Learn the whole system — no experience needed.

1 · Start here — the big picture

Read this once. It makes everything else make sense.

RushFlow is one connected system that runs your whole business: selling, stock, buying, customers, staff and accounting. The magic is that everything talks to itself. When a cashier makes a sale, the stock drops, the customer's record updates, and the accounts record the income and profit — automatically. You never type the same thing twice, and the numbers always agree.

How to log in

1. Open the web address your business was set up with (your administrator sends this when your account is created), or open the Rush app on your phone. If you don't have it yet, ask your owner or check your welcome email.
2. Enter the email and password your owner or manager gave you.
3. You land on your Dashboard — a summary screen. What you can see depends on your role (next section).

How the screen is organised

The menu on the left is grouped: Operations (selling, stock, buying), People · HR · CRM (customers and staff), Finance & Reports (accounting and reports), and Settings. If a menu isn't there, your role doesn't include it — that's normal and safe.

2 · Find your role

Jump straight to what your job needs. You can read the others too.

3 · How to sell — the point of sale

The most-used screen in the business. This is the full flow.

Make a normal sale

1. Open POS (or tap New sale in the app). Choose your outlet if asked.
2. Add products: scan the barcode, or tap a product, or type its name in search. Each tap adds one; change the quantity with + / − or by typing.
3. Pick the customer at the top. Leave it as Walk-in for a cash-and-carry sale, or search a registered customer to record the sale on their account.
4. Apply any discount (on a line or the whole cart) and check the tax is right. The total updates live.
5. Press Pay / Charge. Choose how they paid — cash, card, bKash/Nagad/Rocket, or bank. You can split across more than one method.
6. Enter the amount taken; the screen shows the change to give. Confirm.
7. The receipt prints (or shows a QR to share). Done — stock, customer and accounts all updated by themselves.

Take a partial payment (customer owes the rest)

If a customer pays only part now, enter the amount they paid at the Pay step. The remainder becomes their due — you'll see it on their customer record and in the Receivables report until they pay it off.

Refund or return

1. Open Sales Returns (or on POS, find the original sale and choose Return).
2. Scan or select the items coming back and the quantity.
3. Choose to refund cash now or leave it as store credit on the customer's account.
4. Save. The stock comes back in, and the accounts reverse the income and cost for exactly those items.

End of shift — cash up

1. Open the day's sales summary for your outlet.
2. Count the cash drawer and compare it to expected cash.
3. Record any difference and hand over. Managers can see this in the branch cash report.

4 · Purchases & stock

Keep shelves full and know what everything is worth.

Add a product

1. Go to Products → Add product.
2. Enter the name, selling price and cost price, pick a category and unit, and add a barcode (or let the system generate one).
3. Set the reorder level so you get a low-stock alert before you run out.
4. Save. Add opening stock through a purchase or a stock adjustment (below).

Receive new stock (a purchase)

1. Go to Purchases → Add purchase. Pick the supplier and the warehouse/outlet receiving the goods.
2. Add each product with the quantity received and the cost you paid.
3. Enter any tax, then record what you paid now (the rest becomes money you owe the supplier — your payable).
4. Save. Stock goes up, and the accounts record inventory and the supplier bill automatically.

Move stock between branches

Use Stock Transfers. Choose the from and to locations and the items. The stock leaves one branch, sits "in transit," and arrives at the other — carrying its cost so valuations stay correct.

Fix the count (adjustments & stocktake)

• Stock adjustment — quickly add or remove units with a reason (found extra, samples, etc.).
• Stocktake / count — count a whole location; the system shows differences and posts them for you.
• Damages — record broken/expired goods; they leave stock and become an expense.

5 · Customers & CRM

Turn one-time buyers into regulars.

• Add a customer under People — name, phone and (optionally) an opening balance if they already owe you.
• Customer 360 shows one screen with everything: their purchases, payments, dues, returns and messages — a full timeline.
• Dues & store credit — see who owes you and who has credit; take payments against dues from the customer screen.
• Pipeline & leads — track potential deals from "new" to "won."
• Segments & communications — group customers (e.g. "VIP," "inactive 60 days") and message them.

6 · Accounting made simple

You don't need to be an accountant. The system keeps the books; this explains what you're looking at.

The one idea to understand

Every transaction is recorded in two places at once so the books always balance (this is called double-entry). You never do this by hand — a sale, purchase, payment or salary each writes its own balanced record. The proof it worked: the Trial Balance always totals to zero difference.

The reports you'll actually use

• Profit & Loss (P&L) — did you make money? Revenue minus cost of goods minus expenses. Filter by date and branch.
• Balance Sheet — what you own (assets) vs what you owe (liabilities) and your equity, on any date.
• Cash Flow — where cash actually came from and went.
• Trial Balance — the accountant's check that everything balances (difference should be 0).
• Receivables (AR) aging — who owes you and how overdue.
• Payables (AP) aging — who you owe.
• Tax / VAT summary — tax you collected vs tax you paid, for your return.

