MobiPOS product guide

What MobiPOS does today.

From supplier purchase to after-sales accountability.

MobiPOS is built around the real journey of a phone or accessory: product setup, supplier purchase, warehouse receipt, branch or agent transfer, sale, payment, credit follow-up, return, warranty, repair, audit and reporting.

Area 01

Business structure and access

Give each company, branch, location and staff member a clear place in the business, without exposing another organization’s data.

Multi-tenant business structure

Complete

What it is: One platform can serve separate organizations, companies, branches and stock locations.
How it works: Every operational record is attached to an organization and, where relevant, a branch and location. Users only work inside the organization and branches assigned to them.
Business scenario: Scenario: A retailer with Nairobi and Kisumu branches can review each branch separately while the owner sees the combined business picture.

Users, multiple roles and branch access

Complete

What it is: A user can hold more than one role and receive access only to the branches they need.
How it works: Memberships link users to an organization, roles contribute permissions, and branch assignments limit operational data. Locked actions remain visible and open an access-request flow.
Business scenario: Scenario: A branch manager can approve a transfer at their branch and also sell at the POS, without gaining access to another branch’s stock.

Grouped navigation and operational dashboards

Complete

What it is: The working interface organizes stock, sales, people, money, repairs, approvals and reports into clear groups.
How it works: Navigation is role-aware while keeping unavailable actions visible. The dashboard changes its metrics and recent activity to the signed-in user’s permitted scope.
Business scenario: Scenario: A cashier starts a sale quickly, while an owner opens the same system and sees sales, stock, approvals and activity summaries.

Area 02

Catalog, contacts and serialized inventory

Create one reliable source for products, customers, suppliers and every tracked device.

Products, brands and categories

Complete

What it is: A product master holds the selling, cost, barcode, warranty, tax and tracking rules used across operations.
How it works: Products are created once, then selected in purchasing, intake, transfers, POS, repairs and reports. Products can be serialized for phones or quantity-based for accessories.
Business scenario: Scenario: A Samsung phone is marked as serialized while a screen protector is sold by quantity, each following the correct workflow automatically.

Customers and suppliers

Complete

What it is: Customer and supplier records provide the commercial identity behind sales, credit, purchasing and statements.
How it works: Contact profiles record type, contact details and active status; customer transactions feed receivables and supplier purchases feed payables and returns.
Business scenario: Scenario: A repeat customer’s credit balance is visible before the cashier creates another credit sale, while purchasing can select the supplier for a new stock order.

IMEI and serial lifecycle tracking

Complete

What it is: Each phone or tracked device has one central stock-unit record from receipt through transfer, allocation, sale, return or repair.
How it works: The system validates serial and IMEI values within the organization, prevents duplicates, stores current location and status, and provides IMEI history search.
Business scenario: Scenario: An owner searches an IMEI and sees the device, its current or last location, movement history and related sale context instead of checking multiple spreadsheets.

Immutable stock movement ledger

Complete

What it is: Completed stock movements are permanent business evidence rather than editable balances.
How it works: Purchases, transfers, allocations, sales, returns and adjustments post movement records. Completed entries cannot be edited or deleted; corrections are made as reversing movements.
Business scenario: Scenario: When a transfer was posted to the wrong location, the manager records a reversal and the trail still shows both the original action and the correction.

Batch serial and IMEI intake

Complete

What it is: Teams can add many serialized devices without creating one record at a time.
How it works: The intake screen accepts pasted serial or IMEI lines, CSV files and Excel workbooks. Each row is validated before stock is received, with valid items created and row-level issues reported.
Business scenario: Scenario: A warehouse receives 120 phones, uploads the supplier spreadsheet, and immediately sees which IMEIs were accepted and which duplicates need attention.

Barcode and QR camera scanning

Partially complete

What it is: Current forms are scanner-friendly and accept barcode, serial and IMEI text from hardware scanners.
How it works: A USB or Bluetooth scanner can type into focused identifier fields just like a keyboard. A dedicated in-browser phone-camera scanner is not yet built.
Business scenario: Scenario: A warehouse operator can scan with a handheld scanner today; a field user cannot yet use the phone camera to scan a QR code directly inside MobiPOS.

Area 03

Purchasing, transfers and custody

Move stock through the business with clear custody, confirmation and discrepancy control.

Purchases, receiving and supplier returns

Complete

What it is: Teams can order stock, approve an order, receive it, manage receiving differences and return items to suppliers.
How it works: Purchase lines retain ordered and received quantities. Receiving can flag a discrepancy, and supplier returns are linked back to the original purchase line.
Business scenario: Scenario: A supplier delivers 48 phones against an order for 50. The receiver records 48, logs the shortfall and finance retains the correct payable context.

