How BuffyFlow works

1. 01

   Open the app

   The splash screen checks whether you are already signed in.

2. 02

   Continue with Google

   On the login screen, tap Continue with Google.

3. 03

   Continue with Apple (iPhone, optional)

   On iPhone, Continue with Apple sits under the Google button. Apple asks only for your name and email. A private relay email is valid.

4. 04

   Set up Business Profile

   The app opens Business Profile. Enter your business details to finish setup.

5. 05

   Land on Home

   After that, you land on Home and you are ready for business.

1. 01

   Registered Business Name

   This is required. It is the name printed on invoices and receipts.

2. 02

   Business logo

   Tap the info icon to read that this image is used on the invoice header. Tap Choose logo. The photo library opens.

3. 03

   Business registration number

   Enter the number if you have one. Turn on Show BR on invoice when the number should appear on invoice documents.

4. 04

   Address

   Enter the address. It will appear on invoices.

5. 05

   Phone

   Choose the country code, then type the local number.

6. 06

   VAT

   Turn VAT on if you charge it. Enter the rate and the VAT registration number.

7. 07

   Business type

   • Standard — general purpose, such as groceries and online shops
   • Service — salons, garages
   • Bundle — mostly for wholesale shops
   • Digital — digital products
8. 08

   Currency

   Choose LKR or USD. Invoices print in the selected currency.

9. 09

   Payment options

   Select at least one: cash, card, credit, cash on delivery, bank transfer, or PayPal.

10. 10

    Bank transfer details

    If bank transfer is on, fill in bank name, account name, account number, and SWIFT code.

11. 11

    Save

    Tap Save. You are then ready to add products.

Find a product

1. 01

   Scroll the list

   Each card shows the name, SKU, barcode when it has one, and units left.

2. 02

   Filter inventory

   Turn on low stock, out of stock, in stock, and expiring soon, and pick categories.

3. 03

   Clear filters

   Tap Clear filters when nothing matches.

Add a product

Tap Add Product. Edit uses the same form, opened from the product.

1. 01

   Choose the type

   Standard, Service, Bundle, or Digital.

2. 02

   Enter the name

   A short name and description are optional.

3. 03

   SKU

   Required, and it must be unique.

4. 04

   Barcode

   Enter a barcode if you scan this product. It cannot already belong to another product.

5. 05

   Prices

   Enter cost and selling price. You can also enter wholesale price and discount.

6. 06

   Opening stock

   Enter a whole number greater than zero when this product tracks stock.

7. 07

   Product photo

   Add a photo from the gallery if you want one on invoices.

8. 08

   Batches

   For batched goods, add a batch number, quantity, manufacture date, and expiry. Expiry must be after manufacture. The same batch number cannot be used twice.

9. 09

   Save

   If you leave before saving, a draft can stay on the device.

Change stock

1. 01

   Adjust stock

   Open the product, enter a plus or minus change, and tap Apply. The screen shows the current quantity first.

2. 02

   Restock

   Open Restock from the product or from the low-stock list. Review the stock overview and active batches, enter the new batch quantity and dates, then submit. Movement history on that page shows earlier stock changes.

3. 03

   Delete

   Confirm the dialog. The product is soft-deleted, so it leaves the selling list without erasing old invoices.

Customer

1. 01

   Open the customer card

   The screen says Search by mobile number or add new.

2. 02

   Search by mobile

   Choose the country code and type the mobile number. If the customer exists, select them. If they do not, add them from that same search.

3. 03

   Walk-in customer

   For a sale with no customer record, choose Walk-in customer and tap Continue. Walk-in sales do not track loyalty.

4. 04

   Change or clear

   Tap Change to pick someone else, or the clear icon to remove the customer.

Add products

The cart is saved on the device as a draft while you are building the sale.

1. 01

   Search or scan

   Tap the search field, or follow Scan or search products. Type a name, SKU, or barcode. Or open the barcode scanner and point the camera at the code. The matching product is added.

2. 02

   Edit the cart

   Each line shows the item, quantity, and price. Change the quantity on the line. To remove a line, use Remove item. The header shows how many items are in the cart.

3. 03

   Stock check

   If negative stock is turned off in Account Configuration, checkout stops when a line asks for more units than you have.

Discount and delivery

On the sale summary:

1. 01

   Invoice discount

   Enter an invoice discount as a percent.

2. 02

   Delivery

   Enter a delivery amount if you charge for delivery. The summary then shows subtotal, total discount, delivery, and the amount due.

Take payment

1. 01

   Checkout

   Tap Checkout. You must have at least one item. The payment sheet lists only the methods you turned on in Business Profile.

2. 02

   Quotation first

   If Quotation first is on in Account Configuration, the sheet leads with a quotation option. A quotation saves the document and does not take money or reduce stock.

3. 03

   Choose the method

   For a partial payment, enter the amount received when partial payments are allowed. The rest stays as a balance.

4. 04

   Confirm

   The cart clears and the invoice preview opens. If the save fails, the error stays on the payment sheet and the cart is kept.

