LedgerKnow™ Features#

Discover all the features that help you manage your business efficiently.

Sales & Invoicing#

• Enhanced sales workflow: Optimized transaction recording with item autocomplete, customer search, and **multi-session support** for managing multiple drafts simultaneously.
• Bulk Sales Entry: Rapidly record multiple transactions at once with the streamlined multi-sales module for high-volume periods.
• Staff Assignment: Assign specific transactions or items to employees during sales entry for better accountability and performance tracking.
• Keyboard shortcuts: Efficient billing using hotkeys (e.g., Ctrl+S to save) for common actions.
• Multiple payment methods: Manually record payments via Cash, UPI, Airtel Mobile Money, MTN (Mobile Money), Card, Cheque, Bank Transfer, or Other (no automatic payment gateway)
• Split payments: Record partial payments across different methods
• Auto-generated invoices: Unique invoice numbers (INV-YYYYMMDD-XXX format)
• Public invoice links: Share invoices with customers via link, now including automatic currency symbols and standardized two-decimal pricing for better clarity.
• Print-ready formats: A4 and 3-inch thermal printer support
• Item-level charges: Add delivery fees or service charges per item
• Edit permissions: Owners can edit unpaid/partial sales anytime, paid sales within 24 hours. Admins/Editors can edit unpaid/partial sales within 24 hours
• Payment Verification: Role-based verification for sales payments (Owners, Admins, and Accountants)
• Verification Summary: Track verification progress with a dedicated summary card featuring date filters and flexible calculation modes.
• Tendered & Change: Automatically compute and display amount tendered and change values on generated invoices.
• Regional Formatting: Provides automatic localized currency and number formatting for global financial clarity, supporting a wide range of international and regional currencies (including USD, EUR, GHS, INR, TZS, and more).

User Roles & Permissions#

Control access to your business data with granular role-based permissions:

• Owner: Full access to all data, settings, and team management.
• Admin: High-level access including sales verification and item management.
• Accountant: Focused access on financial data and payment verification.
• Editor: Ability to create and update sales and items within set time limits.
• Viewer: Read-only access to specific sections as configured by the owner.

Stock Management#

• Inventory tracking: Real-time stock levels for all items
• Automatic updates: Stock reduces automatically when sales are recorded
• Manual adjustments: Add or remove stock with notes
• Stock history: View all stock movements with timestamps
• Current stock view: See available quantities and stock status for all items at a glance.
• Out-of-Stock Highlighting: Visually identifies unavailable items in selection dropdowns during sales entry to prevent errors and ensure accurate inventory tracking.
• Quick Update Mode: Perform rapid stock adjustments with smart autocomplete filtering and a built-in onboarding guide for effortless inventory management.
• Bulk Stock Adjustments: Update inventory levels for multiple items simultaneously with a secure confirmation workflow to prevent accidental changes.
• Excel Export: Download comprehensive reports of your current stock states and full transaction histories for offline auditing and analysis.

Remittance Tracking#

• Cash handover: Record when employees submit collected payments
• Multi-payment support: Track remittance across all payment methods
• Employee tracking: See who collected and remitted payments
• Pending amounts: View outstanding collections by employee
• Verification Remarks: Add mandatory or optional notes during the payment verification process for improved audit trails and record-keeping.
• Role-based access: Admins and Editors can record their own remittance

Remittance Reversals#

Fix mistakes in recorded collections with our secure reversal system:

• 24-Hour Window: Reversals must be performed within 24 hours of recording the collection.
• Creator Enforced: Only the person who recorded the remittance can reverse it (provided they have the necessary role permissions).
• Owner Access: Business owners have centralized control over reversal visibility and permissions.
• Partial Reversals: Support for multiple partial reversals as long as they don't exceed the original amount.
• Automatic Recalculation: Reports and pending amounts are updated instantly upon reversal.

Reports & Analytics#

• Owner-controlled access: Report access can be controlled by the owner from LedgerKnow dashboard/report configuration
• Employee Performance: Track sales and item-level performance by specific staff members with detailed reports.
• Excel Export Support: Download comprehensive sales, item, and employee reports in Excel format for offline analysis.
• Pre-built templates: Multiple report templates available out of the box, including Simple Sales and Item List views.
• Sales KPI: Total sales, payment breakdowns, credit and pending amounts
• Remittance KPI: Collected, remitted, and pending amounts with filters
• Item-wise breakdown: Sales performance by product or service
• Employee-wise breakdown: Sales and collection data by team member
• Customizable sections: Show, hide, or reorder report sections, now featuring collapse/expand functionality for a cleaner workspace.
• Date range filters: View data for specific periods
• Payment method filters: Analyze by payment type
• Spreadsheet Export: Download your reports in XLSX format for offline analysis
• Custom reports: Additional report templates can be created based on your business requirements

Customer Management#

• Save customer names and phone numbers
• Quick customer search during sales entry
• Edit or deactivate customer records

Item Management#

• Create products or services with prices and units using our newly designed item setup window that is simpler and faster to use.
• Add descriptions for detailed information
• Product Images (Add-on): Attach photos to your items for easier visual identification. This feature is an optional Add-on to help customize LedgerKnow for your business.
• Cost Price Tracking: Record the purchase cost of your items to enable accurate profit and margin analysis in your reports.
• Item Categorization: Group your products and services into categories for better organization and filtered reporting.
• Item Search & Pagination: Easily manage large inventories with high-speed search and organized page-based browsing.
• Activate or deactivate items
• Track who created or updated each item

Employee Management#

• Invite team members: Send email invitations to join your organization
• Assign roles: Set permissions as Owner, Admin, Accountant, Editor, or Viewer
• Track activity: See who created or updated records
• Owner-only access: Only business owners can manage employees

Team Notifications#

• Broadcasting announcements: Owners and Admins can create notifications for the entire team
• Targeted announcements: Send notifications to specific roles (e.g., all Editors) or individual employees
• Reactions: Team members can react to notifications to show acknowledgment
• Auto-expiry: Notifications automatically expire to keep the feed relevant
• Notification History: View previous announcements and details at a glance

Limited View for Operators#

• Share simplified invoice view with delivery or field staff
• Shows item names, quantities, and prices
• Public link that doesn't require login
• Perfect for order fulfillment and delivery

Security & Configuration#

• Multi-Business Switching: Seamlessly switch between multiple businesses or branches without logging out, allowing you to manage all your organizations from a single session.
• Idle Auto-Logout: Automatically log out inactive sessions after a configurable period to protect sensitive business data.
• Centralized Settings: Manage currency formats, regional settings, and billing preferences from a unified configuration dashboard.