Vendility User Guide
Everything you need to set up, sell, manage and grow your business using Vendility — the all-in-one POS for every business type.
Getting Started
Welcome to Vendility! Whether you run a retail shop, laundry, water station, or food outlet — you're in the right place. Follow these steps to go live in under 10 minutes.
Install & Open the App
Get Vendility from Google Play.
Create Your Account
Tap Sign Up and enter your name, business email, and a strong password. You'll receive a verification email — tap the link to activate your account.
Complete the Setup Wizard
The wizard collects your business name, type (retail / laundry / water / food / salon), country, currency, and first shop name. This takes about 2 minutes.
Add Your First Products
Head to the Inventory tab and tap + Add Product. Enter a name, selling price, buying price, and starting stock. Repeat for all your products.
Make Your First Sale!
Tap the POS quick action on the dashboard, select your products, choose a payment method, and hit Complete Sale. That's it!
Setup Wizard
The Setup Wizard runs automatically after your first login. You can revisit it any time via Settings → Business Profile.
Business Name
Your official trading name, shown on receipts.
Country & Currency
Sets the currency symbol and tax rules automatically.
Business Type
Retail, Laundry, Water, Food, Salon, or Barbershop.
Shop Name
Name of your first branch. Add more shops later.
Payment Methods
Enable Cash, M-Pesa, Card, or Airtel Money.
Receipt Printer
Optional Bluetooth thermal printer pairing.
Dashboard
The Dashboard is the first screen you see after login. It gives you a real-time overview of your business health.
| Card | What It Shows |
|---|---|
| trending_up Business Health | Today's revenue vs yesterday, profit, and % change |
| inventory_2 Low Stock | Products below their minimum stock threshold |
| sync Sync Status | Whether your data is synced to the cloud |
| bolt Quick Actions | One-tap shortcuts to POS, Add Product, Refund, Shift |
| bar_chart Sales Charts | Revenue by day, week, month, or year |
| smart_toy AI Insights | Dead stock alerts, reorder suggestions, peak hours |
| group Employee Activity | Who is on shift and their sales for the day |
| track_changes Daily Goals | Progress toward today's revenue target |
Point of Sale (POS)
Open the POS
Tap the bolt POS / New Sale quick action on the Dashboard, or navigate to the Sales tab.
Add Items to the Cart
Tap any product card to add it to the cart. Tap multiple times to increase quantity, or long-press to enter an exact quantity. Use the search bar at the top to find products by name or barcode.
Apply Discounts (Optional)
Tap any item in the cart to reveal the Discount field. You can enter a flat amount or percentage discount per line item.
Choose Payment Method
Select Cash, M-Pesa, Card, or Airtel Money. For Cash, enter the amount tendered and Vendility calculates change automatically.
Complete & Print Receipt
Tap Complete Sale. Stock is deducted automatically. Tap Print Receipt to send to a paired Bluetooth printer, or Share to send via WhatsApp / SMS.
Inventory Management
Adding a Product
Tap + Add Product
From the Inventory screen or the Dashboard Quick Actions.
Fill in the Details
Name, SKU (optional), category, buying price, selling price, current stock, and minimum stock level (low-stock threshold).
Assign a Supplier (Optional)
Link the product to a supplier for reorder suggestions and payment tracking.
Add Images (Optional)
Tap the image slot to take a photo or pick from your gallery. Multiple images supported.
Stock Adjustments
Tap any product → Adjust Stock → enter the new quantity and a reason (received, damaged, counted). All adjustments are logged in the stock movement history.
Categories
Organize products into categories (e.g. Beverages, Electronics, Clothing). Categories can have parent categories for a nested hierarchy. Go to Inventory → Categories to manage them.
Refunds & Returns
Vendility supports full and partial refunds. You also control whether returned items go back into stock.
Open the Refunds Screen
Tap the undo Refund quick action on the Dashboard.
Enter the Sale ID or Receipt Number
Find the original sale by scanning the receipt barcode or typing the sale ID.
Select Items to Refund
Tick the items being returned and enter the quantity for each. You can do a partial refund by selecting only some items.
Choose Return-to-Stock Option
Toggle Return items to stock ON if the items are in resaleable condition. Toggle OFF for damaged goods.
Add a Reason & Confirm
Select a reason (wrong item, damaged, customer change of mind) and tap Process Refund.
Customers
Save customer details and link them to sales to track purchase history, loyalty points, and credit balances.
| Feature | Description |
|---|---|
| checklist Customer Profile | Name, phone, email, and membership tier |
| star Loyalty Points | Auto-awarded on each purchase |
| payments Credit Balance | Track credit sales and outstanding balances |
| shopping_cart Purchase History | Full history of all sales linked to this customer |
| military_tech Membership Tier | Standard, Silver, Gold — auto-upgraded based on spend |
Reports & Analytics
Daily Summary
Total revenue, profit, orders, and payment breakdown for any day.
