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Welcome to myBooks - Your Complete Business Management Solution

Welcome to myBooksAI – the modern, efficient, and productive business management application designed to streamline your accounting, inventory, and business operations. This guide will help you get started and make the most of myBooks' powerful features.

🚀 Getting Started​

Creating Your Account​

  • Visit the myBooks application at your organization's URL
  • Click on Sign Up to create a new account
  • Alternatively, use Social Login options for quick access:
    • Google Sign-In
    • Other social authentication methods
  • Complete the activation process by verifying your email
  • Set up your secure password (minimum 3 characters required)

Setting Up Your Business​

Once you're logged in, configure your business profile:

  • Navigate to Settings → Business Details
  • Enter essential information:
    • Business Name and Legal Name
    • Business Address and Contact Information
    • Tax Registration Number (GST/Sales Tax ID)
    • Ownership Type
    • Bank Details for invoicing
  • Configure business preferences:
    • Accounting Type: Choose your accounting method
    • Fiscal Year: Set your financial year period
    • Date Format: Select your preferred date display format
    • Currency: Set your base currency

🎯 Core Features​

1. Dashboard​

Your command center for business insights:

  • Real-time business performance metrics
  • Quick access to recent transactions
  • Outstanding receivables and payables overview
  • Sales and purchase trends
  • Customizable widgets for personalized views

2. Sales Management​

Comprehensive tools to manage your sales cycle:

Estimates & Quotations​

  • Create professional estimates for potential customers
  • Convert estimates to invoices seamlessly
  • Track estimate status and follow-ups
  • Customizable templates

Proforma Invoices​

  • Generate proforma invoices for advance payments
  • Convert to regular invoices when ready
  • Maintain complete transaction history

Sales Orders​

  • Manage customer orders efficiently
  • Track order fulfillment status
  • Convert orders to invoices or delivery notes
  • Monitor pending deliveries

Invoices​

  • Create professional, GST-compliant invoices
  • Support for tax-inclusive and tax-exclusive pricing
  • Multi-currency support
  • Attach files and documents
  • Send invoices via email or WhatsApp
  • Track payment status

Delivery Notes​

  • Generate delivery challans
  • Track goods delivered to customers
  • Link deliveries to invoices
  • Maintain delivery history

Sales Returns​

  • Process customer returns efficiently
  • Issue credit notes automatically
  • Adjust inventory automatically
  • Track return reasons

3. Purchase Management​

Streamline your procurement process:

Purchase Orders​

  • Create and manage purchase orders
  • Track order status from vendors
  • Convert POs to bills upon receipt
  • Monitor pending purchases

Purchase Bills​

  • Record vendor bills accurately
  • Support for expense categorization
  • Attach supporting documents
  • Track due dates and payments

Purchase Returns​

  • Process vendor returns
  • Issue debit notes
  • Automatic inventory adjustments
  • Maintain return history

Vendor Payments​

  • Record payments to vendors
  • Support multiple payment modes
  • Track payment history
  • Generate payment receipts

4. Expense Management​

Keep track of business expenses:

  • Record direct expenses by category
  • Support for employee expense tracking
  • Vendor-wise expense analysis
  • Attach receipts and bills
  • Multiple payment modes support
  • Export expense reports

5. Inventory Management​

Note: Enable inventory features in Settings → Business Settings

  • Item Master Management:

    • Create and manage product/service items
    • Organize items by groups and categories
    • Set up Unit of Measurement (UOM)
    • Configure HSN/SAC codes for tax compliance
    • Track opening stock and current stock levels

  • Stock Transactions:

    • Real-time stock updates with every sale/purchase
    • Manual stock adjustments with reasons
    • Stock transfer between locations
    • Low stock alerts

  • Stock Reports:

    • Stock Balance Report
    • Stock Transaction History
    • Item-wise stock analysis
    • Valuation reports

6. Contact Management​

Maintain comprehensive contact database:

Customers​

  • Store customer details and contact information
  • Track outstanding balances
  • View complete transaction history
  • Organize by customer groups
  • Assign customer categories
  • Set payment terms and credit limits

