1. Product Overview & Value Proposition

1.1  What RetailFlow Is

RetailFlow is a complete, all-in-one management system for retail businesses — the kind of shop, store, or trading business that buys stock from suppliers, sells it to customers, and needs to keep the books straight in between. It brings together five things that most small and mid-sized retailers otherwise juggle across notebooks, spreadsheets, and separate apps:

• Billing & Point of Sale — a fast checkout screen for ringing up sales, scanning barcodes, and printing GST-compliant invoices.
• Inventory management — real-time stock levels for every product, tracked down to the individual batch or lot it arrived in.
• Purchasing — placing, receiving, and paying for orders with your suppliers, with a running record of what you owe them.
• Accounting essentials — a cashbook, an expense tracker, and running ledgers of what customers owe you and what you owe suppliers.
• Reporting & analytics — dashboards and exportable reports covering sales, profit, inventory health, and cash flow.

RetailFlow runs as a single, secure web application. Each business that uses RetailFlow has its own private, isolated account — your data is never visible to any other business on the platform.

1.2  Who It's For

RetailFlow is built for three kinds of people, and the interface adapts to each:

• Business Owners — the person (or people) who run the shop and need the full picture: sales, profit, stock, staff, and the books, all in one place.
• Managers and staff — day-to-day operators who use RetailFlow to bill customers, receive deliveries, count stock, and manage day-to-day operations, within limits the owner sets.
• Cashiers — front-of-store staff who mostly live on the billing screen, looking up products and taking payments.

A fourth group — platform administrators — are RetailFlow's own operations team. They don't work inside your business's account; instead, they set up new business accounts and step in for a handful of things you can't do yourself, such as correcting your registered business details or raising your staff-account limit. This guide is written for your business, not for them, but it flags every point along the way where a task needs their help — see How Your Account Is Created and When You Need a Platform Administrator.

1.3  Problems It Solves

1.4  Key Concepts & Terminology

A handful of ideas recur throughout RetailFlow. Understanding them up front makes every module below easier to follow.

2. Getting Started & Onboarding

RetailFlow does not have a public "sign up" page. This section explains exactly how a new business account comes into existence, what a brand-new user sees the first time they log in, and the handful of things every business should configure before relying on RetailFlow day to day.

2.1  How Your Account Is Created

Businesses are provisioned onto RetailFlow by a platform administrator — there is no self-service registration form, by design. This keeps every account verified and correctly configured from day one (correct GST details, the right starter categories, and sensible default limits).

When your business is provisioned, the following are configured on your behalf:

• Your business name, contact details, and (for standard businesses) your GSTIN, legal name, and registered address.
• A UPI ID and payee name, if you plan to accept UPI payments and show a QR code at checkout.
• One Owner account — the highest level of access — using the email and name supplied during onboarding.
• A starting set of product categories to save you typing them in from scratch.
• A limit on how many staff accounts your business may create (five by default — see Permissions & Access Control).

2.2  First Login

2.3  First-Time Setup Checklist

Once you're in as the Owner, a few things are worth doing before the shop goes live on RetailFlow:

1. Change your password (Settings → Change Password) so you're not relying on the onboarding temporary password.
2. Review Business Details (Settings) to confirm your GSTIN, address, and UPI details look correct — these are read-only from your side; contact support if anything needs correcting.
3. Set up Categories for how you group your products (e.g. Groceries, Beverages, Snacks) — a few come pre-loaded, but you can add your own.
4. Add your Products, including opening stock, cost price, selling price, and GST rate for each.
5. Add your Suppliers so you're ready to record Purchase Orders.
6. Set your opening cashbook balance so day-to-day cash reconciliation starts from an accurate number.
7. Review Inventory & Sales Settings (lead time, safety stock, low-stock threshold, void/refund windows) so alerts and rules match how your business actually runs.
8. Invite your team by creating staff accounts with the right role for each person (Users page).

2.4  Touring the Interface

Every screen in RetailFlow (other than sign-in) shares the same layout:

• Left sidebar — your main navigation menu. It only shows the sections you have permission to use; everything else is hidden rather than shown-but-blocked. It can be collapsed to a slim icon rail for more screen space, and includes a light/dark/system theme toggle at the bottom.
• Top bar — shows the current section's title and, on most list screens, search and filter controls.
• Main content area — the screen itself: a dashboard, a table of records, or a form.
• Feedback — a link at the bottom of the sidebar for sending a bug report, idea, or comment straight to the RetailFlow team — see Feedback & Support.

