A step-by-step guide to mastering every section of SwiftPOS — from setting up your products to analysing your business performance.
Before you add any products, you need categories to keep your inventory organised. Think of categories like shelves in your store — "Drinks", "Snacks", "Electronics", etc.
Click Inventory in the top navigation bar (desktop) or sidebar (mobile). This takes you to the Inventory Hub — your central dashboard for all stock-related actions.
From the Inventory Hub, click the "Categories" card, or navigate directly to Category List. Here you can see all your existing categories at a glance.
Click the "Add Category" button. On the Add Category page, type in the category name (e.g., "Cold Drinks") and optionally choose a colour or description. Click Save.
Create as many categories as your business needs. Well-organised categories make it faster for cashiers to find products at the point of sale.
Products are the items you sell. Each product must belong to a category. You can add products one by one, or import many at once with a spreadsheet.
Go to Products from the Inventory Hub. You will see all your current products with their stock status, price, and category.
Click "Add Product" to open the Add Product form. Fill in:
If you have many products, use the Bulk Import feature. Download the Excel/CSV template, fill in your products, and upload it. SwiftPOS will add them all at once.
Click any product name in the list to open its Product Detail page. From here you can edit its name, price, category, barcode, and see its full stock history.
Visit the Barcode Centre to generate and print barcode labels for any product. Printed barcodes let cashiers scan items directly during sales.
The Point of Sale (POS) is where the real action happens. This is the screen cashiers use to process sales. SwiftPOS has two POS modes: Classic POS and Smart Grid POS.
Click the "Open POS" button in the top navigation bar, or use the quick link in the Sales Room hub. You can also use the Barcode POS if your plan supports it — great for shops that scan barcodes on every item.
Use the + and − buttons next to each cart item to change the quantity. You can also type the quantity directly into the quantity box.
You can apply a discount percentage to the whole order, or enter a promo code if your plan supports it. The total is recalculated instantly.
Link the sale to an existing customer by searching their name or phone number. If selling on credit, the customer must be selected first.
Select Cash, Bank Transfer, POS/Card, or Credit (if enabled). Enter the amount received (for cash, SwiftPOS calculates the change). Click "Complete Sale".
After the sale, the Receipt appears. Print it directly, or share via WhatsApp. The sale is automatically recorded and stock is reduced.
Go to Transaction History to see every sale ever made. Filter by date, payment method, or cashier. You can also reverse a sale if a mistake was made.
Your inventory tells you exactly what you have in stock, what is running low, and what has completely run out. SwiftPOS updates stock automatically every time a sale is made.
Click Inventory in the navigation. The Inventory Dashboard shows you a summary: total products, low-stock items, and out-of-stock items.
Go to Products. Use the search box or filter by category to find any product. Each row shows the product's current stock quantity and its status (In Stock / Low / Out).
Click any product name to open its detail page. Scroll down to see the full stock movement history: every sale, restock, and stock adjustment is recorded with a timestamp and the staff member responsible.
Visit Stock Adjustment History to see all manual stock changes across your entire product catalogue.
Need a spreadsheet? Go to Export Centre to download your products, categories, or stock movements as an Excel or CSV file.
Stock levels change for many reasons: you receive new goods from a supplier, some items get damaged or lost, or you need to make a correction. SwiftPOS gives you full control over all these actions.
Find the product in the Product List. Click its name to open the detail page, then click "Add Stock" or "Restock". Enter the quantity you received and the reason (e.g., "Delivery from supplier"). Click Save — the stock is updated immediately.
If items are damaged, expired, or need to be written off, open the product detail page and click "Reduce Stock". Enter the quantity to remove and a reason (e.g., "3 bottles broken"). This creates a traceable record so you know exactly where stock went.
For a more formal restocking process, create a Purchase Order. Link it to a supplier, list the items ordered, and when goods arrive, click "Mark as Received" — stock is automatically added.
Go to Suppliers to add and manage your suppliers. You can record payments made to each supplier and track outstanding balances.
Some products come in different sizes, colours, or flavours. Instead of adding a separate product for each variation, SwiftPOS allows you to create Variants under one parent product. Example: "T-Shirt" can have variants "Small – Red", "Medium – Blue", "Large – White".
Go to the Product List, click the product name to open its detail page, then click the "Variants" tab or button. This opens the Variant Management page for that product.
Click "Add Variant". Fill in the variant details:
When a cashier adds a product with variants to the cart, SwiftPOS automatically prompts them to select the variant before adding it. This ensures the correct stock is deducted.
Each variant has its own stock level. You can restock a specific variant from the variant management page without affecting the others.
Building a customer database helps you track buying history, manage credit sales, and understand who your most loyal customers are.