Vendors/Suppliers​

  • Maintain vendor database
  • Track payables and payment history
  • Store vendor-specific pricing
  • Monitor purchase patterns
  • Vendor performance tracking

Contact Groups & Categories​

  • Organize contacts efficiently
  • Create custom groups for marketing
  • Category-based reporting
  • Bulk operations on grouped contacts

7. Financial Accounting​

Complete accounting functionality:

Chart of Accounts​

  • Pre-configured account structure
  • Customize accounts as per business needs
  • Support for multiple account types
  • Hierarchical account organization

Journal Entries​

  • Record manual journal entries
  • Support for recurring entries
  • Attach supporting documents
  • Audit trail maintenance

Payments & Receipts​

  • Record customer payments (receipts)
  • Track vendor payments
  • Multiple payment modes
  • Bank reconciliation support
  • Payment reminders for overdue invoices

📊 Reports & Analytics​

Financial Reports​

Access comprehensive financial statements:

  • Profit & Loss Statement:
    • Standard P&L for any period
    • 12-Month comparative P&L
    • P&L by Item
    • P&L by Customer
  • Balance Sheet: Complete financial position analysis
  • Cash Flow Statement: Track cash movements
  • Trial Balance: Verify accounting accuracy

Management Reports​

Make informed business decisions:

  • Customer Reports:
    • Customer Balance Summary
    • Customer Aging (Summary & Details)
    • Customer Statement
  • Vendor Reports:
    • Vendor Balance Summary
    • Vendor Aging (Summary & Details)
    • Vendor Statement
  • Bank Statement: Complete banking transaction history

Sales Reports​

Analyze sales performance:

  • Sales by Customer
  • Sales by Item
  • Sales by Salesperson
  • Invoice Report
  • Sales Order Report
  • Estimate Report
  • Delivery Report
  • Payments Received Report
  • Proforma Invoice Report

Purchase Reports​

Track procurement efficiency:

  • Purchase by Vendor
  • Purchase by Item
  • Purchase Bill Report
  • Purchase Order Report
  • Expense Reports
  • Vendor Payments Report

Stock Reports​

Available when Inventory is enabled:

  • Stock Balance Report
  • Stock Transaction Report
  • Item-wise movement analysis

Tax Reports​

For India (GST Compliance)​

  • GSTR-1: Outward supplies report
  • GSTR-2: Inward supplies report
  • GSTR-3B: Monthly return summary
  • HSN/SAC Summary

For Other Countries​

  • Tax Summary Report
  • Tax collected and paid analysis

⚙️ Settings & Configuration​

General Preferences​

Navigate to Settings to configure:

  • Auto Numbering: Configure automatic numbering for all transaction types
  • Payment Terms: Set up standard payment terms (Net 30, Net 45, etc.)
  • Payment Modes: Define payment methods (Cash, Bank Transfer, Card, etc.)
  • Reasons: Maintain reasons for returns, adjustments, etc.
  • Adjustment Reasons: Specific reasons for inventory adjustments
  • Tags: Organize transactions with custom tags

Business Configuration​

  • Tax Features: Enable/disable tax calculations globally
  • Inventory Features: Enable/disable inventory management
  • Recurring Transactions: Set up frequently repeated transactions
  • Data Upload: Bulk import data from Excel/CSV

Advanced Settings​

  • Sales Persons: Maintain sales team database
  • Contact Groups: Organize customers and vendors
  • Item Groups: Categorize products/services
  • Item Categories: Further classification for items
  • Contact Categories: Additional customer/vendor classification
  • UOM (Unit of Measurement): Define custom units
  • Port Codes: For export/import businesses (India-specific)
  • Export Goods Fields: Configure export-related fields
  • Integrations: Connect third-party applications
  • API Keys: Manage external integrations
  • Auto-matching Rules: Automate transaction matching
  • User Roles: Configure user permissions and access levels
  • Overdue Reminders: Set up automatic payment reminders

🔄 Workflow Tips​

Efficient Transaction Processing​

  1. Sales Workflow:

    • Create Estimate → Convert to Sales Order → Generate Invoice → Record Payment
    • Or directly create Invoice for immediate sales
    • Issue Delivery Note if physical goods delivery
    • Process Returns with Credit Notes when needed

