Help centre / Running your business

Money — purchases & expenses

Profit and loss, suppliers and purchase bills (stock in at landed cost), what you owe, and expenses with the GST you can claim back.

Bank & cash

Money → Bank & cash keeps the store's money accounts: bank accounts (savings, current), credit cards, the cash book and wallets. Add one with its name, the bank and the last 4 digits of the number (only those are kept). Each shows its balance — for a card, what is owed. Whose account is Business or My own — your personal account that pays for business things too; its entries can be marked Personal (not business) and left out of the business view.

To fill an account, read in its statement (on the account's page, or by dropping it on Orders → Upload files): download it from net banking as CSV or Excel (.xlsx) and upload it on the account's page — or the PDF statement the bank emails, as long as it is a text PDF (you can select its words). (An old .xls file: open it in Excel or Google Sheets and save as .xlsx or CSV. A password-protected PDF: download it again without the password. A scanned / photographed statement can't be read — use CSV or Excel.)

The header row is found by itself, even under the account details banks put at the top. In a PDF the columns are read from where the words sit under the table's headings; narrations that wrap onto a second line are joined back, and the heading repeated on each page is skipped.
Check the columns — date, description, withdrawal / deposit (or one amount column with Dr / Cr), reference and balance are guessed from the bank's own names; change any that are wrong. The choice is remembered for that bank, so its next statement reads straight in.
The preview shows the lines. With a balance column every line's balance is checked against the one before; a statement that doesn't add up (cut, edited, or the wrong columns) is refused, naming the row. Newest-first statements are turned round by themselves.
Read in these lines. The first statement sets the account's opening balance.

A statement read in by mistake can be deleted from the account's page: its entries not explained yet are removed; explained ones stay (undo them first to remove them too).

The same file read in twice adds nothing — it is refused. A statement that overlaps one already read in adds only its new lines; two identical lines on the same day (two equal UPI payments) stay two. The cash book has no statement: add an entry by hand (money in or out) — any account can take one for something its statement doesn't show.

Matching: what each entry was

After a statement is read in, every entry is matched — the page says how many were matched, how many are guesses to check and how many are left. It goes in this order:

Your rules — an entry whose description contains a rule's text is explained the rule's way.
Transfers between your own accounts — the same amount going out of one account and into another within 3 days (paying the credit card from the bank) is paired; both halves are explained.
Payouts — Razorpay, Cashfree or a marketplace paying you: list the payouts in Bank & cash → Payouts (read in the gateway's settlement report — CSV or Excel with UTR, amount and settled-date columns — or add one by hand). A bank credit whose narration carries a payout's UTR is matched to it; if the amounts differ it waits as a guess. Marketplace payouts are found from the payment files you already upload (Meesho payments, Amazon settlements): a credit carrying their UTR is that channel's payout; a credit that only names the marketplace (MEESHO, FLIPKART, AMAZON) is suggested as its payout.
Supplier payments — a payment whose narration has a supplier's name (or phone number) pays their bills, oldest first; anything paid beyond their bills becomes an expense. A payment you already entered for the same amount is linked instead.
Expenses already entered — the same amount within 3 days (not a cash expense).
Guesses — loan repayments, tax (CBDT, GSTN, TDS), interest and bank / card fees, loan money received — wait for a yes.

Everything else waits in Bank & cash → Review queue. Press Yes, that's right on a guess, or choose what the entry was — an expense (with its category), a supplier payment, a transfer to another account, a payout, a loan taken or repaid, interest / fees, the owner putting money in or taking it out (drawings), tax, a refund, other income — and Save. Type a word into Rule (say PORTER) and the next entries with it are explained the same way; the rules are listed at the bottom of the page and can be deleted. Match now runs matching again.

On the account's page each entry shows what it was. Undo puts it back in the queue and removes what it made (the expense, the supplier payments); undoing one half of a transfer reopens both. An entry whose expense or supplier payments are in a closed month can't be undone.

Money reports

Bank & cash → Money reports covers whole months; by default it runs from April of this financial year to this month.

