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Everything you need to understand, operate, and get the most from the ecashbiz platform — from your first login to end-of-day reconciliation.
v1.3 · Updated April 2026 · UAE ERP Platform
Latest Update · April 2026
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What it is, who it is for, and why it was built.
ecashbiz is a cloud-based ERP (Enterprise Resource Planning) platform built specifically for UAE service businesses — typing centers, travel agencies, and related service offices. It replaces spreadsheets, handwritten ledgers, and disconnected apps with one unified system every team member can use from any device.
ecashbiz is purpose-built for:
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VAT Invoicing
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GOV Tracking
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Vault Management
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Multi-Role Access
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Financial Reports
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Cycle Periods
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Client CRM
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Multi-Workspace
Every module explained — click any module to expand its description.
The home screen after login. Shows today's sales total, total revenue for the current cycle, outstanding invoices, live vault balances (Cash / Bank / each Portal), and a quick-entry transaction button. The dashboard gives the manager and staff an instant health check of the business without opening any other module.
Where daily transactions are recorded. Each transaction captures: service type, client name, sell price, cost price, payment method (Bank / Cash / Portal), notes, and status (ACTIVE or DRAFT). The system calculates profit automatically. All transactions feed the Financials, Accounts, and Vault modules in real time.
Tracks government application submissions — Emirates ID renewal, ICP applications, GDRFA permits, visa applications, and similar. Each document entry records the applicant's name, application type, submission date, expected completion date, status (Submitted / Approved / Rejected / Pending), and the government's reference number. Critical for following up with clients on pending applications.
A full customer directory. Stores client names, contact phone numbers, email addresses, and complete transaction history. Clients can carry running credit/debit balances — if a client pays in advance (credit) or owes money (due), the Client Ledger tracks this automatically. Managers can share a read-only live portal link directly with clients so they can track their own applications and invoices.
Create, send, and track UAE VAT-compliant invoices (5% VAT with your TRN number printed). Invoices progress through clear stages: Draft → Sent → Partially Paid → Paid → Overdue. Each invoice can have multiple line items with individual VAT rates. Generate a professional PDF instantly for printing or emailing. Unpaid and overdue invoices are highlighted on the dashboard for easy follow-up.
Monitors the status of government portal submissions in a single view. Tracks submission date, expected processing time, current status, and alerts when applications need follow-up or additional payment. Used alongside the Documents module for a complete picture of outstanding government work.
A detailed financial report view showing revenue, cost, and profit broken down by service category, payment method, staff member, and date range. Useful for monthly performance reviews and owner reporting. Managers can restrict staff from seeing the Financials module entirely, or hide profit figures specifically.
Manages the three money vaults — Bank, Cash, and Portal(s). Displays current live balance for each vault, full transaction history per vault, and allows manual top-up or withdrawal entries (e.g., cash deposited to bank, expense paid in cash). Essential for daily cash reconciliation and end-of-day procedures. Multiple bank accounts and portals can each have their own ledger.
Organizes the ledger into time-bounded accounting periods — typically monthly. When a period closes, all data is frozen and archived, vault closing balances carry forward as opening balances for the new period, and a blank fresh cycle begins. Archived cycles can be reviewed and exported to PDF at any time. Full coverage in Section 07.
A tamper-evident chronological record of every action in the system — who added or edited a transaction, who deleted a record, who changed a client, who logged in and when. Managers can review exactly what each staff member did. The audit log cannot be edited or deleted, ensuring full accountability.
Tracks physical stock — document stationery, SIM cards, travel accessories, or any physical product your business sells. Records item name, quantity in stock, cost price, and selling price. Inventory items can be linked directly to transactions so stock levels deduct automatically when a service is recorded.
Shows the current workspace subscription plan, its expiry date, and payment status. Managers can upload payment proof here to renew or upgrade the plan. New workspaces get a 30-day free trial with full access to all features. After the trial, an active subscription is required to continue using the platform.
Recording every service sold — from entry to profit calculation.
