📚 Documentation
MyStuff POS
Complete Guide
Everything you need to master every feature — from your first sale to advanced multi-device workflows. Pick a topic from the sidebar or scroll through from top to bottom.
Initial Setup
Set up your business in 5 minutes
Make Your First Sale
Add products, checkout, done
Add Inventory
Products, variants & stock
Create an Invoice
Quotes, invoices, delivery notes
Sync Devices
Multi-device offline sync
Add Staff
Roles and permissions
Getting Started
First Launch
When you first open MyStuff POS you'll be greeted by the onboarding slides, then guided straight into the setup wizard. Here's what to expect.
1
Onboarding Slides
Swipe through six intro screens showcasing each major feature. Tap Continue on each, or tap Skip in the top-right to jump straight to setup. You'll only see these once.
2
Choose Your Role
On the setup screen you'll pick one of two paths:
- I'm the Business Owner — create a new business from scratch or restore from a backup file.
- I'm an Employee — join an existing business by scanning a QR code shown on the owner's device.
3
Complete the Setup Wizard
Fill in your business name, currency, and create your owner account with a password. Takes under 2 minutes. See Setup Wizard for the full walkthrough.
4
You're In!
After setup you'll land on the Dashboard. The next thing to do is add your products in Inventory, then set up your payment methods in Settings → Payment Methods.
No internet connection is required at any point. MyStuff POS is fully offline — your data lives on your device.
Getting Started
Setup Wizard
The setup wizard only runs once — when the app is first installed, or after a full data reset. It creates your business profile and owner account.
1
Business Information
Enter:
- Business Name — appears on receipts and documents
- Phone number (optional) — shown on invoices
- Email (optional)
- Currency — select from a full picker; shown on all prices
2
Owner Account
Create the Owner (admin) account:
- Full Name
- Password — used to log in; keep this safe
3
Done — Log In
After setup you're sent to the login screen. Enter your password and you'll land on the Dashboard. Your business is now live.
Restore from backup: On the setup screen tap "Restore from Backup" to import an existing backup file instead of starting fresh. This will restore all your products, sales history, and settings.
Employee joining an existing business
1
Tap "I'm an Employee"
On the initial setup screen choose the Employee path.
2
Owner generates a QR code
On the owner's device: Settings › Employees › Add Employee › QR Pair. Select the employee from the list — a QR code appears.
3
Scan & connect
On the employee device scan that QR code. The devices connect over Bluetooth/Wi-Fi and the business data is transferred automatically. No internet needed.
Core Feature
Point of Sale
The POS screen is where sales happen. Open it from the bottom nav. On tablets, the cart appears side-by-side with the product grid. On phones, tap the cart icon to slide the cart in.
Making a sale — step by step
1
Find your products
Type in the search bar to filter by product name, or browse the category chips. Tap a product to add it to the cart. Tap again to increase quantity, or open the cart and edit the quantity directly.
2
Apply discounts (optional)
Two levels of discounts are available:
- Item-level: long-press a cart item → set a % or fixed amount discount on that specific item.
- Order-level: in the cart summary, tap the discount field to apply a % or fixed discount to the entire order.
3
Tap Checkout
The checkout sheet slides up from the bottom. Review the total and optionally enter a customer name and phone number for the receipt.
4
Select payment method
Tap the payment method (Cash, M-Pesa, Card, or any custom method you've set up). If the method requires a reference number (e.g., M-Pesa), a field appears automatically. Enter the amount received — the app calculates change.
5
Complete & receipt
Tap Complete Sale. The sale is saved, stock is reduced automatically, and you're offered a choice: Print (Bluetooth thermal printer), Share (WhatsApp, email, etc.), or Done to continue selling.
The POS cart remembers your items if you switch to another screen and come back. Your in-progress sale is never lost.
Sales History
Tap the clock icon (top-right of POS) to open Sales History. Each sale shows the date, total, payment method, and items. Tap any sale to view full details, reprint the receipt, or void the transaction (Managers only).
Voiding a sale does not automatically restore stock. You'll need to manually adjust stock quantities in Inventory if needed.
Core Feature
Inventory Management
Before you can make sales, you need products. Inventory is organised into Categories → Products → Variants. You can have unlimited items in each tier.
Data structure
🗂️ Categories
Top-level groupings like "Clothing", "Electronics", "Food & Drink". Each product belongs to one category. Categories help organise the POS product browser.
📦 Products (Items)
The core product entity — e.g., "T-Shirt Classic". A product can have one or more variants. The product holds the name, category, and description.
🔖 Variants
Specific versions of a product — e.g., T-Shirt Classic / Red / Large. Each variant has its own SKU, cost price, selling price, and stock quantity.
📊 Stock Levels
Each variant tracks stock independently. The inventory screen shows colour-coded stock indicators — green (in stock), orange (low), red (out of stock).
