Add your first product
Manually create a product with price, stock, and image.
5 steps
- Go to Products in the sidebar.
- Click 'Add Product' in the top right.
- Enter the product name, selling price, buying price (optional for profit tracking), and starting stock.
- Optionally add an SKU, barcode, category, and product image.
- Click Save. The product is immediately available in the POS.
Export your product list
Download your whole catalogue as a spreadsheet.
5 steps
- Go to Products in the sidebar.
- Click 'More' in the top toolbar, then 'Export to CSV'.
- The file downloads with every product you can see, not just the ones on screen: name, SKU, barcode, category, prices, stock and reorder level.
- Open it in Excel or Google Sheets.
- To back up products, customers and sales together instead, go to Settings → Data Management.
Import products via CSV
Bulk-upload your full catalogue from a spreadsheet in one go.
5 steps
- Go to Products.
- Click 'Import CSV', then 'Download Template' to get the correct column format.
- Fill in your products: Name, Price, BuyingPrice, SKU, Barcode, Stock, Category, Description.
- Save the file as CSV and upload it using the Import modal.
- Review the import summary. Successes and any errors are listed.
Process a sale
From cart to payment in under 30 seconds.
6 steps
- Open the POS and make sure a shift is open.
- Search for a product by name, SKU, or scan a barcode.
- Click a product to add it to the cart. Adjust quantity if needed.
- Optionally attach a customer, apply a discount, or redeem loyalty points.
- Select a payment method (Cash, M-Pesa, Card, or split across multiple).
- Confirm the sale. A receipt can be sent to the customer by email.
Open and close a shift
Shifts track cash flow and tie every sale to a session.
5 steps
- On the POS screen, click 'Open Shift' and enter the starting cash in the till.
- Process sales normally throughout your shift.
- When done, click 'Close Shift'.
- A reconciliation report is generated showing cash, M-Pesa, and any discrepancy.
- Past shifts are saved under Shifts in the sidebar.
Set a sale price on products
Apply discounted pricing for promotions with a start and end date.
5 steps
- Go to Products.
- Click the 'Set Sale' button in the top toolbar.
- Choose the scope: All Products, By Category, or select specific products.
- Enter the sale price and set a start and end date/time.
- Click Apply Sale. Products in an active sale window show a SALE badge in the POS automatically.
Connect WooCommerce
Sync your online store products and keep stock in sync.
5 steps
- In your WordPress admin, go to WooCommerce → Settings → Advanced → REST API.
- Create a key with Read/Write permissions. Copy the Consumer Key and Consumer Secret.
- In Webpinn, go to Settings → Integrations → WooCommerce.
- Paste your store URL, Consumer Key, and Consumer Secret, then click Connect.
- Click Sync Products to import your WooCommerce catalogue. Stock syncs automatically from that point.
Connect Shopify
Import Shopify products including variants and barcodes.
5 steps
- In your Shopify admin, go to Apps → Develop apps.
- Create a private app and grant it Products (read/write) and Inventory (read/write) scopes only.
- Copy the Admin API access token.
- In Webpinn, go to Settings → Integrations → Shopify.
- Enter your store domain and API token, then click Connect and Sync.
Receive new stock
Record incoming inventory with optional batch tracking.
4 steps
- Go to Products and click 'Receive Stock'.
- Select the product you are restocking.
- Enter the quantity received and optionally a batch number, expiry date, and cost price.
- Click Confirm. Stock updates immediately and is reflected in the POS.
Set up your booking page
Give customers a link to book your services online.
5 steps
- Go to Settings → Booking Settings.
- Fill in your shop name, description, and timezone.
- Toggle 'Booking Page Live' on.
- Your public booking page is now live at webpinnpos.com/book/[your-slug].
- Share this link on WhatsApp, Instagram, or your website so customers can book directly.
Add services and pricing
Define what customers can book and how much it costs.
5 steps
- Go to Services in the sidebar.
- Click 'Add Service'.
- Enter the service name, duration, price, and optionally a deposit amount.
- Assign the service to one or more staff members.
- Click Save. The service is immediately available on your public booking page.
Add staff and set availability
Control which staff appear on the booking page and when they work.
4 steps
- Go to Staff under the Bookings section in the sidebar.
