⚙️ Section 3
Business settings
Fine-tune ZaleBee to work the way you do. Only users with settings permission see these menus.
On this page
Business settings
Settings are grouped into tabs. The ones you'll use most:
| Tab | Use it to |
|---|---|
| Business | Change name, logo, currency format, date format, default profit margin. |
| Tax | Tax registration names and numbers; enable inline tax on sales and purchases. |
| Product | SKU prefix, enable brands, categories, sub-units, expiry, lot numbers, warranties. |
| Contact | Default credit limit and pay terms for new contacts. |
| Sale / POS | Default discount, POS keyboard shortcuts, what the POS screen shows, and the customer display screen. |
| Purchase | Enable purchase orders, requisitions and editing of product price from purchase. |
| Payment | Name your custom payment methods (e.g. UPI, Wallet). |
| Prefixes | Reference number prefixes for purchases, returns, transfers, expenses, payments. |
| Reward points | Let customers earn and redeem points on sales. |
| Weighing scale | Read the product and its weight from labels printed by your weighing scale. See Selling loose items by weight. |
| Email / SMS | Connect your email and SMS provider for notifications. |
| WhatsApp Settings | Send WhatsApp messages by click-to-chat link, the WhatsApp Cloud API (Meta) or another gateway, and send a test message. See WhatsApp. |
| Online store | Open your online store, choose the location it sells from, delivery charge, minimum order and who gets a WhatsApp for new orders. See Online store. |
| OCR Settings | Choose the default invoice-scanning engine, and see how many scans you've used this month and in past months. See AI invoice scanning. |
| Custom labels | Rename custom fields and payment methods. |
Business locations
Add each shop, branch or warehouse. Every location can have its own address, invoice layout, invoice number series, price group and payment accounts.
- Click Add, enter the name and address.
- Pick the invoice scheme and invoice layout for POS and for regular sales.
- Optionally set a default selling price group and featured products for the POS.
- Save. The location now appears in every location filter.
Sharma Grocery adds two locations: Main Store (where customers buy) and Godown (the warehouse). Purchases are received into the Godown, then moved to the Main Store with a stock transfer. The stock report shows how much of each item is in each place.
Tax rates
Add each tax rate (e.g. GST 5%, GST 18%). To combine rates, such as CGST 9% + SGST 9%, create the single rates first and then add a tax group.
- Add tax rate CGST 9% (9) and SGST 9% (9).
- Add a tax group GST 18% containing both.
- Give the product the tax GST 18%. On a ₹1,000 item the invoice shows CGST ₹90 + SGST ₹90 = ₹1,180.
Invoice settings
- Invoice schemes control numbering, e.g.
INV-2026-0001. - Invoice layouts control what's printed: logo, header, footer, columns, tax summary and terms. The layout's Design sets the paper format: see Receipts and receipt formats.
Create a scheme POS- with 4 digits for counter sales (POS-0001, POS-0002…) and a scheme INV- for regular sales (INV-0001…). Give the POS a thermal (80 mm) layout and regular sales an A4 layout with your bank details and terms in the footer.
Barcode settings & receipt printers
Barcode settings define label sheet sizes for printing labels. Receipt printers lets you register network thermal printers for direct printing from the POS. Browser printing works without any setup.
Notification templates
Edit the email, SMS and WhatsApp messages sent for new invoices, payment received, payment reminders, new orders and more. Use the tags shown (e.g. {contact_name}, {invoice_number}) to insert details automatically.
Template: "Dear {contact_name}, invoice {invoice_number} is due. Please pay at your earliest convenience."
What Ravi Traders receives: "Dear Ravi Traders, invoice INV-0042 is due. Please pay at your earliest convenience."
Tick Auto send (email, SMS or WhatsApp) on a template to send it by itself: New sale when an invoice is saved, Payment reminder every morning for invoices past their pay terms (once per invoice).
Choose how WhatsApp messages go out:
| Click-to-chat link (the default) | No setup. WhatsApp opens on your computer or phone with the message typed in, and you press Send. Automatic payment reminders can't be sent this way. |
| WhatsApp Cloud API (Meta) | Messages go out by themselves from your WhatsApp Business number. Enter the Phone number ID and a permanent Access token from Meta's WhatsApp Manager. |
| Other WhatsApp gateway | For a gateway such as UltraMsg or Green API. Enter its URL, the names of the number and message parameters, and any token it needs, from the gateway's documentation. |
Set the Default country code (e.g. 968 or 91). It is added to customer numbers saved without one. Then enter your own number and press Send test message to check the setup before you save.
Cloud API templates. WhatsApp only delivers a message you start to a customer who hasn't written to you in the last 24 hours if it uses a template that Meta has approved. Create the templates in WhatsApp Manager. Then in Notification Templates, under each WhatsApp text, enter the Template name, its Language, and the tags that fill its {{1}}, {{2}}… in order.
In WhatsApp Manager you create the template invoice_ready (English): "Hello {{1}}, thank you for shopping with us. Your invoice {{2}} for {{3}} is here: {{4}}". Meta approves it.
In Notification Templates › New Sale, enter template name invoice_ready, language en, parameters {contact_name}, {invoice_number}, {total_amount}, {invoice_url}, and tick Auto send Whatsapp notification. After each sale the customer gets: "Hello Beta Stores, thank you for shopping with us. Your invoice INV-0042 for ₹300.00 is here: https://…"
A WhatsApp message is sent after the sale is saved, so a slow or failed WhatsApp never holds up the till. Each message sent is recorded in the invoice's activity history. If a customer doesn't receive one, check the number, then send a test message from WhatsApp Settings.
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