Core concepts

BizOS is a handful of building blocks that link together. Understand these and the whole app makes sense: what a document is, when it counts, where the money sits, and who sees what.

The spine: customers

Almost everything in BizOS points back to a customer. That is why the Customers list shows money (what they owe, any advance held) and their last activity, not just a phone book.

Phone numbers are stored in one standard form (+91XXXXXXXXXX for India), so the same person cannot exist twice as 98765 43210 and +919876543210.

Documents and how they flow

A line is either a catalogue item (which moves stock and is priced at the customer’s level) or free text (which never touches stock). Each line has a quantity, a rate, an optional discount in ₹ or % and a GST rate. An item can also be measured: sizes work out the quantity (square feet, running feet) or are simply printed (a tailor’s sizes). See Measurements.

Draft, issued, and when you can still change a bill

A draft is a workspace: it takes its number from the series when first saved, but moves no stock and is not yet owed. Issuing commits it: BizOS moves stock, queues it for Tally if connected, and starts the payment clock.

After issue, an invoice can still be edited in full while nothing has been paid on it. Once a payment is recorded, only notes, dates and custom fields change. An invoice your CA already has in Tally is locked; correct it with a credit note. See Invoices.

Numbers come from series

Every numbered document (invoice, quotation, sales order, credit note, receipt, challan and more) takes its number from a series: prefix, counter, digits and suffix, optionally with the financial year in it and a yearly or monthly restart. Numbers are taken on the server, never on the phone, and are unique within a financial year. Each branch can have its own series. See Document numbering.

Money

• Payments are recorded, never edited. A manual payment (cash, UPI, bank, cheque) entered by mistake is reversed and recorded again. A payment through Razorpay is refunded in Razorpay, not deleted, and one already in Tally is locked.
• Every payment gets a receipt numbered RCPT-0001 onwards. A receipt acknowledges money only: no items, no tax.
• An advance is money held for a customer, not for a document. It has a receipt the day it arrives and is applied to one or more bills later. Held money is shown beside what is owed, never netted against it. See Receipts & advances.
• Expenses are your own notes about money out, so they can be edited.
• The cash drawer is, per person, the cash payments they recorded minus the cash they handed over.

GST follows your registration

There is one GST question per business: are you GST-registered? It is set under Settings → Business → Profile & GST. A registered business charges GST on every document; an unregistered one on none. An issued invoice keeps the GST it was issued with, even if the registration changes later. CGST + SGST or IGST is worked out from the seller’s and customer’s GSTINs. See GST billing.

Stock

Every change in stock is a movement in the item’s ledger: an opening quantity, a stock-in, a sale, a return, an adjustment, a transfer. The quantity is the sum of its movements, and with several godowns or branches each holds its own. When BizOS is connected to Tally and a godown goes live, BizOS owns that godown’s quantity and sends Tally what moved. See Items & stock and Tally stock & godowns.

Stage meanings: why names are free

You name stages in your own words: Site visit, Awaiting material, Ready to bill. Behind each name is a fixed meaning the system uses:

Pipelines: leads and journeys

• Lead pipelines are your pre-sale boards. You can have several, each with its own stages; a lead is on exactly one. See Leads.
• Customer journeys are post-sale boards whose cards are existing customers, moved forward by what they buy. See Journeys.

Branches and the head office

Every business has a head office, which is the business itself. With the Branches add-on, a business can open more branches inside it: each prints its own address and brand, numbers from its own series, keeps its own stock and can trade under its own GSTIN. A record stays at the branch it was made at. A separate firm is not a branch; it is a second business under the same login. See Branches and Multi-business.

People and roles

Your business is a tenant: every record belongs to it and every query is limited to it, so one business never sees another’s data.

Each member holds one of six fixed roles: Owner, Admin, Manager, Accountant, Office staff or Field technician. Roles are the same in every business and are not edited by the business. A Field technician’s data scope is assigned: they see only the jobs and deliveries given to them, and they use a cheaper field seat. Owners and Admins can also limit a member to certain branches. If you need a role that does not fit, BizOS support can make an extra role for your business. See Team & roles.

Automation

A workflow is one sentence: when something happens (a payment lands, an invoice goes overdue, a lead sits idle, a contract nears expiry), check optional conditions, then do something (send a WhatsApp template, create a follow-up, move or tag a record, notify a teammate, wait, or call a webhook).

India defaults you don’t have to configure