3. Exhaustive Module & Feature Breakdown

This section walks through every screen in RetailFlow one by one: what it's for, how it's laid out, and every action available on it. For step-by-step instructions on using each action — including exact fields, validation rules, and what happens after you click — see Section 4, Granular User Flows, which mirrors this section module-for-module.

3.1  Dashboard Home screen

Module overview. The Dashboard is the first screen most people see after signing in. It gives an at-a-glance summary of how the business is doing today and this month, without requiring anyone to run a report.

UI tour. The dashboard is arranged as a grid of cards and charts:

• Two headline stat cards: Today's Sales and Today's Profit.
• Two growth cards: Monthly Revenue and Monthly Profit, each with a percentage change versus the previous month.
• A collapsible Sales Trend area chart with a 30-day / 90-day / 1-year range toggle.
• An Inventory Alerts panel listing products that are "Reorder soon" or "Low stock."
• Mini stat cards for Inventory value, Cash position, Receivable (what customers owe you), and Payable (what you owe suppliers).
• A Revenue & Profit by Category bar chart.
• A Top Customers list.

Micro-features:

• Auto-refresh — the whole dashboard silently refreshes itself every 30 seconds, so it's safe to leave open on a shop-floor screen.
• Sales Trend range toggle — switch the chart between 30 days, 90 days, and 1 year.
• Collapse/expand Sales Trend — hide the chart to save space without losing the rest of the dashboard.
• Permission-gated widgets — profit figures only show for users with the Profit-reports permission; inventory alerts and inventory value only show with the Inventory-reports permission.

3.2  Point of Sale (Billing) Checkout screen

Module overview. This is the till: the screen a cashier or owner uses to ring up a sale, from adding products to the cart through to taking payment and printing the invoice. It is the single most detailed screen in RetailFlow, and is designed to be usable entirely from the keyboard for speed at a busy counter.

UI tour. The screen is split into a product-entry/search area and cart on the left, and a running bill summary on the right, with a Payment & Complete panel that opens as a modal when checkout begins.

Micro-features:

• Product search — type a name or SKU to find a product (keyboard shortcut F1 jumps focus to the search box).
• USB barcode scanner support — a handheld scanner's rapid keystrokes-plus-Enter are automatically captured as a barcode lookup, no click required.
• Camera barcode scanning — a 📷 Scan button opens your device camera to read a barcode.
• Batch picker — if a product has more than one active batch in stock, a picker shows each batch's remaining quantity, sell price, and (for permitted users) profit margin, so you choose which stock to sell from.
• Automatic batch split — the batch you pick sets the line's selling price, but if it doesn't hold enough quantity, RetailFlow automatically draws the rest from other active batches (oldest first) at their own cost. The cart line is only capped by the product's total stock across all batches, not the picked batch alone.
• Cart line quantity control — a stepper or typed quantity, capped to what's actually in stock.
• Per-line discount — apply a discount to one line, in ₹ or %.
• Bill-level discount — apply a discount to the whole sale, in ₹ or %.
• Warranty — optionally attach a warranty period (in months) to the sale; RetailFlow computes and prints the "valid up to" date.
• Live totals — subtotal, discount, GST, and final price recalculate as you build the cart; a profit/margin badge shows for permitted users.
• Payment & Complete panel (keyboard shortcut F4) — the checkout modal covering customer selection, payment method(s), store credit, UPI QR, and invoice printing.
• Customer selection — search an existing customer by name/phone, create one inline, or proceed as a walk-in with no account.
• Quick-set payment buttons — "Exact cash" and "Full credit" fill in the payment amount for you.
• Split payment — divide one sale's payment across Cash, UPI, Card, and Bank Transfer.
• Apply/remove customer credit — spend a customer's existing store credit balance against the current sale.
• Generate UPI QR code — shows a scannable QR for the exact amount due, if your business has a UPI ID configured.
• "No change" (convert change to credit) — instead of handing back cash change, add it to the customer's store credit.
• Print Invoice toggle — choose whether to auto-open the printable invoice after completing the sale (defaults to your Settings preference).

3.3  Sales Records & Invoices History

Module overview. Where every past sale lives, searchable and reviewable, with tools to reprint, void, or refund a transaction after the fact.

UI tour. A searchable, date-filterable table listing Invoice number, Customer, Date, Total, Paid, Balance, and Status. Clicking a row's Details opens the Sale detail drawer.

