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TOTAL REVENUE
AED 0.00
0 Invoices
Collected (Actual)
AED 0.00
Paid Invoices
0
✓
Collection Rate
0%
Pending Invoices
0 Invoices
TOTAL PURCHASE
AED 0.00
0 Bills
Paid (Actual)
AED 0.00
Paid Bills
0
✓
Payment Rate
0%
Pending Bills
0 Bills
Total Profit
AED 0
Revenue – Purchases
—
Last Transaction
Reading database…
Staff Today
Reading database…
Business Registration Details
Basic Information
Contact & Address
VAT Registration (FTA)
● RegisteredTax Details
✓ Valid UAE TRN (15 digits)
Key Contacts
Bank & Compliance
Upload Invoices
AI Extraction
Validation
Invoices
Add Sales
Customers
📄
Upload Sales Invoices
Supports PDF, Excel, JPEG, PNG, CSV · Extract and store invoices in the system
PDFXLSXCSVJPEGPNG
Imported Files
0 filesNo files uploaded yet. Upload invoice PDFs, Excel files, or images to extract invoice data.
AI Upload Validation
Review updated invoice details, fix validation issues, then save selected rows
| Invoice No. | Customer | TRN | Date | Subtotal | VAT | Total | Confidence | Validation | Details | Actions | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| AI uploaded invoice data will appear here for validation. | |||||||||||
Total Extracted
0
invoices this period
Needs Review
0
Extraction Errors
0
Validation Issues
Rows needing correction before save
OK
No validation issues yet
Upload and extract invoices to validate AI data.
AED 965,000
Total Invoiced
AED 880,800
Collected
AED 84,200
Pending
AED 21,000
Overdue
All Invoices
| Invoice No. | Customer | Date | Due Date | Amount | VAT | Total | Source | Status | |
|---|---|---|---|---|---|---|---|---|---|
| No sales invoices yet. Create one or upload a PDF/Excel file. | |||||||||
Sales Returns
| Return No. | Customer | Return Date | Reference | Amount | VAT | Total | Source | Status | |
|---|---|---|---|---|---|---|---|---|---|
| No sales returns in database yet. | |||||||||
TAX INVOICE
New Invoice
Fill in the details below to create a UAE-compliant tax invoice
Invoice Details
Bill To
Line Items
Product / Description
Unit
Qty
Unit Price
Amount
SubtotalAED 0.00
VAT (5%)AED 0.00
Total DueAED 0.00
Payment & Notes
Customer Directory
| Name | TRN | Emirate | Contact | Total Business | |
|---|---|---|---|---|---|
| No customers in database yet. | |||||
Quotation List
New Quotation
Quotations
| Quotation No. | Customer | Date | Valid Until | Amount | VAT | Total | Status | Owner | |
|---|---|---|---|---|---|---|---|---|---|
| No quotations in database yet. | |||||||||
Quotation Details
Totals
SubtotalAED 0.00
VAT 5%AED 0.00
TotalAED 0.00
Line Items
Item
Qty
Unit Price
Amount
Upload Documents
AI Extraction
Add Purchase
Purchase Records
Local Purchase Orders
Vendors
Purchase Settings
📦
Drop ZIP folder, PDF or Excel files
Supports: .zip (batch), .pdf, .xlsx, .csv, images · Max 500MB
PDFCSVXLSXZIP
Upload Settings
Uploaded Files
0 filesNo uploaded files in database yet.
AI Upload Validation
Review updated purchase details, fix validation issues, then save selected rows
AI uploaded purchase data will appear here for validation.