Warehouse, branch and agent transfers

Complete

What it is: Existing stock can be searched and selected for controlled movement between locations, branches and agent custody.
How it works: Transfers use approval, dispatch and receipt stages. The receiving side confirms quantities, and discrepancies remain visible until resolved. Agent allocation and recall use the same controlled movement model.
Business scenario: Scenario: A warehouse sends selected IMEIs to a branch, then allocates a subset to an agent. The owner can see the exact custodian at every stage.

Agent and DSA hierarchy

Complete

What it is: Businesses can register agents and direct sales agents under their supervising agent when company policy allows it.
How it works: Agent profiles capture the hierarchy, verification state, documents and onboarding activity. Authorized users can approve, reject, allocate stock and recall stock.
Business scenario: Scenario: A regional agent onboards a DSA, uploads ID evidence, waits for approval and then receives inventory only after the profile is approved.

National ID and onboarding documents

Complete

What it is: Agent records can hold identification numbers, an image or document scan, photographs and supporting onboarding documents.
How it works: Documents are uploaded against the agent profile, and the audit trail records who created or changed the onboarding record. Direct camera capture is not a separate native scanning module.
Business scenario: Scenario: A manager photographs an agent’s ID using the device camera upload control, attaches it to the profile and later downloads it during a compliance review.

Area 04

Sales, money and customer care

Sell serialized and quantity stock, accept the payment mix customers use, and retain control after the sale.

POS cart, checkout and payment methods

Complete

What it is: The POS supports cart building, serialized items, accessories, receipts and recorded cash, M-Pesa, card, bank and credit payments.
How it works: Cashiers open a session, add product lines, complete the cart and record one or more payments. Split payment totals are tracked against the sale and the session can be reviewed and closed.
Business scenario: Scenario: A customer pays KES 10,000 by M-Pesa and KES 2,500 in cash. The cashier records both methods against one phone sale and the session totals reconcile later.

Customer credit, receivables and installments

Complete

What it is: Credit sales can be controlled by customer limits, then followed as outstanding receivables with scheduled installments.
How it works: A credit sale creates a receivable. Staff can record and schedule installments, while operational reports surface aging and outstanding balances.
Business scenario: Scenario: A trusted customer takes a phone on credit. The business records the limit, schedules three monthly payments and checks overdue balances before approving new credit.

Returns, refunds, warranties and repairs

Complete

What it is: The business can request and approve a line-level return, record refunds, track warranty cases and manage repair tickets with parts usage.
How it works: Returns remain tied to the original sale line. Repair tickets hold customer/device context and can record parts taken from stock, maintaining a traceable after-sales path.
Business scenario: Scenario: A customer returns a faulty phone. Staff locate the sale, request the return, route it to warranty or repair, and retain the financial and stock history.

Live M-Pesa confirmation and reconciliation

Partially complete

What it is: M-Pesa can be recorded as a payment method today, but live Daraja callbacks and automated confirmation are not connected.
How it works: The integration outbox and adapter foundation exist, but live credentials, callback handling, reconciliation and production monitoring must be implemented before M-Pesa is treated as automatically confirmed.
Business scenario: Scenario: A cashier can record an M-Pesa reference now; the future live connection will validate the payment and reconcile it without manual checking.

Area 05

Control, reporting and scale

Give owners a reliable view of actions, exceptions and the areas that require attention.

Expenses, commissions and approvals

Complete

What it is: Expenses, commission accruals and payout workflows have approval and payment controls.
How it works: The approval inbox handles configured approvals, while commission records connect to sales and payout status. Expenses and operational money movements appear in reports.
Business scenario: Scenario: A salesperson earns commission from a paid sale, a manager approves the payout, and the owner can later see the approval and payment history.

Owner activity reporting and audit trail

Complete

What it is: Authorized owners and platform administrators can review platform or organization activity, including actor summaries and login activity.
How it works: Audit events capture login, stock, user, transfer, sale, payment, approval, repair and integration events when they occur. The activity report filters and summarizes the recorded history.
Business scenario: Scenario: An owner filters activity for Renny and sees login events, stock changes and access-related actions with time and organizational context.

Operational, retail, exception, IMEI and agent reports

Complete

What it is: Reports cover operational totals, sales and retail signals, aging and exceptions, device history and agent-network performance.
How it works: Each report scopes data to the active organization and permitted branches, so managers see relevant data while owners maintain broader visibility.
Business scenario: Scenario: Before a weekly meeting, the owner reviews aging stock, outstanding credit, pending receipts, agent stock and the IMEI history of an escalated device.

eTIMS, advanced BI, forecasting, loyalty and mobile apps

Planned

What it is: These are important growth capabilities, but they are not production-complete features in the current release.
How it works: The platform has a foundation for integration events and background work, but live eTIMS invoicing, forecasting, CRM loyalty, native mobile apps and AI recommendations need dedicated delivery and validation.
Business scenario: Scenario: A future owner dashboard will recommend purchase quantities using demand trends; today the team uses operational and retail reports to make that decision.

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Use the demo accounts to explore roles, stock, transfers, sales, reports and controls in a safe environment.

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