Micro-features:

• Search by invoice number.
• Filter by date range.
• Send invoice on WhatsApp — a one-click button that prepares a WhatsApp message with the invoice link for the customer.
• View sale details — line items, subtotal/discount/tax/total, payments received, balance, and warranty details. Any line that auto-split across batches lists each batch and the quantity drawn from it.
• Record a payment against an invoice — collect money toward this specific invoice's balance directly from the Sale detail drawer (shown whenever the invoice is active and still has a balance due), without having to go to the customer's own page.
• Print invoice — regenerate the printable PDF at any time.
• Void a sale — reverse a sale entirely, restoring stock, within the business's configured void window.
• Refund a sale — issue a partial or full refund, either as cash from the register or as store credit, within the configured refund window.

3.4  Product Catalog Catalog

Module overview. The master list of everything your business sells, along with each product's category, pricing, tax rate, and stock rules.

UI tour. A searchable, filterable grid/table with a category filter, an A–Z jump index for long catalogs, and a barcode lookup box (type or scan). Each row exposes Batches, Stock, Edit, and Deactivate/Reactivate actions.

Micro-features:

• Search products by name or SKU.
• Filter by category.
• A–Z index to jump straight to products starting with a given letter.
• Barcode lookup — type a barcode or scan one with your camera to jump straight to that product.
• Create a new product, including an opening stock batch and a product photo.
• Edit a product's details, price, GST rate, and minimum stock level.
• Add, replace, or remove a product photo at any time from the edit form.
• View a product's batches — every lot of stock currently or previously held for this product.
• Adjust stock — a manual correction (e.g. for damage or a miscount) outside of a sale or purchase.
• Deactivate / Reactivate a product — hide a discontinued product from the till without deleting its history.
• Inline category creation — add a new category without leaving the product form.

3.5  Batches & Inventory Stock detail

Module overview. A batch (or "lot") is a specific delivery of stock for one product, each with its own cost, sell price, and barcode. RetailFlow tracks stock this way — rather than as one editable number per product — so that profit stays accurate even when the same product is restocked at a different price. When a sale needs more of a product than the cashier's chosen batch has left, RetailFlow automatically spreads the remainder across other active batches (oldest first) so the true cost of goods sold is still tracked correctly, even though the sale prices the whole line at the chosen batch's rate. This module lets you see and manage batches both per-product and across the whole catalog.

UI tour. A global All Batches page lists every batch across every product, with search (by product, batch number, or barcode) and a status filter (Active / Depleted / Inactive). The same table appears scoped to a single product inside that product's drawer.

Micro-features:

• Search batches by product name, batch number, or barcode.
• Filter by status — Active, Depleted (fully sold), or Inactive (manually hidden).
• Edit a batch — change its cost price, selling price, or barcode.
• Deactivate a batch — hide it from the billing screen (e.g. stock found to be damaged) without deleting its history.
• Reactivate a batch — bring a previously deactivated batch back into sellable stock.

3.6  Categories Organization

Module overview. Categories group your products (e.g. "Beverages," "Snacks") for filtering, reporting, and faster navigation of the catalog.

UI tour. A simple table of category Name, Description, and Status, with Deactivate/Activate controls.

Micro-features:

• Create a category with a name and optional description.
• Edit a category's name or description.
• Deactivate / Reactivate a category — a deactivated category is hidden from new-product forms but existing products keep it.

3.7  Purchases Supplier ordering

Module overview. Purchases (Purchase Orders, or "POs") are how new stock enters RetailFlow. A purchase order records what you ordered from a supplier, tracks partial or full delivery, records any price differences, and keeps a running balance of what you owe.

UI tour. A searchable, date-filterable list of purchase orders (PO number, supplier, date, total, status). A + New Purchase Order button starts a new order; Details opens the Purchase detail drawer, which is where receiving, payment, returns, and closing all happen.

A purchase order moves through a lifecycle of statuses as it's actioned:

Micro-features:

• Search purchase orders by PO number, and filter by date range.
• Create a new purchase order — pick a supplier (or create one inline), set the order date and the supplier's own invoice number, and add line items with quantity, unit cost, tax %, and an overall discount.
• Receive goods — record delivery of some or all of an order's line items, each becoming a new stock batch.
• Track price variance — if the delivered unit cost differs from what was ordered, RetailFlow tracks the difference automatically.
• Append to an existing batch — when a second delivery against the same PO matches an already-created batch's cost, add to it instead of creating a new batch.
• Close short — write off the value of items that were ordered but will never be delivered.
• Cancel a purchase order — only available while it's still in Draft.
• Record a payment to the supplier against this order, including part-payments and advances paid before goods arrive.
• Return items — send delivered stock back to the supplier, reducing your stock and crediting your account with them.