A transaction is the core record in ecashbiz. Every service your business provides — a visa application, a flight booking, a typing job, a document attestation — is recorded as a transaction. Profit is calculated automatically from the difference between what you charge and what it costs you.
Creating a Transaction — Step by Step
Select from your business's service categories (e.g., Emirates ID Renewal, Visit Visa, Flight Ticket, Attestation, Travel Insurance). Categories are configured by the manager in workspace settings. You can add unlimited custom service types.
Type the client's name. You can optionally link the transaction to an existing client in the CRM — doing so builds a complete history of all services for that client. If the client is new, a quick add option lets you create them without leaving the transaction form.
Sell Amount: what you charge the client (e.g., AED 250 for visa processing). Cost Amount: what you pay to deliver the service (e.g., AED 150 government fee + AED 20 processing = AED 170). The system subtracts cost from sell to show your Net Profit: AED 80. Staff can be prevented from seeing the cost and profit fields if the manager enables the "Hide Financials" option.
Select how the client paid: Cash — updates the Cash Vault. Bank (card machine or bank transfer) — updates the Bank Vault. Portal — deducts government fee from the selected portal's credit balance. Choosing the correct payment method is critical for accurate vault reconciliation at end of day.
Save the transaction as ACTIVE for immediate counting — it appears in today's totals, updates vault balances, and shows in reports instantly. Save as DRAFT if the service is pending confirmation — drafts are excluded from all financial totals until activated. You can convert a draft to active at any time.
Confirmed, counts in all reports and vault balances. The normal state for a completed service.
Saved temporarily but not confirmed. Excluded from vault balances and financial reports. Used for pending or uncertain services.
Voided transaction. Removed from all active totals but kept in the audit trail for accountability.
Edit: Managers can edit any transaction at any time. Staff can only edit their own transactions within the same day if the manager has granted that permission. All edits are logged in the audit trail with a before/after record.
Delete: Permanently removes the transaction from the active ledger. An audit entry is created showing who deleted it and when. Managers can restrict staff from deleting transactions entirely.
Archive: Transactions from closed cycles are archived automatically — they cannot be edited but are never deleted. Fully accessible for review at any time.
Profit Formula: Sell Amount − Cost Amount = Net Profit. Example: AED 250 sell − AED 170 cost = AED 80 profit.
How money moves through the three vault types in real time.
Tracks the physical cash in your office. When a client pays cash, the vault increases. When you pay out cash (expenses, bank deposit, portal top-up), it decreases. The cash vault balance should always match the physical amount in your till. Discrepancies found at end of day indicate a missing transaction or entry error.
Tracks money received via card machine, bank transfer, or cheque. The bank vault should match your actual bank account statement. You can add multiple bank accounts (e.g., Emirates NBD, Mashreq) each with their own sub-ledger and running balance. Transfers between bank accounts are recorded as internal movements.
UAE government portals (ICP, GDRFA, Tasheel, AMER, etc.) require pre-loaded credit. Add multiple portal vaults — one per portal — each with its own balance. When you top up a portal, the balance increases. When you process a government application, the government fee automatically deducts from the matching portal balance.
Low Balance Alert
If a portal balance falls too low, the system alerts you before you attempt to submit an application. Always top up portals before your balance runs out — government portals do not offer credit, every submission must be pre-funded.
| Action | Cash | Bank | Portal |
|---|---|---|---|
| Client pays Cash | ▲ | — | — |
| Client pays by Bank/Card | — | ▲ | — |
| GOV application submitted | — | — | ▼ |
| Top up portal (from cash) | ▼ | — | ▲ |
| Record expense (cash) | ▼ | — | — |
| Cash deposited to bank | ▼ | ▲ | — |
Professional, VAT-compliant billing from quote to settled payment.
The invoice module is separate from the daily transactions module. Invoices are formal billing documents — used for corporate clients, large orders, or whenever a client requests an official VAT-inclusive document with your TRN number printed on it.
