of the original invoice is automatically archived for audit reference!

3. Option B: How to Scan Purchase Invoices in the Online Web & Mobile App

When to choose this: If you are using InventoryPlus Online in a web browser on your laptop, Mac, tablet, or smartphone. Requires an active Premium Subscription.

1
Configure AI & Document Scanner in Settings

Log in to your InventoryPlus Online portal, navigate to Administration → Settings, and select the AI & Document Scanner tab:

Select your preferred default extraction engine: Google Gemini Flash, Groq Cloud Vision, or Offline OCR.
If using Gemini or Groq, paste your free API key (and optional backup key) and click Test to verify instant connectivity.
Click Save AI Settings. Your chosen engine will now be pre-selected automatically whenever you open the scanner!

2
Launch the Scanner from the Purchase Screen

Open Transactions → Purchase from the sidebar menu and click the ✨ Scan Invoice (AI) button at the top of the Purchase screen. The AI Invoice Scanner modal opens.

3
Upload, Snap a Photo, or Paste Your Bill

Inside the AI Invoice Scanner dialog:

Confirm your active Extraction Engine pill at the top (it automatically defaults to the engine you saved in Settings, or you can tap any engine to switch on the fly).
Optionally select a saved vendor from the Pre-Select Template / Vendor dropdown if scanning a custom layout in Offline OCR mode.
Click Browse Files to upload a PDF/Excel/Image, tap 📷 Take Photo on your mobile phone or tablet to photograph a paper bill, or press Paste (Ctrl+V) to scan a screenshot.
Multi-Page Support: Have a 3-page bill? Drop all 3 pages together (or click + Add Page 2, 3... after the first page finishes) to merge all items into one bill!

4
Reconcile Supplier & Line Items, Then Import

Review the extracted header and item table:

Supplier Card: If the vendor is not yet in your master list, click + Create to register the supplier (with GSTIN and address) in one click, or click 🔍 Select to link an existing vendor.
Line Items Table: Matched items show a green Matched badge. For new items marked New, click + Create on a single row, click 🔍 Pick to map to an existing item (which saves the alias for future scans), or click + Create All New Items at the bottom to create all unmatched products in bulk!
Click Import Selected Lines. All verified rows, quantities, rates, discounts, and taxes immediately populate your Purchase entry screen ready for saving.

4. Smart Vendor Layout Templates & Auto-Fill with AI

Every distributor and manufacturer designs their invoice differently. Some print items across two or three lines, some use custom labels like "Bill Ref #" or "Net Payable", and others include extra columns for MRP, HSN, Scheme, or Cess.

InventoryPlus includes an intelligent Vendor Layout Template Designer on both the Desktop App (click ⚙️ Template Rules) and the Online Web App (click ⚙️ Layout Template) so you can tailor extraction rules for any vendor:

How to Create a Vendor Layout Template in 10 Seconds (Auto-Fill with AI):

Scan one sample invoice from your supplier and click ⚙️ Template Rules (Desktop) or ⚙️ Layout Template (Web).
Click the ✨ Auto-Fill with AI button (or upload a sample bill inside the template modal).
InventoryPlus analyzes the document structure and automatically fills in the exact header labels, table boundaries, column positions, and layout type!
Click Save Template. From now on—even when scanning in 100% Offline OCR mode—InventoryPlus applies those exact rules automatically whenever it sees a bill from that supplier.

Template Rule Setting	What It Controls	Example Values
Bill Layout Type	Adapts the parser for standard tables, multi-line rows, or POS slips.	`Standard Grid`, `Multi-Row Item (2-3 Lines)`, `Thermal Receipt`
Invoice Number & Date Labels	Exact text printed before the bill number and invoice date.	`Invoice No:`, `Bill #`, `Issue Date`, `Dated`
Table Start & End Keywords	Marks where the item table begins and where the footer/totals start.	Start: `Item & Description` • End: `Total`, `Account Holder`
Column Order Mapping	Maps left-to-right column positions (1-based) for tabular bills.	Item=`2`, HSN=`3`, Qty=`4`, Rate=`5`, Tax=`6`, Total=`7`
Rate Tax Mode & Multi-Line Action	Specifies if printed rates include GST and how wrapped lines behave.	`Tax Exclusive` / `Inclusive` • `Append to Item Name` / `Ignore`
Custom AI Prompt Instructions	Plain-English instructions passed directly to Gemini/Groq for special rules.	"Ignore serial numbers on line 2; take Net Rate after scheme discount."

5. Advanced Retail & Wholesale Features Built Into the Scanner

InventoryPlus goes far beyond basic text recognition—it understands real-world retail, pharma, supermarket, and distribution accounting:

1. Self-Learning Vendor Item Memory

Suppliers often use cryptic abbreviations on bills (e.g. "0.5 HP DOL STR"). Map it to your catalog item once, and InventoryPlus remembers that supplier's item name forever.