Go to Customer List from the Sales Room hub. You will see all your registered customers, their total purchases, and whether they have any outstanding credit balance.
Click "Add Customer" on the Create Customer page. Enter their name, phone number, and optional email. Once saved, they can be linked to sales at the POS.
Click any customer name to view their full profile. You will see their purchase history, total amount spent, and any outstanding credit.
When a customer buys on credit, the balance is tracked automatically. Go to Credit Customers to see everyone with outstanding credit. When they pay, click "Clear Credit" to record the payment and update their balance.
The Dashboard is the first thing admins and managers see after logging in. It gives you a live snapshot of your business performance.
The top row on the Dashboard shows four key numbers:
The line chart shows your revenue and order count for the past 7 days. Use it to spot busy days, slow days, and weekly trends.
The doughnut chart shows how today's revenue was split across payment methods (Cash, Transfer, Card, etc.). This is useful for reconciliation.
See which products are selling the most today and a live feed of the most recent transactions.
For a deeper look at a single day, visit Today's Dashboard — it breaks down every transaction, payment method, and cashier performance for the current day.
The Insights Hub is your business intelligence centre. It contains all your reports — from profit and loss to staff performance.
Click Insights Hub in the top navigation. This takes you to the Insights Hub — a grid of all available reports.
Go to Business Analytics for revenue trends, growth rates, and category-level performance across any date range.
Visit the P&L Report to see your gross revenue, cost of goods sold, gross profit, operating expenses, and net profit. Filter by date range to analyse any period.
The Stock Forecast page uses your sales history to predict when products will run out of stock, helping you plan purchases before shelves go empty.
See how each cashier or manager is performing with the Staff Performance report — who processed the most sales, highest revenue, and best average order value.
Record business expenses (rent, salaries, utilities) in the Expenses section. These are subtracted from your gross profit to calculate net profit in the P&L report.
The Suspicious Activity report flags unusual transactions — like high discounts, repeated reversals, or unusually large orders — that may need investigation.
If you want to review yesterday's performance, use the Yesterday's Summary page — a pre-filtered view of all yesterday's transactions.
SwiftPOS sends smart alerts — like low-stock warnings, expiry reminders, and large-sale alerts — to the Notifications panel. Check it regularly to stay informed without any manual checking.
SwiftPOS has a built-in AI Assistant that understands your business. Ask it questions, get smart suggestions, and let it analyse your data — all in plain English.
Click the "AI Brain" button (purple, with a sparkle icon) in the top navigation bar, or navigate directly to AI Brain.
Type any question about your business in plain English. Examples:
The AI Brain reads your actual business data — sales, inventory, customers — and gives you a clear, contextual answer. It is not a generic chatbot; it knows your business.
Not sure what to ask? Click AI Prompts for a list of pre-built questions designed for common business scenarios.
The Settings page is where you configure your business details, POS behaviour, receipt format, security options, and integrations. Only Admins can access this page.
Click your username/avatar in the top-right corner and select "Settings" from the dropdown, or go directly to System Settings.
Update your business name, address, phone, email, and upload your logo. This information appears on every receipt you print.
Set your currency symbol (e.g., ₦, $, £), your VAT/Tax rate, and the number of decimal places to display in prices.
Choose between Classic POS (search-based) and Smart Grid POS (tile/tap-based). You can change this any time.
Customise the header and footer text on printed receipts. For example: "Thank you for shopping with us!" or "Follow us on Instagram @yourshop".
Enable Two-Factor Authentication (2FA) for admins, managers, or cashiers. When enabled, users must verify a code sent to their email each time they log in.
Configure your WhatsApp API credentials to automatically send receipts, credit alerts, and low-stock warnings directly to customers and staff via WhatsApp.
The Admin Centre is for business owners and administrators. It covers team management, branches, promo codes, role permissions, and audit logs.
Click Admin Centre in the top navigation (visible only to admins). The Admin Hub shows all administrative features as cards.
Go to User List to see all staff members. Add new users and assign them a role:
If your plan supports multi-branch, go to Branches to create and manage branches. Each branch has its own stock, sales records, and staff.
Create discount codes for customers at Promo Codes. Set percentage or fixed-amount discounts, expiry dates, and usage limits.
View the Role Permissions page to see a clear table of what each role (Admin / Manager / Cashier) can and cannot do.
The Audit Log records every important action taken in the system — who logged in, who added stock, who changed a price, who deleted a sale. This is your security trail.
Manage your plan at My Subscription. View your current plan, days remaining, upgrade to a higher plan, or review billing history.
Start by adding your product categories and products, then open the POS and make your first sale. SwiftPOS handles everything else automatically.