Total Extracted
47
invoices this period
Needs Review
3
Extraction Errors
1
Add Purchase
Manual supplier purchase entry with items, discounts, tax, shipping, and payment
Purchase Products
Add product lines and TaxFlow will calculate item totals automatically
| Product Name | Purchase Quantity | Unit of Measure | Unit Cost Before Discount | Discount % | Unit Cost Before Tax | Line Total | Profit Margin % | Unit Selling Price Inc. Tax |
|---|
Total Items: 0
Net Total Amount: 0.00
Discount (-)0.00
Purchase Tax (+)0.00
Purchase Total0.00
Purchase Total: 0.00
Add Payment
Payment due0.00
Purchase Records
Loading purchase records...
| Ref No. | Product Name | Supplier | Date | Location | Items | Net Amount | Tax | Shipping | Total | Paid | Due | Source | Status | Actions |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| No purchase records in database yet. | ||||||||||||||
Local Purchase Orders
No local purchase orders yet.
| Ref No. | Product Name | Supplier | Date | Location | Items | Net Amount | Tax | Total | Paid | Due | Status | Actions |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| No local purchase orders yet. | ||||||||||||
Vendor Directory
| Vendor | TRN | Category | Address | Open Balance | Status | |
|---|---|---|---|---|---|---|
| No vendors in database yet. | ||||||
Category Setup
Shared categories for purchase items, sales products, and services
New categories appear in the product/service form.
| Category | Used For | Default VAT | Status |
|---|---|---|---|
| Materials | Sales & Purchase | Standard 5% | Active |
| Services | Sales & Purchase | Standard 5% | Active |
| Supplies | Purchase Only | Standard 5% | Active |
Unit Setup
Units used for purchases, sales lines, and stock mapping
New units appear in the product/service form.
| Code | Unit Name | Type | Decimals | Status |
|---|---|---|---|---|
| EACH | Each | Quantity | 0 | Active |
| TON | Ton | Weight | 2 | Active |
| HOUR | Hour | Time | 2 | Active |
Danger Zone
Irreversible operations — data cannot be recovered
Deletes all invoices, purchases, products, employees and transactions. Keeps invoice layouts and settings.
Bank Accounts
Transactions
Reconciliation
Total Balance
AED 0.00
Recorded Inflow
AED 0.00
Recorded Outflow
AED 0.00
Registered Bank Accounts
| Bank | Account Name | IBAN | Currency | Type | Balance | Status | |
|---|---|---|---|---|---|---|---|
| No bank accounts in database yet. | |||||||
Recent Transactions
| Date | Description | Debit | Credit | Balance | Category |
|---|---|---|---|---|---|
| No bank transactions in database yet. | |||||
Bank Reconciliation
Select bank account, import statement lines, match with book entries
Bank Statement Balance
AED 0.00
Book Balance
AED 0.00
Unmatched Difference
AED 0.00
Book Entries (Ledger)
| Date | Reference | Description | Amount | Status |
|---|
Bank Statement Lines
| Date | Description | Amount | Status |
|---|
Select one row from each side, then click Match
Employees
Attendance
Overtime
Leave Management
Corrections
HR Settings
Biometric Integration
Employee Directory
| ID | Name | Department | Designation | Supervisor | Shift | Salary (AED) | Status |
|---|
Departments
Management, Finance, Operations, Sales, and HR are available for reporting and approval routing.
Designation Setup
Job titles are linked to department, supervisor, payroll group, and default shift rules.
Employee Documents
Emirates ID, visa, work permit, contract, bank details, and emergency contact are tracked from the employee profile.
Attendance Calendar
Present
Absent
Leave
Sun
Mon
Tue
Wed
Thu
Fri
Sat
Today's Attendance
Live| Employee | In | Out | Hours | Late | OT | Status |
|---|
Pending OT
4
supervisor review
Approved Hours
18.5
June 2024
Payroll Value
AED 1.2k
approved OT only
Rejected
1
needs reason
Overtime Requests
Detected from attendance after checkout
| Employee | Date | Shift | Worked | OT | Status |
|---|
Approval Workflow
1
Employee Submit
Reason and optional attachment required
2
Supervisor Approval
Supervisor cannot approve own overtime
3
HR Final Approval
HR may adjust hours with audit remarks
4
Payroll Sync
Approved OT hours flow into payroll variable pay
Leave Requests
| Employee | Type | From | To | Days | Status |
|---|
Leave Balance Summary
| Employee | Annual | Sick | Used | Remaining |
|---|
Leave Calendar
Visual monthly overview of all leave
Attendance Corrections
Forgotten check-in, checkout, and break fixes
| Employee | Date | Requested In | Requested Out | Reason | Status |
|---|
Break Time
Deduct lunch break automatically
Subtract 60 minutes when total work exceeds 6 hours.