Draft
Sent
Partial
Paid
Overdue
Go to Invoices → New Invoice. Select or add a client. Add line items — each item has a description, quantity, unit price, VAT rate (default 5%, or set to 0% for exempt services), and optional discount. The system calculates sub-total, VAT amount, and grand total automatically. Set a due date. Save as Draft to review before sending to the client.
Change status to Sent when you email or hand the invoice to the client. The invoice appears in the "outstanding" list on the dashboard. Generate a professional PDF using the PDF button — it includes your company name, TRN, client details, itemized services, VAT breakdown, total amount due, and bank payment instructions.
When the client pays, click Record Payment on the invoice. Enter the amount received and the payment method (Cash or Bank). If the client pays part now and part later, the status moves to Partially Paid and tracks the remaining balance. When fully settled, it moves to Paid. The payment amount is added to the matching vault automatically.
If the due date passes without full payment, the invoice automatically becomes Overdue and is highlighted in red on the dashboard. Use the Client portal link to share the invoice directly with the client so they can view the outstanding amount and payment details without calling your office.
A quotation is a non-binding price estimate sent before confirming the job. Create it exactly like an invoice, mark it Draft, generate a PDF, and share it with the client for approval. Once the client confirms, change the status to Sent — it becomes a live invoice automatically. No re-entry or duplication needed.
Every invoice PDF includes your company's Tax Registration Number (TRN) printed in the required format. VAT is calculated at 5% on taxable line items. Some services may be zero-rated (0% VAT) — you can set this per line item. The invoice format is compliant with UAE Federal Tax Authority (FTA) requirements for B2B billing and tax filing purposes.
Understanding revenue, profit, expenses, and vault ledgers at a glance.
The Accounts module is your real-time financial dashboard. It aggregates all transaction data, vault movements, and expenses into clear summary numbers — so you always know exactly where your business stands.
Revenue
Total sell amounts from all ACTIVE transactions in the selected period. Gross income before deducting costs.
Expenses
Total cost amounts from all transactions plus directly recorded expenses (rent, salaries, utilities).
Profit
Revenue minus Expenses. Net business earnings. Profit can be hidden from staff if the manager enables "Hide Profit".
Breakdown of how much came in via Cash, Bank, and each Portal. Helps you understand your cash flow split — e.g., "60% of revenue is in cash, 30% in bank, 10% via portals." Useful for planning cash withdrawals and bank deposits without over-drawing one vault.
Filter financial data by: Today, This Week, This Month, Last Month, or a Custom Date Range. Useful for comparing performance week-over-week or pulling numbers for a specific period. Custom ranges are ideal for preparing monthly reports for the owner or accountant.
Each bank account has its own ledger showing every deposit, withdrawal, and transfer with a running balance. Compare the ecashbiz ledger against your physical bank statement for easy reconciliation. Discrepancies indicate a missing entry — the audit log will show you what was recorded and when to help trace the gap.
Track how much individual clients owe you (dues) or have paid in advance (credit balance). Common for corporate clients who settle services on a monthly account rather than per transaction. The Accounts module aggregates all client balances so you can see total receivables at a glance.
View all recorded expenses grouped by category — rent, staff salaries, utilities, office supplies, equipment, etc. Helps you understand your overhead structure beyond service costs. Managers can add custom expense categories. Expense data feeds the profit calculation to give you a true net profit figure.
Real-Time vs Period Data
Accounts shows live data for the current open cycle. Once a cycle is closed (Section 07), the data moves to archived history. You can always view historical accounts by opening the relevant archived cycle — nothing is ever lost.
Opening, running, and closing your accounting periods.
A Cycle is a defined accounting window — typically one calendar month — during which all transactions, invoices, and vault movements are recorded. At period end, the manager closes the cycle, which freezes the data and opens a fresh new period. This is the digital equivalent of closing the monthly ledger books.
The currently active accounting period. All new transactions, invoices, and vault movements go into the open cycle. Vault balances update in real time. Staff can add, edit (within permissions), and review transactions freely. The open cycle is the "live" working state of the business.
