TailorSync & Boutique ERP — Operating Manual

ROI Value, Data Flow Impact, Daily Routines, Reports & Field Specifications

Boutique & Tailoring ERP — Master End-User Manual

Created specifically for Boutique Owners, Store Managers, Counter Staff, Operations Specialists, and Master Tailors. Comprehensive operating manual detailing Business Value (10x ROI), Complete Data Flow Impact, Daily Operating Routines, Report Benefits, Mistake Fixing, and Step-by-Step Field Specifications for every form in the system.

10x ROI & Business Value
Complete Data Impact Map
How to Create (➕)
How to Edit (✏️)
How to Delete / Deactivate (🗑️)
Business Reports & Profit Drivers

1. Software Value for Money & Business Benefits (10x ROI)

Business Value

Running a fashion boutique, designer studio, or custom tailoring business manually leads to lost customer payments, disputes over customer-deposited fabric lengths, unrecorded tailoring labor costs, and chaotic delivery schedules. TailorSync ERP pays for itself within weeks by directly safeguarding revenue and streamlining daily operations:

Zero Lost Receivables & Dues

Automatically tracks every customer pending balance across sales, bespoke orders, and advances. Generates instant WhatsApp reminders and pending payment reports, eliminating unpaid balances and uncollected credit.

Eliminate Customer Fabric Disputes

Logs exact received length, color, pattern notes, and remaining balance of customer-owned cloth. Issue printable material receipt PDFs to build 100% customer trust and eliminate costly fabric mix-ups.

Accurate Tailor / Karigar Payouts

Tracks piece-rate labor rates per garment. Prevents overpaying Karigars and ensures work is inspected and marked delivered before labor fees are disbursed, stopping workshop labor leakage.

30-Second Touchscreen POS Billing

Color-coded quick-add item tiles allow counter staff to generate sales bills or quotations in seconds, complete with custom discounts, fabric allocation, and instant receipt PDF generation.

Custom Measurement Fitting History

Store customer size measurements digitally per garment type (Blouse, Kurta, Sherwani, Western Suit). No more lost paper registers, incorrect fittings, or costly alteration re-dos!

Real-Time Profitability & Cash Flow

Separates stock purchases from petty cash overhead expenses (Rent, Electricity, Tea, Needles) to give boutique owners true daily net profit figures and cash-in-hand clarity.

2. Data Flow Impact Matrix: Purpose of Data & System Impact

System Architecture & Data Flow

Every piece of data entered into the system has an intentional purpose and immediately flows through multiple operational modules, customer ledgers, and financial reports. Understanding this flow guarantees flawless bookkeeping and inventory accuracy:

Data Entry Module Primary Purpose System Modules Affected Financial & Stock Balance Impact
Customer Form Store contact profiles, birthdates, and residential addresses. Sales & Quotes, Measurements, Materials, Shop Visits, Birthday Reports. Establishes customer credit ledger & automated birthday promotional marketing lists.
Customer Shop Visits Track walk-in inquiries, style trials, and visit frequency. Customer Ledger, Customer Visits Report, Client Retention Analytics. Identifies high-value repeat clients for VIP promotions without altering financials.
Suppliers Form Maintain cloth mills, lace vendors, and trim suppliers. Purchases, Supplier Payables, Material Inward. Creates supplier payable accounts and credit aging history.
Unit Masters Define standard units (Meters, Yards, Pieces, Kilograms). Items, Purchases, Sales, Customer Materials. Standardizes stock metrics; prevents unit mismatch errors during billing.
Items / Products Form Maintain selling products, raw fabrics, & stitching services. POS Billing, Purchases, Job Works, Low Stock Alerts. Sets default selling price, purchase cost, initial stock balance, and quick-add button layout.
Purchase Entry Form Log raw fabric or ready garments bought from suppliers. Inventory Stock, Supplier Payables, Cost of Goods Sold. Increases Item Stock immediately and posts outstanding liability to Supplier Payable balance.
Customer Material Form Log customer-owned cloth deposited for bespoke stitching. Sales Billing, Job Work Allocation, Material Balance Audit. Creates customer fabric deposit audit balance (Received - Used = Remaining). No cost impact.
Customer Measurements Save body dimensions by Garment Type (Blouse, Suit, etc.). Tailoring Job Work, Printable Measurement Voucher PDF. Provides exact workshop fitting dimensions; prevents fitting disputes and costly alterations.
Sales & Quotes Form Generate counter sales bills, estimates, or tailoring invoices. Inventory Stock, Customer Material Balance, Customer Receivables. Decreases Item Stock, deducts stored customer cloth, and creates Customer Pending Receivable balance.
Tailoring Job Work Form Issue stitching work to Karigars/tailors with target dates. Workshop Production, Karigar Dues Ledger, Order Status Tracker. Tracks production status (Issued ➔ In Progress ➔ Delivered) and calculates Karigar stitching labor fees payable.
Payments Entry Form Log cash, UPI, bank, or card receipts and supplier payouts. Pending Balances Report, Dashboard Totals, Financial Ledgers. Clears Customer Receivables or Karigar/Supplier Payables. Updates Cash/Bank drawer balance.
Expense Categories & Expenses Log daily store overheads (Rent, Electricity, Tea, Needles). Dashboard Expenses, Net Profit Calculation, Profit & Loss Report. Reduces store Net Profit without touching inventory stock or supplier goods accounts.
Company Settings Configure boutique branding, logo, GSTIN, bank info, and terms. All Printable PDFs (Sales Invoices, Job Vouchers, Receipts). Displays professional branding and legal disclaimers on all customer and vendor printouts.