3.8  Suppliers Vendor ledger

Module overview. Your supplier directory and, for each supplier, a running ledger of everything you've ordered, received, paid, and returned.

UI tour. A searchable list of suppliers with Details, Statement, and Edit actions. The Supplier detail page has tabs for Supplier Details, Purchases, and Products Delivered.

Micro-features:

• Search suppliers by name.
• Create / edit a supplier — name, contact person, phone, email, GSTIN, address, and notes.
• Deactivate a supplier.
• View statement — a running-balance ledger of everything owed and paid, in date order.
• Record a refund received — if returns to a supplier exceed what you've paid them, they may owe you; record money received back.
• View purchase history for this supplier.
• View products delivered by this supplier, filterable to this month or all-time.

3.9  Customers Customer ledger

Module overview. Your customer directory, each customer's balance (what they owe you, or store credit they hold), and their full purchase history.

UI tour. A searchable list showing each customer's outstanding balance (shown in red if they owe money, or as an amber "CR" badge if the business owes them credit), with Details, "Pay out credit" (when applicable), "Collect payment," and Edit actions. The Customer detail page has tabs for Customer Details, Statement, Invoices, and Products Bought — the Invoices tab adds a "Show only invoices with a balance due" filter and flags any invoice that isn't fully paid with an amber "UNPAID" badge alongside its status.

Micro-features:

• Search customers by name or phone.
• Create / edit a customer — name, phone, email, GSTIN, address, and notes.
• View statement — a paginated, running-balance ledger of every invoice, payment, and adjustment.
• View invoices for this customer, with WhatsApp send and a filter to show only invoices with a balance due.
• View products bought, filterable to this month or all-time.
• Collect a payment — record money received from the customer, applied invoice-by-invoice against their open invoices (oldest first, adjustable per invoice), with any leftover recorded as a general, unallocated reduction of their overall dues. Typing a total amount auto-distributes it across open invoices for you; a "Clear all dues" shortcut fills in the exact total owed across every open invoice in one click.
• Pay with existing account credit — choose "Existing account credit" as the payment method to apply store credit the customer already holds toward one or more open invoices instead of collecting new money; this method has no unallocated portion, since there's nothing left over to apply it to.
• View or print a combined invoice — from the payment screen, generate one merged PDF covering every open invoice with its full itemized detail: a "Statement of Dues" before payment (listing what's still owed on each), or a "Payment Receipt" once a payment clears every open invoice in full.
• Pay out credit — return store credit the customer holds, as cash or another method (only shown when the customer has a credit balance).

3.10  Expenses Spend tracking

Module overview. Tracks business running costs (rent, utilities, wages, supplies) separately from purchases of resale stock, so profit reporting is accurate.

UI tour. Three tabs: Expenses (the filterable list with create/edit/delete), Categories (manage expense categories), and Report (a bar chart of spend, grouped by category, vendor, or payment method).

Micro-features:

• Log a new expense — date, amount, payment method, optional vendor and note, and a category (creatable inline).
• Filter expenses by date range, category, or payment method.
• Edit or delete an expense (delete requires a two-step confirmation).
• Manage expense categories — create, and toggle Active/Inactive.
• View the spend report for a chosen period, grouped by category, vendor, or payment method.

3.11  Cashbook Cash reconciliation

Module overview. A dedicated ledger for physical cash moving in and out of the till, kept separate from digital payment methods, so the register can be reconciled daily.

UI tour. Stat cards for Opening balance, Cash in, Cash out, and Closing balance sit above two tabs: Entries (the transaction list) and Report (a daily rollup table).

Micro-features:

• Set the opening balance — establishes the starting cash figure the cashbook reconciles against.
• Add a manual adjustment — record cash in or cash out with an amount and notes (e.g. petty cash withdrawal).
• View the daily report — a rollup of opening/in/out/closing figures per day.

3.12  Stock Counts & Loss Reports Inventory audit

Module overview. Lets you periodically count what's physically on the shelf, compare it against what RetailFlow's records say, and correct the system to match reality — while quantifying any loss (shrinkage) or surplus along the way.

UI tour. Two tabs: Stock counts (create and complete physical counts) and Loss report (shrinkage summarized by period).