Allow multiple breaks
Capture start and end time for each break segment.
Require approval for attendance edits
Approved corrections update attendance and create an audit log.
HR Rules
Holiday Calendar
| Date | Holiday | Location | Paid | Status |
|---|---|---|---|---|
| 16 Jun | Eid Al Adha | All branches | Yes | Active |
| 07 Jul | Islamic New Year | All branches | Yes | Planned |
Payroll Lock
Attendance and overtime cannot be edited after payroll is finalized unless HR reopens the month.
Notifications
Send alerts for overtime submission, leave approval, missing checkout, and payroll generation.
Audit Log
Track HR overrides, attendance corrections, salary edits, role changes, and payroll regeneration.
Biometric Machine Integration
ZKTeco / Suprema · TCP/IP API
Live
Live Sync Log
✓ 17:31:02 — Synced 8 records from device
✓ 17:26:02 — Synced 2 records from device
⚠ 17:21:05 — Retry after timeout, reconnected
✓ 17:16:02 — Synced 5 records from device
✓ 09:12:44 — Rania Abboud — Check-in
✓ 08:55:19 — Mohamed Jaber — Check-in
✓ 08:47:33 — Sara Al Mansouri — Check-in
Shift Setup
Weekly Rota
Monthly Rota
Department Rota
Swap Requests
Rota Approval
Active Shifts
4
morning · evening · night
Departments
5
shift rules assigned
Open Conflicts
3
before publish
Pending Swaps
2
need approval
Shift Setup
Define shift timing, break, grace period, and overtime threshold
| Shift Name | Code | Start | End | Break | Hours | Grace | OT After | Status | |
|---|---|---|---|---|---|---|---|---|---|
| No shifts in database yet. | |||||||||
Shift Assignment
Shifts can be assigned to departments, locations, employee groups, or individual staff.
Night Shift
Checkout after midnight is supported and linked to the original rota work date.
Overtime Rule
Overtime starts after the configured standard hours or pre-approved rota OT block.
Weekly Rota
Assign staff shifts and save the schedule to database
Staff Schedule
Click a cell to edit. Saved cells update weekly, monthly, and department views.
Weekly Summary
Monthly Rota
Monthly overview built from saved weekly rota records
Monthly Staff Overview
Shows saved assignments for the selected month
Monthly Summary
Department Rota
Simple department coverage from saved weekly rota records
Coverage By Shift
Selected department
Department Staff
| Employee | Department | Hours | Status |
|---|
Shift Swap Requests
Employee request, peer acceptance, supervisor approval
| Requester | My Shift | Swap With | Target Shift | Status | |
|---|---|---|---|---|---|
| Ahmed Rashid | Mon Morning | Sara | Tue Evening | Peer Pending | |
| Rania Abboud | Fri OT | Mohamed | Sat Morning | Supervisor Review |
Swap Flow
1
Employee requests swap
Reason is required
2
Other employee accepts
Target employee must confirm
3
Supervisor approves
Rota updates and audit log is created
Rota Approval Workflow
| Department | Period | Supervisor | Status | |
|---|---|---|---|---|
| Sales | 03-09 May | Sara | Pending Supervisor Review | |
| Warehouse | 03-09 May | John | Approved | |
| Finance | 03-09 May | Rania | Draft |
Critical Rules
Block edits after payroll lock date
Payroll finalized periods cannot be changed.
Require approval for published rota changes
Every published change needs remarks and audit logging.
Prevent leave conflicts before publish
Approved leave blocks shift assignment.
Send rota overtime to approval
Pre-approved overtime appears in OT workflow.
Rota Reports
| Report | Purpose | Status |
|---|---|---|
| Weekly Rota Report | Staff schedule by week | Ready |
| Monthly Rota Report | Full month planning | Ready |
| Department Coverage | Staff shortage by shift | 3 warnings |
| Employee Working Hours | Total planned hours | Ready |
| Shift Conflict Report | Leave, double shift, overlap issues | 3 conflicts |
| Published Rota History | Audit tracking | Ready |
Green
Approved or published rota entry.