- Click 'Add Staff Member' and fill in the name, role, and email.
- Open the staff member's profile and set their weekly schedule (which days and hours they work).
- Staff members can also manage their own schedule via the My Schedule page after logging in.
Manage and confirm appointments
View, confirm, reschedule, or cancel bookings.
5 steps
- Go to Bookings in the sidebar.
- You'll see all upcoming appointments with customer name, service, time, and payment status.
- Click an appointment to confirm, reschedule, or cancel it.
- Customers receive an automatic notification when their booking status changes.
- Confirmed appointments can be converted to a POS sale when the customer arrives.
Collect M-Pesa deposits online
Require a deposit at the time of booking to reduce no-shows.
4 steps
- In a service's settings, set a deposit amount (fixed KES or %).
- When customers book via your public page, they are prompted to pay the deposit via M-Pesa STK Push.
- The deposit is recorded in Webpinn and deducted from the final bill at checkout.
- If a customer cancels, the refund policy you set under Booking Settings applies.
Convert an appointment to a sale
Turn a completed appointment into a POS transaction.
5 steps
- Open the appointment in the Bookings section.
- Click 'Convert to Sale'.
- The system creates a sale for the remaining balance (total minus any deposit paid).
- Choose the payment method for the remaining amount and confirm.
- The sale is recorded in Reports under the normal sales flow.
Find your referral code
Every shop has one. It takes KES 500 off your bill per business you bring.
5 steps
- Log in as a shop admin and go to Settings.
- Open the 'Subscription & Billing' tab.
- Scroll to the 'Refer another business' card.
- Your code is shown there, along with the credit you have available and what you have earned so far.
- Click 'Copy your sign-up link' to get a link with the code already filled in.
Refer another business
Send them your link. They sign up, and the code travels with it.
5 steps
- Copy your sign-up link from the 'Refer another business' card.
- Send it to the business owner on WhatsApp, or however you normally talk to them.
- When they open it, the Referral code box on the sign-up form is already filled in with your code.
- If they would rather type it, they can enter the code themselves in that box when registering.
- You cannot use your own code on a second shop of your own: it is refused when the email address or phone number matches the referring shop.
See who you have referred
Track which referrals have paid, and which are still on trial.
5 steps
- Go to Settings → Subscription & Billing.
- Under 'Businesses you have referred' you will see each one you have brought in.
- A business that has paid shows the credit it earned you.
- One that signed up but has not paid yet shows 'Not subscribed yet' and has earned nothing so far.
- 'Credit available' is what is left to spend; 'Earned to date' is the total you have ever earned.
Use your credit on your bill
It comes off your renewal automatically. There is nothing to claim.
5 steps
- Go to Settings → Subscription & Billing and click Renew Now.
- The payment box shows the plan price, the referral credit being applied, and the total you actually owe.
- If credit covers only part of the bill, pay the remaining amount by M-Pesa as normal.
- If credit covers the whole bill, there is nothing to pay: the button reads 'Renew with credit'.
- Any credit left over stays on your account and is used at your next renewal.
Sign up as an affiliate
Earn KES 500 cash per business you refer that subscribes. You do not need to run a shop.
5 steps
- Go to webpinnpos.com/register and create a free account.
- After logging in, click 'Affiliate Program' in the sidebar or go to the Affiliates section.
- Submit your affiliate application.
- Once approved, you'll receive your unique referral link.
- You earn KES 500 per paying subscriber you refer, paid via M-Pesa.
Share your referral link
Maximise conversions by sharing your link in the right places.
5 steps
- Log in to your Webpinn account and go to the Affiliate section.
- Copy your unique referral URL.
- Share it on WhatsApp groups (business networks, entrepreneurs, market traders).
- Post it on social media or include it in your email signature.
- When someone signs up through your link and subscribes, the KES 500 commission is queued for payout.
Track your conversions and earnings
See who you referred and what you've earned.
4 steps
- Go to the Affiliate section after logging in.
- The dashboard shows total referrals, active subscribers, and total commission earned.
- Each conversion shows the referral date, subscription status, and commission amount.
- Commissions are marked Pending until they are verified and Paid once sent via M-Pesa.