3. Daily Operating Routine for Boutique Staff

Daily Standard Operating Procedure

Follow this chronological step-by-step routine to maintain smooth boutique operations, error-free accounts, and delighted customers every single day:

  1. Morning Dashboard & Deadline Review: Log in at store opening. Check the Dashboard for tailoring jobs due for trial or delivery today, pending customer collections, and upcoming customer birthdays to send promo wishes.
  2. Receiving Customer Fabric Deposits: When a customer drops off cloth for stitching, open Tailoring > Customer Materials > Add Customer Material. Record exact meters, color, and fabric name. Print the Material Receipt PDF and hand it to the client.
  3. Recording / Verifying Measurements: Take customer body sizes and enter them under Tailoring > Measurements selecting the appropriate Garment Type. If the customer is an existing client, verify if measurements need adjustments.
  4. Creating Sales Bills or Quotations: Open Sales & Quotes > New Sale / Quote. Select customer, quick-tap item tiles, allocate used customer deposited fabric, apply any authorized discount, and save. Collect advance payment immediately.
  5. Issuing Work to Workshop Karigars: Open Tailoring > Job Works > New Job Work. Select Karigar, assign target delivery date, set stitching rate, and print the Karigar Job Voucher PDF. Hand the voucher and fabric to the tailor.
  6. Midday Inward Purchases: When suppliers deliver new fabric rolls, laces, or accessories, enter the invoice in Purchases > New Purchase to ensure inventory counts remain 100% accurate.
  7. Garment Trial, Delivery & Final Payment: When the customer arrives for fitting, open Tailoring > Job Works, verify completion, and hand over the garment. Open Payments > Record Payment to collect the remaining balance via Cash or UPI.
  8. Evening Petty Cash & Register Shutdown: Enter all daily petty expenses (Tea, Cleaning supplies, Delivery courier) in Expenses > Add Expense. Verify Cash & UPI totals against the Dashboard, log out, and lock the register.

4. End-to-End Operating Cycle (5-Step Bespoke Lifecycle)

Bespoke Production Lifecycle
Standard Operating Sequence for Zero Customer Complaints

Execute these 5 consecutive steps for every custom order to ensure zero fabric loss, perfect fittings, and 100% timely delivery.

Step 1: Deposit Cloth & Issue Receipt

Navigate to Tailoring > Customer Materials > Add Customer Material. Select customer, enter material description (e.g., Raw Silk 3.5 Meters, Crimson Red), and print the deposit receipt voucher. The system creates an active fabric audit balance for this customer.

Step 2: Record Custom Body Measurements

Go to Tailoring > Measurements > Add Measurement. Select Customer and Garment Type (e.g., Designer Blouse). The system dynamically generates fields for Chest, Waist, Sleeve, Neck Front, and Neck Back. Enter values, add style remarks (e.g., Boat Neck, Padded), and save.

Step 3: Create Sale Invoice & Allocate Fabric

Go to Sales & Quotes > New Sale. Add the stitching charge item. Under the Customer Materials allocation panel, select the deposited silk fabric and set Used Qty: 3.5 Mtr. Save bill and record advance payment under Payments.

Step 4: Issue Job Work Order to Workshop Karigar

Go to Tailoring > Job Works > New Job Work. Select Karigar, set target trial/receive date, set labor stitching rate (e.g., ₹450), and attach design sketches. Print the Karigar Job Work Voucher PDF with measurement dimensions attached.

Step 5: Trial, Delivery & Final Payment Settlement

When the tailor delivers the garment, edit Job Work status to Received. Customer tries the outfit; upon customer satisfaction, mark status as Delivered. Collect the remaining invoice balance under Payments. Clear the Karigar labor payout. Order completed!

5. Business Report Benefits & Profit Drivers

Analytics & Business Intelligence

Every report in this system directly targets revenue growth, cash leakage prevention, and client retention. Store managers should review these reports weekly:

Report Name Key Information Displayed Direct Business Profit Driver & Value
Pending Payments Report Customer receivables & Karigar/Supplier payables categorized by aging. Prevents lost revenue by instantly revealing outstanding dues so staff can send polite WhatsApp payment links.
All-in-One Customer Ledger Complete chronological statement of sales, payments, fabric deposits, and order balances. Builds 100% customer trust during payment disputes by displaying a transparent audit history with date and receipt stamps.
Item Sales Profitability Report Item sales volume, gross revenue, cost of goods, and net profit margin. Identifies your top-earning products and services vs. slow-moving stock, allowing you to optimize inventory purchases.
Upcoming Customer Birthdays List of customer birthdays occurring in the next 7 to 30 days. Drives repeat sales by empowering staff to send personalized birthday greetings and special 10% anniversary discount offers.
Customer Store Visits Report Log of customer walk-ins, trial visits, and counter conversation notes. Helps identify high-interest shoppers who browsed but didn't buy, allowing timely follow-ups on bespoke styling.

6. How to Fix Common Mistakes (Step-by-Step Troubleshooting)

Mistake Corrector

Entered a wrong price, mistyped a measurement, or logged payment under the wrong customer? Follow these official procedures to correct errors safely without messing up accounts or inventory:

Mistake 1: Entered Wrong Price, Quantity, or Discount in a Sale Bill

You saved a sale bill with an incorrect selling price, wrong item line, or forgot to apply an agreed promotional discount.

How to Fix Safely: 1. Go to Sales & Quotes from the sidebar navigation.
2. Find the invoice reference number and click the blue Edit button.
3. Update the unit price, quantity, or discount field.
4. Click Update Sale/Quote. The stock quantity and customer pending balance will automatically re-calculate to the exact updated figures!
Mistake 2: Entered Wrong Payment Amount or Selected Wrong Payment Mode

You recorded a ₹2,500 cash payment when the customer actually paid ₹2,000 via Google Pay / UPI.

