# Professional services: how-to handbook Updated 22 October 2026. Manage engagements, approved actual time, delivery milestones, capacity, expenses, client approvals and agreed service contracts. Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access. ## Using your workspace 1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice. 2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls. 3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero. 4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records. 5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction. 6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences. ## First setup 1. **Operations:** Select an active customer contact and create an engagement with agreed rate and staff lead. 2. **Operations:** Record hours/fee budgets, delivery milestones and explicit daily staff capacity. 3. **Finance / Operations:** For a new monthly agreement, use a fresh engagement and independently approved fixed-fee service contract. ## Daily work 1. **Consultant:** Submit your actual minutes as billable or non-billable with work evidence; another eligible reviewer approves. 2. **Planner:** Allocate engagement work within configured capacity and review approved leave before scheduling. 3. **Delivery team / client:** Submit completed deliverables; obtain independent or authorized client acceptance. 4. **Project team:** Capture actual project expenses against unique receipt references and obtain independent review. ## Closing and review 1. **Finance:** Invoice approved billable time or accepted milestones according to the agreed model; another Finance reviewer issues. 2. **Finance / reviewer:** Record reviewed advances, apply original receipts to earned invoices and return only available original balances. 3. **Owner / manager:** Review capacity, accepted but unissued work and client access; revoke links when no longer needed. ## Current limits - One engagement cannot mix time and milestone billing. Contract periods use agreed fixed monthly fees. - Recognition is accepted ended-period milestone revenue on invoice issue; over-time progress and multiple-obligation policies are not implemented. - Project expense approval does not execute reimbursement, payroll or a supplier payment. ## Client and owner self-service 1. Ask the business to verify your contact identity and provide a private access link. Open it privately; it is a credential and expires after seven days. 2. Review only your own records. Open sent quote lines before confirming acceptance, review delivered milestones before accepting, and cast only your eligible unit ballot. 3. Check issued invoice amounts and saved payment evidence. Arrange payments through the business; the contact portal does not collect money. 4. Sign out on shared devices. If access expires or is revoked, ask the business for another verified link. This contact portal is separate from staff/POS credentials and monthly rental customer accounts. Monthly rental customers use the existing real-estate customer login. Only perform actions allowed by your foundation and department role. In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending. ## Salon front desk · specialized workflow Salon demo: 4 appointments in Booked, Arrivals, In service and Completed. Choose a record and inspect History & next action before progressing it. ### Flow chart ```mermaid flowchart LR n0["Book appointment"] n1["Review linked records"] n2["Progress permitted stages"] n3["Record handover / completion"] n4["Review audit history"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Owner / manager p2->>p1: Configure matching foundation and workflow p0->>p1: Sign in to the selected desk p0->>p1: Save intake and permitted progress p1->>p0: Validate source and retain audit history ``` 1. Administrator: select the compatible professional-services foundation, its parent modules and the optional salon-appointments block. Select Salon front desk · appointments in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes. *Screenshot pending for this step. Follow the numbered instruction.* 2. Open /pos-login, choose Salon front desk · appointments in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry. *Screenshot pending for this step. Follow the numbered instruction.* 3. Choose the appropriate queue (All appointments, Booked, Arrivals, In service, Completed). Use Book appointment to create a record, or open History & next action on an existing one. *Screenshot pending for this step. Follow the numbered instruction.* 4. Select the client and active staff member. Enter the service, chair and total occupied time including processing/buffer time. *Screenshot pending for this step. Follow the numbered instruction.* 5. Create the booking. Active appointments cannot overlap for the same staff member or chair; adjacent time windows are allowed. *Screenshot pending for this step. Follow the numbered instruction.* 6. Record arrival, start service and completion. Use cancelled or no-show only from the permitted stages; retain evidence in history. *Screenshot pending for this step. Follow the numbered instruction.* 7. Record cancellation or no-show only when offered. Keep service billing in the separately authorised Business portal. Completing an appointment does not complete or invoice a service engagement. *Screenshot pending for this step. Follow the numbered instruction.