2. Pack Multiplier & Scheme Free Qty

Automatically converts wholesale packs (e.g. 10 Boxes × 24 Pcs = 240 units) and accounts for Promotional Free Quantities (e.g. 10 + 2 Free) when computing effective unit cost.

3. Landed Cost Freight Apportionment

Distribute delivery freight, hamali, or packing charges across all line items proportionally by item value, quantity, or equal weight to see your true landed cost per unit.

4. Automatic Backup Key Rotation

Add a secondary free Gemini or Groq API key in settings. If your primary key hits a per-minute rate limit during peak billing hours, InventoryPlus switches to your backup key seamlessly.

6. Frequently Asked Questions & Troubleshooting (FAQ)

Here are quick answers to common questions about AI Purchase Invoice Scanning on Desktop and Online:

Q: Which subscription plan is required to use AI Purchase Invoice Scanning?

An active Premium Subscription is required. AI Purchase Invoice Scanning (across both the Desktop App plugin and the Online Web/Mobile Portal) is an exclusive Premium Subscription feature.

Q: Do I have to pay Google or Groq to get an API key?

No! Both Google AI Studio (Gemini Flash) and Groq Cloud offer generous 100% free API tiers (up to 1,500 bills/day per key on Gemini and 7,000 bills/day per key on Groq). You can generate a free key in under 30 seconds using the direct link inside the AI Settings screen—or use Offline OCR without any key at all.

Q: Can I scan purchase bills when my store has no internet connection?

Yes! Select Offline OCR in the AI Settings or pre-scan engine selector. On the Desktop App, it uses Windows Native OCR; on the Web App, it runs local browser OCR. For complex supplier bills in Offline OCR mode, configure a Vendor Layout Template once and pre-select that template before scanning for best accuracy.

Q: What if my supplier sends an Excel (.xlsx) or CSV file instead of a PDF/Image?

Simply drop the .xlsx, .xls, or .csv file directly into the AI Scanner! InventoryPlus parses spreadsheet columns locally with 100% mathematical precision in milliseconds—and it uses zero AI quota.

Q: How do I handle a long invoice that spans 2 or 3 pages?

If your bill is a multi-page PDF, simply drop the PDF file—InventoryPlus automatically reads all pages and merges the line items. If you are taking photos of a 3-page paper bill, select all 3 images at once (or click + Add Page 2, 3... in the Online scanner) to combine them into a single purchase voucher.

Q: What happens if a supplier bill contains new products that are not in my inventory yet?

You never have to leave the scanner screen! Unmatched items are highlighted clearly. You can click + Create on individual lines, click + Create All New Items to register all new items in bulk (complete with HSN code, GST %, unit, and purchase price), or enable Auto-Create Unmatched Products in Desktop AI Settings.

Q: Why did Offline OCR miss some items on a low-resolution or unusual GST bill?

Offline OCR relies on local character pattern matching. If a vendor uses a multi-row item format, colored ink, or custom column headers, open Template Rules / Layout Template, click Auto-Fill with AI (or set the Table Start Keyword, Table End Keyword, and Bill Layout Type), and save the template for that vendor. For skewed camera photos, Google Gemini Flash is always recommended.

Ready to Automate Your Purchase Entries?

Upgrade to an InventoryPlus Premium Subscription today, open the AI Invoice Scanner on Desktop or Online, and turn hours of manual data entry into a 10-second workflow.

EXPERIENCE EFFORTLESS AI PURCHASE ENTRY

Delivery Dashboard & Live Tracking

by InventoryPlus | Oct 30, 2026 | Tips

INVENTORYPLUS USER GUIDE

How to Manage Store Deliveries, Dispatch Drivers & Track Orders Live in InventoryPlus

The complete, non-technical handbook for store owners, managers, and delivery supervisors to dispatch customer orders in smart batches, track delivery staff on live maps, collect cash on delivery, and settle day-end accounts effortlessly.

Providing fast, dependable customer home delivery has become essential for local retail businesses—whether you operate a supermarket, a grocery store, a pharmacy, an electronics shop, or a busy trading center. When your store delivers goods on time with accurate billing and transparent updates, customer loyalty and repeat orders multiply rapidly.

The Delivery Dashboard in InventoryPlus is your complete dispatch command center. It unifies your billing counter, delivery drivers, customer tracking, route maps, and daily cash collection into one seamless, easy-to-use screen. You can batch-assign dozens of orders in seconds, watch your delivery team navigate on a live interactive map, and ensure every single rupee of cash on delivery reaches your cash drawer before closing.