Adding a product
1
Open Inventory → tap the + button
The "Add Product" form opens. Enter the product name and select (or create) a category.
2
Add variants
Every product needs at least one variant. For each variant enter:
- Name — e.g., "Red / L" or just "Default" for a simple product
- SKU (optional)
- Cost Price — what you pay; used in profit calculations
- Selling Price — what the customer pays
- Opening Stock — current quantity on hand
- Low Stock Alert Threshold
3
Save
Tap Save. The product is immediately available in the POS search.
Adjusting stock
Open a product → tap a variant → tap Adjust Stock. You can add stock (restock), remove stock, or set an exact count. Each adjustment is logged with a reason and timestamp in the Stock Adjustment History.
Stock is automatically reduced when a sale is completed. You never need to manually subtract stock after a sale.
Core Feature
Business Documents
Create professional PDFs for B2B transactions. The Documents module supports three linked document types — Quotations, Invoices, and Delivery Notes — each following a clear status workflow.
Document types & the conversion flow
Quotation
Price proposal
→
Invoice
Payment request
→
Delivery Note
Goods dispatch
→
Completed Sale
Finalised
Creating a document
1
Open Documents from the side drawer
Tap the hamburger menu → Documents. You'll see a tabbed list (All / Quotations / Invoices / Delivery Notes) and a + FAB to create new.
2
Fill in the document form
- Customer — search your customer directory or add a new one on-the-fly
- Issue date & due date
- Line items — tap Add Item, search your inventory, set quantity and price (pre-filled but editable)
- Tax % and header discount
- Notes for customer and internal notes
3
Save as Draft → take action
Draft documents can still be edited. When ready, tap the action button to mark as Sent, Share PDF, or convert to the next document type.
Status flows
💬 Quotation statuses
Draft
Sent
Accepted
Rejected
Expired
Converted
🧾 Invoice statuses
Draft
Sent
Partial
Paid
Overdue
Void
Recording a payment on an invoice
Open the invoice → tap Record Payment. Enter the amount, payment date, method, and an optional reference. The invoice status updates automatically: partial if balance remains, paid when fully settled.
Convert Quotation → Invoice: Open an accepted quotation and tap Convert to Invoice. All line items and customer info are carried over. The quotation is marked converted.
Core Feature
Customer Management
The customer directory powers the Documents module. Store contact details and tax/VAT numbers so your invoices and quotations look professional.
Customer fields
| Field | Description | Required |
|---|---|---|
| Name | Company or individual name — shown on all documents | Yes |
| Phone | Contact number; shown on documents | Optional |
| For sharing PDFs via email | Optional | |
| Address | Physical or postal address printed on invoices | Optional |
| Tax / VAT Number | KRA PIN, VAT reg., etc. — shown on tax invoices | Optional |
| Internal Notes | Private notes visible only to staff | Optional |
Access the customer list from Side Drawer › Customers. You can also add a new customer on-the-fly from within the document creation form.
Core Feature
Analytics & Statistics
The Statistics screen gives you deep insight into your business performance across three time periods. Swipe down to refresh data at any time.
📅 Time periods
- Today — real-time sales metrics for the current day
- This Week — Monday–Sunday of the current week
- This Month — full calendar month to date
📈 Key metrics
- Total sales count
- Total revenue
- Average sale value
- Total items sold
- % change vs prior period
Charts & breakdowns available
| Chart / Section | What it shows |
|---|---|
| Sales Chart | Bar chart of daily sales for the last 7 days |
| Top Products | Best-selling products ranked by units sold in the period |
| Payment Method Breakdown | Revenue split by each payment method used |
| Inventory Overview | Total products, variants, stock value, potential revenue, and potential profit |
| Comparison vs Yesterday | % change in revenue and sales count compared to the previous day |
Financial data (revenue, profit) is hidden from Cashier and Inventory Clerk roles. Only Managers and Owners see these figures.
Management
Staff & Roles
Give every staff member their own login with a PIN and limit exactly what they can see and do. Roles are pre-configured but fully customisable.
