Staff Bill App: Let Staff Create Invoices Without Showing Cost, Profit or Reports

My Local Shops Staff Bill is a billing app for authorised wholesale shop staff. It lets a counter employee create GST or non-GST invoices from the owner's connected parties, products and live inventory without giving that employee the owner's Order Manager login or showing landed cost, profit and reports.

The staff member handles the sale. The owner keeps control of the private business view and can see the resulting invoice in Order Manager.

Staff Bill at a glance

Need	Staff Bill behaviour
Give a staff member billing access	Owner sends an invitation to the staff member's Google-account email
Add more billing staff	Invite as many as the business needs without increasing the subscription price
Prevent unauthorised entry	The staff member must sign in with the invited email and accept the invitation
Keep businesses separate	One staff account is bound to one subscribed owner at a time
Choose where goods leave from	Select one of that owner's available shops or godowns as the billing location
Find a retailer	Search the owner's active parties by name, mobile number or GSTIN
Add a new retailer	Create a party for the owner's business from Staff Bill
Find products efficiently	Browse paginated grouped products or submit a search by product name or item code
Bill several colours and sizes	Open one product and enter quantity and price for multiple SKUs together
Avoid overselling	Final save rereads current stock and commits the invoice and deduction together
GST or plain bill	Create an eligible tax invoice or deliberately turn GST billing off
Record collection	Mark paid in full, partial payment or full credit and record payment modes
Collect later	Open an invoice with a balance and record another payment
Share with the buyer	View, print or share the invoice PDF
Handle a return	Create a credit note against returnable invoice quantities
Protect owner information	No landed-cost, profit or reports tab is shown in Staff Bill

Why the owner should not share the Order Manager login

The owner and counter staff perform related work, but they do not need the same information.

The employee needs to know:

• which party is buying;
• which product, colour and size is being sold;
• how many pieces are available;
• the negotiated selling price;
• whether the document is a GST invoice or a plain bill;
• how much was received; and
• whether any amount is still due.

The employee does not need the product's landed cost, invoice profit, business margin, owner report or CA report merely to create a correct bill.

Sharing the owner's full login would mix these responsibilities. It would also make it harder to identify who actually created an invoice. Staff Bill gives the employee a separate account and stores their identity on the bills they create.

How staff authorisation works

The access flow begins in the owner's Order Manager app.

1. The owner opens the staff-management screen.
2. The owner enters the exact email address the employee uses for their Google account.
3. An invitation is created for that email.
4. The employee installs Staff Bill and signs in with the invited account.
5. Staff Bill displays the pending invitation.
6. The employee enters their name and optional phone number, then accepts.
7. That account becomes connected to the owner's business.

A random signed-in user cannot simply type an owner's details and enter the business. The invitation, signed-in email, account identity and owner relationship must match.

A subscribed owner is also directed to use the full Order Manager rather than joining another business as staff. This keeps the owner and staff roles separate.

One staff account, one owner

An accepted staff account is bound to one owner at a time. If invitations from several owners are waiting, accepting one declines the others.

Either side can end the relationship:

• the owner can remove that staff member in Order Manager; or
• the employee can choose Leave this owner in Staff Bill.

After the binding is removed, the employee loses access to that owner's billing data until the owner sends another invitation and it is accepted.

Staff access also depends on the owner's subscription remaining active. This check is enforced for the connected business data, not only by hiding a button on the phone.

The owner controls where each staff member can bill

When the owner invites or manages an employee in Order Manager, the owner can decide which shops and godowns that employee may use. All current locations begin selected, which keeps first-time setup simple, and the owner can remove any location the employee should not use.

If only one permitted location is available, Staff Bill can use it directly. If several permitted locations are available, the employee selects the location where billing is taking place and can switch between those permitted locations when needed.

The selected location matters because it determines:

• which location's stock is available and deducted;
• the seller name and address on the invoice;
• the seller GSTIN used for tax treatment; and
• the shop or godown recorded against the sale.

Locations the owner has removed from that employee's access are not offered as billing choices. If access to the currently selected shop is removed, the employee must choose another permitted location before continuing.

What staff see after signing in

The app deliberately has three simple sections:

1. Bill — create an invoice and open recent invoices;
2. Parties — find, add or update retailer records; and
3. Settings — choose from permitted billing locations, select an invoice template, edit staff details, leave the owner or sign out.

There is no Reports tab. Recent invoices show the invoice number, party, date, value, balance due where applicable, and a clear GST-invoice or Bill label.

The compact structure is intentional for local billing staff who should not have to navigate owner accounting screens during a customer sale.

Party access remains inside the owner's business

Staff Bill uses the same party records that the owner sees in Order Manager. Every party operation is scoped to the bound owner, so search does not run across other subscribers' customers.

The default party list is alphabetical. Staff can switch to recently added ordering, load additional pages as needed, or submit a search by:

• party name;
• mobile number; or
• GSTIN.