Weekly Trends
7-day revenue bar chart. Spot your best and worst days.
Monthly Revenue
Month-over-month comparison across the last 6 months.
Top Products
Best-selling products by quantity and revenue.
Payment Methods
Breakdown of sales by cash, M-Pesa, card, etc.
Staff Performance
Sales and revenue per cashier per shift.
Shifts
Start a Shift
Tap Start Shift from the Dashboard Quick Actions. Enter your opening cash float.
Work Normally
All sales you make are automatically assigned to the active shift. Take breaks by tapping Break.
Close the Shift
Tap End Shift. Enter your closing cash count. Vendility shows the expected cash vs actual, highlighting any discrepancy.
Review the Shift Report
See total sales, refunds, payment methods, and cash reconciliation for the completed shift.
Team Management
| Role | What They Can Do |
|---|---|
| Owner | Full access to everything including billing and team management |
| Admin | Manage staff, products, reports. Cannot change billing. |
| Manager | View reports, approve refunds, manage inventory |
| Cashier | Make sales, process payments, open/close shifts |
Inviting a Staff Member
Go to Team → Invite
Enter the employee's name, email, and role. Choose which shop they have access to.
They Receive an OTP Email
Your employee receives a one-time-password invite. They enter it in the app to create their account and join your business.
Set Permissions
Fine-tune what they can view or modify from Team → Employee → Permissions.
Services
If your business type is Laundry, Salon, or Barbershop, Vendility unlocks a full service order management system.
Service Catalog
Pre-built services for your industry. Customize prices and add your own.
Order Tickets
Each job gets a ticket with customer name, items, and status.
Status Tracking
Pending → Processing → Ready → Collected.
Customer Alerts
Notify customers via SMS when their order is ready.
Water Orders
Designed specifically for water distribution businesses. Manage bottle deposits, refill orders, and delivery routes.
Delivery Orders
Create orders tied to a customer address and assign them to a driver.
Bottle Deposits
Track borrowed bottles per customer and reconcile on return.
Route Planning
Group deliveries by area for efficient daily routes.
Delivery Confirmation
Mark orders as delivered with a single tap.
Offline Mode & Sync
Vendility is built offline-first. Your entire business database lives locally on your device, encrypted with SQLCipher.
Local-First Storage
All sales, products, and staff data is stored on your device instantly. No waiting for the internet.
Encrypted Database
Your data is encrypted at rest using SQLCipher. No one can read it without your credentials.
Cloud Backup
When internet is available, data syncs to our secure cloud server automatically in the background.
Multi-Device
Use Vendility on multiple devices in the same shop. Data merges intelligently.
Notifications
| Notification | When It Fires |
|---|---|
| inventory_2 Low Stock Alert | When a sale drops a product below its minimum stock level |
| bar_chart Daily Sales Summary | Every day at your configured time (default: 8:00 PM) |
| credit_card Supplier Payment Due | When a supplier invoice is overdue |
| schedule Shift Auto-Closed | When a shift is closed automatically at midnight |
Configure Daily Summary Time
Go to Settings → Notifications → Daily Sales Summary Time. Tap the time picker to choose what time you want the notification each day. The setting is saved immediately.
Settings
| Setting | Description |
|---|---|
| public Country & Currency | Change your currency symbol and country |
| print Receipt Printer | Pair or unpair a Bluetooth thermal printer |
| dark_mode Dark Mode | Switch between light, dark, and system theme |
| notifications Notifications | Configure daily summary time |
| sync Force Sync | Manually trigger a full sync to the cloud |
| menu_book Help & Guide | Open this user guide |
| lock Change Password | Update your account password |
| logout Sign Out | Log out of the current account |
Billing & Subscription
Free Trial
1 shop, 3 staff members, all core features. 30-day trial.
Starter
1 shop, 5 staff, priority support. Ideal for small shops.
Pro
Unlimited shops, unlimited staff, AI insights, advanced reports.
Upgrade from the Dashboard banner or via Settings → Subscription. Payments via M-Pesa or card.
Frequently Asked Questions
Can I use Vendility without internet?
Yes. Vendility is offline-first. All your data is stored locally and syncs automatically when you reconnect.
What happens if I change my phone?
Install Vendility on your new phone, log in with the same account, and all your data will sync down from the cloud automatically.
Can multiple cashiers use Vendility at the same time?
Yes! Invite each cashier via the Team screen. They log in with their own credentials on separate devices. Sales sync across all devices.
How do I reset the first-time tour?
Go to Settings → Help & Guide → Reset Tour and it will play again the next time you open the Dashboard.
My data is not syncing. What should I do?
Check your internet connection. Then go to Settings → Force Sync to manually trigger a sync. If the problem persists, contact support.