ShopPilot User Manual
Complete operations reference

Run every part of ShopPilot with confidence.

Use exact workflows for all seven shop modes, then learn billing, customers, stock, purchases, reports, staff permissions, branches, backup, recovery, and troubleshooting.

Start the detailed setup Choose my shop type
Most important: Check the active workspace and branch before saving any customer, order, sale, or job.
ShopPilot navigation 4 simple areas
⌂

HomeToday’s summary and shortcuts

♙

CustomersSearch, add, and open history

＋

WorkYour shop’s main daily workflow

•••

MoreReports, ERP, staff, backup, settings

Android: bottom navigation Windows: left sidebar
Showing the complete guide
01

First-time setup

Start the app in five clear steps

Owners complete this once. Staff normally sign in with the Google account invited by the owner.

1

Sign in

Use the Google account that should own or access the business.

2

Create or restore

Create a new workspace, choose a found workspace, or restore an existing backup.

3

Choose shop type

Select Repair, Bakery, Grocery, Retail, Restaurant, Tailor, or Garage.

4

Enter business details

Add the shop name, branch, payment information, tax settings, and other basics.

5

Protect the data

Connect cloud backup, confirm the recovery code, and save a copy away from this device.

✓
Example

Rahul creates “Rahul Garage”, selects Garage, adds the Main Branch, creates one customer and one test job, then checks that Backup & Team Delivery shows a safe result.

03

Choose your business

Shop-by-shop feature guide

Open only the card for your business. Each guide shows the normal order of work and the features included in that shop mode.

🔧Repair 🥐Bakery 🛒Grocery 🏪Retail 🍽Restaurant 🧵Tailor 🚗Garage
🔧 Repair ShopJobs, devices/items, status, charges, and delivery Open guide
Customer→New repair→Update job→Payment→Delivery

Main screens

  • Repair dashboard and repair list
  • Add Repair form
  • Repair detail and status updates
  • Customer repair history

Simple daily use

  1. Find or add the customer.
  2. Record the device/item and complaint.
  3. Add charges and update progress.
  4. Record payment and mark delivery.

Best practice: Use a clear status and expected date so every staff member knows what happens next.

🥐 BakeryCatalogue, customer orders, due dates, and order status Open guide
Catalogue→Customer→New order→Prepare→Complete

Main screens

  • Bakery dashboard
  • Product catalogue
  • Bakery order list
  • Order form and order details

Simple daily use

  1. Add products to the catalogue.
  2. Select the customer and ordered items.
  3. Set quantity, amount, and due date.
  4. Update status until pickup or delivery.

Best practice: Check the due date and order notes before accepting a custom cake or large order.

🛒 GroceryProducts, stock, point of sale, invoices, and customers Open guide
Products→Stock→New sale→Payment→Invoice

Main screens

  • Grocery dashboard
  • Product and product detail
  • Sales/POS form
  • Invoice list and invoice detail

Simple daily use

  1. Add products and opening stock.
  2. Select items in the sale form.
  3. Choose customer when needed.
  4. Record payment and save the invoice.

Best practice: Use Business Tools → Stock for low-stock review and stock transfers.

🏪 RetailFast sales, product stock, invoices, and customer history Open guide
Find item→Add to sale→Customer→Pay→Invoice

Main screens

  • Retail dashboard
  • Products and inventory
  • Sales/POS form
  • Invoice list and details

Simple daily use

  1. Search or select products.
  2. Confirm quantity and price.
  3. Add customer only when required.
  4. Save payment and invoice.

Best practice: Check product details and stock before changing a price or quantity.

🍽 RestaurantTables, menu, orders, kitchen workflow, billing, and settlement Open guide
Table→Menu items→Order→Kitchen→Settle bill

Main screens

  • Restaurant table board
  • Restaurant menu
  • Order screen and order list
  • Billing and payment settlement

Simple daily use

  1. Select the table or order.
  2. Add menu items and quantities.
  3. Send or update the kitchen work.
  4. Review total and settle the bill.

Best practice: Open the existing table order instead of creating a second order for the same table.