Yellow
Warning, staff shortage, or supervisor review.
Red
Conflict, blocked assignment, or rejected rota change.
Run Payroll
Salary Register
Benefits / EOS
WPS / SIF
Payslips
Approvals
Accounting
Gross Payroll
AED 0
June 2024
Deductions
AED 0
loans · absence · penalties
Net Pay
AED 0
ready for WPS
Exceptions
0
need review
Payroll Run — June 2024
Attendance, leave, overtime, advances, and WPS validation
| Employee | Basic | Allowances | OT | Deductions | Net Pay | WPS | Status |
|---|
Payroll Checks
✓
Attendance synced
108 attendance records included
!
One WPS exception
Rania Abboud needs IBAN before SIF export
✓
Leave deductions applied
Approved leaves excluded from unpaid days
Quick Adjustments
Run Controls
Salary Register
Contract salary, bank routing, WPS identifiers, and benefit setup
| Employee | Pay Group | Basic | Housing | Transport | Bank / IBAN | WPS ID | Status |
|---|
End of Service Gratuity (EOSB)
UAE Labour Law — Federal Decree-Law No.33 of 2021
Daily Basic RateAED 283.33
Eligible Gratuity Days110.25
Estimated EOSBAED 31,237.50
Leave Salary & Air Ticket
| Employee | Accrued Days | Leave Salary | Ticket | Status |
|---|---|---|---|---|
| Sara Al Mansouri | 26.0 | 19,067 | 3,500 | Accrued |
| Ahmed Rashid | 18.5 | 5,242 | 2,200 | Due Soon |
| Rania Abboud | 24.0 | 5,760 | 2,000 | Accrued |
| Mohamed Jaber | 22.0 | 4,987 | 2,000 | Accrued |
Loans, Advances & Recurring Deductions
Amounts can feed directly into the monthly payroll run
| Employee | Type | Original Amount | Monthly Deduction | Balance | Start | Status |
|---|---|---|---|---|---|---|
| Ahmed Rashid | Salary Advance | 3,000 | 500 | 1,500 | Apr 2024 | Active |
| Rania Abboud | Training Deduction | 1,200 | 300 | 600 | May 2024 | Active |
| Mohamed Jaber | Commission Offset | 2,400 | 0 | 0 | Jun 2024 | Closed |
WPS / SIF File
Salary Information File preparation
WPS Validation Results
✓ 3 employees have valid IBAN and WPS IDs
⚠ Rania Abboud missing IBAN
✓ Net salary totals match payroll run
✓ Payment date is within current cycle
SIF Preview
| Record | Employee ID | Bank | IBAN | Fixed Salary | Variable Pay | Days | Net |
|---|---|---|---|---|---|---|---|
| SCR | EMP-001 | ADCB | AE070... | 28,500 | 0 | 30 | 28,500 |
| SCR | EMP-002 | ENBD | AE150... | 10,300 | -100 | 30 | 10,200 |
| SCR | EMP-003 | Missing | Missing | 8,400 | -300 | 30 | 8,100 |
| SCR | EMP-004 | FAB | AE460... | 8,200 | 350 | 30 | 8,550 |
Payslip Batch
| Employee | Net Pay | Channel | Status | |
|---|---|---|---|---|
| Sara Al Mansouri | AED 28,500 | Email + Mobile | Draft | |
| Ahmed Rashid | AED 10,200 | Email + Mobile | Draft | |
| Rania Abboud | AED 8,100 | Hold | Blocked | |
| Mohamed Jaber | AED 8,550 | Email + Mobile | Draft |
Payslip Preview
Select an employee to preview
Acme Trading LLC
June 2024 Payslip
No payslip selected.