How to Fix Safely: 1. Go to Payments menu.
2. Locate the payment record and click Edit (or click Delete if recorded against the wrong customer/invoice).
3. Adjust the Payment Amount to ₹2,000 and switch Payment Method to UPI.
4. Click Update Payment. The customer receivable balance and cash drawer totals re-align instantly.
Mistake 3: Entered Wrong Customer Body Measurement Size

Counter staff mistakenly typed 38 inches bust/chest measurement instead of 34 inches.

How to Fix Safely: 1. Go to Tailoring > Measurements.
2. Search for the customer's name and click Edit on the measurement record.
3. Correct the numeric value in the measurement input box.
4. Click Update Measurement. Download and re-print the updated Measurement PDF for the workshop cutter.
Mistake 4: Entered Incorrect Deposited Fabric Meterage

You logged 5 meters received when the customer actually deposited only 3.5 meters of silk fabric.

How to Fix Safely: 1. Go to Tailoring > Customer Materials.
2. Click Edit on the deposit receipt row.
3. Change Quantity Received from 5.00 to 3.50.
4. Click Update Receipt. The remaining fabric balance immediately updates across the system.
Mistake 5: Assigned Wrong Stitching Rate to Workshop Karigar

You set Karigar stitching labor rate as ₹500 per piece instead of the agreed ₹380 in a Job Work order.

How to Fix Safely: 1. Go to Tailoring > Job Works.
2. Find the order and click Edit.
3. Change Karigar Unit Rate to ₹380 and click Update Job Work Order.
4. Karigar labor dues re-calculate automatically in the pending payable ledger.
Mistake 6: Recorded an Expense Under the Wrong Expense Category

Staff booked machine oil and needles under "Staff Tea & Refreshments" instead of "Machine Maintenance".

How to Fix Safely: 1. Open Expenses list page.
2. Click Edit on the expense row.
3. Select the correct Expense Category from the dropdown.
4. Click Update Expense. The category breakdown reports update immediately.
Mistake 7: Billed Under Wrong Customer (Walk-in vs Registered VIP)

A sale was saved as "Walk-in" but the customer wanted it billed under their registered name to maintain credit history.

How to Fix Safely: 1. Open Sales & Quotes.
2. Click Edit on the invoice row.
3. Select the registered Customer Name from the dropdown.
4. Click Update Sale/Quote. The bill and pending dues move to the registered customer's ledger instantly.

7. Voice Assistant & Keyboard Shortcuts

Hands-Free Productivity

Click the 🎤 microphone button in the top navigation bar or press keyboard shortcuts to trigger fast, hands-free actions while taking measurements or serving counter customers:

Spoken Voice Command Destination / Action Operating Result
"Open Dashboard" / "Show Home" Dashboard Opens main store performance dashboard
"Add Customer" / "New Customer" Customer Creation Form Opens fresh customer registration screen
"Open Sales" / "New Sale" POS Billing Screen Opens point-of-sale bill generator
"Tailoring Job Work" / "New Job Work" Workshop Orders Opens Karigar job work issue screen
"Customer Materials" / "Deposit Fabric" Cloth Deposit Form Opens customer fabric receipt screen
"Record Payment" / "Receive Money" Payments Form Opens payment collection voucher modal
"Add Expense" / "Record Expense" Expenses Form Opens petty cash expense logger
"View Reports" / "Pending Payments" Reports Center Opens pending receivables and dues report
Useful System Keyboard Shortcuts

Use Tab to jump between input boxes rapidly, Enter to submit standard forms, and Esc to dismiss active modals or popup drawers.

8. Customers Form — Step-by-Step Operating Guide

Master Data > Customers
Form Purpose & Data Impact

Creates customer profiles, stores contact details, enables birthday marketing alerts, links size measurement profiles, tracks deposited fabric, and maintains the 360-degree customer financial ledger.

Field Label Status Example Value How to Fill & Description
Customer Name 🔴 Required Pooja Sharma Full name of customer. Appears on bills, ledger, and job work orders.
Phone Number ⚪ Optional +91 98765 43210 Primary mobile phone for SMS/WhatsApp receipts and payment reminders.
Email Address ⚪ Optional pooja.sharma@example.com Email address for sending digital PDF invoice copies.
Date of Birth ⚪ Optional 15/08/1995 Feeds the Upcoming Customer Birthdays report for automated marketing.
Address ⚪ Optional Flat 402, Lotus Heights, MG Road Home or delivery address for courier dispatch.
How to Create / Add a Customer
  1. Open Master Data > Customers from the left sidebar.
  2. Click the blue Add Customer button at the top-right.
  3. Type the Customer Name (Required).
  4. Enter Phone Number, Email, Birthdate, and Delivery Address.
  5. Click Save Customer. Confirmation message verifies creation!
How to Edit / Update a Customer
  1. Open Master Data > Customers table view.
  2. Locate the customer name using the search box.
  3. Click the blue Edit button (pencil icon) on that row.
  4. Modify phone number, birthdate, or address details.
  5. Click Update Customer. Updates reflect immediately!
How to Delete / Deactivate a Customer
  1. Locate customer row in Customers list.
  2. Click the red Delete icon.
  3. Confirm the browser dialog prompt ("Are you sure?").
  4. Safety Note: If the customer has existing sales, measurements, or materials, the system prevents deletion to protect accounting audit trails.

9. Customer Shop Visits Form — Step-by-Step Operating Guide

Customers > View Customer > Visits
Form Purpose & Data Impact

Logs every in-person store walk-in, trial visit, or inquiry session. Builds client visit frequency data, helps identify VIP clients, and feeds the Customer Visits Report without impacting monetary ledgers.