Balances. Each account's balance is worked out from its opening balance and its entries up to the end date of its last statement, and set beside that statement's closing balance. ✓ means they agree. A difference means a statement is missing, or a hand entry isn't on the bank's statement.
Cash flow. Money in and out each month, split by what it was. Net money is your cash and bank balances minus what is owed on cards. Money in − money out always equals the change in net money. A transfer between your own accounts shows on both sides, so it cancels out.
Owner money and loans. Money you put in, drawings (money you took out), loans taken and repaid, and interest and fees in the period, plus the loan still outstanding at its end. These come from entries explained that way.
Expenses entered twice. You typed in an expense, and later explained a bank entry as a new expense for about the same amount within a week. Merge keeps the expense you typed in (with its bill and note), links the bank entry to it, and removes the other one.
Ledger. Pick an account to see every entry in the period, with what it was and the balance after it, between the opening and closing balance (for a card, what is owed). Download it as CSV.

More banking pages

The tabs at the top of every Bank & cash page:

Mapping — the period at a glance: marketplace payouts found in the bank, purchase bills and expenses whose payment is found, statement entries explained, each as found / total. Below, what isn't — each with why (no statement covers those dates; an entry carries the reference but isn't explained; the bank got a different amount) and Find to match it.
Entries — every entry, filtered by account, dates, in / out, what it was, to explain / suggested / explained and text. Tick several and Mark as owner money, personal, tax, refund, other income, other or bank charges; Accept suggestions one by one or all at once, turn one down with No, or Undo an explained one.
Where the money went — money in and out by month: channel payouts, suppliers, expense categories, loans, owner money, personal, tax, and what isn't explained yet. Choose business accounts, your own, or both. Click a line to see its entries.
Paid from — every purchase bill and expense with the bank / card / cash entry that paid it: Found, Part found, Not in any statement or Not paid yet. Find payment lists entries of about the amount around its date: Match ties it (a bill paid with more than its total: the rest becomes an expense, or stays paid ahead to the supplier; one UPI for several rides pays each of them). Paid in cash puts it in the cash book. A supplier payment you typed in is only tied to the entry — undoing the entry keeps it.
Payout check — per marketplace and month, what reached the bank as its payouts against what its payment files say it paid, and the days that don't agree.
Supplier ledger — each supplier's bills against what you paid them through the bank and otherwise (cash, typed in); open one to see every bill and payment in order with the running balance.
Loans — add a loan (name, lender, the card or account, amount borrowed if it didn't come in on a statement). Explain its money in, repayments and interest in the review queue with that loan chosen: taken, repaid, interest and still owed add up here.

Month close

When a month has been checked and filed, close it in Money → Month close. The page lists the last 12 months with how many orders, purchase bills and expenses each has, and who closed it when. While a month is closed:

its expenses can't be added, changed (or moved into or out of it) or deleted;
its purchase bills can't be added or deleted, and supplier payments dated in it can't be added or deleted;
a confirmed order from that month can't be cancelled (that would change its sales);
a monthly expense due in it is skipped.

Only a month that has ended can be closed. Refunds, stock-takes and losses are dated today, so they never touch a closed month, and only a closed month can be exported to Tally or Busy. Reopen is for the store owner only; closing and reopening both show in the activity log. Give your accountant the Accountant role: they can open everything under Money and the reports and download the CSVs, but can't change anything.

Tally and Busy export

A closed month can be taken into your accounting software. In Month close, a closed month has a Tally / Busy export link: it shows how many vouchers of each kind the month makes and their totals, and downloads Tally XML (Gateway of Tally → Import Data → Vouchers) or Busy XML. Only closed months export, so the books can't change after you have imported them.

Sales — one voucher per invoice: the customer ledger owes the total; sales (the taxable value), output CGST / SGST or IGST and delivery charges are credited. The totals match the month's GST report.
Credit notes — each refund, split into goods, GST and delivery the same way as the GST report.
Purchases — each bill: purchases, input GST (CGST + SGST from a supplier in your state, IGST from another state) and freight / charges, owed to a ledger with the supplier's name. The totals match the Purchases list.
Supplier payments and expenses — as payments from cash or bank; expenses go to their category's ledger without the GST input, which goes to input GST.