Payroll Approval Workflow
| Step | Owner | Status | Completed | Notes |
|---|---|---|---|---|
| Prepared | Payroll Officer | Done | 28 Jun 17:20 | Attendance and adjustments imported |
| Finance Review | Finance Manager | Pending | — | Review WPS exception before approval |
| Management Approval | General Manager | Waiting | — | Required before SIF release |
| Bank Upload | Treasury | Waiting | — | Upload SIF after approval |
Payroll Journal Preview
| Account | Debit | Credit |
|---|---|---|
| Salary Expense | AED 0.00 | |
| Employee Deductions Payable | AED 0.00 | |
| Salaries Payable / Bank | AED 0.00 |
Controls
Stock Dashboard
Item Master
Stock Movement
Stock Mapping
Total Items
0
from database
In Stock
0
available
Low Stock
0
below reorder level
Out of Stock
0
need reorder
Current Stock Levels
| Item Code | Item Name | Category | Current Stock | Unit | Reorder Level | Status | |
|---|---|---|---|---|---|---|---|
| No stock items in database yet. | |||||||
Item Master
| Code | Name | Type | Category | Unit | Warehouse | Tracking | VAT | Status | |
|---|---|---|---|---|---|---|---|---|---|
| No products in database yet. | |||||||||
Stock Movement History
| Date | Type | Item | Qty In | Qty Out | Balance | Reference |
|---|---|---|---|---|---|---|
| No stock movements in database yet. | ||||||
Stock Mapping
Item Master list with TaxFlow mapping status
| Display Name | Supplier Name | TaxFlow Name | Units/Outer | Mapping Status | Actions |
|---|---|---|---|---|---|
| Open Item Master or sync database to load stock mappings. | |||||
Edit Mapping
Update display, supplier, and TaxFlow names for the selected item
Select an item from the mapping list to edit.
Pricing
AI Upload
New Expense
Approvals
Expense List
Total Expenses
AED 84,500
this month
Pending Approval
AED 12,400
5 items
Approved
AED 68,200
this month
Rejected
AED 3,900
2 items
All Expenses
| Date | Description | Category | Amount | VAT | Total | Status | |
|---|---|---|---|---|---|---|---|
| No expenses in database yet. | |||||||
🧾
Upload Expense Receipts
Supports PDF, JPEG, PNG · AI extracts date, amount, vendor and category
PDFJPEGPNG
Uploaded Receipts
0 filesNo receipts uploaded yet. Upload expense receipts to extract data automatically.
AI Extracted Expenses
Review extracted details, fix if needed, then save
Upload receipts above — AI will extract expense details automatically.
Receipts Extracted
0
this session
Needs Review
0
Extraction Errors
0
Expense Details
Utilities
Upload Receipt
📷
Take Photo or Upload
Camera · File · Drag & Drop
Pending Approvals
| Employee | Description | Amount | Date | Status | |
|---|---|---|---|---|---|
| No pending expenses for approval. | |||||
Chart of Accounts
Voucher Type
General Ledger
Payments / Receipts
Statutory Filing
Bank Reconciliation
Recurring Journals
Period Lock
✦ AI Ledger Generator
Describe your ledger structure — AI will create a 4-level hierarchy for your review
Quick — single ledger:
Full structures:
Chart of Accounts
Tally-style 4-level hierarchy: Primary Group → Secondary Group → Sub-Group → Ledger
L1 Primary
L2 Secondary
L3 Sub-Group
Ledger
No accounts yet. Create a Primary Group to start.
