Creating your account

You can sign up with an email address or with Google — either way, you get a free 7-day trial with no card required.

1. Go to www.vibkings.com and choose "Register a business."
2. Enter your business name, your own full name, email, and a password.
3. If you signed up with email, check your inbox and confirm your address before logging in.

Setting up your business

Head to Settings to add your business name, phone number, and address. This information is used automatically across the app — your printed invoices, for example, show your own business name and a badge made from its initials, not a generic placeholder.

Adding your first staff member

Go to Users & Access to add people to your team. Unlike your own account, staff accounts don't use email — instead, each person gets a simple username and password you set for them.

Adding an item

Go to Inventory and click Add Item. A few fields worth knowing:

Item codes, explained

Every item gets a unique code made of your business's initials plus a 4-digit number, like VS-0001. This is generated automatically and can't collide with another business's codes, even though you might both start from 0001.

Adjusting stock

Never edit the quantity on an item directly — instead use Adjust Stock from the inventory list. Every change (a delivery came in, stock was damaged, a recount found a discrepancy) is recorded with a reason, so you always have a full history of exactly what happened to that item's numbers and when.

Barcode scanning

If you use a barcode scanner (a USB or Bluetooth scanner that types like a keyboard), you can scan items directly into the search box on Inventory, Sales, and Product Report — no special mode needed, just click into the search field and scan.

Expiry-date tracking

If your business sells anything with a shelf life — food, pharmacy, cosmetics — turn on expiry tracking in Settings. Once it's on:

• New stock (from a purchase, or a new item's starting qty) can be given an expiry date.
• Sales automatically deduct from the earliest-expiring batch first (called FEFO — First Expired, First Out), so older stock naturally sells before newer stock.
• The Expiry Report page shows what's already expired and what's expiring soon.

Creating an invoice

Go to Sales to create a new invoice. Add items, choose a customer (or leave it as a walk-in sale), and choose how they're paying.

Payment types

Exchanges & returns

If a customer wants to swap an item for something else, use the exchange option on the original invoice rather than creating a brand new sale from scratch — this keeps the relationship between the original purchase and the exchange clear in your records, and correctly excludes exchanges from your revenue figures (since no new money changed hands).

Recording a purchase order

Go to Purchases to record what you're ordering from a supplier — item, quantity, and cost price. If expiry tracking is on for your business, you can also record an expected expiry date per item here.

Receiving a delivery

When goods actually arrive, mark the order as received — either all at once, or partially if only some of what you ordered showed up. Only stock that's actually been received adds to your inventory count; what's still on order stays as a pending delivery until it arrives.

Understanding roles

Every staff member has one of five roles, each with a sensible set of default permissions:

Permissions

Each role comes with sensible defaults, but any individual staff member's permissions can be adjusted from Users & Access — for example, giving one particular Cashier the ability to apply discounts, without changing that for every Cashier. Every action taken in the app is tied to the staff member who did it, visible in the Activity Log.

Opening float

Your opening float is the fixed starting-cash baseline for your till — set once, not something you re-enter every day. Only an Owner or Admin (or anyone specifically granted the permission) can change it.

Daily closing

At the end of each day, go to Daily Closing to record your actual till count. The app compares what should be in the till (opening float plus the day's cash sales, minus expenses) against what you actually counted, so any shortfall or surplus is caught immediately rather than discovered weeks later.

How offline mode works

Vibkings Suite keeps a full working copy of your business's data on the device you're using. If your internet drops, you can keep selling, adjusting stock, and recording purchases — nothing stops. The moment your connection comes back, everything you did offline syncs up automatically, and anything your team did elsewhere syncs down to you.

Reading the sync status

Look for the small status indicator near the top of the app:

• Synced (green) — everything is fully up to date with the shared database.
• Saving… (yellow) — your recent changes are still being sent, usually a matter of seconds.

Your free trial

Every new business gets 7 days of full access, free, with no card required to start.

Subscribing

Go to Billing at any time — during or after your trial — to subscribe. One flat plan, two currencies, two billing cycles:

If a payment fails

You'll get reminder emails ahead of your renewal date. If a payment doesn't go through, your account gets a short grace period before access pauses — your data is never deleted, and subscribing again picks up exactly where you left off.