Business Management

Set up the structure of your operation: which businesses you run, the branches inside each, who has access to what, and how the books are configured.

Business, branch, user — how they fit

• A user is a person with a login (you, your manager, your cashier).
• A business is one company's books — its sales, stock, expenses, reports.
• A branch is a physical location of that business (main shop, second outlet, warehouse).

One user can belong to many businesses. One business can have many branches. Each transaction is tied to a specific branch and the user who recorded it — that's how we keep things accurate when you grow.

Find your way around Settings & Management

Everything about how your business is set up lives in one place. Open Settings & Management from the side menu (on a phone, tap More first). The pages are grouped like this:

• Catalog: your Products and Services. Products shows everything you sell, with price and stock. Tap one to change it. Services lists the work you charge for.
• Management: Business Profile, Branches, Product Categories, Service Categories, Expense Categories, Subscriptions, Organisation Profile and Receipt Printer. Barcode Scanner shows here too once barcode scanning is switched on.
• Staff: Staff Members, Add Staff Member, and the Activity Log, which shows what your team did, day by day.
• Data: Import Data, to bring in records from your old books. See Bring in your old records.
• Point of Sale: POS Configuration and POS Employee PINs. See POS settings.

Owners see every group. Branch managers see Catalog, Staff and Data. Employees do not see Settings & Management.

Managing businesses

Add a business

Run a second business from the same login, with its own separate books.

1. Tap your business name at the top of the screen. Every business you own is listed here.
2. Tap Add business.
3. Type the name of the new business. Country and currency can stay as they are, or change them if the new business is elsewhere.
4. Tap Create business.

On a phone, tap your picture at the top to open your profile, then tap Add business under My Businesses. You can own up to five businesses.

Edit business details

1. Switch to the business you want to change.
2. Open Settings & Management → Business Profile.
3. Update any field, then tap Save Changes. See Business Profile settings.

Switching between businesses

If you have more than one business:

1. Tap your business name at the top of the screen.
2. Choose another business from the list.
3. The whole app (dashboard, sales, reports) switches to that business's records.

On a phone, open your profile and tap Switch next to the business under My Businesses.

Managing branches

Add a branch

See Getting started → Add a branch, which has a short video.

Edit or delete a branch

Open Settings & Management → Branches. Tap the pencil to edit a branch, or the bin to delete it. See Removing a branch or business.

See one branch at a time

Many pages, such as Payroll, have a Branch filter so you can look at one branch at a time. Owners see every branch. Branch managers and employees see only the branch they work at.

Branch limits

Your subscription covers a set number of branches. If a new branch goes beyond that, PesaScope shows Additional Branch Payment before it saves. Tap Continue to add it anyway. Until it is paid for, the branch shows a Pay button in the Branches list. See Branch quota.

User accounts & roles

Everyone who uses the app has their own login, so you always know who recorded what. Staff sign in with their own phone number and password. You add and manage them under Settings & Management → Staff Members.

Give a staff member a login

Open Settings & Management → Add Staff Member. You choose their role, set their password and pick their branch in the same form. See Add a staff member for every step.

Reset a staff member's password

1. Open Settings & Management → Staff Members and tap the person's name.
2. Tap Reset Password, then Yes, Reset.
3. A new password is shown once. Copy it and give it to them privately.

Turn off someone's access

In Staff Members, use the buttons on each row:

• Deactivate stops their login for now. Activate turns it back on.
• Terminate ends their employment and stops their login.

Either way, the sales and services they recorded stay in your books.

Change someone's role or branch

In Staff Members, tap Edit next to the person, or open them and tap Update Access Roles.

What each role can see

Each role sees only what it needs when it signs in.

• Owner sees everything: every branch, money in and out, reports and settings.
• Branch Manager sees one branch: its sales, stock, expenses, staff and reports. No money totals for the whole business, and no business settings.
• Employee records sales and services and sees their own work, nothing else. This fits a cashier.

Change anyone's role or branch under Settings & Management → Staff Members.

Business Profile settings

Open Settings & Management → Business Profile. Everything about how your business runs is here.

1. Check your Business Name. It prints at the top of every receipt.
2. Upload your Logo. It must be square: a JPEG, PNG or WebP picture up to 2MB.
3. Pick your Brand Colour. Your PDF reports use it.
4. Under Contact & Locale, add your business location and a Phone Number customers can call. Country, currency, what your business does and your business email are here too.
5. Write your Receipt footer: the message that prints at the bottom of every receipt, such as your returns policy. Leave it blank to keep "Thank you for your visit!".
6. Under Sales & Inventory, switch on only what you use: the Purchases & Suppliers module, Track stock levels, the Orders & Delivery module, Barcode scanning, the Production & Manufacturing module, Receipt printing.
7. Tap Save Changes. Your settings apply across the whole business straight away.

Expense categories are under Settings & Management → Expense Categories. Product and service categories have their own pages in the same group.

Organisation profile

Your organisation profile holds the details that print on your quotes, invoices and receipts. Open Settings & Management → Organisation Profile.

1. Tap Upload logo and choose your logo.
2. Under Identity, fill in your Legal name and your Trading name, the name customers know you by.
3. Add your address, phone and email.
4. Under Tax registration, add your Tax ID (TIN) if you are registered for tax. If you charge VAT, tick This business is VAT registered and set your VAT rate.
5. Under Bank & mobile money, show customers how to pay you: your bank account and your mobile money number and name.
6. Under Document defaults, set your Default payment terms. They fill in on every new invoice.
7. Tap Save profile.

To make quotes and invoices, see PesaScope Pro.

POS settings

To use the Point of Sale till, first switch on Point of Sale in Settings & Management → Business Profile. Then set it up from the Point of Sale group in Settings & Management:

• POS Configuration: a short Receipt prefix for receipt numbers, the Receipt footer text, Auto-print receipt, and Allow open tabs for customers who pay later in the day. Tap Save Changes.
• POS Employee PINs: switch on the staff who may use the till, then tap Set PIN to give each one a 4-digit PIN and Save PIN.

To connect a receipt printer, open Settings & Management → Receipt Printer. For using the till itself, see Sales & POS.

Removing a branch or business

Delete a branch

1. Open Settings & Management → Branches.
2. Tap the bin next to the branch.
3. Confirm. The branch is removed from your business, but its recorded sales and history stay in your books. You can reuse the name for a new branch later.

Your Main Branch cannot be deleted.

Close a business

You cannot close a whole business from the app. If you want to close one, chat with us on WhatsApp using the green button at the top of the app, and we will help.