Changing a finished transaction: Cancel & Amend

Confirmed documents are locked so history can't be quietly rewritten (the professional way, like ERPNext/Odoo). To correct one:

1. Open the sale/purchase/journal and choose Cancel & Reverse. This safely undoes its stock, payments and accounting — leaving a clear cancelled record.
2. Choose Amend (or "Duplicate to new"). It creates a fresh draft copy you edit and complete correctly.

Everyday finance tasks

• Record an expense — Accounting/Expenses → pick a category (rent, utilities…) and pay from cash or bank. It hits your P&L automatically.
• Receive a customer payment — from the customer or the sale; choose the account it lands in.
• Pay a supplier — from the purchase or supplier screen.
• Move money — transfer between cash and bank accounts; totals are conserved.
• Bank reconciliation — tick off what cleared the bank so your book balance matches the statement.
• Chart of Accounts & manual journals — for accountants who want to add accounts or post adjustments (draft → post).

Closing a month or year

• Period lock — stop changes to a finished month so reports don't shift.
• Year-end close — rolls the year's profit into retained earnings and starts the new year clean. One click, reversible.

6b · Capital spend, assets & budgets

How to tell capital spending from running costs, keep a proper fixed-asset register, and set budgets — the way big ERPs (ERPNext, Odoo) do it, but without the jargon.

CAPEX vs OPEX — the difference

• CAPEX (capital expenditure) — money spent buying things you keep and use for years: a fridge, a delivery van, machinery, computers. You don't expense it all at once; it becomes a fixed asset and its cost is spread over its life as depreciation.
• OPEX (operating expenditure) — the day-to-day running costs: rent, salaries, utilities, repairs. These hit your Profit & Loss in full, in the month you incur them.

The CAPEX vs OPEX report

Open Accounting → CAPEX vs OPEX. It shows, for any date range:

• CAPEX — new assets you bought in the period.
• OPEX — operating costs, split into cash and non-cash (depreciation & write-offs).
• Other — non-operating items (interest, foreign-exchange loss, loss on selling an asset) shown separately, so they never inflate your operating costs.
• Cash out — the real money that left the business (CAPEX + cash OPEX).

Switch the Group by toggle between Business Unit and Branch, and tick Roll up sub-units to fold a division's sub-teams into it. The operating-expense total always ties to your Profit & Loss to the cent.

Maintaining fixed assets — the full lifecycle

1. Buy / record the asset. Inventory → Assets → New. Enter a unique tag, the net cost, and (if you reclaim it) any recoverable input VAT separately — the VAT is booked to Input VAT Recoverable, not added to the asset. Pick the branch and business unit it belongs to, and the account you paid from. This capitalizes it to Fixed Assets — no expense yet.
2. Set depreciation. Choose a method (straight-line or declining balance), useful life in months, and salvage value. Each month, run Assets → Run Depreciation (or let the scheduler do it) — it books the month's depreciation to every asset automatically.
3. Print & stick the tag. From the asset register, use Print tag to get a barcode label. Stick it on the physical item (e.g. a ceiling fan) so anyone can scan it to pull up that exact asset's history.
4. Log maintenance & repairs. Use the asset's Maintenance action to record every service/repair with its cost and date. The register then shows each asset's age, lifetime repair cost, and a red Retire? flag when an item is past its useful life or has cost you more than half its value in repairs — your signal to replace it.
5. Retire / dispose. When you scrap, donate or sell it, use Dispose. For a sale, enter the proceeds and pick the account the money lands in — the system removes the asset, its accumulated depreciation, and books any gain or loss automatically.

Budgets & targets

1. Go to Accounting → Budgets → New. Name it and set the start/end dates.
2. Add a line per account with a monthly/quarterly/yearly amount. Optionally target a branch and/or business unit, and mark each line CAPEX or OPEX.
3. Open Budget vs Actual any time to see budgeted vs real spend, the variance, and separate CAPEX and OPEX subtotals — scoped to exactly the branch/unit each line targets.

Business units & sub-units

• A business unit is an internal venture or division (e.g. "Catering", "Wholesale") — assign the branches that belong to it, and all their sales, expenses, assets and depreciation roll up to that unit's own P&L.
• Make a unit a sub-unit by choosing its parent in the unit form. Reports can then roll a parent up to include all its sub-units, or show each on its own.
• Shared costs (one rent bill for several units/branches) can be split automatically by a rule you set once.

Your monthly maintenance routine

• Record all expenses and asset purchases for the month.
• Run depreciation for the month.
• Review the CAPEX vs OPEX report and Budget vs Actual; act on any Retire? flags.
• Lock the period once you're happy, so the numbers can't shift.

7 · Reports & dashboards

Answers, not spreadsheets.

• Dashboard — today's sales, profit, cash and alerts the moment you log in.
• Reports Hub — search any report; most let you drill down from a total to the exact transactions behind it.
• Filter everything by date range and branch/unit, then export to Excel or PDF.
• AI Reports — ask in plain language and get an answer or summary.

8 · HR & payroll

From adding a person to paying them — and it posts to your accounts.

