Question 1

How do I use SpazaTrack?

Accepted Answer

Start by creating a free account (or continue as a guest to explore with sample data). After signing in you land on the Dashboard, which gives you a live snapshot of your shop. The sidebar on the left is your main navigation — use it to move between the Dashboard, Income, Expenses, Stock, Reports, and Settings pages. All your data is saved to your account automatically as you go.

Question 2

Do I need to set anything up before I start?

Accepted Answer

No. When you create an account we automatically set up default income and expense categories (like Groceries, Product Sales, Utilities) and a few starter stock items so you can begin logging right away. You can rename, add, or remove categories anytime from the Income, Expenses, or Stock pages.

Question 3

What is the difference between guest mode and a registered account?

Accepted Answer

Guest mode lets you try SpazaTrack with in-memory demo data — nothing is saved permanently. A registered account stores everything against your profile in the database, so your transactions, stock, and settings persist across devices and logins.

Question 4

What does the dashboard cover?

Accepted Answer

The Dashboard is your at-a-glance business overview. It shows three summary cards — Total Income, Total Expenses, and Net Profit — for the timeframe you select. Below that you get a Performance chart (income vs expenses over time) and a Recent Transactions list. Use the dropdowns to switch the chart between the last 7/30/90 days or the year, and to filter the transaction list by today, yesterday, this week, this month, this year, or all time.

Question 5

Why do the numbers differ from my reports page?

Accepted Answer

The dashboard shows a quick summary for the timeframe chosen in its own dropdowns. The Reports page gives a fuller, date-range driven breakdown (including per-category breakdowns) that you can export to Excel. Both read the same underlying transactions, so totals match when the ranges match.

Question 6

How do I log an income entry?

Accepted Answer

Open the Income page. In the "Log New Income" card, optionally pick a Stock Item being sold — if you do, the amount and category fill in automatically from the item's selling price, and the stock quantity decreases when you save. Otherwise enter the amount, pick a category, set the date, and add a short description, then click "Add Income". You can also add a brand-new category on the fly from the category dropdown.

Question 7

How do I log an expense entry?

Accepted Answer

Open the Expenses page and use the "Log New Expense" card. Enter the amount, choose an expense category (you can add new ones inline), pick the date, and describe what the expense was for (for example "Weekly stock purchase"). Click "Add Expense" to save it.

Question 8

Can I edit or delete a transaction after I've logged it?

Accepted Answer

Yes. Find the transaction in the Income History or Expense History table, click the "..." menu on the right-hand side of the row, and choose Edit (opens a panel where you can update the details) or Delete (asks you to confirm first).

Question 9

I sold stock but the quantity didn't change — what happened?

Accepted Answer

Stock only decreases when you log the sale through the Income page and actually select the stock item (with a quantity greater than zero available). If you typed the sale as a plain income entry without selecting a stock item, the stock is left untouched. Check the "Number of Items Sold" field is set correctly and that the item has enough stock on hand.

Question 10

How do I add a new stock item?

Accepted Answer

Go to the Stock page and click the "Add/Update Stock" button in the top-right of the Stock Inventory card. A panel opens where you enter the item name, pick or create a category, set the quantity on hand, and enter the purchase and selling prices, then click "Add Stock Item".

Question 11

How do I update the quantity or price of an existing item?

Accepted Answer

Use the "..." menu on the item's row and choose Edit to adjust quantity, prices, or category. You can also use "Add/Update Stock" — entering the same item name adds to its existing quantity instead of creating a duplicate.

Question 12

How do I find an item when I have a lot of stock?

Accepted Answer

Use the search boxes in the column headings of the Stock Inventory table. Each column — Item, Category, Quantity, Purchase Price, and Selling Price — has its own filter. Type to narrow the list instantly, and a "Clear filters" link appears when nothing matches.

Question 13

How do I delete stock items?

Accepted Answer

Two ways: use the "..." menu on a single item and choose Delete, or tick the checkboxes on the left of one or more rows — a "Delete (N)" button appears next to the Export/Import buttons. Clicking it asks you to confirm, then removes all selected items.

Question 14

How do I export my stock to a file?

Accepted Answer

On the Stock page, click "Export CSV" in the top-right of the Stock Inventory card. Your current stock list downloads as a CSV file (named stock-inventory-<date>.csv) that opens in Excel, Google Sheets, or any spreadsheet app. The file includes item name, category, quantity, purchase price, and selling price.

Question 15

How do I import stock from a CSV file?

Accepted Answer

Click "Import CSV" on the Stock page and choose your file. The file must have a "name" column and quantity, purchase price, and selling price values; a "category" column is optional (items default to "general"). Column order does not matter and headings are matched case-insensitively. Items that already exist are updated/merged by name, new categories are created automatically, and any rows with problems are reported in the confirmation message.

Question 16

What does the Reports page give me?

Accepted Answer

Reports has three tabs. "Financial" shows an overview of income and expenses within the selected date range: total income, total expenses, net profit, transaction count, a performance chart, and income/expense breakdowns by category. "Stock" covers your inventory reporting. "Summaries" provides consolidated summary views.