🧵 Tailor ShopOrders, measurement profiles, materials, status, and delivery Open guide
Customer→Measurements→New order→Stitching→Delivery

Main screens

  • Tailor dashboard and order list
  • Order form and order details
  • Measurement profile list/form
  • Materials list/form

Simple daily use

  1. Find the customer and saved measurements.
  2. Create the order and choose material.
  3. Set amount, due date, and status.
  4. Update fitting/progress and delivery.

Best practice: Recheck the customer’s latest measurement profile before starting a repeat order.

🚗 GarageVehicles, job cards, parts, reminders, sales, and reports Open guide
Customer→Vehicle→Job card→Parts & labour→Close job

Main screens

  • Garage dashboard
  • Vehicle list and details
  • Job list, job card, and job details
  • Parts, reminders, counter sales, and reports

Simple daily use

  1. Find the customer and vehicle.
  2. Create a job card with complaints/work.
  3. Add parts, labour, amount, and progress.
  4. Record payment, reminder, and completion.

Best practice: Reuse the saved vehicle record so service history stays connected to the correct vehicle.

04

Shared across the business

ERP and business tools, explained simply

Open More → Business Tools. The buttons you see depend on your role and permissions.

▦

Stock

Add stock items, review quantities, and move stock between branches with Stock Transfers.

Business Tools → Stock
🛒

Purchases

Manage suppliers, create purchase bills, review purchase items, and settle supplier balances.

Business Tools → Purchases
♙

Staff

Owners create roles, invite staff, choose branches, and allow only the required features.

Business Tools → Staff
☁

Backup

Review restore points and recovery options. Cloud actions require the correct Google account.

Business Tools → Backup
◇

Review

Compare changes that need attention and choose the safe result when two devices edited the same data.

Business Tools → Review
◷

Reminders

Create follow-ups, see generated reminders, and mark completed tasks as done.

Business Tools → Reminders
◎

Customers

Search, add, edit, and open customer history connected to the current shop workflow.

Main navigation → Customers
₹

Sales & Invoices

Create sales, record payment, browse invoices, and open invoice details.

Work area / Invoices
∑

Cash & Expenses

Record and review business cash movement and operating expenses when the user has permission.

Reports / permitted finance tools
↗

Reports

Review saved business performance, sales, revenue, and branch information.

More → Reports
≡

Activity History

See recorded changes and important user actions for accountability.

More → Activity History
↻

Backup & Delivery

Check pending changes, cloud backup, team delivery, conflicts, and recent sync logs.

More → Backup & Team Delivery
🔒
Why is a tool missing?

The business type, plan, owner/staff role, or permission can hide a button. This is normal and protects the business.

05

Owner reporting

Read the business without accounting jargon

Open Reports from the Windows sidebar or More on a smaller device. Staff see only the branches, figures, and cost information allowed by their role.

Net Sales

Billed sales before tax minus refunds before tax for the selected period.

Cash Received

Money actually collected during the selected period. It can differ from billed sales.

Gross Profit

Net sales minus known cost of goods sold. Missing purchase cost can make this incomplete.

Expenses

Operating expenses recorded for the selected period and visible branch scope.

Operating Result

Gross profit minus operating expenses. The app can show an estimated result when costs are incomplete.

Customer Dues

Amounts customers still owe from saved bills and work records.

Report choiceWhat is available
DateToday, Yesterday, This week, This month, This year, Last year, or custom dates.
SummaryPrimary owner figures, previous-period comparison, management result, and trend.
Detail tabsBranches, Products, Stock, Customers, Suppliers, Staff, Cash, Expenses, and Tax.
ExportCSV export follows the same date, branch, and permission rules as the screen.

How to review a period

  1. Confirm the active workspace and branch scope.
  2. Choose a date preset or custom range.
  3. Read Net Sales and Cash Received separately.
  4. Check cost completeness before trusting profit.
  5. Open a detail tab to investigate the number.
  6. Export only when the recipient is authorised.

How periods are grouped

  • Today and Yesterday: one day.
  • This week and shorter custom ranges: daily trend.
  • This month: daily trend.
  • Medium custom ranges: Monday-based weekly trend.
  • This year and Last year: 12 monthly buckets, including empty months.
  • Long custom ranges: monthly trend.
!
Cost completeness matters

If an item has no reliable purchase cost, Gross Profit and Operating Result can be incomplete or estimated. Users without purchase-cost permission do not see restricted cost values, including in CSV exports.