* 8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Scheduling and operational progress only. Staff qualification rules, multiple processing phases, visit checkout, deposits, rebooking and stylist commissions are not implemented. This operational desk has no new payment engine. ## Laundry front desk · specialized workflow Laundry demo: 4 tickets in Received, Washing, Ready and Released, each with two generated bag codes. Open the Ready ticket to practice checking every expected bag before release. ### Flow chart ```mermaid flowchart LR n0["Receive laundry"] n1["Review linked records"] n2["Progress permitted stages"] n3["Record handover / completion"] n4["Review audit history"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Owner / manager p2->>p1: Configure matching foundation and workflow p0->>p1: Sign in to the selected desk p0->>p1: Save intake and permitted progress p1->>p0: Validate source and retain audit history ``` 1. Administrator: select the compatible professional-services foundation, its parent modules and the optional laundry-custody block. Select Laundry front desk · intake & collection in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes. *Screenshot pending for this step. Follow the numbered instruction.* 2. Open /pos-login, choose Laundry front desk · intake & collection in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry. *Screenshot pending for this step. Follow the numbered instruction.* 3. Choose the appropriate queue (All tickets, Intake, Processing, QC, Ready to collect, Released). Use Receive laundry to create a record, or open History & next action on an existing one. *Screenshot pending for this step. Follow the numbered instruction.* 4. Select the client, kg or piece basis, gross quantity, tare, bag count and promised time. Pieces must be whole and have zero tare. *Screenshot pending for this step. Follow the numbered instruction.* 5. Keep the generated bag codes with each bag. Progress sorting, washing, drying, packing, QC and ready with evidence; return to sorting for rework. *Screenshot pending for this step. Follow the numbered instruction.* 6. At release scan/type every expected bag code exactly once and record the verified recipient and handover evidence. Verify payment separately in the billing workflow. *Screenshot pending for this step. Follow the numbered instruction.* 7. Keep promised time and net quantity visible. Use History & next action to review the last evidence; use permitted rework transitions when needed. Check payment separately in commercial billing; this desk does not enforce payment before release. *Screenshot pending for this step. Follow the numbered instruction.* 8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Operational ticket and bag custody only. No price/rush rules, payment enforcement, garment photos, bag splitting, representative registry or scale integration. This operational desk has no new payment engine. ## Services & contracting desk · specialized workflow Services demo: 3 site visits linked to an existing open job: Scheduled, Dispatched and Completed. Schedules are fixed examples from the seed date; check the actual date before demonstrating dispatch. ### Flow chart ```mermaid flowchart LR n0["Schedule site visit"] n1["Review linked records"] n2["Progress permitted stages"] n3["Record handover / completion"] n4["Review audit history"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Owner / manager p2->>p1: Configure matching foundation and workflow p0->>p1: Sign in to the selected desk p0->>p1: Save intake and permitted progress p1->>p0: Validate source and retain audit history ``` 1. Administrator: select the compatible trades or professional-services foundation, its parent modules and the optional service-visits block. Select Services front desk · site dispatch in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes. *Screenshot pending for this step. Follow the numbered instruction.* 2. Open /pos-login, choose Services front desk · site dispatch in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry. *Screenshot pending for this step. Follow the numbered instruction.* 3. Choose the appropriate queue (All visits, Scheduled, Dispatched, On site, Completed). Use Schedule site visit to create a record, or open History & next action on an existing one. *Screenshot pending for this step. Follow the numbered instruction.* 4. Select an open job or service engagement, active staff member, site and visit window. The corresponding parent module must be selected. *Screenshot pending for this step. Follow the numbered instruction.* 5. Schedule the visit; active visits cannot overlap for the same staff member. Record dispatch and arrival with evidence. *Screenshot pending for this step. Follow the numbered instruction.* 6. Complete the visit with actual site evidence. Complete/review the authoritative job or engagement and issue eligible billing separately. *Screenshot pending for this step. Follow the numbered instruction.* 7. A visit completion does not complete the parent job or engagement. Record delivery checks and approved work in the Business portal, then use eligible commercial billing separately. Scheduling cannot overlap for the same staff member. *Screenshot pending for this step. Follow the numbered instruction.* 8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Site-visit scheduling and evidence only. No travel optimization, variations, retention/progress billing, native reception checkout or automatic parent completion. This operational desk has no new payment engine. ## Specialist operations: seven optional workflows Typed operational records reuse existing customers, orders and jobs without posting stock or money. ### Flow chart ```mermaid flowchart LR n0["Select enabled workflow"] n1["Find existing source"] n2["Record intake"] n3["Progress with evidence"] n4["Review history / shared handoff"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Administrator p2->>p1: Enable optional module and preserve existing roles p0->>p1: Create typed intake p1->>p0: Check source and reservation/custody rules p0->>p1: Record permitted progress and evidence ``` 1. Ask the administrator to select the appropriate optional specialist blocks plus the matching parent blocks. Use Business sign in with Operations View or Edit; the package label alone grants no access. *Screenshot pending for this step. Follow the numbered instruction.