Field Label Status Example Value How to Fill & Description
Visit Date 🔴 Required 20/09/2026 Date when customer walked into the boutique. Defaults to today's date.
Visit Remarks / Notes ⚪ Optional Inquired about bridal lehenga stitching; returning next week for trial. Details on customer inquiries, bridal consultations, fitting trials, or style preferences.
How to Log a Customer Visit
  1. Open Master Data > Customers and click View on the customer row.
  2. Scroll to the Shop Visits panel and click Log New Visit.
  3. Confirm or adjust the Visit Date.
  4. Type conversation notes or trial feedback under Remarks.
  5. Click Save Visit. The visit appears in the customer timeline.
How to Edit a Visit Entry
  1. Under the customer's Shop Visits log, locate the visit record.
  2. Click the Edit button.
  3. Update visit remarks or corrected date.
  4. Click Update Visit to save changes.
How to Delete a Visit Log
  1. Find the visit entry in the customer's timeline.
  2. Click the red Delete icon.
  3. Confirm deletion prompt. The visit log is removed immediately.

10. Suppliers Form — Step-by-Step Operating Guide

Master Data > Suppliers
Form Purpose & Data Impact

Maintains fabric vendors, lace suppliers, thread distributors, and accessory suppliers. Feeds purchase order entry and calculates supplier payable dues balances.

Field Label Status Example Value How to Fill & Description
Supplier Name 🔴 Required Surat Silk Mills Pvt Ltd Business or contact name of vendor / fabric mill.
Supplier Code ⚪ Optional SUP-014 Internal short code or account number.
Phone Number ⚪ Optional +91 98200 11223 Contact phone number for placing procurement orders.
Email Address ⚪ Optional orders@suratsilk.com Vendor email for purchase orders and payment receipts.
Address ⚪ Optional Ring Road Textile Market, Surat, Gujarat Vendor warehouse or showroom address.
Status ⚪ Optional Active Active (1) or Inactive (0) to show/hide in purchase dropdowns.
How to Create / Add a Supplier
  1. Open Master Data > Suppliers from the sidebar.
  2. Click the Add Supplier button.
  3. Enter Supplier Name (Required).
  4. Enter Code, Phone, Email, and Address.
  5. Click Save Supplier. Vendor is ready for purchases!
How to Edit Supplier Details
  1. Locate supplier in Suppliers table.
  2. Click the Edit button.
  3. Modify phone number, address, or email.
  4. Click Update Supplier to save changes.
How to Delete / Deactivate a Supplier
  1. Click red Delete button on supplier row.
  2. Confirm delete confirmation popup.
  3. Safety Note: If supplier has existing purchase bills, the system protects accounting and blocks hard deletion. Toggle Status: Inactive instead.

11. Unit Masters Form — Step-by-Step Operating Guide

Master Data > Unit Masters
Form Purpose & Data Impact

Standardizes measurement units (Meters, Yards, Pieces, Sets, Pairs) across items, sales invoices, stock inventory, and customer fabric deposit receipts.

Field Label Status Example Value How to Fill & Description
Unit Name 🔴 Required Meter Full unit name (e.g. Meter, Piece, Yard, Kilogram, Set).
Short Name / Code 🔴 Required Mtr Abbreviated code printed on invoices (e.g. Mtr, Pcs, Yd, Kg).
How to Create a Unit
  1. Open Master Data > Unit Masters.
  2. Click Add Unit button.
  3. Enter Unit Name (e.g., Meter) and Short Name (e.g., Mtr).
  4. Click Save Unit. The unit is immediately available on all item forms!
How to Edit a Unit
  1. Click Edit on the unit row.
  2. Update Unit Name or short symbol.
  3. Click Save Changes.
How to Delete a Unit
  1. Click red Delete button on unit row.
  2. Confirm confirmation dialog.
  3. Safety Note: Cannot delete units currently assigned to active inventory items.

12. Items & Products Form — Step-by-Step Operating Guide

Master Data > Items
Form Purpose & Data Impact

Maintains boutique inventory products, raw fabrics, and bespoke stitching services. Configures selling prices, costs, opening inventory, low-stock alerts, and touch-screen POS quick-add button tiles.

Field Label Status Example Value How to Fill & Description
Item Name 🔴 Required Raw Silk Fabric (Crimson Red) Name of product, raw cloth, or stitching service.
Item Code / SKU ⚪ Optional FAB-RS-01 Barcode or unique stock keeping unit (SKU).
Item Type 🔴 Required Product (or Service) Product tracks physical stock; Service represents stitching labor.
Raw Material Flag ⚪ Optional Yes (Checked) Check if item is raw fabric or accessory used in manufacturing.
Unit ⚪ Optional Meter Measurement unit (Mtr, Pcs, etc.).
Selling Price 🔴 Required ₹850.00 Standard retail price charged to customers (₹).
Cost Price 🔴 Required ₹450.00 Cost to purchase or produce (₹); calculates gross profit.
Current Stock 🔴 Required 50.00 Initial physical inventory quantity on hand.
Min Stock Alert ⚪ Optional 10.00 Threshold triggering low stock warning on dashboard.
Quick-Add Color ⚪ Optional Indigo (#4f46e5) Background color of the quick-billing button on POS screen.
Quick-Add Position ⚪ Optional 1 Sort order position on the POS touchscreen panel.
Tile Width / Height ⚪ Optional 120px x 80px Custom button width (50-500px) and height (30-300px).
Status ⚪ Optional Active Active (1) or Inactive (0) to show/hide in billing screen.
How to Create an Item / Product
  1. Open Master Data > Items.
  2. Click Add Item button.
  3. Enter Item Name, select Type (Product or Service).
  4. Enter Selling Price, Cost, and Current Stock (Required).
  5. Pick a quick-add tile color and click Save Item.
How to Edit an Item / Price / Stock
  1. Find item in Items table.
  2. Click the Edit button.
  3. Update selling price, unit cost, or button color.
  4. Click Update Item. New price takes effect immediately on future bills!
How to Delete / Deactivate an Item
  1. Click red Delete button on item row.
  2. Confirm delete confirmation popup.
  3. Safety Note: If the item has historic sales or purchase records, uncheck Status: Inactive instead to preserve financial reporting.

