Your Business guide

Independent apps, optional connections

Each Business app can be used independently. Connected workflows are off by default and appear only with the required available apps and permissions in the selected company. Buying Sales alone grants Sales, not Inventory, Projects or Accounting. Inventory can manage shared physical product and supplier identities with its own grants, without Sales or Expenses; commercial pricing and bills remain in their own modules.

Open Business → Connected workflows. An Owner or appropriately authorized member reviews readiness and enables each intended connection explicitly. Enabled and Ready are different: readiness checks configuration, not every future record’s date, currency, stock or period.

Read the source result after an operation. Links preserve company and module permissions; no company’s entitlement grants access to another company. Missing apps or disabled connections leave the standalone modules usable.

Choose the connection you need

Sales → Inventory: with both apps active, a warehouse and stock-enabled physical products, explicitly deliver outstanding quantities from an issued invoice. Partial deliveries and returns retain stock/source history. Issuing a draft never moves stock.

Sales → Accounting: with both apps, an eligible journal, role mappings, base currency and open period, eligible invoice issue/payment and supported corrections create linked journal effects. Foreign-primary-currency or non-automated-original cases need review/manual accounting.

Expenses → Accounting: eligible recorded expenses, issued bills and supplier payments use configured expense/payable/cash/tax mappings. If Inventory receipt matching is used, inspect the retained GRNI accrual and bill match rather than duplicating the cost.

Inventory valuation and Inventory → Accounting: declare opening costs, review moving weighted-average valuation and explicit foreign receipt costs; configure Inventory/GRNI/COGS/PPV/opening/adjustment accounts for eligible ledger effects. Transfers preserve value without a journal. Reconcile legacy openings manually before activation.

Projects → Sales: choose eligible billable time with retained rates and currency, linked active Customer and required permissions. Explicitly create an invoice draft; reserved time cannot be billed twice. Issue and payment follow the ordinary Sales workflow.

Readiness, failures and activation boundary

A Ready badge does not guarantee posting: a source can still have a closed period, foreign currency, insufficient stock or stale state. Follow its localized message. Source operations and retained integration effects expose their status separately.

Open History or the source’s integration result to inspect pending/completed/needs-attention states and attempts. Correct the missing setup, verify current source details, then use Retry only when offered to your authorized role. Do not create a duplicate financial record after a slow response.

Enabling a connection begins eligible processing from its activation point. It does not backfill historical documents, movements, payments or opening balances. Retry handles an existing eligible event; it is not historical import. Manual-required exceptions need a reviewed manual treatment.

Numbering & references

Open the module Settings (Seller details in Sales), then Numbering & references. An Owner or a member granted the relevant settings permission can change formats. Supplier management permission controls the shared Supplier format in Expenses and Inventory.

Use exactly one {SEQ} or {SEQ:1} to {SEQ:10} token. Padding never truncates a larger number. Add {YYYY}, {YY}, {MM}, {DD} for the allocation year, month or day. Examples: INV-{YYYY}-{SEQ:5}, FAC/{YY}/{SEQ:6}.

Never continues the retained global counter. Yearly restarts by allocation year and requires a year token; Monthly requires both year and month tokens. Preview and Save never reserve numbers. Collisions are rejected without consuming a number; choose another format.

Only an Owner can change the company Business IANA timezone, shared by all modules. Existing companies use UTC until changed. Dates are evaluated on the server at allocation, with daylight-saving rules, regardless of browser or device timezone. Invoice dates, due dates and other date-only fields are unchanged; audit timestamps remain UTC.

Changes affect future records only. Historical drafts, issued documents, customers and journals keep their references permanently. Suppliers share one sequence across Expenses and Inventory; Project invoices use the Sales invoice sequence.

These configurable business references do not certify jurisdiction-specific statutory, tax or legally gapless numbering compliance.

One company timezone

Open Business → Business Settings. Only a company Owner changes its IANA timezone, such as Asia/Beirut, Asia/Dubai, Europe/Paris or America/New_York. Existing companies default deterministically to UTC; browser locale never supplies the company setting.

Stored event and audit timestamps remain UTC. Real timestamps display using the selected company timezone and IANA daylight-saving rules. Changing company loads that company’s timezone; hover a displayed time to see its context.

Changing the timezone redisplays historical events and affects future numbering date tokens/reset boundaries. References already generated remain permanent. Invoice, due, expense, purchase, work, movement and fiscal dates remain calendar dates without timezone conversion.

Booking appointments retain their explicitly stored appointment timezone and service-hour rules. Global Admin timestamps use UTC. An authorized customer-scoped Admin Business summary identifies that company’s Business timezone; Admin filters never silently select the first customer’s zone.

Your personal browser appearance

Choose Appearance in the top Menu on public, Client Portal and Admin pages, or in the Business user menu. Guests default to System. Light preserves the initial design; Dark uses the navy palette; System follows changes in your operating system’s color preference.