1. Where to Find the Delivery Dashboard

Accessing your delivery control center in InventoryPlus takes just two clicks:

How to Open the Delivery Dashboard:

In the top navigation menu, click on Inventory → select Other Inventory → click on the Delivery Dashboard tab.

Quick Tip: You can also bookmark or open this dashboard on a supervisor tablet or computer at your dispatch counter for real-time order monitoring throughout the day.

2. Easy Online Setup: Getting Your Store & Team Ready

Before dispatching your first order, follow these three simple configuration steps to set up your store and delivery staff:

Step 1: Store Hub Location

Go to Settings → Company / Locations and verify your shop address and landmark. This establishes your Store HQ Origin Pin on the map, allowing the system to accurately calculate delivery distances to customer homes.

Step 2: Add Delivery Staff

Go to Settings → Users & Permissions. Click Add New User, enter your delivery person's full name, mobile number, and select the Delivery Staff role. This creates their login credentials for daily deliveries.

Step 3: Connect Mobile Phones

Your delivery team can use any smartphone or tablet. When they log in with their assigned username, the system connects their device automatically so they can receive trips, view addresses, and update deliveries on the go.

3. Initiating Deliveries: How Orders Flow from Billing to Dispatch

Whenever a customer orders items for home delivery—whether by phone, WhatsApp, or at your counter—your cashier creates a bill normally in InventoryPlus:

Customer Details: Enter the customer's full name, mobile phone number, delivery address, neighborhood/area, and landmark.
Payment Type Selection:
- Prepaid Orders: If the customer paid immediately at checkout via UPI, Credit/Debit Card, or Net Banking, the dashboard tags it with a bright green PAID badge. The driver knows no money needs to be collected.
- Cash on Delivery (COD): If the customer chooses to pay upon receiving their items, the dashboard marks it with an amber COD: Rs. XXX badge. This alerts both supervisor and driver to collect exact payment at the doorstep.
Instant Queueing: As soon as the bill is saved, it immediately shows up in the Pending Orders section of your Delivery Dashboard, ready for dispatch.

4. Smart Batch Assignment: Assigning Dozens of Orders in Seconds

Assigning customer orders one by one is slow and often causes drivers to criss-cross the city unnecessarily. InventoryPlus provides Smart Batch Assignment, allowing you to bundle orders intelligently using 4 specialized methods:

The 4 Smart Batching Modes Explained

Mode 1: 📮 Area & Pincode Clusters

The system automatically groups all pending orders by neighborhood name (e.g. Indiranagar, Koramangala, Whitefield) and postal PIN codes. Click Select All under an area cluster and assign the entire bundle to a single delivery person with one click.

Mode 2: 🧭 Distance & Direction Corridors (Compass Corridors)

Simple distance is not enough: an order 5 km North and an order 5 km South should never be sent with the same driver! InventoryPlus groups orders by Directional Corridors:

Direction Filter: Choose ⬆️ North Corridor, ➡️ East Corridor, ⬇️ South Corridor, ⬅️ West Corridor, or All Directions (360°).
Distance Radius: View deliveries grouped by radius circles: Hyperlocal (0 to 3 km), Mid-Range (3 to 7 km), or Outer Range (7+ km).
Click Select All in Range to give your driver an optimal, linear delivery route.

Mode 3: 🔢 Bill Number Sequence Range

Ideal for wholesale packing stations or scheduled delivery slots where invoices are billed sequentially. Simply enter From Bill #101 to To Bill #120, or use one-click buttons like First 5, First 10, First 20, or All.

Mode 4: 💵 Order Value & COD Cash Range

Group orders based on package value (Micro, Standard, Medium, or High-Value). This allows you to assign high-value orders to your senior trusted staff and prevents any single driver from carrying too much cash liability on their run.

Delivery Security & OTP Verification:

When assigning orders, you can check "Require OTP on Delivery Completion". The customer receives a secret 4-digit code on their phone, which the delivery person must enter before the order can be marked completed. This completely prevents misplaced or falsely marked packages.

5. Live Online Tracking on the Interactive Map

Click the Live Team Map button at the top right of your dashboard to open the full-screen dispatch workbench. This gives your shop delivery head a bird's-eye view of your entire delivery operation in real time:

Store Origin Pin (🏪): A bright marker highlights your store location, serving as the central hub where all trips originate.
Live Delivery Staff (🛵): Moving bike markers show where each delivery person is currently located on the city map.
Customer Delivery Points (📍): Each customer address is pinned on the map with their bill number and customer name.
Active Route Polylines: Dashed route lines clearly connect each driver to their assigned customer drop locations.
Click-to-Focus Dispatcher List: The right-side panel displays active drivers and pending runs. Click any driver or customer order to automatically pan and zoom the map directly to their exact pin.
Map Layer Switcher: Switch easily between High-Contrast Dark View (great for evening operations), Clean Street Map, and High-Resolution Satellite View to inspect building gates and landmarks.