* 2. Open Operations → Specialist operations. Choose an eligible workflow, expand Step by step and open the public specialist handbook for the exact workflow instructions and current limits. *Screenshot pending for this step. Follow the numbered instruction.* 3. Find an existing customer/staff/source and save the specialised intake. Keep bag codes and source references. Every write is versioned/audited; custody movements are append-only. *Screenshot pending for this step. Follow the numbered instruction.* 4. Progress only through the displayed next actions and record evidence. Laundry release needs all bag codes; food pickup needs a ready order; retail handover needs completed fulfillment; vehicle release needs job completion. *Screenshot pending for this step. Follow the numbered instruction.* 5. Review history and use the original billing, stock, checkout and job workspaces for their authoritative actions. These operational records do not confirm payment or automatically complete another module. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Operational annexes only. See the per-workflow handbook for missing specialist money/shift/device features. Seven dedicated operational desks are available through POS sign in when configured. Full specialist financial modes remain planned; no new payment/provider confirmation or workflow screenshot coverage. ## Shared staff: employee records and schedules Maintain employee details separately from login accounts. ### Flow chart ```mermaid flowchart LR n0["Employee record"] n1["Planned schedule"] n2["Login role"] n3["Optional workforce link"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as HR participant p1 as Owner participant p2 as System p0->>p2: Save employee and schedule p1->>p2: Assign staff account role p1->>p2: Link employee if workforce enabled p2->>p0: Show allowed HR records ``` 1. Open Employees / HR and maintain the employee name, position, start date and active status. ![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg) *Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Use Employee Scheduling to record planned work windows. ![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg) *Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Only the owner uses Staff Management and Role Management to assign login access. ![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg) *Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions. ![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg) *Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* **Before you proceed:** Employee schedules are planned hours, not approved attendance or payroll inputs. ## Sign in and find your workspace Start with your own account and the modules enabled for your business. ### Flow chart ```mermaid flowchart LR n0["Staff Login"] n1["Overview"] n2["Enabled apps"] n3["Your records"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Staff participant p1 as System participant p2 as Owner p0->>p1: Sign in p1->>p0: Load foundation and access p0->>p2: Request missing access p2->>p1: Review department role ``` 1. Sign in through Staff Login using your assigned email and current password. ![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg) *Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Open Overview for your foundation dashboard. Use Business to review current positions, Needs attention and dated workload creation. Use System & workflow for foundation/data freshness and source queues. Open ERP apps to find enabled modules. ![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg) *Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* ![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg) *Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Select a 7, 30 or 90-day activity window and an authorized workspace. Expand Daily values to read the chart data or Export visible data for CSV. The date window applies to created-record activity, not the current/all-history cards. Use My profile to change your own details or credentials. ![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg) *Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Creation activity includes later cancelled records and is not revenue, completion or profit. Today is incomplete; a zero preceding period has no percentage comparison. Queues may overlap. System status does not measure hardware, infrastructure or gateway health. An expired subscription can make records read-only. ## Owner: staff and role management Give each staff member the department access needed for their work. ### Flow chart ```mermaid flowchart LR n0["Define role"] n1["Choose access"] n2["Assign staff"] n3["Verify portal"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Owner participant p1 as System participant p2 as Staff p0->>p1: Save department role p0->>p1: Assign account role p2->>p1: Refresh portal p1->>p2: Show allowed modules ``` 1. As owner, open Role Management and create or review a department role. ![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg) *Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff. ![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg) *Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Open Staff Management, create or review the account and