Tally gets Sales, Credit Note, Purchase and Payment vouchers. Busy gets journals for sales, credit notes and purchases, and payments for the rest. Ledger names lets you type the names your Tally / Busy company uses for each ledger (customers, sales, GST, purchases, cash, bank, each expense category…); empty means the name shown. Create any ledger that doesn't exist yet before importing, and import into a test company the first time.

Busy setup

Month close → Busy setup gets Busy ready once: its settings (home state, voucher series, material centre), the masters file to import into Busy before the first vouchers (ledgers for suppliers, sales channels, bank and cash, expense heads and GST, under the right groups), and — if you already use Busy — upload Busy's List of Ledgers (Excel or CSV) to match your ledgers to the names already in your Busy company. Use Busy's names applies the matches; check any marked closest.

Reports

Reports (under Sales in the menu) lists the ready-made reports you are allowed to open: sales by day, sales by product, sales by category, top customers, returns by reason, money in (online payments, cash collected on delivery and refunds, by day), and the GST, stock and profit & loss reports. Each opens with from / to dates (this month to today to start with), a totals row and a CSV download. Sales figures count orders confirmed or later, as the GST report does, so sales before GST match it.

Report builder (button at the top of Reports) makes your own: choose what to report on (orders, order lines — the products sold —, customers, products as they are today, or expenses), up to two fields to group by (for example state and month — dates group by day, month or year), what to add up (counts, units, sales before GST, GST, delivery, amounts…), and the dates (this month, last month, last 3 months, this financial year, or your own). Show it as a table or as a chart with the table; download it as CSV. Orders count as the GST report counts them, so sales before GST by state by month adds up to each month's GST sales (before credit notes).

Save report keeps it under a name — for you, or shared with the team so everyone with access to that data sees it under Saved reports. Saved reports keep their settings, so "last month" is always the month before you open it. Only whoever saved a report can delete it.

Pin the reports you use most with the 📌 on their card: pinned reports come first, in the order you pinned them — for you only; every team member has their own pins. Click it again to unpin.

Pricing & margin

Money → Pricing & margin shows, for every product (and each size / colour), what a sale leaves you. Set once at the top: the payment fee % your gateway takes, any fixed fee per order, shipping & packing per unit, and your target margin %. For each item you see the price (with GST), the net price without GST (what the store keeps), its cost price, fees, shipping, profit and margin (profit ÷ net), lowest margin first — and the price for your target margin. A ₹500 item (no GST) that costs ₹300 with ₹50 fees makes ₹150, a 30% margin; for 40% it would need ₹584. Items without a cost price say no cost; add one on the product (or it comes from purchase bills).

Suppliers

Money → Suppliers lists who you buy from with what each has billed, what you have paid and what you still owe, and the total you owe all suppliers. Add a supplier with their name, GSTIN (their state is read from it), phone, email and address; Owed before (opening) is what you already owed them when you started using BazaarSaaS. Open a supplier to see their bills and payments, change their details, or mark that you no longer buy from them.

Purchase bills

Money → Purchases → Enter a bill is where a supplier's bill goes in:

The supplier, their bill no. and the bill date. The same bill number can't be entered twice for a supplier.
One row per item: the product (or its size / colour), quantity, rate before GST (more than ₹0) and the GST rate (filled in from the product). Need more rows? Add row.
Freight and other charges on the bill, and the bill itself as a PDF or photo (up to 10 MB).

Saving the bill adds the quantities to stock (the product's stock history shows "Purchase bill" with the bill number) and updates each item's cost:

Landed cost — the rate plus the item's share of the freight and charges, shared out by value. 10 units at ₹100 with ₹100 freight cost ₹110 each.
Average cost — the product's cost price becomes the average of the stock you had and this bill: 10 in stock at ₹80 plus 10 bought at ₹110 makes ₹95. The cost history on the product shows the change as "Purchase".

The bill page shows each item with its landed cost, the totals, and what is paid and still owed. A bill entered by mistake can be deleted while it has no payments: its quantities come back out of stock (costs stay as they are).

Read bills with AI

Typing a long supplier bill is slow. Purchases → Read a bill with AI reads a photo or PDF of the bill and fills in the Enter a bill form for you: the supplier (found by GSTIN, else by name), bill number, date, other charges and every line — the name as printed, quantity, rate before GST and GST rate.