6. How Delivery Staff Use the System on Their Phone

Your delivery persons do not need complicated technical training. Their mobile screen is designed for pure speed and simplicity:

Review Assigned Deliveries:

The driver opens their delivery trip list to see customer names, delivery addresses, items packed, and whether the order is Prepaid or Cash on Delivery.

1-Click Contact Customer:

Upon arriving near the customer's building or gate, the driver taps the 📞 Call icon to dial the customer immediately, or taps the 💬 WhatsApp icon to send a polite arrival message without typing.

Collect Cash & Complete:

If COD, the driver collects the exact cash or UPI payment. They enter the customer OTP (if enabled) and tap "Mark Delivered". The shop dashboard instantly reflects the successful delivery.

7. Handling Delays, Reschedules & Failed Attempts

In retail delivery, real-world issues happen: a customer may have stepped out, their door is locked, or they ask the driver to bring the package in the evening. InventoryPlus ensures these orders are never lost or left in limbo:

1-Click Reschedule Dialog: Click Reschedule / Fail on any active order.
Standard Reason Selection: Pick from standard reasons (e.g. Door Locked / Customer Unavailable, Customer Requested Later Slot, Incorrect Address / Landmark Unclear, Phone Switched Off, Customer Refused) or enter custom instructions.
Choose Target Delivery Slot: Select when to re-attempt: Today Evening (4 PM - 8 PM), Tomorrow Morning (9 AM - 1 PM), Tomorrow Afternoon, or Next Working Day.
Automatic Queueing: The order cleanly moves to the Failed / Rescheduled queue with full reason history, ready to be dispatched during the customer's preferred delivery window.

8. The Visual Kanban Board View

In addition to the standard table list, the Delivery Dashboard features a visual Kanban Board. Simply click the view toggle to see your daily orders moving across 5 organized workflow columns:

Pipeline Stage	What It Means	Quick Action Available
⏳ Pending Orders	Billed items packed and waiting at your dispatch counter.	Click Assign to choose a delivery person.
📋 Assigned / Staged	Handed over to a driver who is loading their vehicle.	Click Dispatch when the driver leaves the shop.
🚚 Out for Delivery	Driver is actively on the road heading to customer addresses.	Click Mark Delivered or Fail/Reschedule.
✅ Delivered	Order successfully delivered into the customer's hands.	View delivery completion timestamp and notes.
⚠️ Failed / Rescheduled	Attempt failed or customer asked for a later delivery slot.	Click Re-attempt to re-assign for the next run.

On smartphones and small tablets, the Kanban board automatically turns into a smooth swipeable tab layout, making it effortless to manage from your palm.

9. Day-End Driver Cash Settlement (Reconciling COD Money)

The single greatest operational leak in retail delivery is lost, misplaced, or delayed cash collected by delivery boys. InventoryPlus solves this completely with the built-in Driver Cash Settlement Workbench:

End-of-Day Settlement in 4 Simple Steps

Step 1: Open Cash Settlement

Click the green Cash Settlement button on the dashboard. A clean summary opens showing total delivered orders, total cash collected, settled amounts, and pending money.

Step 2: Select the Returning Driver

Click on the driver's tab. The screen immediately displays every bill delivered by this driver, the exact COD money collected, and the exact cash due to be handed over to your cash drawer.

Step 3: Confirm Cash Handover

Count the physical money received from the driver. Click Settle All Pending (or select specific bills) and click Confirm Handover. The system automatically records an immutable audit record: [COD Settled: Rs. XXX by Cashier on Date].

Step 4: Print Official Settlement Slip

Click Print Slip to generate a clean, itemized receipt with signature lines for both the Delivery Driver and the Shop Cashier. Keep this printed slip in your daily accounts file for 100% zero-discrepancy bookkeeping.

10. Frequently Asked Questions (FAQ & Troubleshooting)

Q1: What if a customer's address does not have GPS coordinates or map pin?

Orders without GPS pins are never ignored. In the Distance batch assigner, they are safely placed into the "📍 Unmapped Address (No GPS Pin)" bucket. You can assign them normally using their neighborhood area name or bill number, and the driver can navigate using the written address and landmark on the bill.

Q2: Can a single delivery driver take 10 or 15 orders in one trip?

Yes, absolutely! Smart Batch Assignment allows you to select any number of orders (e.g., all 12 orders in the North Corridor) and assign them to one driver in a single click. The driver sees all 12 stops listed on their phone in optimal sequence.

Q3: How does the system handle orders where the customer paid part in advance and part on delivery?