assign its role. ![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg) *Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Only owners manage staff accounts and roles. Foundation selection also controls which modules appear. ## Shared contacts Maintain customer, vendor and staff identities without forcing them into renter records. ### Flow chart ```mermaid flowchart LR n0["Search contact"] n1["Create or update"] n2["Assign roles"] n3["Link to work"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Staff participant p1 as System p0->>p1: Search existing identities p0->>p1: Save contact and roles p0->>p1: Link business record p1->>p0: Return linked record ``` 1. Open Contacts and search before creating a duplicate. ![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg) *Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Choose a person or organization, enter the name and available contact details. ![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg) *Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles. ![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg) *Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. Select that contact when creating a sale, purchase, engagement, job, membership or activity. ![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg) *Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* **Before you proceed:** A customer contact does not automatically create a renter account or a portal login. ## Shared finance: reports and period closing Review posted journals across the tenant, then close a reviewed ended month. ### Flow chart ```mermaid flowchart LR n0["Select month"] n1["Review journals"] n2["Reconcile"] n3["Owner closes month"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Finance participant p1 as Owner participant p2 as System p0->>p2: Request monthly reports p2->>p0: Return posted balances p0->>p1: Review reconciliation p1->>p2: Close ended month ``` 1. Open Financial reports and choose the reporting month. ![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg) *Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review. ![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg) *Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports. ![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg) *Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** There is no reopening or automatic profit-transfer workflow. Reports reflect recorded journals, not unrecorded taxes or opening balances. ## Shared workforce: your attendance and leave Submit your own actual work and leave for independent HR review. ### Flow chart ```mermaid flowchart LR n0["Linked employee"] n1["Submit actual time / leave"] n2["Independent review"] n3["Own records / payslip"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Employee participant p1 as HR reviewer participant p2 as System p0->>p2: Submit time or leave p1->>p2: Approve or reject p2->>p0: Publish status and balance p0->>p2: Read own payslip ``` 1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate. ![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg) *Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes. ![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg) *Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance. ![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg) *Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance. ![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg) *Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* ![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg) *Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 5. Review your own published payslips when retail payroll is enabled. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Staff see their own attendance/leave; HR administrators review independently. Dated rosters, breaks, overtime/correction requests and indicators are available in Workforce planning. Indicators and configured rules are not a statutory premium engine. ## Professional services: engagement and actual time Track customer work and independently reviewed actual minutes. ### Flow chart ```mermaid flowchart LR n0["Customer"] n1["Engagement"] n2["Actual time"] n3["Review"] n4["Complete"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Consultant participant p1 as Reviewer participant p2 as System p0->>p2: Create engagement / time p1->>p2: Review another user’s time p2->>p0: Publish review outcome p0->>p2: Update engagement status ``` 1. Select an active Customer contact and create an engagement with its staff lead and PHP hourly rate. ![Demo consultation engagement form with client, lead and hourly rate](/guides/screenshots/services-engagement-form.jpg) *Demo screenshot: Choose the customer and lead, enter the agreed planning rate and save the draft before activation. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Staff record actual dates/minutes against the engagement. These are time entries, not planned schedules. ![Own actual-time submission for the demo consultation](/guides/screenshots/services-time-form.jpg) *Demo screenshot: Record the actual work date, minutes and description. Another owner or manager must review the submission. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. An eligible owner/manager with Operations edit reviews another person’s submitted time; self-approval is rejected. ![Independent reviewer form for a submitted demo time entry](/guides/screenshots/services-time-review.jpg) *Demo screenshot: A different demo reviewer enters evidence in the review note before approving. Self-approval remains blocked. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. Review accepted time and progress, then complete or cancel the engagement when appropriate. ![Completed demo engagement with one approved hour](/guides/screenshots/services-completed.jpg) *Demo screenshot: Review accepted time before completing the engagement. Completion alone does not bill the customer. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* **Before you proceed:** Actual time requires independent review. Only approved billable time is selectable in Commercial invoices; agreed monthly contracts use accepted period milestones instead. Time entries do not automatically create wages or execute payments. ## Other industries: business activities Coordinate typed work with contacts, assignees, due dates and progress notes. ### Flow chart ```mermaid flowchart LR n0["Category"] n1["Activity"] n2["Assign / due date"] n3["Progress"] n4["Complete"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Coordinator participant p1 as Assigned staff participant p2 as System p0->>p2: Save assigned activity p1->>p2: Update progress p2->>p0: Show status and overdue flags p1->>p2: Record completion ``` 1. Choose or create the appropriate activity category. ![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg) *Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 2. Create an activity with title, category, optional contact/assignee and due date. ![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg) *Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 3. Review open and overdue work. Update progress as work moves forward. ![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg) *Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* 4. Complete or cancel the activity and retain its history for follow-up. ![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg) *Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.* **Before you proceed:** Activities do not generate donation accounting, specialized rentals or arbitrary custom ERP workflows. ## Shared documents Keep supporting business files beside the records they explain. ### Flow chart ```mermaid flowchart LR n0["Find file"] n1["Upload / reference"] n2["Review access"] n3["Use linked record"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Staff participant p1 as System p0->>p1: Find document p0->>p1: Save file reference p1->>p0: Apply tenant and access checks p0->>p1: Open supporting document ``` 1. Open Documents and search for an existing file before uploading another copy. *Screenshot pending for this step. Follow the numbered instruction.* 2. Add the document and the available business reference using your allowed storage workflow. *Screenshot pending for this step. Follow the numbered instruction.* 3. Review access and the linked record before sharing the document outside your business. *Screenshot pending for this step. Follow the numbered instruction.* 4. Use the supporting document when reviewing contracts, repairs or other operational work. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Stored signed files are not an electronic-signature workflow. Advanced versions, retention and approval automation are not implemented. ## Shared payroll: draft, review and pay Use the same reviewed payroll engine across industry foundations. ### Flow chart ```mermaid flowchart LR n0["Review time"] n1["Draft"] n2["Independent approval"] n3["Payout"] n4["Payslip"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Payroll staff participant p1 as Reviewer participant p2 as Employee p0->>p1: Submit reviewed draft p1->>p0: Approve and freeze posting p0->>p2: Publish own payslip ``` 1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately. *Screenshot pending for this step. Follow the numbered instruction.* 2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation. *Screenshot pending for this step. Follow the numbered instruction.* 3. Create a draft with effective-dated configured rules. Split periods crossing a rule change. *Screenshot pending for this step. Follow the numbered instruction.* 4. A different owner or manager with HR and Finance Edit approves. A beneficiary cannot approve. Record actual payout and remittance references; staff view only their own payslips. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** No automatic statutory tables, tax annualization, government submission, bank transfer execution or premium calculation. Existing retail payroll records are reused. ## Workforce: shifts, breaks and approvals Keep planned work separate from reviewed actual attendance. ### Flow chart ```mermaid flowchart LR n0["Assign roster"] n1["Record actual time"] n2["Request"] n3["Review"] n4["Pay input"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as HR reviewer participant p1 as Staff participant p2 as System p0->>p2: Assign dated shift p1->>p2: Record time and breaks p1->>p0: Submit correction p0->>p2: Review evidence ``` 1. HR assigns a dated Philippine-time shift with planned breaks and late grace. Overlapping shifts and approved leave conflicts are rejected. Overnight shifts retain their starting work date. *Screenshot pending for this step. Follow the numbered instruction.* 2. Staff use My work to clock in, and My shifts & requests to start and end breaks. End a recorded break before clock-out; recorded punches determine its minute total automatically. *Screenshot pending for this step. Follow the numbered instruction.* 3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected. *Screenshot pending for this step. Follow the numbered instruction.