Add an employee

1. Go to HRM → Employees → Add. Enter name, contact, branch, designation and joining date; add a photo and documents.
2. Set their salary structure (basic + allowances) or a simple monthly amount.
3. Choose where their cost belongs (which outlet, warehouse or unit) so branch profit is accurate.

Attendance

• Staff clock in/out on the app, or through a connected fingerprint/biometric device that syncs automatically.
• Set shifts, breaks and rules; the system flags late and absent.
• Attendance history & analytics show trends and late/absent leaders.

Leave & holidays

Employees request leave; managers approve. Set weekly offs and public holidays once and payroll respects them, including unpaid-leave deductions.

Run payroll

1. Go to Payroll and generate payslips for the month — the system pulls attendance, leave, bonuses, advances and loan repayments.
2. Review each payslip: gross pay, deductions and net pay.
3. Approve, then Pay — cash goes out and the accounts book the salary expense automatically.

• Bonuses & advances — add one-off amounts; advances recover from future pay.
• Employee loans — issue a loan, then recover it in instalments through payroll; write off if needed.
• Employee payments — pay several staff at once; each routes to the right branch cost.

9 · Online store

Sell online with the same stock and accounts.

• Build your site with the drag-and-drop page builder and ready themes — no coding.
• Add collections, banners and coupons; set tax zones and shipping.
• Orders arrive in one place; a cashier claims and fulfils each — stock and accounts update like any sale.
• Cash-on-delivery is tracked until the rider remits the money.
• Already on WooCommerce or Shopify? Connect and sync products and orders.

Recording a manual online sale (phone / WhatsApp orders)

Took the order over the phone or on chat? Record it by hand — it works exactly like a website order.

1. Open Online Store → Orders and choose New order.
2. Pick the customer, or type a name and phone and one is created for you.
3. Add products and quantities. The price fills in from each product — override any line if you agreed a different price.
4. Enter the delivery charge and the payment method (Cash on delivery is the default).
5. Save. Tick Fulfil now to raise the sale and set stock aside from the branch you pick, or leave it pending to confirm later from the Orders screen.

When an item breaks on delivery (customer pays only for what arrived)

A customer ordered several items in one delivery and one broke on the way. You still delivered the rest and paid the rider, so the customer pays for the good items plus delivery — the broken item is your loss, not theirs.

1. Open the order — it must already be fulfilled, so a sale exists.
2. Choose Report breakage and tick the item(s) that broke, with the broken quantity.
3. Confirm. The system does the rest in one step.

• The broken item is taken off the customer's bill — they owe only the delivered items.
• Its cost is booked as your loss under Inventory Damage / Write-off, and the unit leaves stock (it does not go back on the shelf).
• The delivery charge stays on the bill — you still made the trip.
• On delivery, cash-on-delivery collects only the delivered items + delivery — never the broken item.

Renting out equipment (deposits & rental income)

Hiring out equipment now posts to your books like a proper accounting system: the rental fee becomes income in your Profit & Loss, and a security deposit is held as money you owe back — never counted as profit.

1. Check the item out: record the item, the customer, the rate (per day / week / month) and the expected return date. If you take a deposit, it's recorded as cash in and a refundable liability.
2. On return, check it in. The system recomputes the charge from the actual hire duration and books it as rental income.
3. Decide the deposit: Refund it (item came back fine), or Forfeit it (damaged / late) — a forfeited deposit becomes income to cover the loss.

• The hired item stays in your inventory the whole time — it's your asset going out and back — so there's no cost-of-goods entry, just the rental income.
• Deposits sit in Customer Deposits (a liability) until you refund or forfeit them, so your books always show what you're holding.

10 · The mobile apps

Two apps, each for a job. Both are on Android; the management app is also on iPhone.

Working offline (important)

Lost internet? Keep selling. The app saves your work safely on the device and sends it up the moment you reconnect. Each sale carries a hidden ID so it's never recorded twice.

1. Make sales/expenses as normal — you'll see a "Saved offline" note.
2. When internet returns, they sync automatically.
3. If the server ever rejects one, it goes to a "Failed to sync" screen where you can review the reason and tap Retry — nothing is silently lost.

11 · Settings & security (owners/managers)

Set it up once, correctly, and everything downstream is right.

Add users & set who can do what

1. Go to Settings → User Management → Add user. Enter name, email and a temporary password.
2. Pick a role — Owner, Manager, or a POS-only cashier (which lands them on the till and blocks the back office).
3. Assign their branch/outlet. Fine-tune individual permissions if needed.

Business setup checklist

• Branches — add each warehouse and outlet (storage vs selling).
• Currency & tax — set your currency and tax/VAT rates once.
• Payment methods — cash, cards, mobile money, bank.
• Receipts & branding — logo, header/footer, invoice numbering.
• Business units — for internal ventures or shared-cost splitting (optional).

Safety

• Automatic daily backups run for you; you can also download a full backup and restore it.
• Audit log records key changes and who made them.
• Your data is strictly isolated from every other business on the platform.

12 · Simple routines that keep you healthy

Do these and nothing slips.

13 · Common questions & quick fixes

14 · Plain-English glossary

Accounting words, translated.