InventoryPlus calculates the exact remaining balance due. For example, if a bill is Rs. 1,000 and the customer paid Rs. 300 online in advance, the delivery card and mobile screen show exactly COD Due: Rs. 700. The driver will only collect Rs. 700, avoiding awkward payment confusion at the doorstep.

Q4: What happens if a customer refuses the package or cancels at the door?

The driver or supervisor opens the order, selects "Fail / Reschedule", chooses "Customer Refused / Order Cancelled", and confirms. The order is recorded with the cancellation reason, removing it from active trips and ensuring no cash liability is charged to the driver.

Q5: Do I need to buy expensive GPS tracking devices for my delivery motorbikes?

No expensive hardware trackers are needed! Delivery staff simply use standard Android or iOS smartphones with location services turned on. The app handles everything smoothly using their phone's built-in GPS.

Q6: Does the live map require any paid map subscriptions or API keys?

No! InventoryPlus includes clean, high-performance world street maps and satellite views out of the box with zero extra subscription fees, zero API key hassles, and zero monthly map charges.

Q7: Can multiple cashiers and dispatchers manage deliveries at the same time?

Yes. Whether you have 2 billing counters or 10 counters across your store, all home delivery orders instantly feed into the central Delivery Dashboard without delays or duplicate entries.

Q8: How do I make sure a driver cannot leave at night without handing over cash?

The top bar of the Delivery Dashboard clearly highlights Pending Handover (Unsettled Cash) with a bright warning badge. Before any driver signs off, the cashier checks their driver tab in Cash Settlement, collects the exact money, confirms settlement, and prints the signed slip.

Summary: The 4 Golden Rules for Successful Store Deliveries

Capture Complete Addresses at Billing: Always record the customer's phone number, area name, and landmark during checkout.
Use Smart Batching by Direction: Assign trips in compass corridors (North, East, South, West) to cut travel time in half.
Reschedule Instead of Losing Orders: If a customer is away, pick a friendly rescheduling slot so the order is smoothly fulfilled on the next run.
Reconcile Cash Every Evening: Always perform Driver Cash Settlement before closing your registers and print the signed handover slip.

Ready to Supercharge Your Store's Home Deliveries?

Upgrade to InventoryPlus today and experience lightning-fast dispatching, live driver tracking, zero-leak cash settlement, and delighted customers.

Download InventoryPlus Free →
Visit Website (inventoryplus.in)

Multi-Branch Setup & Synchronization

by InventoryPlus | Oct 30, 2026 | Tips

INVENTORYPLUS STEP-BY-STEP GUIDE

How to Set Up & Synchronize Multiple Branches in InventoryPlus

The complete, beginner-friendly guide to connecting multiple retail stores, outlets, and warehouses. Learn how to configure your stores using either the Desktop App or the Online Web Portal, choose between Direct Cloud Sync or Dropbox / Google Drive Sync, and scale to unlimited branches with 100% offline billing resilience.

Expanding your retail business from a single shop to multiple branches, outlets, or central warehouses is an exciting milestone. However, keeping track of inventory across different locations, updating prices manually, and calling branch managers for stock counts can quickly become overwhelming.

With InventoryPlus Multi-Branch Synchronization, managing multi-store operations becomes effortless. You can link your head office, retail counters, and regional warehouses into a single unified business network. Add an item once, and it is instantly available across all billing counters. Best of all, if the internet ever goes down at an outlet, billing never stops—your cashiers keep ringing up sales uninterrupted, and everything synchronizes automatically once the connection returns.

Why Business Owners Love Multi-Branch Sync:

Add Once, Update Everywhere: Create products, barcodes, and price schemes once at your main branch, and all sister stores receive them automatically.
Unlimited Branch Growth (No Limit!): You can connect 2 stores, 10 city outlets, or 50+ regional distribution warehouses. There is zero limit on the number of branches you can add.
100% Offline Resilience: Internet cuts or slow connections never freeze your checkout lines. Every store continues billing normally offline.
Two Flexible Sync Methods: Choose between instant Direct Cloud Sync or folder-based Dropbox / Google Drive Sync.
Custom Module Sharing: Choose exactly what to share. Share product catalogs and customers while keeping daily cash registers and sensitive account ledgers completely separate.
Instant 1-Click Store Switching: Switch between linked sister stores in the online portal without logging out or remembering multiple passwords.

1. Understanding Key Terms, Internet Requirements & Subscriptions

Before connecting your stores, let us clarify key terms, connectivity requirements, and subscription policies:

PRIMARY
Main Branch (Head Office)

Your central company account where master product lists, categories, and initial branch names are created. Often your main store or central warehouse.

OUTLET
Sister Branch (Remote Store)

A separate physical shop, branch, or counter that operates under its own registration account and synchronizes with your main branch over the cloud.

SECURITY
Registration ID & Activation Code

Your store unique identification number and connection password. These ensure only authorized sister branches can link and share data.