* 4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Extra and night-window minutes are indicators, not statutory pay premiums. No biometric integration, geofencing, automatic stale approval or automatic clock-out. ## Services: budgets and deliverable acceptance Compare approved time to budgets and review milestones. ### Flow chart ```mermaid flowchart LR n0["Select source"] n1["Record work"] n2["Review evidence"] n3["Complete"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Staff participant p1 as System participant p2 as Reviewer p0->>p1: Load linked records p0->>p1: Record work evidence p2->>p1: Review according to role p1->>p0: Enforce completion controls ``` 1. Choose an existing open engagement in Industry operations and save planned hours and fee budget. *Screenshot pending for this step. Follow the numbered instruction.* 2. Add dated deliverables, activate the engagement, and submit evidence as work is delivered. *Screenshot pending for this step. Follow the numbered instruction.* 3. A different owner or manager accepts or rejects; rejected work can be resubmitted. Accept every milestone before completing the engagement. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Approved time value uses saved hourly rates; it is not labor cost, invoiced revenue, profit or statutory accounting. ## Commercial: source-linked invoicing Create invoices from approved work without billing it twice. ### Flow chart ```mermaid flowchart LR n0["Select source"] n1["Record evidence"] n2["Independent review"] n3["Reconcile"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Reviewer p0->>p1: Load authorized source p0->>p1: Record evidence p2->>p1: Review according to role p1->>p0: Show reconciled status ``` 1. Open Commercial invoices with Finance access. Select approved service time, an accepted milestone, a completed job, or a won agency fee. *Screenshot pending for this step. Follow the numbered instruction.* 2. Use either time or milestone billing for a service engagement. Time uses saved approved rates; milestones and job contracts require the agreed price. Agency fees use the closed deal and an explicit billing contact. *Screenshot pending for this step. Follow the numbered instruction.* 3. Save the draft. A different owner/manager with Finance Edit checks source evidence and issues the invoice. Cancel unused drafts to release their source claims. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Internal PHP records; no statutory certification or automated tax engine. Retainers and recurring service agreements are managed in Service contracts & retainers. Recognition there is limited to ended accepted milestones on independent invoice issue. ## Commercial: payments, credits and refunds Preserve original invoices and record adjustment evidence. ### Flow chart ```mermaid flowchart LR n0["Select source"] n1["Record evidence"] n2["Independent review"] n3["Reconcile"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Reviewer p0->>p1: Load authorized source p0->>p1: Record evidence p2->>p1: Review according to role p1->>p0: Show reconciled status ``` 1. Open an issued invoice and record the actual manually confirmed tender. Cash received and applied amounts are separate; external methods require a real reference and confirmation. *Screenshot pending for this step. Follow the numbered instruction.* 2. An owner/manager different from the invoice issuer records a credit within the uncredited invoice amount. Original invoice lines remain unchanged. *Screenshot pending for this step. Follow the numbered instruction.* 3. Refund only an available credit balance against the original payment and method. Review saved entries and cash change, then print or save PDF. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** No payment-provider execution or fiscal certification. Refunds cannot exceed original net payment. ## Administration: provider gateways Inspect inactive connections and signed delivery/reconciliation queues. ### Flow chart ```mermaid flowchart LR n0["Select source"] n1["Record evidence"] n2["Independent review"] n3["Reconcile"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Reviewer p0->>p1: Load authorized source p0->>p1: Record evidence p2->>p1: Review according to role p1->>p0: Show reconciled status ``` 1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server. *Screenshot pending for this step. Follow the numbered instruction.* 2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract. *Screenshot pending for this step. Follow the numbered instruction.* 3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Provider-specific mappings, sandbox certification and operational activation remain required. Secret keys and adapter URLs are never returned to the browser. ## Services: capacity and billable utilization Services: capacity and billable utilization ### Flow chart ```mermaid flowchart LR n0["Configure"] n1["Validate"] n2["Review"] n3["Track"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Planner participant p1 as System participant p2 as Reviewer p0->>p1: Record plan p1->>p0: Validate scope and limits p2->>p1: Review evidence ``` 1. Configure each staff member’s available minutes for the actual date. No standard workday is assumed. *Screenshot pending for this step. Follow the numbered instruction.* 2. Allocate open engagement work within capacity; approved leave blocks new positive allocations. Set an allocation to zero to release it. *Screenshot pending for this step. Follow the numbered instruction.* 3. Mark actual time billable or non-billable before submission. Another eligible reviewer approves it. Compare approved billable minutes with configured capacity. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Daily planning is separate from payroll/rosters. Non-billable time cannot be selected for commercial billing. Reports show at most 5,000 rows over 63 days. ## Services: actual project expenses Services: actual project expenses ### Flow chart ```mermaid flowchart LR n0["Select source"] n1["Record actual evidence"] n2["Validate authority"] n3["Review outcome"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Reviewer p0->>p1: Record authorized request p1->>p0: Validate scope and limits p2->>p1: Review actual evidence ``` 1. Select an active/completed engagement in Service capacity and record actual expense date, amount and unique supporting receipt reference. *Screenshot pending for this step. Follow the numbered instruction.* 2. Another Operations owner/manager reviews the evidence. Self-approval and duplicate active receipt references are rejected. *Screenshot pending for this step. Follow the numbered instruction.* 3. Use the financial/payroll workflow for actual reimbursement or supplier payment, keeping the same supporting reference. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** These are project management expense records. Approval does not create a payable, payment, tax credit or accounting journal; the latest 500 are displayed. ## Owner/manager: private client and owner access Owner/manager: private client and owner access ### Flow chart ```mermaid flowchart LR n0["Select source"] n1["Record actual evidence"] n2["Validate authority"] n3["Review outcome"] n0 --> n1 n1 --> n2 n2 --> n3 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Operator participant p1 as System participant p2 as Reviewer p0->>p1: Record authorized request p1->>p0: Validate scope and limits p2->>p1: Review actual evidence ``` 1. Verify the active contact identity and authority, then issue a private seven-day link in Client & owner access. Copy the link only to the intended recipient through your established private channel. *Screenshot pending for this step. Follow the numbered instruction.* 2. The recipient opens the separate Client & owner portal. Their own eligible work, quotes, invoices, listings, briefs and unit resolutions appear; actual quote/milestone acceptance and eligible unit voting are available. *Screenshot pending for this step. Follow the numbered instruction.* 3. Revoke the grant when access is no longer needed. Access is rechecked on each request. Renew by issuing another link after identity review. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Bearer links are credentials and are shown only once. No automatic invitation delivery, payment collection, owner staff powers or renter/POS credential reuse. Client sessions last two hours; links expire after seven days. Record limits are displayed in the portal. ## Services: monthly contracts and reviewed client advances Generate agreed monthly delivery periods and apply independently reviewed advances to earned invoices. ### Flow chart ```mermaid flowchart LR n0["Agreed contract"] n1["Independent activation"] n2["Ended accepted period"] n3["Issued invoice"] n4["Reviewed advance application"] n0 --> n1 n1 --> n2 n2 --> n3 n3 --> n4 ``` ### Sequence diagram ```mermaid sequenceDiagram participant p0 as Preparer participant p1 as System participant p2 as Reviewer p0->>p1: Record agreement or advance evidence p2->>p1: Approve original evidence independently p1->>p0: Post balanced liability/application journals p0->>p1: Inspect recognition and remaining advances ``` 1. Use a fresh active engagement with no milestones or active billing. Record a signed calendar-month agreement, fixed monthly fee and number of periods. Another Finance/Operations owner or manager activates it. *Screenshot pending for this step. Follow the numbered instruction.* 2. Generate each monthly delivery milestone on demand. Future periods cannot be submitted/accepted. Use delivery workflows for actual evidence and independent or client acceptance. Bill only accepted ended periods at the agreed fee; another Finance reviewer issues the invoice. *Screenshot pending for this step. Follow the numbered instruction.* 3. Record an actual advance receipt with net amount, tender/reference and cash handed over where applicable. Another Finance owner/manager checks and posts the receipt to client-advance liability. Cash change is returned separately from the net advance. *Screenshot pending for this step. Follow the numbered instruction.* 4. Apply a posted original receipt to an issued contract invoice. Another Finance reviewer posts it only within the current invoice and original receipt balances. No second cash receipt is created. *Screenshot pending for this step. Follow the numbered instruction.* 5. After a credit adjustment, reverse only the credited part of an original application back into the advance balance. Refund only an unapplied original receipt through its original tender, with actual refund evidence and another reviewer. *Screenshot pending for this step. Follow the numbered instruction.* **Before you proceed:** Fixed-fee whole calendar months, no automatic background billing. Recognition posts on independent invoice issue after ended-period acceptance; no over-time progress, variable consideration, multiple performance obligations, tax or foreign currency. Advance events are immutable after review. Do not treat unapplied advances as revenue. ## Offline purchase and activation Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline. 1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business. 2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment. 3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant. 4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain. 5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review. Full customer and administrator instructions: /docs/offline-activation. ## Local item pictures Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.