Micro-features:

• Start a new stock count — pick a count date, add notes, and search-and-add the products being counted.
• Enter counted quantities — each line is pre-filled with the current system quantity as a starting point; you edit it to the actual counted number, and a live Difference column shows the variance.
• Review a count's impact — before completing, see short/over quantities and the net value impact.
• Complete a count — corrects system stock to match what was counted. This cannot be undone.
• View the loss report — total loss/surplus value and a per-product breakdown, filterable by month or all-time, drawn only from completed counts.

3.13  Reports & Analytics Business intelligence

Module overview. A deeper analytical companion to the Dashboard, organized into focused tabs for sales performance, inventory health, customer/supplier rankings, and full financial statements — plus one-click exports for spreadsheet analysis.

UI tour. Five tabs: Overview, Inventory, Rankings, Financial, and Exports. Most tabs offer a period selector; some are gated by permission (Inventory and Exports need Inventory-reports access, Financial needs Profit-reports access).

Micro-features:

• Overview tab — revenue, profit, order count, average order value, and growth versus the previous period, plus a Revenue & Profit by Category chart.
• Inventory tab — low-stock list, reorder suggestions, dead-stock list (items not selling), and total inventory valuation.
• Rankings tab — top customers, top suppliers, ABC analysis (classifying products by contribution to revenue), fast-moving products, and a per-product sales-by-day breakdown with its own date-range picker.
• Financial tab — a profit & loss statement (revenue, cost of goods sold, gross profit, expenses, net profit), current cash position, and outstanding receivable/payable.
• Exports tab — download CSV/Excel files for ten report types: Low stock, Reorder, Dead stock, Fast-moving, Slow-moving, Inventory valuation, ABC analysis, Category performance, Top customers, and Top suppliers.

3.14  Staff & User Management Team accounts

Module overview. Where the Owner (or anyone granted the right permission) creates and manages accounts for the rest of the team, assigning each person a role that controls what they can see and do.

UI tour. A list of staff with Name, Email, Role badges, and Status, plus a live counter in the header showing how many of the business's allowed accounts are in use (e.g. "3 / 5 accounts").

Micro-features:

• Create a new user — name, email, temporary password, optional phone, and a role.
• Edit a user's name or phone number.
• Change a user's role — every user has exactly one role at a time.
• Reset a user's password — sets a new password and signs them out of all existing sessions.
• Deactivate a user — immediately ends any session they're currently signed into and blocks further sign-in, without deleting their history.
• Account limit awareness — the "+ New user" action is disabled with an explanatory message once the business's account limit is reached.

3.15  Audit Log Accountability

Module overview. An unchangeable record of every significant action taken in your business's account — who did what, to which record, and when — for accountability and troubleshooting.

UI tour. A date-range-filterable, paginated table of Time, Action, Entity, Entity ID, User, Role, and IP address, with each action color-coded (e.g. green for creation, blue for updates, red for deletions or cancellations).

Micro-features:

• Filter by date range.
• Read entries — every row shows exactly which user performed which action on which record, from where.

3.16  Settings Configuration

Module overview. Where a business reviews its own details and tunes the rules RetailFlow uses for stock alerts, void/refund time limits, and invoice printing, plus manages personal password security.

UI tour. Three cards: Business Details (read-only), Inventory & Sales Settings (editable with the right permission), and Change Password.

Micro-features:

• View Business Details — business name, phone, GSTIN, address, and UPI details (read-only; changes go through a platform administrator).
• Set Lead time — how many days it typically takes a supplier order to arrive, used in reorder calculations.
• Set Safety stock — a buffer of extra days' stock to hold, used in reorder calculations.
• Set Dead stock threshold — how many days without a sale before a product is flagged as dead stock.
• Set Low-stock threshold — the quantity below which a product is flagged as low stock.
• Set the Void window — how long after a sale it can still be voided.
• Set the Refund window — how long after a sale it can still be refunded.
• Toggle "Print Invoice by default" — the default state of the print checkbox at checkout.
• Change your own password.

3.17  Feedback & Support Always available

Module overview. A lightweight way for anyone on your team to send a bug report, an idea, or a comment directly to the RetailFlow team, without leaving the app.

UI tour. A "Send feedback" link at the bottom of the sidebar opens a small dialog with a category picker, a message box, and an optional screenshot attachment.

Micro-features:

• Choose a category — Bug, Idea, Praise, or Other.
• Write a message describing the issue or idea.
• Attach a screenshot — paste or upload an image to illustrate the feedback.