  2. Purchase Workflow:

    • Create Purchase Order → Receive and Record Bill → Make Payment
    • Or directly record Purchase Bill for immediate purchases
    • Process Purchase Returns with Debit Notes

  3. Payment Collection:

    • Monitor overdue invoices from dashboard
    • Send payment reminders via email/WhatsApp
    • Record payments against invoices
    • Reconcile with bank statements

Bulk Operations​

Save time with bulk actions:

  • Import multiple contacts from Excel
  • Bulk data upload for transactions
  • Export reports to Excel/PDF
  • Bulk email invoices to customers

Document Management​

  • Attach files to any transaction
  • Store supporting documents for audit
  • Access attached files anytime
  • Share documents via email/WhatsApp

🔐 Security & User Management​

User Roles & Permissions​

Control access with role-based permissions:

  • Define custom user roles
  • Assign specific module access
  • Control create/edit/delete permissions
  • View-only access for reports
  • Audit trail for all activities

Data Security​

  • Secure cloud-based storage
  • Regular automated backups
  • Data encryption in transit and at rest
  • Secure authentication mechanisms
  • Session management and timeout

📱 Integrations​

WhatsApp Integration​

  • Send invoices directly via WhatsApp
  • Share payment reminders
  • Quick customer communication

Third-Party Applications​

Access Settings → Integrations to connect:

  • Accounting software
  • E-commerce platforms
  • Payment gateways
  • Banking integrations
  • Custom API integrations via API Keys

📚 Additional Resources​

Help & Support​

Learning Resources​

  • Video tutorials (coming soon)
  • Webinar recordings
  • Best practices guides
  • Industry-specific configurations

🎓 Best Practices​

For Optimal Performance​

  • Regular Data Entry: Enter transactions daily to maintain accurate records
  • Reconcile Regularly: Reconcile bank accounts monthly
  • Backup Important Data: Export critical reports periodically
  • Review Reports: Analyze financial reports monthly
  • Update Contact Information: Keep customer/vendor details current
  • Monitor Aging: Track receivables and payables actively
  • Tax Compliance: Generate tax reports before filing deadlines
  • User Training: Ensure all users understand their modules

Accounting Best Practices​

  • Follow consistent accounting periods
  • Categorize expenses properly
  • Maintain supporting documentation
  • Review trial balance regularly
  • Close periods at month-end
  • Keep chart of accounts organized

Inventory Best Practices​

  • Conduct regular stock audits
  • Set reorder levels for items
  • Record adjustments with proper reasons
  • Track slow-moving items
  • Maintain accurate opening stock
  • Use proper item categorization

🆘 Troubleshooting​

Common Issues​

Can't see inventory fields?

  • Enable inventory features in Settings → Business Settings

Tax not calculating?

  • Enable tax features in Settings → Business Settings
  • Verify tax rates are configured properly

Transaction not saving?

  • Check all required fields are filled
  • Verify date formats are correct
  • Ensure you have proper permissions

Reports showing incorrect data?

  • Verify date range selection
  • Check filter criteria
  • Ensure all transactions are saved

Need to import data?

  • Use Settings → Data Upload
  • Download sample Excel template
  • Follow the format strictly

🚀 What's Next?​

Getting Started Checklist​

  • Complete business profile setup
  • Enable tax and inventory features (if needed)
  • Configure auto-numbering preferences
  • Set up payment terms and modes
  • Import/create customer and vendor contacts
  • Import/create item master
  • Enter opening balances
  • Create your first invoice
  • Explore report options
  • Set up user roles and permissions
  • Configure integrations (if required)

Pro Tips​

  • Use keyboard shortcuts for faster navigation
  • Bookmark frequently used reports
  • Set up recurring transactions for regular bills
  • Use tags for better transaction organization
  • Schedule regular report reviews
  • Keep software updated for latest features

📧 Stay Connected​

📝 Document Version​

  • Version: 1.0
  • Last Updated: November 2025
  • Applicable to: myBooksAI (Current Version)

Thank you for choosing myBooks! We're committed to making your business management fast, efficient, and productive. If you need any assistance, our support team is always here to help.

This guide is subject to updates as new features are added. Please refer to the online help portal for the most current information.