Sales Voucher
Active
customer invoices
Purchase Voucher
Active
supplier bills
Receipt Voucher
Active
collections
Payment Voucher
Active
payments
Voucher Types
Numbering, source, and default posting behavior
| Voucher | Prefix | Default Debit | Default Credit | Source | Status |
|---|---|---|---|---|---|
| Sales Voucher | SV | Accounts Receivable | Sales Revenue / Output VAT | Sales Invoices | Active |
| Purchase Voucher | PV | Expense / Inventory / Input VAT | Accounts Payable | Purchases | Active |
| Receipt Voucher | RV | Bank / Cash | Customer Receivable | Receipts | Active |
| Payment Voucher | PAY | Supplier / Expense Payable | Bank / Cash | Payments | Active |
| Journal Voucher | JV | Manual | Manual | Adjustments | Active |
Create Voucher Entry
Balanced voucher lines post into the General Ledger
Account
Debit (AED)
Credit (AED)
Total DebitAED 0.00
Total CreditAED 0.00
DifferenceAED 0.00
General Ledger
| Date | Ref No. | Description | Debit (AED) | Credit (AED) | Balance (AED) |
|---|---|---|---|---|---|
| 20 Jun | INV-0848 | Dubai Steel Co. — Invoice | 44,100 | — | 44,100 |
| 18 Jun | JE-0012 | Payment received | — | 44,100 | 0 |
| 15 Jun | JE-0010 | Rent payment | — | 15,000 | -15,000 |
Receipts
Customer, cash, bank, online, card, Tabby, and payment link receipts
| Date | Type | Party | Account | Amount | Status |
|---|---|---|---|---|---|
| 22 Jun | Bank Receipt | Dubai Steel Co. | Emirates NBD | 44,100 | Posted |
| 12 Jun | Card | Al Baraka Trading | PayTabs | 7,560 | Reconciled |
Payments
Supplier, expense, payroll, cash, and bank payments
| Date | Type | Party | Account | Amount | Status |
|---|---|---|---|---|---|
| 18 Jun | Supplier Payment | UAE Paints Co. | Emirates NBD | 5,880 | Posted |
| 15 Jun | Payroll Payment | Employees | WPS Bank | 84,000 | Draft |
Payment Fields
| Field | Type | Notes |
|---|---|---|
| Payment Date | Date | Required transaction date |
| Payment Type | Bank / Cash / Card / Online | Controls posting account |
| Party Type | Customer / Supplier / Employee / Other | Links sub-ledger |
| Status | Draft / Posted / Reconciled | Posted entries update GL |
Corporate Tax
Accounting profit, tax adjustments, taxable income, and CT payable
Taxable Income
Loading...
from database
Corporate Tax
Loading...
draft filing
| Line | Amount | Status |
|---|---|---|
| Accounting Profit | Loading... | Review |
| Tax Adjustments | Loading... | Draft |
| Corporate Tax Payable | Loading... | Draft |
VAT
Output VAT, input VAT, and net payable/refundable position
Output VAT
Loading...
Input VAT
Loading...
Net VAT
Loading...
| Filing Area | Check | Status |
|---|---|---|
| Sales VAT | Output VAT from posted sales tax lines | Review |
| Purchase VAT | Input VAT from validated supplier invoices | Review |
| Return Approval | Export only after review and approval | Draft |
Book Balance
50K
Statement Balance
49.5K
Difference
500
Unmatched
3
Bank Reconciliation
Upload statement, match with book transactions, confirm, and generate reconciliation report
| Bank Transaction | Book Transaction | Confidence | Match | |
|---|---|---|---|---|
| AED 1,000 Receipt | INV-001 Receipt | 100% | Matched | |
| AED 2,200 Card Settlement | PAYTABS batch | 80% | Suggested | |
| AED 500 Bank Charge | — | 0% | Unmatched |
New Recurring Journal
Scheduled Journals
| Description | Debit | Credit | Amount | Freq | Next Date |
|---|
Period Lock
Lock closed months to prevent backdated journal entries
What is Period Locking?
Locking a period prevents any new journal entries from being posted to that month. This protects your closed-period financial statements from accidental or unauthorized changes.
Typical practice: lock the previous month after reconciliation and management approval. Locked periods can be unlocked by an admin if corrections are needed.