13. Purchases Form — Step-by-Step Operating Guide

Purchases > New Purchase
Form Purpose & Data Impact

Logs raw fabric, lace, or ready garment procurement from suppliers. Automatically increments on-hand inventory stock and records supplier payable dues in financial accounts.

Field Label Status Example Value How to Fill & Description
Supplier ⚪ Optional Surat Silk Mills Pvt Ltd Supplier vendor. Leave blank for cash market spot purchases.
Purchase Date 🔴 Required 20/09/2026 Date when goods or fabrics were received into store.
Reference / Bill No ⚪ Optional INV-88412 Supplier's printed invoice or tax bill number.
Status 🔴 Required Completed Completed adds stock immediately; Pending reserves order.
Bill Discount ⚪ Optional ₹200.00 Supplier discount amount deducted from purchase subtotal (₹).
Purchase Line Items 🔴 Required Pure Banarasi Brocade The inventory item or fabric being procured.
Purchased Quantity 🔴 Required 25.00 Meters Quantity of units or meters purchased.
Unit Cost 🔴 Required ₹420.00 Purchase cost per unit paid to supplier (₹).
Item Remark ⚪ Optional Roll #4, Shade Magenta 12B Specific lot number, fabric roll code, or dye shade notes.
How to Record a Purchase
  1. Open Purchases > New Purchase.
  2. Select Supplier (or leave blank for Cash Purchase).
  3. Set Purchase Date and Status to Completed.
  4. Tap Quick-Add Items or select items, enter Qty and Unit Cost.
  5. Click Save Purchase. Stock quantities update automatically!
How to Edit a Purchase Record
  1. Open Purchases list page.
  2. Click Edit next to the purchase reference.
  3. Modify item quantities, unit cost, or discount.
  4. Click Update Purchase. Stock re-adjusts automatically to the new quantity.
How to Delete / Cancel a Purchase
  1. Click red Delete icon on purchase row.
  2. Confirm confirmation dialog.
  3. Stock inventory decreases back and supplier payable balance is reversed.

14. Sales & Quotations Form — Step-by-Step Operating Guide

Sales & Quotes > New Sale
Form Purpose & Data Impact

Generates retail counter bills, bespoke tailoring invoices, or quotations. Automatically reduces inventory stock, deducts customer-deposited cloth, creates customer receivable balances, and produces printable PDF invoices.

Field Label Status Example Value How to Fill & Description
Customer ⚪ Optional Pooja Sharma Select customer. Leave blank for quick walk-in counter cash billing.
Sale Date 🔴 Required 20/09/2026 Date of sale or quotation issue. Defaults to today.
Invoice Reference ⚪ Optional BILL-1048 Custom bill number (auto-generated if left blank).
Status 🔴 Required Completed (or Quotation) Completed is a final invoice (deducts stock); Quotation is an estimate.
Bill Discount ⚪ Optional ₹150.00 Overall discount deducted from invoice grand total (₹).
Line Items 🔴 Required Bridal Blouse Stitching The product, fabric, or stitching service being sold.
Billed Quantity 🔴 Required 1.00 Piece Number of units or meters sold.
Unit Selling Price 🔴 Required ₹1,800.00 Selling price per unit charged to customer (₹).
Item Remarks ⚪ Optional Deep back, gold latkan tassels, elbow sleeves Custom styling notes, sleeve length, or embroidery instructions.
Design Photos ⚪ Optional bridal_design_sample.jpg Garment reference photo, sketch, or neck design image.
Allocated Deposited Cloth ⚪ Optional Raw Silk (Receipt #00014) Links customer's deposited cloth to this stitching item.
Used Cloth Meters ⚪ Optional 1.25 Meters Cloth consumed for this garment; auto-deducts from customer's fabric balance.
How to Create a Sale / Quotation
  1. Open Sales & Quotes > New Sale / Quote.
  2. Select Customer (or leave blank for Walk-in).
  3. Set Status to Completed (Sale) or Quotation.
  4. Tap Quick-Add Items or select items; allocate deposited fabric if used.
  5. Click Save Sale/Quote. Print PDF invoice for client!
How to Edit a Saved Sale Bill
  1. Find bill in Sales & Quotes table list.
  2. Click Edit button.
  3. Change price, adjust quantities, or update discount.
  4. Click Update Sale/Quote. Balance re-calculates instantly!
How to Delete / Void a Sale Bill
  1. Click red Delete icon on sale bill row.
  2. Confirm delete popup dialog.
  3. Stock quantities return to inventory and pending customer dues are cancelled.

15. Payments Entry Form — Step-by-Step Operating Guide

Payments > Record Payment
Form Purpose & Data Impact

Records cash, UPI, card, or bank transfers received from customers or paid out to suppliers and karigars. Automatically clears outstanding receivables and payables, updates the cash register, and generates payment receipts.

Field Label Status Example Value How to Fill & Description
Payment Type 🔴 Required Sale (Customer Inward) Sale (Customer Inward), Purchase (Supplier Outward), TailoringOrder (Karigar Payout), Direct Receipt, or Direct Payment.
Transaction Ref 🔴 Required (if linked) BILL-1048 (Pooja Sharma) Linked Sale Bill #, Purchase Bill #, or Job Work Order #.
Payment Date 🔴 Required 20/09/2026 Date payment occurred. Defaults to today's date.
Payment Amount 🔴 Required ₹1,000.00 Actual amount collected or disbursed (₹).
Payment Method 🔴 Required Google Pay / UPI Cash, UPI (GooglePay / PhonePe / Paytm), Card, Bank Transfer, or Cheque.
Reference / UTR No ⚪ Optional UPI-328919283741 Bank transaction UTR, UPI transaction ID, or Cheque number.
How to Record a Payment
  1. Open Payments > Record Payment.
  2. Select Payment Type (e.g., Sale).
  3. Select Transaction ID / Customer Name.
  4. Enter Payment Date, Amount, and Payment Method (Cash/UPI).
  5. Click Save Payment. Pending balance clears instantly!
How to Edit a Payment Record
  1. Find payment in Payments list page.
  2. Click the Edit button.
  3. Update payment amount, date, or method (e.g. switch Cash to UPI).
  4. Click Update Payment. Balances re-align automatically.
How to Reverse / Delete a Payment
  1. Click red Delete icon on payment row.
  2. Confirm deletion prompt.
  3. The transaction invoice pending balance immediately reverts to unpaid.