Question 17

How do I pick the timeframe for the financial report?

Accepted Answer

In the Financial Overview card use the calendar button to pick a custom start/end date, or use the preset dropdown for quick choices like This Week, This Month, Last 7 Days, Last 30 Days, or Last 90 Days. All the figures and charts on the page update to match your selection.

Question 18

How do I export the financial report?

Accepted Answer

With your desired timeframe selected, click the "Export Report" button in the top-right of the Financial Overview card. A .csv file downloads containing a "Summary" section (the period, total income/expenses, net profit, transaction count) and a "Transactions" section (every transaction in the period with date, type, category, description, and amount). The button shows a spinner while exporting. The .csv opens in Excel, Google Sheets, or any spreadsheet app.

Question 19

What is the Quick Sale page and how do I use it?

Accepted Answer

The Quick Sale page is your fast checkout for selling stock. Pick a product by searching its name or filtering by category, then tap it to add it to the Current Sale cart. Use the - and + buttons to change the quantity. Once your cart looks right, enter the cash received (or tap a quick amount like R20, R50, R100, R200 or R500) and the change is calculated for you. Tap "Complete Sale" and SpazaTrack logs each item as income and reduces your stock automatically.

Question 20

Why can I not add more of an item to the cart?

Accepted Answer

You cannot add more than what you have on hand — SpazaTrack shows "Not enough stock" and blocks the sale if the quantity in your cart would go above the stock you have. If this happens, the stock may have been sold elsewhere, so check the Stock page to confirm the available quantity.

Question 21

Does completing a sale update my stock and income?

Accepted Answer

Yes. Each completed sale creates an income entry per line (with the product name as the description and its category), and the stock quantity decreases by the number sold. Both update instantly on the Dashboard, Income, and Stock pages.

Question 22

The Quick Sale page says I have no stock to sell — what now?

Accepted Answer

Quick Sale can only sell items that exist in your stock. If your inventory is empty, the page shows a "Go to Stock" button — add your items there first (name, quantity, selling price), then come back to start selling.

Question 23

What is the Customers & Credit page for?

Accepted Answer

It lets you run a "book" (credit) system — sell to customers now and collect payment later. You can add customers, set a credit limit for each, book sales on their account, record payments against their balance, and view a full statement of everything they owe and have paid. It also supports laybys (items paid off in installments before the customer collects them).

Question 24

How do I add a customer?

Accepted Answer

Go to Customers & Credit and click "Add Customer". Enter their name and optionally a phone number, email, and a credit limit (the maximum they are allowed to owe you). The limit is a guideline you set — it is not enforced automatically, so it is up to you to keep an eye on balances.

Question 25

How do I book a credit sale?

Accepted Answer

Open a customer's "..." menu and choose "Credit sale". Enter the amount, pick an income category, optionally set a due date and add a description, then confirm. SpazaTrack logs the sale as income immediately and tracks the amount as outstanding on that customer's balance. If you link a stock item and quantity, stock decreases as well.

Question 26

How do I record a payment from a customer?

Accepted Answer

Open the customer's "..." menu and choose "Record payment". Enter the amount received (and an optional note). The payment is applied to their oldest open credit sales first, so older book entries get settled before newer ones. Their outstanding balance updates straight away.

Question 27

What is a layby and how is it different from a normal book sale?

Accepted Answer

A layby is a credit sale where the customer pays the item off over time and only collects it once it is fully paid. In SpazaTrack you record it from the same "Credit sale" dialog by choosing the "Layby" tab. It is tracked the same way as a book sale — as outstanding balance until settled — but flagged as a layby so you know the stock should stay on the shelf until it is paid in full.

Question 28

How do I see what a customer owes me?

Accepted Answer

The Customers table shows each customer's current Outstanding balance and Credit Limit at a glance. For the full picture, open the customer's "..." menu and choose "Statement" — it lists every credit sale (with its status: open, partial, paid, or overdue) and every payment received, plus the total remaining balance.

Question 29

What happens if I delete a customer who still owes me money?

Accepted Answer

Deleting a customer removes them together with all their credit sales and payment history — and SpazaTrack warns you first if they still have an outstanding balance. Only delete a customer if you are sure the outstanding amount should be written off, because the related income records are removed too and it cannot be undone.

Question 30

How do subscriptions work?

Accepted Answer

Visit the Profile page and click "Subscribe with PayFast (R49/pm)" to upgrade to SpazaTrack Pro through PayFast. You pay R49 per month and the subscription renews automatically. If you cancel, you keep Pro until the end of the current billing period and then revert to the free plan.

Question 31

How do I cancel my subscription?

Accepted Answer

On the Profile page, under Subscription, click "Cancel Subscription". You will keep all Pro features until the end of your current billing period, at which point you automatically return to the free plan.

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Frequently Asked Questions

Getting Started

The Dashboard

Logging Income & Expenses

Managing Stock

Reports

Quick Sale

Customers & Credit

Billing & Subscription