What you see

1. 01

   Invoice layout

   • Logo at the top left, when one is saved
   • Business name directly under the logo, aligned left
   • Invoice or quotation label, number, and public reference on the right. There is no barcode image
   • Customer, line items, totals, and bank details when those are filled in and switched on

Share and print

1. 01

   Share as PDF

   The phone share sheet opens with a PDF named from the invoice number. The logo is at the top left of the PDF. Sinhala and Tamil text is embedded so it stays readable offline.

2. 02

   Print Invoice

   The app prints to a connected thermal printer. The logo is centered at the very top, then the shop name and the receipt lines. If no printer is connected, the app tells you to connect one.

3. 03

   Public link

   A public link can also open that invoice from outside the app.

1. 01

   Search

   Use the invoice search field.

2. 02

   Filter

   Filter by All, Unpaid, Paid, Partial, Quote, Delivered, Returned, or Cancelled.

3. 03

   Upload status

   If items are still waiting to upload, the list says how many. If you are offline, it says so.

4. 04

   Open details

   Tap an invoice to see lines, customer, payment, and fulfillment.

5. 05

   Actions on the details screen

   • A quotation has Complete Order. That turns it into a real order.
   • An issued or completed invoice has Cancel Order.
   • A partial invoice with money still owed also has Pay for the remaining amount.
   • Share as PDF and Print Invoice are available from the invoice as well.

1. 01

   The two main figures

   Monthly sales and Outstanding.

2. 02

   Today’s sales

   Lists what was sold today.

3. 03

   Top selling

   Lists the strongest products. See all opens the longer list.

4. 04

   Low stock alert

   Shows products that are running out. View items opens that list, and from a product you can restock.

5. 05

   Retry

   If the dashboard fails to load, tap Retry.

1. 01

   Open from New Sale

   On New Sale, tap the customer card.

2. 02

   Search or add

   Search by mobile number, select a match, or add a new customer.

3. 03

   Customer profile

   Open a customer to see email, address, gender, birth date, notes, member-since date, total orders, total spending, loyalty points, and last purchase. The same page shows a short snapshot of that customer’s invoices.

4. 04

   Walk-in customers

   Walk-in customers are not stored and do not collect loyalty points.

1. 01

   General overview

   Monthly sales, net profit, growth against the target, revenue versus expenditure, high-value transactions, and system alerts.

2. 02

   Inventory and stock

   Stock position and logistics.

3. 03

   Outstanding and tax

   Unpaid balances and tax.

4. 04

   Customer trends

   How customers are buying.

1. 01

   What you can show

   • Business registration number
   • VAT number
   • Address
   • Contact
   • Product images
   • Tagline, which uses the header message and the footer message
2. 02

   Save

   Turn a switch on or off, edit the header and footer text, then save.

Sales and payments

1. 01

   Payment methods

   Accept cash, card, credit sales, cash on delivery, bank transfer, and PayPal.

2. 02

   Allow advance / partial payments

   When this is on, checkout can record part of the total and the invoice stays partial until the rest is paid.

Inventory

1. 01

   Tracking switches

   Track inventory, barcode scanning, low-stock alerts, batch tracking, and expiry tracking.

2. 02

   Allow negative stocks

   When this is off, checkout blocks a sale that would take stock below zero.

Pricing

1. 01

   Price controls

   Invoice-level discount, item-level discount, price override, promotional pricing, and wholesale pricing.

Returns

1. 01

   Returns, refunds, and exchanges

   Turn these on when the shop needs to take goods back.

Receipts

1. 01

   Print and share

   Thermal receipt printing and digital receipt sharing.

2. 02

   Quotation first

   When this is on, checkout can save a quotation. Stock and payment wait until you tap Complete Order on that quotation.

Not available yet

1. 01

   Locked features

   Multiple cashiers, multiple branches, and staff permissions are locked. Expense tracking is a switch only. There is no expense book.

1. 01

   Open Back Up

   Tap Back Up on the More page.

2. 02

   Backup data

   Tap Backup data to upload a copy to the private Google Drive app folder. You must be online. Google asks for Drive access the first time. That permission is separate from signing in with Apple. An Apple-signed-in user can still connect Google here.

3. 03

   Restore data

   Tap Restore data to replace the device copy with the Drive backup. The app relaunches after a restore.

4. 04

   Last backup

   The More page shows the time of the last Drive backup. Business settings, including the logo, are part of that backup and of the normal organisation sync.

1. 01

   Subscription plans

   Open More, then Subscription plans. The page shows the current plan, price, expiry, and what is included. To change plan, select one and confirm. A paid change is sent as a request to support. It is not purchased inside the App Store or Play Store from this screen.

2. 02

   Language

   Open More, then Language. Choose English, Sinhala, Tamil, or Arabic. Arabic lays the app out from right to left. The choice is remembered.

3. 03

   Help Center

   Open More, then Help Center. You can also open it before signing in. Pick a reason (sign-in, backup, printer, sale or stock, sync, billing, delete account, or something else), describe the problem, and send it.

4. 04

   Privacy and Terms

   Privacy policy and Terms of service open in the browser from More.

5. 05

   Profile

   Tap the avatar at the top of More. It shows your name, organisation, shop, and role, and the business logo when one is saved.