Get paid your commission
Commissions are paid via M-Pesa once verified.
4 steps
- Commissions accumulate in your affiliate dashboard.
- Once your balance is verified, you'll receive an M-Pesa payment to the number on your account.
- Payouts are processed periodically. You'll be notified via the email on your account.
- Ensure your M-Pesa number is up to date under your account settings.
Record expenses and petty cash
Track small business costs against your shift.
5 steps
- Go to Expenses in the sidebar.
- Click 'Add Expense'.
- Enter the category (e.g. Transport, Lunch, Supplies), amount, and an optional note.
- Expenses are tied to your active shift and appear in your shift reconciliation report.
- All expenses are visible in the Expenses report with filters by date and category.
Run a sales report
View revenue, profit, and top products for any period.
5 steps
- Go to Reports in the sidebar.
- Select a date range using the From and To date pickers.
- The Overview tab shows total revenue, transactions, and estimated profit.
- The Sales tab gives a full itemised breakdown including payment method and cashier.
- Click Export to Excel to download the report for accounting or filing.
Correct a stock figure by hand
Write off damage or theft, or add stock the system missed.
5 steps
- Go to Stock Adjustments in the sidebar.
- Search for the product, or scan its barcode.
- Choose Add Stock or Remove Stock and enter the quantity.
- Type a reason, for example 'Damaged in transit'. This is what makes the history worth reading later.
- Click Confirm. For a delivery from a supplier, use Receive Stock on the Products page instead, so its batch, expiry and cost are recorded.
Enter your stock for the first time
Set your opening figures when you are getting started.
5 steps
- Go to Stock Count in the sidebar.
- Choose 'Setting up stock', then click Start New Count.
- Pick a category to work one shelf at a time, then enter what you actually have for each product. Photos are shown so you can tell similar items apart.
- You can stop and come back to it. Your progress shows as 'counted of total' for the shelf you are on.
- Click Review and Finalise. Your counted figures become your stock. Nothing needs a reason, and none of it is reported as loss.
Check your stock against the system
Find out what is missing and why.
5 steps
- Go to Stock Count, choose 'Checking stock', then click Start New Count.
- Count what is on the shelf. Expected figures are hidden by default, so you record what you see rather than what you were shown.
- On the review screen, anything that does not match needs a reason. If several are short for the same cause, set one reason for all of them at once.
- Finalise. Stock is corrected and sales made while you were counting are not undone.
- Export the count to Excel for a record of what was lost and what it was worth.
Set your shop's timezone
Decide when your trading day starts and ends in reports.
5 steps
- Go to Settings in the sidebar and stay on the Shop Settings tab.
- Scroll to the Timezone section.
- Pick your timezone from the list. New shops start on Africa/Nairobi (EAT).
- Click Save.
- Reports now cut each day at midnight in that timezone, so an evening sale counts towards the day you rang it up.
Transfer stock between branches
Move inventory from one location to another with a full audit trail.
5 steps
- Go to Transfers in the sidebar (Multi-Branch plan required).
- Click 'New Transfer'.
- Select the source branch, destination branch, product, and quantity.
- Confirm the transfer. Both branches update immediately.
- The transfer is logged with a timestamp and can be reviewed in the Transfers history.
Process a refund
Return a product and restore stock automatically.
5 steps
- Go to Refunds in the sidebar.
- Click 'New Refund' and search for the original transaction by receipt number or date.
- Select the item(s) to refund and the quantity.
- Choose whether to restore stock.
- Confirm. The refund is recorded and the original sale is updated.
Set low-stock alerts
Get alerted when a product drops below your minimum level.
5 steps
- Go to Products and open any product.
- In the product edit screen, find the 'Min Stock Level' field.
- Enter the threshold you want to be alerted at (default is 10 units).
- When stock falls to or below this level, the product shows a red low-stock badge on the dashboard and in the product list.
- Use the Receive Stock button to quickly top up.
Add and manage product categories
Organise your catalogue for faster POS searching.
5 steps
- Go to Categories in the sidebar.
- Click 'Add Category' and enter the category name.
- Save the category.
- When adding or editing a product, assign it to the relevant category.
- In the POS, you can filter the product catalogue by category for faster searching.