Each line shows On the bill: …. Pick your product once; next time a bill from that supplier names the item the same way, it is matched from last time. A line whose name is the same as one of your products matches by itself.
Check every line against the bill, then Save bill and add stock — nothing is saved before you do. The scanned file is attached to the bill.
The same bill twice is caught: the same file read again, or a bill number already entered (or already scanned) for that supplier, shows as Duplicate with the reason.
Ride receipts (Porter, Rapido, Uber…) are read too: Add expense files them under Transport and links the purchase bill dated nearest the ride (within 2 days).

This needs Read supplier bills with AI turned on in Settings → AI. It's a separate switch because a bill shows your cost prices, and reading it sends the file to the AI service — see AI.

Charts, moving a bill to expenses, repairs and rides

Purchases → Charts: buying by month, top suppliers, top items and who is still owed.
A bill that wasn't stock for sale (packaging, a repair, office things) can be moved to expenses from its page (before any payment is recorded against it): it becomes an expense with the same amounts and bill file, and the stock it added is taken off.
Purchases → Repairs: pieces sent back to a supplier for repair. When they come back, enter the repair invoice (with its GST) — it is booked as an expense under Repairs; leave the amount empty if it was free.
Purchases → Rides: Porter, tempo or cab rides that brought goods in (Transport expenses). Each ride is matched to the bill it was for — Match automatically links a ride to the only bill within a day of it, and suggests bills within three days — so each bill's real cost is known. Mark a ride Not for a purchase if it wasn't.

Reorder planner

Purchases → Reorder planner shows what to buy. For each product (and size / colour) it shows the stock, how many sold in the last 30 or 90 days (a combo's sales count against the items it is made of), the pace per day, how many days the stock lasts, and how many to buy for the days you choose (30 to start with): pace × days − stock. An item selling 2 a day with 10 left lasts 5 days; for 30 days you'd buy 50. The most urgent come first; tick Show everything to see items that don't need buying too.

Tick the items (change the quantities if you like) and Create purchase drafts: you get one draft per supplier — the one you last bought each item from, with the last rate you paid. Drafts are listed at the top of Purchases; when the goods come, Enter bill opens the bill form already filled in from the draft — change what actually came, add the bill number and save; the draft closes. Delete a draft you no longer need.

Paying suppliers

Record a payment on the bill's page, or on the supplier's page — against one bill, or on account when it isn't for a particular bill. The amount, date, how it was paid and the UTR / cheque number are kept. A bill shows as paid once its payments add up to it; the supplier's owed is opening + bills − payments. Purchases lists a month's bills with the total billed, the GST input on them and what is still owed, and downloads as a CSV.

Profit & loss

Money → Profit & loss shows a month's result:

Sales (before GST) — your invoices' taxable value, the same figure as the GST report — plus delivery & COD charges, less returns & refunds (the month's credit notes) = net sales.
Cost of goods sold — each item at the cost price it had on the day it sold. Goods that came back and went into stock are taken off at that cost; stock written off (losses, damaged returns) is added. Net sales less this is gross profit.
Expenses by category, without their GST input (categories marked Not a business cost are left out), and what MarketSaaS invoiced you that month. What is left is net profit.

Purchases aren't expenses here — they become cost of goods as the items sell. Every line opens its rows (the orders, the products, the expenses of that category, the losses), and below the statement the month is split by category, by product and by order, each with its margin. Worth a look lists orders sold for less than the goods cost, products sold without a cost price (their cost counts as zero, so profit looks higher — add a cost on the product), and any expense category at more than twice its usual. Download the by-order figures as a CSV.

Profit & loss over any dates, with the marketplaces' money

Money → Profit & loss (the tab bar also has Month statement, Cash basis, Compare files, Reconciliation, GST summary and Pricing & margin) works on any dates and puts what Amazon, Flipkart and Meesho actually did with your money into the profit:

A marketplace order already paid takes its numbers from the channel's payment file: the sale before GST, the commission, fees and shipping it kept, and anything else in the payout (claims, compensation). An order not paid yet shows the charges its fee rule expects (set on the channel's Payouts page) — or, without one, what the channel has taken on past orders. TCS and TDS are shown but aren't a cost: you claim them back.
The statement has three columns — Paid, Pending and Total — with what was received and what is still to come.
Narrow it by channel, category, paid / pending or a search (order id, SKU or product) and group the rows by channel, product, category, order, day, week or month. When you narrow it, the period's expenses are shared by that part of net sales (tick Leave expenses out of rows to see rows before expenses).
Products & cost lists products without a cost first, then the least profitable. Type a cost in the box and Save costs — it is saved on the product and the profit is right from then on. A product's name opens its orders.
Month by month, charts, Sources (orders, payment lines and files behind each channel's numbers) and What if (change prices, product cost, channel fees, returns or expenses by a percentage and see the new profit).
Worth a look warns about products with no cost, marketplace orders with no payment after 30 days, channels with no fee rule, and payment lines for orders not in MarketSaaS.

Reconciliation

Profit & loss → Reconciliation shows each channel's month: orders, their value, what came in, what is still to come, and how many were paid in full, paid short, missing (delivered long ago, no payment), waiting or returned. Write a note on what explains a gap and close the month for that channel when it is done (Reopen if something turns up).

GST summary

Reports → GST summary is the month for GSTR-3B: taxable sales and GST by rate, input credit from purchase bills and expenses with a GST bill, the TCS marketplaces collected, and an estimate of what is left to pay in cash. Below, each channel's invoices are set against the marketplace's own GST report: upload Meesho's monthly GST report (the .zip with tcs_sales and tcs_sales_return), Amazon's Merchant Tax Report or Flipkart's Sales Report on the Upload page, pick the channel, and every order in only one of the two — or with a different taxable value — is listed. The same report uploaded twice adds nothing. Your CA still files the return; this is to plan and to check.

Expenses

Money → Expenses lists what the store spent in a month — packaging, rent, salaries, software, ads you paid for outside BazaarSaaS. At the top you see the month's total paid, the GST input in it (GST you can claim back on your GST return) and the total without GST, then a split by category. Filter by category or by how it was paid, and download the list as a CSV for your accountant.

Add expense asks for:

Date and category.
Amount paid — what left your account, GST included.
GST in the bill — only when you have a GST bill from a registered supplier. For a ₹1,180 bill with ₹180 GST, enter 1180 and 180: the expense counts ₹1,000 and ₹180 goes to GST input.
Paid by (cash, UPI, bank transfer, card, cheque) and paid to.
Bill no. / UPI reference, a note, and the bill itself — a photo or a PDF, up to 10 MB.

Open an expense from the list to change it, swap or remove its bill, or delete it.

Count it in the P&L spreads an expense that lasts: over months (a yearly service over 12 months — an equal part on each day of each month) or over orders (a packaging lot over the next 500 orders — an equal part on each). The expense stays as paid; only the P&L spreads it.

Charts shows expenses by month, by category, who was paid most and how. A deleted expense goes to the Bin for 30 days with its bill — Put back restores it exactly; after 30 days it is gone for good.

Monthly expenses

Rent, salaries and subscriptions that are the same every month go in Expenses → Monthly expenses: the category, amount, GST, who it is paid to, and the day of the month (1–28). From its start date it is added to Expenses on that day every month by itself — if the start date is in the past, the months already due are added at once. Stop it when it ends; the months already added stay. Recurring entries show a ↻ mark in the list.

Ask AI about your figures

With AI turned on (Settings → AI), Profit & loss, Pricing & margin and the Reorder planner have an Ask AI about these figures box. Ask in English or Hindi — "Why did profit drop in October?", "Which prices should I raise?", "What should I buy this week?" — and the answer uses that page's numbers and links to the page that shows more.

What AI sees is only the page's totals:

Profit & loss — the month's and the month before's sales, returns, cost of goods, gross and net profit, expenses by category, and the best-selling products and categories by units and sales;
Pricing & margin — your fee, shipping and target settings, and each price with whether it's on target, below target, losing money or has no cost price — never the cost or the exact margin;
Reorder planner — stock, sales pace, days left, the suggested quantity and supplier name — not the purchase rate.

No single order, buyer, or cost per item is sent.

Who can see it

Money is its own area in Team → Roles: give a role view or edit access to it. The ready-made Accountant role can view it.

Still stuck? Talk to us — we'll help you set it up. Talk to us