4. Granular User Flows

This is the step-by-step reference. For every micro-feature listed in Section 3, you'll find here exactly what to click, what to type, what's required versus optional, and what happens immediately afterward — including the exact wording of confirmation and error messages RetailFlow shows.

4.1  Dashboard Flows

Switching the Sales Trend chart range

Collapsing the Sales Trend chart

4.2  Point of Sale (POS) Flows

Adding a product to the cart by search

Selling more than the picked batch has in stock

Scanning a barcode (handheld USB scanner)

Scanning a barcode with the camera

Changing a cart line's quantity

Applying a per-line discount

Applying a bill-level discount

Adding a warranty period

Removing a line from the cart

Completing a sale (Payment & Complete)

4.3  Sales Record & Invoice Flows

Finding a past sale

Sending an invoice on WhatsApp

Viewing sale details

Recording a payment against a single invoice

Printing an invoice again

Voiding a sale

Refunding a sale

4.4  Product Catalog Flows

Searching and filtering the catalog

Looking up a product by barcode

Creating a new product

Editing a product

Adjusting stock manually

Deactivating / reactivating a product

4.5  Batch Flows

Searching and filtering batches

Editing a batch

Deactivating / reactivating a batch

4.6  Category Flows

Creating a category

Editing a category

Deactivating / reactivating a category

4.7  Purchase Order Flows

Creating a new purchase order

Receiving goods against a purchase order

Recording a payment to a supplier

Returning items to a supplier

Closing a purchase order short

Cancelling a purchase order

4.8  Supplier Flows

Creating or editing a supplier

Viewing a supplier statement

Recording a refund received from a supplier

4.9  Customer Flows

Creating or editing a customer

Collecting a payment from a customer

Paying out a customer's credit balance

Viewing a customer's statement, invoices, and products bought

4.10  Expense & Cashbook Flows

Logging an expense

Editing or deleting an expense

Managing expense categories

Setting the cashbook opening balance

Adding a cash adjustment

4.11  Stock Count Flows

Starting a new stock count

Completing a stock count

Viewing the loss (shrinkage) report

4.12  Reports & Analytics Flows

Viewing the Overview tab

Viewing the Inventory tab

Viewing the Rankings tab

Viewing products sold by day

Viewing the Financial tab

Exporting a report

4.13  Staff & User Management Flows

Creating a new staff user

Editing a user's details

Changing a user's role

Resetting a user's password

Deactivating a user

4.14  Settings Flows

Reviewing Business Details

Updating Inventory & Sales Settings

Changing your password

5. Permissions & Access Control

Every staff account belongs to exactly one role. A role is simply a fixed bundle of permissions — there is no way to hand-pick individual permissions for a single user outside of the three built-in roles. Anything a user doesn't have permission for is hidden from their sidebar entirely, not merely shown-but-disabled — the interface only ever offers what you're allowed to do.

5.1  The Three Roles

5.2  Full Permission Matrix

5.3  Special Rules That Apply Regardless of Role

• The Owner role cannot be assigned to anyone via the Users screen — including by an Owner themselves. Every business has exactly one Owner, fixed at account creation.
• No one can deactivate their own account.
• No one can change their own role (even an Owner with full permissions).
• An Owner cannot reset their own password via the staff-management "reset password" action — they must use the self-service Change Password flow in Settings instead.
• Every sensitive staff-management action (create user, edit user, change role, deactivate, reset password) requires the acting user to re-enter their own account password as a confirmation step, regardless of role.
• The number of staff accounts a business may have is capped (five by default) and can only be raised by a platform administrator — never by the Owner from within their own Settings.

5.4  When You Need a Platform Administrator

Platform administrators are RetailFlow's own operations staff, working outside your business's account. A handful of tasks sit outside what any role inside your business — including the Owner — can do alone. If you hit one of these, contact your onboarding contact or RetailFlow support rather than looking for the option inside the app:

For anything not listed above, use the in-app Feedback & Support link, or reach out through the contact your business used when it was first set up on RetailFlow.

6. Troubleshooting & User Edge Cases

Most error messages in RetailFlow are written in plain language and tell you exactly what to fix. This section collects the most common ones, what they mean, and how to resolve them.

6.1  Sign-in & Access Issues

6.2  Sales & Billing Issues

6.3  Product & Inventory Issues

6.4  Purchases & Suppliers Issues

6.5  Customer Payment Issues

6.6  Staff & Account Management Issues

6.7  Feedback & Miscellaneous