Two Synchronization Options Available:

RECOMMENDED
1. Direct Online Cloud Sync

Real-time, zero-configuration background sync using your Registration ID. Updates transmit in seconds. Requires an internet connection on each device for synchronization, and each branch requires a Premium Subscription.

ALTERNATIVE
2. Cloud Drive Sync (Dropbox / Google Drive)

File-based folder synchronization using your installed Dropbox, Google Drive, or OneDrive desktop app. Data is exchanged through a shared folder that syncs whenever your cloud drive syncs over the internet.

🌐 Is Internet Required?

Yes, an internet connection is required to transmit sync data between branches (either via direct cloud or via Dropbox/Google Drive). However, internet is NEVER required for store billing! Your cashiers can bill customers 100% offline; pending sales will automatically sync as soon as the internet connects.

⭐ Premium Subscription Requirement

Each physical branch or outlet operates under its own Registration ID and requires an active Premium Subscription. This gives every store its own isolated cloud pipeline, unlimited branch scale, and guaranteed data protection. There is no limit on how many branches you can add!

💡
Choose Your Preferred Setup Method (You Only Need to Configure ONE!)

You do NOT have to configure both Section 2 and Section 3. InventoryPlus allows you to complete your entire multi-branch setup using either the Desktop App OR the Online Web Portal—whichever is easiest and most convenient for you:

🖥️ Option A: Desktop App (Section 2)
Best if you are sitting at your store checkout PC or main counter. Whatever you set up here automatically appears in your Online Portal!

🌐 Option B: Online Web Portal (Section 3)
Best if you prefer using a web browser on any phone, tablet, or laptop. Whatever you configure online automatically syncs to your desktop machines!

👉 Pick whichever option suits your workflow best below and skip the other. Both options achieve 100% identical results!

2. Option A: How to Configure Multi-Branch in the Desktop App

When to choose this: If you are working directly on your store's Windows desktop or billing computer. (Note: If you configure your branches here, you are completely done and can skip Section 3!)

1
Ensure Online Sync is Enabled in Desktop Settings

Before establishing branch connections, make sure online connectivity is activated in your desktop software:

Go to Settings from the top navigation bar.
Under General Settings → Defaults, confirm that Enable Online Features / Online Sync is checked.
This turns on the cloud synchronization engine and displays the online mapping controls inside the Branch Configuration window.

2
Open Branch Configuration & Add Branch Names

Press Ctrl + K and type Branch Configuration (or select Settings → Branch Configuration):

Click New at the bottom of the window to create a new branch.
In the Name field, enter a descriptive title for this outlet (such as Downtown Outlet, Mall Branch, or East Warehouse).
Select a physical Location if your store utilizes location grouping.
Click Save. Your new branch is registered in your business catalog.

3
Link Sister Stores (Online Registration Mapping)

In the Online Registration Sync Mapping panel on the right side:

Enter the Target Registration ID of the sister store computer (found under Help → Register Support on the branch machine). Each branch requires an active Premium Subscription.
Enter the Activation Code (password) associated with that sister store registration.
Click Verify & Link. The system verifies the credentials through our secure cloud connection and establishes the link.
Tip: If you have already configured branches in the online portal, simply click 🔍 Pull Branch to automatically load and align all branch names with one click!

4
Alternative Method: Configure Cloud Drive Sync (Dropbox / Google Drive)

If you prefer syncing files through your existing Dropbox or Google Drive instead of direct cloud sync:

Click the Configure Data Sync tab at the top of the Branch Configuration window.
Check the Enable Sync Data box.
Select your preferred provider: Dropbox, Google Drive, or OneDrive / Local Folder.
Follow the simple 3-step wizard (Select Drive → Verify Installation → Configure & Enable).
InventoryPlus will automatically sync encrypted data files through your cloud drive folder whenever your PC is connected to the internet.

5
Zero-Touch Setup on Sister Store Terminals

You do not need to repeat complex setup steps on the remote branch computer. When the branch staff opens InventoryPlus on that terminal, the software automatically recognizes its assigned branch identity from the cloud network. All sales receipts, stock balances, and cashier shifts are immediately locked to that branch.

3. Option B: How to Configure Multi-Branch in the Online Web Portal

When to choose this: If you prefer configuring your branches from a web browser on any phone, tablet, Mac, or laptop. (Note: If you already configured your branches in Option A above, you can skip this section!)

1
Navigate to Branch Configuration Online

Log in to your InventoryPlus Online account and click Administration → Branch Configuration in the left sidebar menu.

2
Add a New Branch Outlet

Click the + New Branch button above the table. Enter the name of your branch (e.g. South City Mall), choose an optional branch code, and click Save. Your new branch appears immediately in the table.