When the manager clicks Close Cycle, the system automatically:
Make sure all transactions are correct before closing — once closed, the period becomes read-only.
Every closed cycle is stored permanently in Archived History. Open any past period to review its full transaction list, financial totals, and vault movements exactly as they were when the cycle closed. Nothing is ever deleted when a cycle closes. Archives are accessible to the manager at any time and can be filtered by date range or period name.
After closing a cycle, click Export PDF in the Archived History view. The PDF includes: period start/end dates, opening and closing vault balances for each vault, total revenue / expenses / profit, transaction count by category, and a full itemized transaction list. Ideal for handing to your accountant, sharing with the business owner, or filing for VAT returns.
Close your cycle on the last working day of each month. Before closing: run the End of Day procedure (Section 08), reconcile all vault balances, ensure all pending DRAFT transactions are either activated or cancelled, and confirm all expenses for the month are recorded. Export the PDF report immediately after closing while the data is fresh.
Input VAT tracking, VAT Return summary in FTA box format, and recording VAT payments to the Federal Tax Authority.
Important: The VAT Return module provides an automated summary of your VAT position for a selected period. This output is for reference and reconciliation purposes only. Always verify figures with a licensed UAE tax advisor or accountant before filing with the Federal Tax Authority (FTA). ecashbiz does not file returns on your behalf.
VAT tracking is off by default. To enable it, go to Settings → Company Profile and toggle VAT Compliance on. A disclaimer popup will appear — you must acknowledge it before proceeding.
When creating an Invoice or Quotation, tick Tax Compliant to classify it as a UAE Tax Invoice. The system automatically applies the 5% VAT rate, prints your TRN and the client's TRN on the PDF, and includes a QR verification code.
When recording expenses in the Accounts → Expenses tab, tick VAT Expense and enter the VAT amount paid to the supplier. This allows ecashbiz to calculate recoverable Input VAT for FTA Box 4.
Go to Accounts → VAT Return tab (or Financials → Statements → VAT Return) to view your VAT summary in FTA-compatible box format. Select a date range that matches your VAT return period.
Box 1 — Standard Rated Supplies
Net value and VAT of all Tax Invoices raised in the period.
Box 4 — Recoverable Input Tax
Total VAT paid on VAT-marked expenses in the period.
Net VAT Payable
Box 1 VAT minus Box 4 Input = amount owed to FTA (or refund due).
Export Options
Download as CSV for your accountant, or print the full line-by-line report.
After paying the FTA, record it in Accounts → VAT & Tax Paid. Click Record VAT Payment and enter the period label, date range, VAT payable amount, payment date, and any notes. This creates a historical record of all FTA remittances.
The VAT Return figures generated by ecashbiz are based on the data you have entered into the system. Accuracy depends entirely on the completeness and correctness of your records. Always have a licensed UAE tax advisor or registered tax agent review and approve the VAT Return summary before submitting it to the FTA. ecashbiz is a financial management tool, not a registered tax agent, and does not guarantee regulatory compliance. Filing an inaccurate VAT return is the sole responsibility of the registered business.
Closing each business day with a balanced, reconciled ledger. Takes 5–10 minutes.
The End of Day (EOD) is a daily closing routine that ensures your recorded data matches physical cash in hand, card machine totals, and portal balances. Running this consistently prevents small errors from accumulating into large discrepancies at month end.
Go to the Dashboard or Operations tab. Filter transactions by Today. Verify every service provided today has been recorded. Check with staff if anything is missing. Ensure no transaction is left in DRAFT status unless intentionally pending — drafts do not count in daily totals or vault balances.
Physically count the cash in your till. Compare the counted amount against the Cash Vault balance shown in ecashbiz. If they match — the day is balanced. If there's a discrepancy, check for missing transactions, unrecorded expenses, or cash that was given out without an entry. Record an adjustment entry with a note explaining the difference if you cannot find the source.