Search and normal browsing are server-side and limited rather than downloading an unlimited party book. This remains practical when a wholesaler accumulates hundreds or thousands of retailers over time.

Staff can add a registered buyer with GSTIN or an unregistered buyer without one. They can also maintain addresses and optional internal notes. Past invoices retain their recorded party details even if a party is later hidden from the active list.

Bill To and Ship To are kept distinct

The selected party is the Bill To buyer. For a GST invoice that must be delivered elsewhere, Staff Bill can use:

• another saved address of the same party;
• a different party as Ship To; or
• a new delivery address entered for this order, optionally saved back to the buyer.

The primary Bill To address does not need to be selected again as Ship To. A separate Ship To appears only when the staff member deliberately enables delivery to a different address.

On a plain non-GST bill, GST-specific Ship To treatment is not displayed. This keeps a simple bill free from fields that do not apply.

Product selection is designed for wholesale variants

Staff Bill does not force the employee to search separately for every colour and size.

The product picker loads grouped inventory listings for the selected billing location in pages. A staff member can search once by product name or item code, open the matching design, and see its SKU types in a list.

For each SKU, the app shows useful billing information such as:

• colour and size;
• SKU;
• the SKU's own image where available;
• quantity available at the selected location;
• a clear out-of-stock state; and
• an editable quantity and selling price.

The saved selling price is prefilled as guidance, but staff can change it for the sale. This matters in wholesale: a staff member may negotiate a better price with a buyer, and the system should not silently force the catalogue price.

The employee enters quantity and price only for the required types, then adds all selected types together. Every SKU still becomes a separate invoice line, preserving accurate stock and pricing.

The picker stays open after a product is added. If several related results share an item-code prefix, the employee can continue adding them without reopening the sheet and repeating the same search.

Barcode scan and custom invoice items

There are three ways to add an item:

1. Scan an existing SKU barcode;
2. Add from grouped inventory; or
3. create a Custom invoice-only line.

A scanned SKU is matched inside the owner's products. Inventory-linked lines reduce stock when the invoice saves.

A custom line is useful for an occasional item not recorded in Inventory Manager. It appears on that invoice but does not create a product and does not deduct inventory. HSN is required on a taxable custom line where the GST invoice needs it.

HSN and GST remain deliberate

For an inventory product, Staff Bill displays the product-level HSN code and GST rate above the SKU list. Existing values begin locked so an accidental tap does not silently change them. The staff member can deliberately choose Edit when correction is necessary.

If HSN or GST is missing, the field remains available so the employee can complete the required invoice information before adding the variants.

When GST billing is on, the app uses the seller location, buyer and optional Ship To details to determine the tax mode:

• CGST and SGST for an applicable intra-state supply; or
• IGST for an applicable inter-state supply.

When GST billing is off, the invoice is a plain bill. GST-specific totals and wording are omitted instead of showing zero-value tax fields that may confuse the user.

Payment choices at invoice creation

Before saving, staff explicitly choose how the invoice was settled:

• Paid in full;
• Partial payment; or
• Full credit.

Cash, UPI, Card and Bank transfer can be recorded, and more than one payment row can be used for the same invoice.

If a customer pays less than the invoice total but the seller and customer agree that the invoice is fully settled, choosing Paid in full does not silently pretend the full amount was received. Staff Bill shows the bill amount, actual received amount and difference, then requires explicit confirmation before closing that difference.

The original invoice value and GST remain unchanged. The difference is stored separately as a settlement adjustment and does not stay in outstanding.

If the bill is genuinely not settled, Partial or Full credit preserves the unpaid balance. A later payment can be recorded from Invoice Detail.

Stock is checked again when the invoice saves

The quantity visible in the product list is a helpful snapshot, but it may change while the employee is preparing the bill. Another owner device or staff device may sell the same SKU during that time.

Staff Bill therefore does not rely only on the old screen value.

Suppose Red / M shows 98 pieces and the employee enters 100 while other selected SKUs each have 200:

1. The screen identifies Red / M as exceeding availability and places the error beside that SKU.
2. The affected row receives visual movement and haptic feedback so the employee can find it quickly.
3. The invoice is not partially saved with the other valid SKUs.
4. The employee corrects Red / M and tries again.

Even when the entered quantity originally looked valid, the final save rereads the latest product documents in a transaction. If another device has reduced stock, the entire invoice is rejected rather than producing negative stock or a half-saved bill.

When stock is sufficient, the invoice, product quantities, grouped listing availability, stock movements and related totals commit together.

What the owner sees after staff create a bill

The saved invoice belongs to the owner, not to a separate staff-only ledger. It appears in the owner's Order Manager with:

• invoice number and date;
• billing location;
• Bill To and applicable Ship To details;
• GST or non-GST classification;
• every SKU, quantity and selling price;
• payment rows and balance due;
• settlement difference where confirmed;
• the staff member's snapshotted name and account identity; and
• private landed-cost and profit information available only in the owner experience.

