3-Minute Zero-Friction Store Setup
Estimated Time: 3 minsWhen you register on VVID OS, the platform automatically tailors its layout, terminology, and modules to your selected trade. Follow these three quick steps to start billing immediately:
Configure Store Profile & Invoice Header
Go to Invoice Studio & Store Settings. Set your business name, address, contact phone number, and GSTIN (if registered). Upload your store logo and select your invoice print style (Thermal 2-inch, Thermal 3-inch, or full A4/A5 letterhead).
Open Invoice StudioConnect UPI QR Code for Instant Customer Payments
Enter your UPI VPA (e.g. 98160xxxxx@upi or store@okaxis). VVID OS will dynamically render a scannable UPI QR code on the customer bill and on your live Customer Facing Display ([F10]).
Open Cash Drawer Shift Float
At the beginning of each morning or shift, record your opening cash float (e.g. ₹2,000 for change). At night, the system generates an automated cashier reconciliation slip showing exact Cash, Card, UPI, and Khata totals.
Start Shift SessionRapid Billing & Counter POS Terminal
Open Billing POSThe billing terminal is designed for 2-second checkouts, zero lag, full keyboard operation, and works even when your internet connection drops.
Adding Items to the Bill
• Barcode Scanner: Simply scan any item barcode. It immediately adds to the bill with standard selling price (Price1).
• Keyboard Search: Press F2 to search items by name, item code, or category with instant auto-suggest.
• Touch Grid: On touchscreens, tap any category button and product card to add line items instantly.
Multi-Tender & Split Payments
Customers can pay in any combination: Cash, UPI, Card, or Credit (Khata). For example, on a ₹1,500 bill, enter ₹500 in Cash and ₹1,000 in UPI. VVID OS balances the receipt and updates cashier ledgers automatically.
Instant WhatsApp Digital Bill Delivery
Enter the customer's 10-digit mobile number. Click Save & WhatsApp (or press F4). A formatted digital invoice with line items, tax breakdown, and PDF link is sent directly to the customer's WhatsApp without printing paper.
Catalog & Inventory Management
Open Catalog ManagerBulk Excel / CSV Import (1-Click Catalog Ingestion)
Already have an Excel sheet from your previous software or distributor? Go to Catalog Manager -> Bulk Import. Upload your .xlsx or .csv file. VVID OS automatically maps columns for Item Name, Barcode, HSN, Tax Rate, Purchase Price, MRP, and Selling Price.
Variant Matrix (Sizes & Colors)
For garments, footwear, and retail apparel: enable the Variant Matrix module in Settings. Create one master product (e.g. "Cotton T-Shirt") and specify sizes (S, M, L, XL) and colors (Red, Blue, Black). Each variant tracks stock and individual barcodes independently.
Batch Tracking & Expiry Alerts
Essential for Pharmacies, Food Stores, and FMCG: each inward shipment can record Batch Number, Manufacturing Date, and Expiry Date. The billing counter alerts cashiers if an item is near expiry.
Inward AI Bill Scanner (Paper OCR)
Scan Purchase BillEliminate tedious manual typing of supplier purchase bills! Using Gemini Multimodal AI, you can convert paper or PDF purchase bills into structured inward inventory in 5 seconds.
Snap, Review, and Inward in 3 Clicks
1. Click Inward AI Bill Scanner in the sidebar or press the camera icon.
2. Take a photo of your paper purchase bill with your mobile/webcam or upload a PDF invoice.
3. The AI extracts the Supplier Name, GSTIN, Invoice Date, Line Items, HSN, Quantities, Rates, and Taxes.
4. Review the extracted table and click Accept & Inward Stock. Stock quantities and Supplier Khata are updated immediately.
Automotive Garages, Service Centers & Job Cards
For automotive garages, electronic repair shops, mobile servicing centers, and technicians:
1. Intake & Job Card Creation
Record customer details, vehicle registration or device IMEI/Serial number, fuel level/accessories, and reported complaints. Assign the job card to a specific mechanic or technician.
2. Dual Billing: Spare Parts + Labour Charges
During checkout, the final invoice automatically categorizes items into Physical Spare Parts (taxed at goods GST rate) and Labour / Service Charges (taxed under SAC services).
Pest Control, Field Staff & On-Call Services (VVIDOS Ecosystem)
Engineered for specialized on-call field service providers such as Shree Arya Pest Control Pvt. Ltd. (HO Solan & BO Paonta Sahib), facility housekeeping, water tank cleaning, and technical field teams powered by the complete VVIDOS network:
1. Customer Enquiry & Doorstep Booking
Customers book services through the vvid_customer mobile app or by direct phone call to the branch. The system records premise type (Residential 1-4 BHK, Villa, Commercial, Hotel, Hospital), square footage/tank capacity, and customer GPS pin.
2. Field Technician Mobile GPS Tracking & Route Mileage
Technicians accept dispatches in the vvid_volunteer mobile app. As they begin travel, real-time background GPS calculates verified distance in Kilometers. This eliminates manual fuel disputes and guarantees accurate pay-per-KM travel reimbursement in monthly payroll.