Check your card machine totals or bank app for today's receipts and payments. They should match the Bank Vault balance for today. If you deposited cash to the bank today, record a Cash → Bank transfer entry in ecashbiz so both vaults stay accurate. If there's a card machine total difference, check for chargebacks or incomplete transactions.
Compare the portal balance shown in ecashbiz with the actual balance on the government portal website. If they differ (e.g., an application was submitted directly on the portal without recording in ecashbiz), record the adjustment to keep ecashbiz synchronized. Low portal balances should be topped up before tomorrow's opening to avoid disruptions.
Open the Invoices module and check for overdue invoices or invoices becoming due soon. Contact clients with outstanding balances. Record any payments received today for existing invoices. Update invoice statuses so the outstanding list is accurate for tomorrow.
The manager reviews the day's summary on the Dashboard — total revenue, net profit, and all vault balances — and confirms everything is correct. After sign-off, staff should not make further changes for the day. The activity log captures the final state of all entries, giving the manager a complete picture of what happened during the day.
End of Day vs Month End Closing
End of Day is a daily check — you don't close a cycle. Cycle closing (month end) happens once per period. Think of EOD as "checking tonight's books" and Cycle Closing as "binding the month's ledger and starting a new one."
What each role can see and do — click a role to expand its details.
ecashbiz has four access levels. Each role has distinct capabilities and visibility. Permissions can be customized per user within each role by the manager.
The highest-level account, operated exclusively by the ecashbiz platform team. Super admins manage the entire multi-tenant platform — creating and suspending workspaces, managing subscriptions and billing, broadcasting system-wide notices, and configuring global settings.
Business owners and managers never have super admin access. This role is reserved for platform management only.
An Owner account links to one or more workspaces (branches). Owners see consolidated financial performance across all their businesses, manage the team structure, and assign managers to workspaces. Owners do not process daily transactions — that is the manager and staff's responsibility.
Owner Can:
Owner Cannot:
The Manager runs a single workspace (branch). Full access to all modules within their workspace. Responsible for managing staff, maintaining data accuracy, configuring workspace settings (company name, TRN, logo, service categories), and closing cycles at month end.
Manager Can:
Manager Cannot:
Staff members are the front-line operators. They record daily transactions, handle client queries, process government applications, and create invoices. Access is carefully controlled by the manager — each tab and action can be enabled or disabled per staff member individually.
Staff Default Access:
Restricted by Default (Manager Enables):
Managers can fine-tune each staff member's access individually. Go to Settings → Team / Staff in the workspace. Toggle each module and action on or off per staff account. Examples:
How to get help, report issues, and request new features.
✉️
Email Support
General questions, account issues, billing, and feature requests.
[email protected]Response within 24 hours on working days.
💬
Chat Support
Workspace users can open in-app chat support for real-time troubleshooting and quick questions.
Available inside the workspace dashboard
Use email support if you cannot access your workspace.
Include these details for the fastest resolution:
What happened: Describe the problem — what you saw, what you expected to see instead.
Steps to reproduce: Exact steps before the issue appeared (e.g., "I opened Accounts, selected last week's range, clicked Export — page went blank").
Screenshot or screen recording: A photo or short clip helps us identify the issue instantly.
Your workspace name: Business name or workspace ID so we can investigate your specific data.
Device & browser: Phone / tablet / desktop, and which browser (Chrome, Safari, Firefox, Edge).
Have an idea to improve ecashbiz? Email us with "Feature Request" in the subject line. Describe the feature, which role would use it, and the problem it solves. We review all requests — many user suggestions have made it into production updates. The more context you provide, the better we can assess and prioritize it.
Use the "Forgot Password" link on the Sign In page. A reset link will be sent to your registered email. If you no longer have access to that email, contact support by email with proof of identity (workspace name + registered email). Staff accounts that are locked out should contact their workspace manager, not support directly.
Need to add a new branch location or business? Contact support via email or in-app chat. Provide: the new branch's business name, location, and the email of the manager who will run it. We'll create the workspace and link it to your Owner account. A subscription plan will apply per workspace.
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