Because the staff identity is stored on the invoice, removing the employee later does not erase who created historical bills.

What staff can and cannot see

Staff can use	Kept out of Staff Bill
Owner's active parties	Owner profit report
Owner's products needed for billing	CA month-end report
Stock available at the selected location	Product landed-cost presentation
Selling price and GST details	Invoice profit and margin screen
Recent invoices and their collection status	Broad owner operational dashboards
Payment recording	Owner-only business reporting controls
Invoice PDF, print and share	The owner's Order Manager account
Invoice-linked customer returns	Trade Manager purchase and costing screens

The underlying invoice must retain cost information so the owner can calculate profit correctly, but Staff Bill's screens deliberately do not render that information. Security rules also require a valid owner-staff relationship for staff operations.

Complete garment-wholesale example

Aliana Garments has two shops. The owner invites Sana's Google-account email from Order Manager and allows her to bill only from the Bhiwandi shop. Sana installs Staff Bill, signs in, accepts the invitation and sees Bhiwandi as her available billing location.

A retailer, City Fashion, orders one printed shirt design:

Type	Available	Sold	Price each
Red / S	120	12	₹310
Red / M	95	18	₹310
Blue / S	80	10	₹315
Blue / M	70	8	₹315

Sana completes the sale:

1. Search City Fashion by mobile number and select it as Bill To.
2. Keep the Bhiwandi shop as the dispatch location.
3. Search the shirt's item code once.
4. Open the product and enter all four quantities and negotiated prices.
5. Confirm the product's HSN and GST rate.
6. Review the applicable CGST/SGST or IGST values.
7. Choose Partial payment and record the amount received by UPI.
8. Save, then share the PDF with the retailer.

All four SKU quantities reduce from Bhiwandi stock together. The remaining balance stays against City Fashion. The owner sees the bill in Order Manager, including who created it and the private profit calculation; Sana sees the bill and payment status but not the owner's cost or margin.

Important current boundaries

Staff Bill is intentionally focused, but the owner should understand its present limits:

• the owner controls location access, but Staff Bill is not a custom permission builder for every individual button;
• a staff account can belong to only one owner at a time;
• the app records payment information but does not collect money itself;
• it does not file GST returns, generate IRN e-invoices or generate e-way bills;
• invoice creation requires the connected cloud service and should not be treated as offline billing;
• a custom invoice line does not become inventory automatically; and
• the app is designed for billing access, not fine-grained permission roles for every individual button.

Frequently asked questions

Can staff see the owner's purchase cost or landed cost?

No. Staff Bill does not display product landed cost, invoice cost breakdown or owner profit screens.

Can staff see owner reports or CA reports?

No. Staff Bill has Bill, Parties and Settings sections, with no Reports tab. Reporting remains in Order Manager for the owner.

Can staff bill from more than one shop?

Yes, when the owner permits more than one location for that employee. Staff Bill only offers the shops and godowns the owner has allowed.

Do I pay extra when I add another billing employee?

No. Add as many billing staff as your business needs. Every employee uses a separate Staff Bill login, but adding staff does not increase your My Local Shops subscription price.

Can staff add or update a party?

Yes. Party records are saved under the bound owner's business and become available to the owner as well.

Can staff search another seller's parties or products?

No. Party and billing-product workflows are scoped to the owner to whom the staff account is bound.

Can several colours and sizes be billed together?

Yes. Search the grouped product once, then enter quantity and price for every required SKU before adding the selected types.

Can staff change the saved selling price?

Yes. Price is prefilled, but each SKU's selling price is editable for the current invoice.

What happens if two staff members try to sell the same stock?

The final transaction rereads current quantities. A conflicting invoice fails instead of silently creating negative stock, and the employee can correct the quantity using the latest availability.

Can staff record a payment later?

Yes. An open invoice provides a Record payment action for the remaining balance.

Can staff create a return?

Yes. Returnable invoice quantities can be handled through an invoice-linked credit note rather than deleting or rewriting the original sale.

Does the owner know who created the invoice?

Yes. The staff member's account identity and name are snapshotted on the invoice.

Can the owner remove a staff member?

Yes. Removing the active assignment ends access. The employee can also leave the owner from Staff Bill Settings.

Start using Staff Bill

• View and download Staff Bill
• Read the complete Order Manager guide
• Learn GST and non-GST multi-variant billing
• Understand party payments and outstanding
• See how unlimited billing staff are included without an extra charge
• Compare current plans
• Set up your business apps

The next guide will explain how Trade Manager, Inventory Manager, Order Manager and Staff Bill share the same seller data safely in the cloud, including multiple devices, image changes and concurrency-safe writes.