Management report, not statutory accounts

Use these figures to run the shop and investigate operations. They do not replace statutory books, tax filing, audit, or advice from a qualified accountant.

06

Keep data in the right place

Workspaces, branches, owners, and staff

Workspace / Shop

A separate business database, such as “Main Repair Shop”.

Branch

A location inside the business, such as “City Branch”.

Owner

Controls the workspace, branches, staff, recovery, and most settings.

Staff

Works only in assigned branches and permitted modules.

Owner: how to add staff
  1. Sign in with the owner Google account.
  2. Open Business Tools → Staff (on a smaller device, open More first).
  3. Enter the staff member’s correct Google email.
  4. Select the correct branch.
  5. Choose only the permissions needed for that role.
  6. Keep the owner device online until sharing completes.
Staff: what access states mean
ActiveWork normally within the assigned branch and permissions.
SuspendedNew changes can be blocked. Contact the owner.
Removal in progressKeep the device online so already-authorized changes can finish delivery.
RemovedThe workspace is no longer available to that account.
07

Protect business data

Offline use, cloud backup, and recovery

1Local save

Normal allowed work is saved on the current device first, so the shop can continue without internet.

→
2Cloud delivery

When internet and authentication are available, waiting changes and backups are sent safely.

→
3New-device restore

The Google account finds the backup; the recovery code decrypts it.

🔑

Recovery key in one sentence

The recovery key unlocks your encrypted cloud backup on a replacement device after the original device is lost or damaged.

Set up backup safely

  1. Open Settings → Cloud backup → Backup.
  2. Connect the permanent owner Google account.
  3. Generate and confirm the recovery code.
  4. Export/save it outside this device.
  5. Run backup and wait for a safe result.

Restore after device loss

  1. Install ShopPilot on the replacement device.
  2. Sign in with the same authorized Google account.
  3. Select the discovered workspace.
  4. Choose Restore Data.
  5. Enter/import the matching recovery code.
  6. Check customers, recent work, invoices, stock, and branch.
Never do this while “changes waiting” is visible:
  • Do not uninstall ShopPilot.
  • Do not clear app data or storage.
  • Do not delete database or cloud files manually.
  • Do not sign out or change Google account before the app says it is safe.

ShopPilot is currently in private preview while real-device backup and restore qualification is completed. Follow the release and safety messages shown by the installed build.

08

Use every day

A simple start-to-finish routine

Morning

Check the workspace

Confirm the shop, branch, Google account, and any red backup warning.

During work

Search before creating

Find the customer, vehicle, table, or existing order before making a new record.

Before saving

Review important fields

Check customer, branch, quantity, amount, due date, status, and payment.

End of day

Make the workspace safe

Check unfinished work, totals, waiting changes, backup status, and recovery copy.

CheckSafe result
Shop and branchAll records were saved in the intended place.
Jobs and ordersStatus and due/delivery dates are correct.
PaymentsInvoices and collected amounts match real transactions.
BackupNo unresolved warning, or the device will remain online until delivery finishes.
09

When something looks wrong

Friendly problem guide

“Changes waiting”

Your work is saved on this device but has not finished cloud/team delivery. Connect internet, open Backup & Team Delivery, and keep the app open until safe.

“Secure cloud sign-in is required”

Reconnect the correct Google account from Cloud Backup. Do not reinstall the app.

“Recovery setup incomplete”

Open Settings → Cloud backup → Backup, confirm the recovery code, and save a separate copy.

“Conflict needs review”

The same information changed on more than one device. Open Review or Backup & Team Delivery, compare both versions, and choose carefully.

“Staff access suspended or removed”

Stop entering new work and contact the owner. The owner should review Staff and use Fix Access when offered.

Blank or loading screen

Wait briefly, check internet, reopen once, and follow the shown recovery/account action. Do not clear app data.

Use this order:
  1. Stop if the wrong workspace or branch is active.
  2. Read the friendly message and tap its action.
  3. Check internet and Google account.
  4. Open Backup & Team Delivery.
  5. Reopen the app once if needed.
  6. Export privacy-safe support diagnostics if the issue continues.