16. Expense Categories Form — Step-by-Step Operating Guide

Expenses > Categories
Form Purpose & Data Impact

Groups store operating overheads (Rent, Electricity, Staff Refreshments, Sewing Machine Maintenance, Needles & Spools) so owners can analyze where store money is spent.

Field Label Status Example Value How to Fill & Description
Category Name 🔴 Required Sewing Machine Maintenance Title of expense group (e.g., Shop Rent, Electricity, Tea & Refreshments).
Status ⚪ Optional Active Active (1) or Inactive (0) to display in expense entry dropdowns.
How to Add an Expense Category
  1. Open Expenses > Categories from sidebar.
  2. Click Add Category.
  3. Enter Category Name (e.g., Sewing Machine Maintenance).
  4. Ensure Status is checked active.
  5. Click Save Category. Ready for daily expense logging!
How to Edit an Expense Category
  1. Find category in Expense Categories table.
  2. Click the Edit button.
  3. Rename category or update active toggle.
  4. Click Update Category.
How to Delete a Category
  1. Click red Delete button on category row.
  2. Confirm confirmation dialog.
  3. Safety Note: Categories with historic expense entries cannot be deleted; mark inactive instead.

17. Expenses & Petty Cash — Step-by-Step Operating Guide

Expenses > Add Expense
Form Purpose & Data Impact

Logs store operating costs and petty cash disbursements (Rent, Electricity, Tea, Travel, Machine Maintenance) to compute accurate Net Profit on the store dashboard.

Field Label Status Example Value How to Fill & Description
Expense Category 🔴 Required Tea & Refreshments Category classification (e.g. Shop Rent, Refreshments, Stationery).
Amount Spent 🔴 Required ₹350.00 Total money paid out from cash register or bank account (₹).
Expense Date 🔴 Required 20/09/2026 Date expense was incurred. Defaults to today.
Payment Method ⚪ Optional Cash Drawer Cash, UPI, Bank Transfer, or Company Card.
Notes / Remarks ⚪ Optional Evening snacks and tea for workshop tailors Receipt number, vendor description, or reason for expense.
How to Add an Expense
  1. Go to Expenses > Add Expense.
  2. Select Expense Category and verify Expense Date.
  3. Enter Amount (Required) and Payment Method.
  4. Add descriptive notes (e.g. Evening staff tea).
  5. Click Save Expense. Net profit updates on Dashboard!
How to Edit an Expense Entry
  1. Open Expenses list page.
  2. Click Edit on the expense row.
  3. Change category, amount, or payment method.
  4. Click Update Expense. Financial summaries re-calculate.
How to Delete an Expense Entry
  1. Click Delete on the expense row.
  2. Confirm delete popup prompt.
  3. The expense is removed and store net profit increases accordingly.

18. Garment Types Form — Step-by-Step Operating Guide

Tailoring > Garment Types
Form Purpose & Data Impact

Configures custom garment templates (Designer Blouse, Kurta Pajama, 3-Piece Suit, Sherwani) and defines exact measurement field labels (Length, Chest, Waist, Hip, Shoulder, Neck) that dynamically populate customer measurement forms.

Field Label Status Example Value How to Fill & Description
Gender 🔴 Required Ladies Classifies garment under Ladies or Gents tailoring category.
Garment Name 🔴 Required Princess Cut Blouse Template title (e.g., Designer Blouse, Salwar Suit, Sherwani).
Measurement Field Name 🔴 Required Full Length, Chest, Waist, Sleeve Dimension label (e.g., Full Length, Bust/Chest, Waist, Hip, Shoulder).
Field Input Type 🔴 Required Number (inches) Number (for tape sizes in inches/cm) or Text (for style notes).
Field Required Flag ⚪ Optional Yes (Mandatory) Sets whether counter staff must enter this dimension.
Status ⚪ Optional Active Active (1) or Inactive (0) template toggle.
How to Add a Garment Type
  1. Open Tailoring > Garment Types.
  2. Click Add Garment Type.
  3. Select Gender (Ladies/Gents) and enter Garment Name.
  4. Click Add Field to add measurement dimensions (Length, Chest, Waist, etc.).
  5. Click Save. The measurement sheet will auto-generate these input fields!
How to Edit Garment Fields
  1. Click Edit on the garment type row.
  2. Add new measurement fields, re-order positions, or adjust required tags.
  3. Click Update Garment Type.
How to Delete a Garment Type
  1. Click Delete button on garment row.
  2. Confirm delete confirmation dialog.
  3. Safety Note: Cannot delete garment templates linked to active customer measurement records.

19. Customer Measurements — Step-by-Step Operating Guide

Tailoring > Measurements
Form Purpose & Data Impact

Saves exact customer body dimensions per Garment Type. Supplies master cutters with millimeter-accurate fitting dimensions and produces printable Measurement Voucher PDFs.