The preference belongs to your user in this browser and persists across refresh and company switches. Other users, other devices and other company members retain their own choice. If browser storage is restricted, persistence may be unavailable.

The popup supports native radio keyboard navigation. Use arrow keys to choose, Tab to move onward, Escape to close and return to its trigger; clicking outside closes it. Appearance changes presentation only.

Guest appearance is stored separately from signed-in user choices. Signing in restores your own saved choice (Light if none); it never copies the guest preference. Public pages support the same palette. Printable business documents, generated PDFs and transactional emails keep their light presentation. Changing your appearance never changes a company’s logo, financial data, permissions or another user’s view.

Setup, privacy and Employee 360

Ask an authorized CedraStack Owner/Admin to activate or trial HR & People, approve an external or employee-bound HR custodian and grant explicit operations. Enable MFA for protected staff access.

Review the employer retention policy in HR Settings. Create an employee; add employment before linking a user or creating an assignment. Organization structures are optional.

Use Employee 360 tabs for private contacts, emergency contacts/dependents, Contracts, Documents and permitted custom fields. Corrections retain history.

Approve an Employee/User link with a fresh MFA code, then grant only the intended self-service/team operations through Admin access setup. A user link does not grant HR staff permissions.

Upload a PDF, PNG or JPEG no larger than 5 MiB. Wait for CLEAN before download or sharing. Pending, failed or infected versions remain blocked. Replacement creates a new version and scan.

Use explicit HR exports for the permitted category. Existing company exports exclude HR by default. Restricted exports/downloads require fresh action-scoped MFA.

Access and current limits

Use Performance and talent for reviews, goals, skills, certifications and training. Attendance is separate from Projects Time and creates neither billable time nor payable time. HR can run on its own.

Raw government identifiers and bank details are not captured. Employer-approved retention and processing policies are required before using real personal data. HR exports currently include structured data; binary documents use individually authorized downloads.

Company Owner status alone does not grant HR data. Sensitive actions need fresh MFA and current appointment, membership and operation permissions.

Schedules, holidays and leave

In HR → Schedules & policies, explicitly configure every weekday as rest, flexible duration or fixed intervals. Times use company-local minutes after midnight; an end above 1440 crosses midnight. No working week, statutory entitlement or grace period is assumed.

Create a dated holiday calendar and assign a schedule/calendar to the company, a Location or an Employee. Employee overrides take precedence over Location, then company. Versions and submitted calculations are retained. Nonexistent DST times reject; repeated times need an explicit earlier/later choice.

Create a Leave Type with one permanent unit: whole minutes or thousandths of a day (1000 = 1 day, 500 = half a day). Create an effective-dated policy with employer-approved eligibility, accrual, cap, negative limit, carry and expiry rules. Once a policy has an account, changing the anchor/frequency needs a new policy/account rather than moving an old cursor.

Open a Leave account for the exact employment period; post an explained opening/entitlement/adjustment. Balances come from immutable entries and grant lots, not a mutable employee field. Earlier-expiring valid grants are consumed first.

My leave can preview/save a draft, review its retained schedule and submit. Submission reserves balance. A currently authorized direct manager or HR approver consumes the hold and posts one usage entry; no second debit occurs on the leave date. A different approver is required. If no eligible manager is available, HR handles the request.

Cancel drafts/pending requests to release holds. Authorized HR cancels approved requests with an immutable reversal; expired entitlement stays expired. Reasons and supporting documents are not shown to a manager merely because they approve leave. Required documents reuse authorized PRIVATE_EMPLOYEE files and must pass scanning.

Attendance, corrections and safe exports

Configure explicit arrival/departure grace minutes and optionally enable web clocking. My attendance records the authenticated Employee at the server UTC instant. There can be one open interval. Checkout names that interval; retries do not create duplicate clock events. An overnight shift retains its scheduled work date.

Authorized HR can enter a bounded interval for an Employee without a user account. Raw events remain immutable. A correction is a separate request; a different authorized current manager/HR reviewer approves or rejects it. Approved amendments update the effective summary while retaining the original interval.

No event means Unrecorded by default. Absence inference is an explicit employer choice for closed scheduled days. Approved leave is an explanatory link, never an invented clock event. Worked holidays remain recorded. Overtime is Calculated, Approved or Rejected for the current day version; no wage multiplier or payment is created.

My Team reads only currently authorized direct reports. Membership, link, reporting changes, termination, MFA and permission removal are checked again on reads/decisions. HR presence is not published in the general employee directory.

Use the dedicated private Leave or Attendance export form with an explicit date range (maximum 366 days), optional selected Employee and EXPORT confirmation. Archive preparation runs in the background. The requesting company Owner needs current HR access, an HR appointment, topic read and private export grants; all checks repeat during processing and download. Ordinary company exports exclude these datasets.

Initial attendance admission is reviewed for up to 100 currently employed HR Employees across CedraStack companies. New clock/entry admission fails closed if database size metadata is unavailable or reaches 8 GB. Existing checkout and authorized history/corrections remain separate. Ask for a capacity review before expansion; no automatic deletion or universal retention rule is applied.