3
Link Your Sister Store with 1-Click Verification

In the Branch Sync Mapping section below the branch list:

Locate the row for your new branch and click the + Map Registration ID button.
Enter the Registration ID (with active Premium Subscription) and Activation Code of your sister store.
Time-Saving Tip: If you have already saved your sister store profile in your browser, look for the Quick-Select Saved Shop Profile chips and tap the store name to fill in details instantly!
Click Verify & Connect. The connection is authenticated and secured immediately.

4
Initial Catalog Push (Bootstrap Data Push)

When opening a brand new branch, you typically want that store to have your existing product catalog right away. Upon verification, the portal asks if you want to push your existing catalog. Click Push Selected, and all product names, barcodes, and units are duplicated to the new branch in seconds.

4. How to Sync Only Required Modules (Selective Syncing)

Different retail businesses have different sharing requirements. For instance:

Scenario A (Standard Retail): You want all stores to share the same products, barcodes, categories, and customer loyalty phone numbers, but each branch keeps its own local accounts and daily cash drawers.
Scenario B (Regional Pricing): Your city center store has higher overhead costs and requires different selling prices than your suburban warehouse. You want to share product names and barcodes, but keep Price Schemes independent.

With InventoryPlus, you have complete granular control over what synchronizes and what stays private.

How to Customize Synchronized Modules:

Go to Branch Sync Mapping on the Branch Configuration screen.
In the Sync Modules column for any linked branch, click the module badge (e.g. All Modules or 9 Modules).
A clean module selection checklist pops up showing all 11 business modules:

Module Name	What Gets Synchronized	Recommended Setting
Items / Products	Product names, barcodes, descriptions, and item codes.	Always Checked
Product Groups & Categories	Department categories, brands, and item groupings.	Always Checked
Product Units	Units of measure (Pieces, Boxes, Kgs, Liters, Pairs).	Always Checked
Tax Informations	GST, VAT, and sales tax rate percentages.	Always Checked
Customers	Customer names, mobile numbers, and credit addresses.	Checked (For shared loyalty)
Vendors / Suppliers	Supplier directory and vendor contact book.	Checked
Discount Coupons	Promotional gift vouchers and holiday promo coupons.	Optional per campaign
Accounts	Uncheck if keeping cash separate
Material-In (Stock Receipts)	Inward goods delivery notes and warehouse stock transfers.	Checked for warehouse supply
Price Schemes	Uncheck if outlets have unique rates

4. After selecting your preferred business areas, click Save Preferences. Only the checked modules will sync to that sister branch going forward.

5. How to Track Branch Synchronization Online in Real Time

Never wonder if your branches received today latest price changes or product updates. The online portal provides a live visual dashboard where you can observe synchronization activity as it happens:

📜
The Recent Sync Activity Feed

LIVE UPDATING

Located directly below the mapping table on the Branch Configuration screen, the live activity feed displays each synchronization event in real time:

Time & Date: The exact minute and second when the transfer completed.
Target Branch / Company: Which sister store sent or received the information.
Direction Arrows:
- ↗ Outbound (Blue Arrow): Your store pushed updates out to a remote branch.
- ↙ Inbound (Green Arrow): Your store received fresh updates from a sister branch.
Module Name: What type of information was shared (e.g. Items / Products, Customers, or Material-In).
Record Count: Exactly how many items, customer profiles, or stock transactions were synchronized.
Status Indicator: A reassuring green checkmark verifying that the transfer finished with 100% data integrity.

💡
Pro Tip: Click the Refresh Icon (↻) at the top-right of the activity log anytime you want to check the status immediately.

6. 1-Click Store & Branch Switcher (Zero Logout)

Do you frequently check reports, stock levels, or sales totals across different outlets? You do not have to log out of your account or re-enter credentials every time.

🏪 The Compact Store Switcher in the Top Bar

Look at the top navigation bar of InventoryPlus Online. Right next to your store name, you will notice a sleek branch selector button:

Click on the Store & Branch Name in the top bar.
A compact dropdown menu immediately reveals all your linked sister stores and branch counters.
Click any store name or branch. The entire dashboard instantly switches its view to that location.
Check daily sales, view branch inventory, or review invoices in seconds—without ever logging out.

7. Best Practices for Smooth Multi-Store Operations

To keep your retail business organized and eliminate stock discrepancies across branches, adopt these four golden operational habits:

1. Centralize Product Creation

Always create new products, barcodes, and master categories at your main branch or warehouse. Let the cloud sync push them downward to branches to ensure identical item codes everywhere.

2. Use Inter-Branch Stock Transfers

When shipping goods between stores, use the Material Out and Material In vouchers. This keeps warehouse and branch stock ledgers balanced with zero discrepancies.