Built-in roles
| Role | Default Permissions |
|---|---|
| 👑 Owner | All permissions — full access to every feature, setting, and financial data |
| 🏢 Manager | Sales, inventory, documents, reports, staff management. Cannot modify billing settings |
| 🧾 Cashier | Process sales and view products. Financial data is hidden. Cannot manage inventory or settings |
| 📋 Inventory Clerk | View/add/edit inventory and adjust stock. Cannot view sales or financial data |
| 🔧 Custom | Manually pick any combination of individual permissions |
Permissions matrix (key permissions)
| Permission | Owner | Manager | Cashier | Inventory |
|---|---|---|---|---|
| View & Create Sales | ✓ | ✓ | ✓ | — |
| View Financial Data | ✓ | ✓ | — | — |
| Void Transactions | ✓ | ✓ | — | — |
| View Inventory | ✓ | ✓ | ✓ | ✓ |
| Add / Edit Inventory | ✓ | ✓ | — | ✓ |
| Adjust Stock | ✓ | ✓ | — | ✓ |
| View / Create Documents | ✓ | ✓ | — | — |
| Record Invoice Payments | ✓ | ✓ | — | — |
| View Reports / Analytics | ✓ | ✓ | — | — |
| Manage Employees | ✓ | Partial | — | — |
| Backup & Restore | ✓ | — | — | — |
| Manage Settings | ✓ | Limited | — | — |
| Export Data | ✓ | ✓ | — | — |
Adding an employee
1
Settings → Employees → Add Employee
Enter the employee's name, choose a role, and set a PIN. The PIN is what they'll use to log in on their device.
2
QR Pair their device
Tap Generate QR Code next to the employee. On their Android device, open MyStuff POS → "I'm an Employee" → Scan the QR code. The business data transfers over local Bluetooth/Wi-Fi.
3
Employee logs in with their PIN
They only see screens and data matching their role permissions. The owner's financial data remains hidden.
Management
Payment Methods
Before making your first sale, set up at least one payment method. You can create any method with a custom name, icon, and colour.
Go to Settings › Payment Methods › +
| Setting | Description |
|---|---|
| Name | e.g., "Cash", "M-Pesa", "Visa Card", "Bank Transfer" |
| Icon | Choose from a library of icons to visually identify the method in checkout |
| Colour | Colour-codes the button in the checkout screen |
| Requires Reference | When ON, a reference number field appears at checkout (e.g., for M-Pesa transaction codes) |
| Active | Toggle to show/hide the method from the checkout screen without deleting it |
You can have as many payment methods as you need. Common setups: Cash + M-Pesa + Card, or Cash + Bank Transfer + Credit.
Management
Receipt Printer Setup
MyStuff POS supports Bluetooth ESC/POS thermal receipt printers. Once paired, receipts print with a single tap after each sale.
1
Pair the printer in Android Bluetooth settings
Go to Android Settings → Bluetooth. Power on your thermal printer and pair it to your device. Most printers have no PIN, or use "0000" or "1234".
2
Open Printer Setup in MyStuff POS
Go to Settings › Printer. The app scans for paired Bluetooth devices. Tap your printer to connect.
3
Test print
Tap Test Print to verify the connection and paper. Adjust paper width settings if needed (58mm or 80mm).
4
Receipts print automatically after sales
After completing a sale, tap Print Receipt. The printer must be on and nearby (Bluetooth range ≈10m). The connection is remembered — no need to reconnect each session.
Compatible with most 58mm and 80mm ESC/POS Bluetooth thermal printers (Xprinter, HOIN, GoojPrint, etc.). The app uses standard ESC/POS commands.
Data & Sync
Multi-Device Sync
Run MyStuff POS on multiple Android devices simultaneously — a cashier device for sales and a stock device for inventory — all synced over local Bluetooth/Wi-Fi. No internet required.
Sync uses Google Nearby Connections, which works over Bluetooth + Wi-Fi Direct. Both devices must be on the same physical network or within Bluetooth range.
Starting a sync session
📡 Host device (Owner/Manager)
- Open Side Drawer › Sync
- Tap Start as Host
- The device begins advertising — wait for the other device to connect
- Approve the connection request
📲 Client device (Employee)
- Open Side Drawer › Sync
- Tap Connect to Host
- The device searches for the host and connects
- Once connected, sync events flow in real time
What syncs?
| Event | Direction | What transfers |
|---|---|---|
| Sale completed | Client → Host | New sale, items sold, payment details — stock reduced on host |
| Product added/edited | Host → All clients | New/updated product with variants and prices |
| Stock adjusted | Any → All | Stock quantity changes broadcast to all connected devices |
| New customer | Any → All | Customer record shared across devices |
| Document updated | Any → All | Document status changes and payment records |
If a device goes offline briefly, changes are queued and replayed when the connection resumes. The sync screen shows a live event log so you can see exactly what was synced.
Data & Sync
Backup & Restore
Regular backups protect your business data. A backup is a single file containing your entire database — products, sales, customers, documents, employees, settings.
1
Create a backup
Go to Settings › Backup & Restore → tap Create Backup. A
.backup file is saved to your device's Downloads folder. You can then share it to Google Drive, WhatsApp, or email for off-device storage.2
Restore from backup
Tap Restore from Backup → pick the backup file. Choose between Full Restore (replaces all data) or Merge (adds missing records without overwriting existing ones). The app restarts to apply the restore.
Full restore is irreversible. It will completely replace your current data with the backup. Always create a fresh backup before doing a full restore.
Best practice: Create a weekly backup and save it to Google Drive or another cloud storage. This protects you if your phone is lost, stolen, or reset.