Field Label Status Example Value How to Fill & Description
Customer 🔴 Required Pooja Sharma Customer whose body measurements are being taken.
Garment Type 🔴 Required Princess Cut Blouse Select garment template (e.g. Designer Blouse). Fields load dynamically.
Body Measurement Values 🔴 Required Bust: 36, Waist: 30, Length: 14.5, Sleeve: 11 Numeric values in inches/cm (Length, Chest, Waist, Hip, Shoulder, etc.).
Styling Remarks ⚪ Optional Boat neck front, deep square back 10 inches, padded cups Fitting preferences (Deep neck, Princess cut, Padded cups, Loose fit).
How to Record Measurements
  1. Open Tailoring > Measurements > Add Measurement.
  2. Select Customer and Garment Type.
  3. Fill in numeric size values into the dynamically loaded dimension inputs.
  4. Add neck styling or padding notes under Remarks.
  5. Click Save Measurement. Print the PDF voucher for master tailor!
How to Edit Customer Size Values
  1. Find measurement in Measurements list.
  2. Click the Edit button.
  3. Update chest, waist, or sleeve numeric values.
  4. Click Update Measurement and re-print the updated size PDF.
How to Delete Measurement Record
  1. Click red Delete button on row.
  2. Confirm deletion popup.
  3. The measurement record is removed from the customer's profile.

20. Karigars (Tailors) — Step-by-Step Operating Guide

Tailoring > Karigars
Form Purpose & Data Impact

Registers workshop masters, cutters, and sub-contract tailors. Enables assigning job work orders, tracking work delivery progress, and managing piece-rate stitching labor payouts.

Field Label Status Example Value How to Fill & Description
Karigar / Tailor Name 🔴 Required Master Rafiq Khan Full name of master tailor, cutter, or embroidery craftsman.
Phone Number ⚪ Optional +91 98111 22334 Mobile number for SMS/WhatsApp job work assignment alerts.
Address ⚪ Optional Workshop #3, Tailor Lane, Market Workshop location or home address of tailor.
Notes / Specialization ⚪ Optional Master Blouse Specialist (Rate: ₹400/pc) Craft expertise (e.g. Master Coat Maker, Hand Zari Worker) & default rates.
Status ⚪ Optional Active Active (1) or Inactive (0) tailor employment status.
How to Add a Karigar (Tailor)
  1. Open Tailoring > Karigars.
  2. Click Add Karigar.
  3. Enter Karigar Name (Required).
  4. Enter Phone Number, Address, and Craft Specialization notes.
  5. Click Save Karigar. Ready for job work assignment!
How to Edit Karigar Details
  1. Click Edit on the tailor's row.
  2. Update phone number, address, or rate notes.
  3. Click Update Karigar.
How to Delete / Deactivate Karigar
  1. Click red Delete icon on tailor row.
  2. Confirm delete prompt.
  3. Safety Note: If the Karigar has old job work history, toggle Status: Inactive instead to preserve labor payment records.

21. Customer Materials Deposit — Step-by-Step Operating Guide

Tailoring > Customer Materials
Form Purpose & Data Impact

Logs customer-supplied unstitched fabric, silk, brocade, or lace. Maintains a continuous audit log of Received, Used, and Remaining balance, generating official deposit receipt PDFs for clients.

Field Label Status Example Value How to Fill & Description
Customer 🔴 Required Pooja Sharma Customer who handed over the fabric at the counter.
Receipt Date 🔴 Required 20/09/2026 Date cloth was received. Defaults to today.
Receipt Voucher No ⚪ Optional MAT-00014 Voucher reference (auto-generated sequentially if left blank).
Material Name 🔴 Required Pure Banarasi Katan Silk Fabric description (e.g., Pure Kanjivaram Silk, Linen 3.5 Mtr).
Quantity Received 🔴 Required 3.50 Meters Exact measured length of deposited cloth.
Unit 🔴 Required Meter Measurement unit (e.g. Meter, Yard, Piece).
Remarks / Color Notes ⚪ Optional Royal Navy Blue with Gold Zari Border Color shade, border design, or storage rack bin number.
How to Record Cloth Deposit
  1. Open Tailoring > Customer Materials > Add Customer Material.
  2. Select Customer and verify Receipt Date.
  3. Enter Material Name, Quantity Received, and Unit.
  4. Add color notes and storage remarks.
  5. Click Save Receipt. Print Deposit Receipt PDF for the customer!
How to Edit Deposited Fabric Entry
  1. Find receipt in Customer Materials list.
  2. Click the Edit button.
  3. Update quantity received or fabric description notes.
  4. Click Update Receipt. The remaining cloth balance updates immediately.
How to Delete Cloth Receipt
  1. Click red Delete icon on the receipt row.
  2. Confirm deletion popup.
  3. Safety Note: Cannot delete receipts if any cloth from them has already been consumed in a saved Sale invoice.

22. Tailoring Job Work Orders — Step-by-Step Operating Guide

Tailoring > Job Works
Form Purpose & Data Impact

Manufacturing work order issued to workshop tailors. Manages complete status lifecycle: Issued ➔ In Progress ➔ Received ➔ Delivered ➔ Cancelled, tracks delivery deadlines, attaches design photos, and computes Karigar labor wages payable.

