Help guides
How to get the most from Tencias
Record a sale
- 1Tap + on products to add them (or scan a barcode), then adjust quantities in the cart.
- 2Add a discount as an amount or as a percentage if you gave one.
- 3Choose the customer and whether it was paid in full, part paid or on credit.
- 4Review and complete the sale. Stock is deducted and you can print or share the receipt.
Sell on credit and collect repayments
- 1For a part-paid or credit sale, pick the customer and a due date.
- 2The unpaid amount appears under Debts — it is not counted as cash.
- 3When the customer pays, choose Record repayment. It can't exceed what they owe.
- 4Repayments clear their oldest debt first. Print a statement from the customer's page.
Keep stock accurate
- 1Add each product with its cost price, selling price and reorder level.
- 2Use Adjust stock for deliveries, damages or count corrections, with a reason.
- 3Stock can never go below zero, and every change is listed in the product's history.
- 4Products at or below their reorder level show in Alerts and on the dashboard.
Fix a mistake on a sale
- 1Open the sale and choose Reverse sale, then give a reason.
- 2The items go back into stock and the sale stops counting in totals.
- 3The record is kept and marked as reversed, so your history stays honest.
- 4A credit sale that has already been partly repaid can't be reversed until that money is settled.
Understand your numbers
- 1Revenue is every completed sale after discounts, including credit sales.
- 2Gross profit is revenue minus the cost of the goods sold.
- 3Operating profit is an estimate before tax and other costs — it is not net profit.
- 4Reports explains every formula in plain English and exports to CSV.
Ask the assistant
- 1Ask in plain English, for example “Which products need restocking?”
- 2Figures are calculated from your own records first; the assistant explains them.
- 3Say “I spent 8,000 on fuel” to draft an expense — nothing is saved until you press Confirm.
- 4With an AI key connected, answers are written by Claude; otherwise built-in rules answer.
Back up your records
- 1Go to Settings and choose Download full backup (JSON).
- 2Keep copies somewhere safe, such as Google Drive or an external disk.
- 3For spreadsheets, use the CSV export on Inventory, Sales, Expenses, Debts and Reports.
- 4Free database plans may not include automatic backups, so do this regularly.
Common questions
Why doesn't a credit sale increase my cash?
Because no money has changed hands yet. It increases revenue and what customers owe you. Cash goes up when you record the repayment.
Why are stock purchases left out of operating expenses?
Stock you buy becomes inventory. Its cost reaches your profit through cost of goods sold when you sell it, so counting it again as an expense would double-count it.
Can the assistant change my records?
It can only draft an expense or a stock delivery. Nothing is saved until you press Confirm.
Is demo mode data saved anywhere?
Only in the browser you're using. It's fictional, not backed up, and clearing your browser data removes it.
Who can see my business records?
Only people who are members of your business. The database checks this on every request.
Can I use Tencias offline?
Not yet. With an account, your records are saved to the cloud, so you need an internet connection to record and view them. Demo mode runs in your browser.
Can I add staff to my business?
Not yet — each business has one owner account for now. Team members with roles are planned.
Can I import products from Excel?
Not yet. Add products from Inventory one at a time. You can export everything to CSV (which opens in Excel) whenever you like.
Is there a mobile app?
Tencias works in your phone's browser. In Chrome or Safari, use “Add to Home Screen” to open it like an app.
Try it with sample data
The live demo has a fictional shop you can explore freely — no sign-up.