3. Keep Cash Drawers Isolated

Leave the Accounts module unchecked if you prefer that each outlet manage its own petty cash, bank deposits, and daily cashier tally independently.

4. Quick End-of-Day Check

Take a 10-second glance at the online Live Sync Activity Feed before closing for the day to confirm all store transactions have synced smoothly.

8. Frequently Asked Questions & Troubleshooting (FAQ)

Here are clear, simple answers to the most common questions and real-world scenarios business owners face when managing multiple branches:

Q: How many maximum branches can I configure? Is there any limit?

There is NO limit! You can configure and connect as many branches as your business requires—whether you have 2 retail stores, 10 city outlets, or 50+ regional distribution warehouses. InventoryPlus is designed to scale effortlessly as your business expands.

Q: Does each branch require a Premium Subscription?

Yes. Each physical branch or outlet operates under its own distinct Registration ID and requires an active Premium Subscription. This ensures that every store enjoys dedicated, isolated cloud storage, encrypted data synchronization, and uninterrupted live data replication.

Q: Do I need to set up my branches in both the Desktop App AND the Online Web Portal?

No! You only need to configure your branches in ONE place—whichever is more convenient for you. If you configure them on the Desktop App (Option A), they automatically synchronize and appear in the Online Portal. If you configure them on the Online Portal (Option B), your desktop computers automatically receive and align the setup. You never have to do duplicate work.

Q: Is an internet connection required for multi-branch sync?

Yes, an internet connection is needed to transmit data between your branches (either through direct cloud sync or through Dropbox/Google Drive). However, daily sales and billing never stop if the internet is disconnected. Every store bills customers offline, and the system automatically syncs transactions as soon as internet connectivity is restored.

Q: What settings must be enabled in the Desktop App for branch sync to work?

In the Desktop App, navigate to Settings → General Settings → Defaults and ensure that Enable Online Features / Online Sync is checked. This activates the cloud synchronization engine and displays the online registration linking section.

Q: Can I synchronize branches using Dropbox or Google Drive instead of direct cloud sync?

Yes! In the Desktop App, open Settings → Branch Configuration and click the Configure Data Sync tab. Check Enable Sync Data and select Dropbox, Google Drive, or OneDrive. InventoryPlus will manage synchronized data files through your linked cloud drive folder across your stores.

Q: Why does my branch show "Pending Desktop Confirmation"?

This is a built-in safety protection. It means you linked a branch in the online portal, and the cloud network is waiting for the store desktop computer to open and confirm the connection. Simply start InventoryPlus on that branch desktop computer once; it will confirm the handshake automatically and change the status to Active.

Q: Can different branches sell the same product at different prices?

Yes! Open the Sync Modules checklist for that branch and uncheck Price Schemes. All product names, descriptions, and barcodes will still sync across all stores, but each store can maintain its own independent selling rates.

Q: How do I temporarily pause synchronization with a branch without deleting the setup?

In the online Branch Sync Mapping table, simply turn off the toggle switch in the Status column. When you are ready to resume synchronization, toggle the switch back on. All accumulated updates will synchronize smoothly.

Q: Can I delete a branch that is currently connected to a sister store?

To protect your financial and inventory records from accidental loss, InventoryPlus prevents deleting any branch with an active cloud mapping. First click the Remove Mapping (trash can) icon in the sync table to safely unlink the sister store, and then delete the branch name.

Q: Why can't I link a secondary branch using my own primary Registration ID?

Your primary Registration ID already represents your main account. To keep stock ledgers, tax reports, and invoices properly separated by branch, each sister store must be linked to its own distinct Registration ID.

Q: How should I set up branch sync if a branch already has different products or transactions?

When setting up branch synchronization for the first time with shared modules (such as Items / Products), always start with a clean/fresh database on the branch computer. This gives the branch a completely fresh slate and prevents overlapping product numbers or conflicting historical transactions.

Once connected to your main account, simply use the "Push Selected" (Bootstrap Data Push) feature from your Main Branch to copy over your entire product catalog, barcodes, units, and categories in seconds.

(Note: Starting with a fresh database is required only if you synchronize shared modules like Products across branches. If your branches maintain completely separate, un-synced product catalogs, a fresh database is not necessary.)

Q: How quickly do updates appear across branches?

Under normal internet connectivity, changes synchronize almost instantaneously—typically within 3 to 10 seconds of saving the record.

Q: Do my cashiers need special training for multi-branch sync?

None at all! The entire synchronization process operates automatically in the background. Your billing staff simply scans items, enters quantities, and prints customer bills just like they always do.

Ready to Connect Your Stores?

Open InventoryPlus Desktop or log in to the Online Portal today to set up your multi-branch network and experience seamless, effortless multi-store management.

EXPERIENCE SEAMLESS MULTI-STORE RETAIL

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