3. On-Site Job Timer & Chemical Log
Technicians tap "Reached Location" to record the exact arrival time, followed by a completion timestamp to log total labor hours. Treatment details (e.g. Bayer Maxforce Gel, Fipronil 2.92% EC for termites, Deltamethrin for bed bugs) are logged directly in the job studio.
4. Treatment & Warranty Certificate Generation
Produce professional, print-ready Executive Pest Control Treatment & Warranty Certificates (print_warranty.php) featuring safety advisories, treated perimeters, technician sign-off, and scheduled AMC free checkup dates.
5. Customer Feedback & Automated Travel Payroll Payout
Customers verify completion and submit star ratings and comments. In staff.php, the technician's verified travel distance is multiplied by their configured per_km_rate (e.g. ₹5.00/KM) and automatically credited to their monthly payslip voucher.
Salons, Spas & Healthcare Clinics
Appointment Scheduling & Stylist Commissions
• Schedule appointments by date and time slot.
• Assign each service (Haircut, Facial, Therapy, Consultation) to a specific stylist/doctor.
• The system automatically tracks individual staff service counts and computes monthly commissions in the Payroll Radar.
Restaurants, Cafes & KOT Management
Table Floor Layouts & Kitchen Order Tickets
• Floor Layout: Visually manage indoor, outdoor, and VIP table statuses (Vacant, Running, Billed).
• KOT Routing: When an order is punched, Kitchen Order Tickets (KOT) print directly on kitchen thermal printers or display on kitchen screens.
• Split Billing: Split large group tabs by seat or evenly among guests with 1 click.
Manufacturing & Bill of Materials (BOM)
Raw Material Consumption vs Finished Product Yield
Ideal for Timber, Doors, Furniture, Garments, and Assembly units:
• Define a recipe for finished products (e.g. 1 Flush Door = 0.24 SQM Core Timber + 2 Face Veneers + 1.2 kg Resin + 1.5 hrs Labour).
• When you log a Production Run, raw material stocks decrease automatically, finished goods stock increases, and direct unit manufacturing cost is computed accurately.
Staff Attendance & Payroll Radar
Open Staff PortalTrack employee attendance, daily or monthly wages, overtime, salary advances, and generate one-click payslips.
1-Click Date Presets Bar
Filter attendance and salary registers instantly using the built-in preset pills: Today, Yesterday, This Week, This Month, Last Month, Current FY, or All Time. No need to type manual dates!
Daily Wages vs Monthly Salaries & Advances
• Mark daily Present / Half-day / Absent statuses.
• Record advance salary payouts in Expenses (tagged under Employee Salaries & Advances).
• The system automatically deducts advances and displays exact net payable wages at month-end.
Customer & Supplier Khata (Digital Ledger)
Open Customer KhataAutomated Credit Ledger & WhatsApp Payment Reminders
• When a sale is made with payment_credit > 0, the customer's Khata due balance increases automatically.
• Send instant WhatsApp statement reminders with 1 click, showing recent bills, total outstanding, and your store's UPI payment QR code.
• Record partial payments: customer balances update in real-time across both local and cloud databases.
Multi-Store Operations & Stock Transfers
Open Stock TransfersInter-Branch Stock Movement with Transit Control
Transfer goods between your Central Warehouse and Branch Outlets with zero leakage:
1. Warehouse creates a Stock Transfer Indent (Status: Pending).
2. Driver or courier departs (Status: In Transit).
3. Branch store manager verifies physical quantities and marks Received. Stock balances transfer safely.
Business Reports & GST Filing
Open Reports ConsoleInstant GSTR-1, GSTR-2 & Profit & Loss Analysis
• Daybook & Cash Flow: Total sales, cash collections, bank deposits, and daily petty cash expenses.
• GSTR-1 Export: Download B2B and B2CS sales invoices formatted for government GST offline tool upload.
• GSTR-2 ITC Reconciliation: Compare supplier invoices against your inward purchase ledger to claim maximum Input Tax Credit.
Data Integrity, Self-Healing & DataVault
Run Integrity Check14-Point Automated Health Auditor & Recycle Bin
• Self-Healing Engine: VVID OS runs 14 automated relational tests across invoices, payments, khata, inventory, and staff. Click Auto-Heal Safe Issues to resolve discrepancies in seconds with 0% risk.
• Zero-Loss Recycle Bin: Accidental deletions are never permanently destroyed. Retrieve deleted invoices, products, or customers anytime from the Recycle Bin.
Keyboard Shortcuts Cheat-Sheet
Frequently Asked Questions & Troubleshooting
Q: What happens if my internet disconnects during billing?
A: Nothing stops! VVID OS runs on a dual-engine architecture with local SQLite storage. All bills, prints, and customer receipts continue instantly. When your internet reconnects, press F7 or let background sync automatically upload bills to your cloud portal.
Q: How do I set up a 2-inch or 3-inch thermal receipt printer?
A: Connect your printer via USB, Bluetooth, or Network. In VVID OS, go to Settings -> Invoice Studio and set Receipt Width to 80mm (3-inch) or 58mm (2-inch). In your browser's print dialog, select margins as None.
Q: Can multiple cashiers use the system at the same time?
A: Yes! VVID OS supports multi-terminal counters. Each terminal can log in with a cashier staff account, maintain its own cash drawer float (`pos_shifts`), and billing sequences never conflict.