Field Label Status Example Value How to Fill & Description
Karigar (Tailor) 🔴 Required Master Rafiq Khan Assigned workshop tailor or master craftsman.
Customer ⚪ Optional Pooja Sharma Client for whom the bespoke garment is crafted.
Issue Date 🔴 Required 20/09/2026 Date work order was assigned to the tailor.
Target Receive Date ⚪ Optional 25/09/2026 Target date for tailor to return stitched garment for fitting.
Order Status 🔴 Required Issued (or In Progress / Received) Issued, In Progress, Received, Delivered, or Cancelled.
Master Remarks ⚪ Optional Use gold thread piping on neck; keep 2-inch inner margin for alteration. Specific cutting directions, thread colors, or piping style notes.
Garment Style Item 🔴 Required Princess Cut Blouse Garment style being stitched (e.g. Designer Blouse).
Quantity to Stitch 🔴 Required 1 Piece Number of garments being stitched.
Karigar Unit Rate 🔴 Required ₹400.00 Piece-rate labor fee paid to Karigar per piece (₹).
Design Photos / Sketches ⚪ Optional back_neck_design.jpg Reference design photos, collar sketches, or embroidery images.
How to Issue Job Work to Tailor
  1. Open Tailoring > Job Works > New Job Work.
  2. Select Karigar, Customer, Issue Date, and Target Receive Date.
  3. Set Status to Issued.
  4. Select Garment Style, Quantity, and Karigar Unit Rate (₹). Upload design sketches.
  5. Click Save Job Work Order. Print Karigar Job Voucher PDF!
How to Update Production Status
  1. When tailor returns garment, open Job Works list.
  2. Click Edit on order row.
  3. Change Status to Received (or Delivered upon customer trial).
  4. Update stitching rates or notes & click Update Job Work.
How to Delete / Cancel Job Work
  1. Click red Delete button (or set Status to Cancelled).
  2. Confirm confirmation dialog.
  3. Karigar labor dues balance reverts automatically.

23. Company Settings Form — Step-by-Step Operating Guide

Store Settings > Company Settings
Form Purpose & Data Impact

Configures boutique brand identity, official address, GSTIN tax ID, contact numbers, bank details for customer payments, digital signature, and terms & conditions printed on all invoices and receipts.

Field Label Status Example Value How to Fill & Description
Boutique / Brand Name 🔴 Required Elegance Couture Boutique Official business name printed prominently in invoice headers.
Official Email 🔴 Required contact@elegancecouture.com Contact email address shown on customer documents.
Official Phone ⚪ Optional +91 98981 48261 Store phone / WhatsApp customer service helpline number.
Store Address ⚪ Optional Shop 12, Fashion Boulevard, Mumbai Store physical address rendered on printed bills.
GSTIN / Tax ID ⚪ Optional 27AAAAA0000A1Z5 GST number or government business tax identification number.
Terms & Conditions ⚪ Optional 1. Alterations within 15 days. 2. Non-refundable. Legal terms printed on bills (e.g. No refund, goods kept at owner's risk).
Bank Name & Account ⚪ Optional HDFC Bank — A/C: 50200012345678 Bank name and account number for NEFT/IMPS customer transfers.
Bank IFSC & Branch ⚪ Optional HDFC0001234 (Bandra West Branch) Bank IFSC routing code and branch city.
Boutique Logo ⚪ Optional brand_logo.png High-resolution brand logo printed at the top of all PDF invoices.
Authorized Signature ⚪ Optional owner_signature.png Manager/Owner digital signature stamp on receipts.
How to Configure & Update Company Settings
  1. Open Company Settings from the left sidebar navigation.
  2. Enter Company Name and Official Email (Required).
  3. Fill in official Phone number, GSTIN, and Physical Store Address.
  4. Add Bank Name, IFSC, Account Number, and Branch for customer wire transfers.
  5. Upload high-resolution boutique Logo image and optional signature file.
  6. Enter Invoice Terms & Conditions (e.g. "Alterations must be claimed within 15 days").
  7. Click Save Company Settings. All future PDF invoices immediately reflect updated details!

24. User Profile & Preferences — Step-by-Step Operating Guide

Profile > My Profile
Form Purpose & Data Impact

Manages logged-in staff credentials, password security updates, custom dashboard date filters, voice assistant language preferences, and personal brand color themes.

Field Label Status Example Value How to Fill & Description
Staff Name 🔴 Required Rohit Mehra (Store Manager) User full name displayed in header and logged on receipts.
Login Email 🔴 Required manager@elegancecouture.com Email address used for logging into the software.
New Password ⚪ Optional •••••••• (Leave blank to retain current) Leave blank to retain existing password; fill to update.
Dashboard Date Range ⚪ Optional 01/09/2026 to 30/09/2026 Custom default date window for revenue and order metrics.
Voice Assistant Language ⚪ Optional English (India) [en-IN] Language and accent model used for voice recognition.
Theme Colors ⚪ Optional #4f46e5 (Indigo Theme) Personalized primary and secondary UI accent colors.
Profile Avatar Photo ⚪ Optional manager_photo.jpg Personal staff profile picture shown in the top header.
How to Update Profile & Change Password
  1. Click user name in top-right corner of the application ➔ Click My Profile.
  2. Update Name or Login Email address.
  3. To update security password: type new password in New Password and confirm in Confirm Password (Leave blank to keep existing password).
  4. Select your preferred voice recognition accent under Voice Assistant Language.
  5. Upload profile avatar photo and click Save Profile. Success alert confirms update!

25. Security Audit Logs — Fraud Prevention & Activity Tracking

Administration > Security Audit Logs
Audit Trail & Fraud Prevention Overview

The system automatically records every critical action (Bill creations, Price modifications, Deleted payments, Voided orders) with staff username, IP address, and exact before-and-after timestamps to protect business owners from internal fraud.

Log Field Example Record Security & Business Value
User / Staff Name rohit.manager Pinpoints exact accountability for modified bills or deleted records.
Action Type Updated / Deleted / Created Enables filtering by critical actions (e.g. searching all deleted payments).
Model / Record ID Sale Bill #1048 Instantly connects audit logs to the specific customer or transaction bill.
IP Address & User Agent 192.168.1.45 (Chrome / Windows 11) Detects unauthorized remote logins outside store hours or strange devices.
Timestamp 20/09/2026 14:32:10 Supplies irrefutable evidence during cash register discrepancy investigations.
How to Inspect & Review Audit Logs
  1. Open Security Audit Logs from the administration menu.
  2. Filter records by staff user name or action type (e.g., Deleted).
  3. Examine the old vs new value diffs to see exact changes made to prices, discounts, or dates.
  4. Use these logs during weekly cash register tallying to investigate any discrepancies.