Review the full price

Payroll Core: USD 15/month or USD 150/year, including 10 distinct active Payroll Employees. Additional Employees cost USD 1 per monthly usage period even with an annual base. Onboarding is USD 30 once on first successful activation. Existing activations are retained to prevent a repeat fee.

Payoneer collects the monthly base in two-month prepaid blocks: USD 30, while the rate remains USD 15/month. Annual collection stays USD 150. Its USD 20 minimum means small extra-Employee charges are retained monthly and carried into a later payable usage invoice or the next base invoice. Whish in Lebanon still collects one month at a time. No automatic debit or invented payment is used.

HR & People must be active. If it is missing, explicitly add HR at USD 18/month or USD 180/year. The summary separates Payroll, HR, onboarding, total due now and estimated monthly usage. Complete Suite remains USD 69/month or USD 690/year and excludes Payroll.

Select your company, open Business Apps → Payroll subscription and access. Owners and Billing contacts manage billing, not Employee data. Company eligibility is off by default. If unavailable, send Request access with approximate count, preferred interval and a safe note; do not include salaries, bank or tax data.

Pay once; activation follows verification

Choose monthly or annual, review the complete summary and current legal policies, then confirm the commercial rules. Create one invoice and use its available Whish or Payoneer payment options. Do not create another order because verification is pending.

Existing platform billing staff verify the proof or receipt. That successful payment approval applies company access atomically, without a second entitlement-activation task. A payment return page or uploaded proof alone never activates Payroll.

Paid access does not grant Payroll data permissions. An Admin separately approves an HR appointment and explicit operation grants with fresh MFA. Employees need their own current identity link and the own-Payslip grant.

Understand the monthly usage estimate

An Employee counts once where employment, a dated Payroll assignment, an unarchived identity interval and paid service overlap in the monthly period. Ends are exclusive. Supplemental runs, recalculations, adjustments and reversals do not add people.

The included allowance is 10. Additional count is max(0, active count minus 10). Examples: 8 or 10 active Employees cost USD 0 extra; 11 cost USD 1; 15 cost USD 5. Annual base subscriptions still receive monthly usage invoices.

An estimate is not an invoice. The bounded server job finalizes a retained monthly snapshot and creates a positive usage invoice once. Old snapshots are not rewritten; an authorized correction must retain an adjustment history.

Renew, change interval or cancel

Service starts on verified payment approval. The reviewed quote and actual service dates are retained separately. There is no invented automatic debit. Keep invoice references for payment support.

A reviewed interval change takes effect at the next period, with its full future base price shown first. There is no mid-cycle base proration. Cancellation stops future renewal and keeps the paid access period and retained data.

Resume only with current eligibility. Suspension, reactivation, payment retry and interval changes do not create a second onboarding fee. A resumed expired agreement starts prospectively; unpaid gaps do not become Employee-usage charges.

Prepare the right people and permissions

Purchase/activate Payroll and confirm active HR for the selected company. Ask Admin to review the approved staff appointment, MFA and exact setup/preparation/review/approval/finalization/release grants. An Owner title alone does not authorize confidential Payroll.

Choose the group duty policy and independent authorized approver before creating a real run. A different tab does not make the same person a different approver.

CedraStack applies the rules configured by your company. Country-specific tax, social-security, filing and legal-compliance calculations are not provided. Your company reviews its rates, obligations and filings.

Configure sources in order

Choose currencies; publish effective Compensation; define one Base and approved earnings, deductions, employer and informational components. Fixed, percentage, rate × quantity and manual methods use bounded explicit dependencies, not arbitrary executable formulas.

Create a compatible versioned structure, then a group with one currency, frequency, IANA time zone, proration and duty policy. Assign Employees to their actual employment episodes without overlapping regular assignments.

Prepare the company or group Payslip template and review its fictional preview. Custom EN/FR labels and permitted visibility are optional; protected identity, period, currency and totals remain. A preview being available does not prove a person reviewed it.

Calculate, approve, finalize and release

Create the period, review its exclusive end/pay date and draft run. Add explicit approved one-time or time inputs. Resolve source, dependency, currency and rate warnings before calculation. Review every Employee result and totals separately by currency.

Review the retained calculation, obtain the independent approval required by policy with fresh MFA, then separately finalize and release with fresh codes. Finalization freezes the source/template; release makes only the approved projection available to an eligible linked Employee.

Practice example: EUR 1,000 base + 100 transport + 50 bonus minus 25 and 10 configured deductions gives gross 1,150, deductions 35 and net 1,115. Employer cost 30 is separate. These are fictional configured amounts, not statutory rates.

Keep optional Accounting off unless both modules and exact mappings are approved. Learn linked adjustments/reversals and bounded exports before using real data. Payroll does not transfer funds. A new archive uses quota; status and ready-job download do not.