Data & Sync
Export Sales Data
Export your sales records to CSV for use in spreadsheet applications, accountants, or external reporting tools.
Go to Settings › Export Sales Data (requires Export Data permission).
📑 What's exported
- Sale ID, date & time
- Total amount
- Payment method
- Customer name & phone
- Each line item with qty and price
- Discount applied
📁 File output
A .csv file is generated and can be shared to Google Sheets, Excel, Gmail, or saved to device storage. Opens directly in any spreadsheet application.
Help
Frequently Asked Questions
Does MyStuff POS require an internet connection?▾
No. MyStuff POS is fully offline. All data is stored on your device. The only time internet is used is when loading the ads that keep the app free. Your business data never touches the internet.
What happens if I uninstall the app?▾
Uninstalling the app deletes all locally stored data permanently. Always create a backup before uninstalling. To reinstall: install the app → Setup → "Restore from Backup" → select your backup file.
Can I use MyStuff POS on multiple phones at the same time?▾
Yes. Install the app on each Android device, pair employee devices using the QR code flow, then use the Sync feature to keep all devices in sync over local Bluetooth/Wi-Fi. There's no limit on how many devices you can connect to a single business.
How do I change my business currency?▾
Go to Settings › Business Info › Edit and tap the currency field. You can select any currency. All price displays will update immediately. Note: this changes the display symbol only, not the underlying numeric values.
Can I apply a discount to a whole order?▾
Yes. In the cart, tap the discount field in the order summary section. You can enter a percentage (e.g., 10%) or a fixed amount. Item-level discounts can also be set by tapping individual cart items.
What printer models are supported?▾
Any Bluetooth ESC/POS thermal printer in 58mm or 80mm paper width. Popular compatible models include Xprinter XP-58, XP-80, HOIN HOP-E58, GoojPrint GP-58, and most generic "POS58" / "POS80" printers sold on Amazon or Jumia. The printer must support Bluetooth SPP (Serial Port Profile).
How do I delete a product that's been sold?▾
Products that have been sold cannot be fully deleted because they are referenced in sales history. Instead, mark the product as Inactive — it will no longer appear in the POS search but all historical sales data remains intact.
What's the difference between Restore and Merge backup?▾
Full Restore: Completely replaces your current database with the backup file contents. Use this when setting up a new/reset device. Merge: Imports records from the backup that don't exist in your current database. Existing records are not overwritten. Use this to combine data from two devices.
How do I share an invoice as a PDF?▾
Open the invoice → tap the Share PDF button in the action bar. The PDF is generated instantly and Android's share sheet opens, letting you send it via WhatsApp, Gmail, Telegram, save to Drive, or any app that accepts file sharing.
Can I convert a Quotation into a Sale directly?▾
Yes. Open an accepted quotation and tap Convert to Sale. This creates a completed sale from the quotation line items and marks the quotation as converted. Alternatively, convert the quotation to an Invoice first, then record full payment to close it as a sale.
How is the app free? Are there hidden costs?▾
The app is supported by non-intrusive ads (via Google AdMob). There is no subscription fee, no premium tier, and no in-app purchases required to access any feature. All features are free.
Power User
Pro Tips
Get the most out of MyStuff POS with these workflow tips.
⚡ Speed up checkout
- Use the search bar — type just 2–3 letters and the product appears
- For frequent items: the last-used products float to the top of the grid
- On tablets: the product grid and cart show simultaneously, no drawer needed
- Set your most common payment as the first method — it's pre-selected
📦 Inventory best practices
- Use the "Default" variant name for products with no size/colour options
- Always set a cost price — even an estimate helps you see real profit margins
- Use low-stock thresholds to catch products before they run out
- Check the Inventory Overview in Statistics weekly
💾 Backup strategy
- Create a backup every Friday or after any major data entry session
- Save backups to two locations (phone + Google Drive/WhatsApp to self)
- Label backups by date in the filename before sending
- Test a restore on a spare device once to make sure it works
📄 Documents workflow
- Send a Quotation first — if accepted, convert it; no re-entry needed
- Set expiry dates on quotations to prompt follow-ups
- Use "Notes for Customer" for payment terms and bank details
- Record partial payments as they arrive — the invoice updates automatically
🔄 Sync tips
- Keep devices within 5m for the most reliable Bluetooth sync
- The host device should be the one with the most up-to-date data
- Check the sync event log after each session to confirm all events transferred
🔐 Security tips
- Use the Owner account only on your personal device; give cashiers Cashier accounts
- Use a strong PIN (not "1234") — this protects the app after a device lock
- Regularly review the employee list and deactivate staff who've left
- Keep backups off-device so a stolen phone doesn't mean lost data
Have a feature request or found a bug? Tap the thumbs down button in the Play Store review or email us at support@mystuffpos.app. We read every message.