Fixed Asset Register
Purchase, location, custodian, depreciation, disposal
| Asset | Category | Cost | Accum. Dep. | Book Value | Custodian |
|---|---|---|---|---|---|
| Delivery Van | Vehicle | 95,000 | 18,000 | 77,000 | Operations |
| Warehouse Racking | Equipment | 42,000 | 6,500 | 35,500 | Warehouse |
Depreciation Posting
Monthly depreciation journal
Dr
Depreciation Expense
AED 4,250 monthly charge
Cr
Accumulated Depreciation
Posted after approval
Accruals & Prepayments
Accrued expenses, income, prepaid expenses, deferred income
| Type | Reference | Total | Monthly | Auto Reverse |
|---|---|---|---|---|
| Prepaid Expense | Annual Rent | 240,000 | 20,000 | Yes |
| Accrued Expense | Utilities | 8,400 | 8,400 | Next month |
Recognition Example
1
Rent paid yearly
Dr Prepayment Asset, Cr Bank
2
Monthly expense recognition
Dr Rent Expense, Cr Prepayment Asset
Cost Centers / Departments
Journal lines carry Account + Cost Center + Branch + Project
| Code | Name | Department | Branch | Project | Status |
|---|---|---|---|---|---|
| CC-OPS | Operations | Operations | Dubai HQ | Warehouse Expansion | Active |
| CC-SALES | Sales Team | Sales | Abu Dhabi | Corporate Accounts | Active |
Budget vs Actual
Annual, monthly, department budget, variance
| Department | Budget | Actual | Variance | Approval |
|---|---|---|---|---|
| Operations | 600,000 | 548,000 | 52,000 under | Approved |
| Sales | 420,000 | 456,000 | 36,000 over | Review |
Variance Analysis
• Sales travel is 18% over budget.
• Warehouse utilities are 9% under budget.
• Director approval required above AED 10,000 variance.
Expected Receipts
AED 310K
Expected Payments
AED 246K
Net Cash Flow
AED 64K
Cash Flow Management
Direct, indirect, forecast, receipts, payments
| Date | Receipts | Payments | Net | Method |
|---|---|---|---|---|
| Week 1 | 92,000 | 64,000 | 28,000 | Direct |
| Week 2 | 118,000 | 96,000 | 22,000 | Direct |
Credit Control
Credit limit, hold, aging alerts, collections, bad debt
| Customer | Limit | Outstanding | Status | Promise | Provision |
|---|---|---|---|---|---|
| Dubai Steel Co. | 100,000 | 84,000 | Watch | 15 Jul | 0 |
| Emirates Supplies | 50,000 | 62,000 | Credit Hold | Missing | 6,200 |
Bad debt posting: Dr Bad Debt Expense, Cr Accounts Receivable. Write-off requires approval.
Intercompany / Related Party
Receivables, payables, loans, recharges, transfer pricing notes
| Company | Type | Amount | Elimination |
|---|---|---|---|
| TaxFlow Trading LLC | Receivable | 120,000 | Pending |
| TaxFlow Services LLC | Recharge | 48,000 | Matched |
Group Consolidation
Currency translation, intercompany elimination, group P&L and balance sheet
| Subsidiary | Currency | Translated | Status |
|---|---|---|---|
| Dubai Branch | AED | 1,420,000 | Ready |
| Oman Branch | OMR | 384,000 | FX Review |
Approval Matrix by Amount
Journal, payment, purchase, expense approvals by amount and department
| Module | Amount Range | Department | Approver | Status |
|---|---|---|---|---|
| Expense | < 1,000 | All | Supervisor | Active |
| Expense | 1,000 - 10,000 | All | Manager | Active |
| Expense | 10,000+ | All | Director | Active |
Corporate Tax
Fixed Assets
Accruals
Cost Centers
Budgets
Cash Flow
Credit Control
Consolidation
Approvals
Accounting Profit
AED 1.24M
before CT adjustments
Adjustments
AED 82K
add backs / deductions
Taxable Income
AED 1.32M
after losses
Corporate Tax
AED 84.6K
draft return
Corporate Tax Calculation
Accounting profit to taxable income
| Step | Amount | Status |
|---|---|---|
| Accounting Profit | 1,240,000 | Ready |
| Add: Non-deductible Expenses | 96,000 | Review |
| Less: Tax Loss Carry Forward | (14,000) | Applied |
| Taxable Income | 1,322,000 | Calculated |
| Corporate Tax Due | 84,645 | Draft |
Related Party Transactions
Transfer pricing notes and review markers
| Party | Type | Amount | Review |
|---|---|---|---|
| Group Logistics LLC | Recharge | 145,000 | TP note |
| Director Loan | Loan | 80,000 | Documented |
Bills
Vendors
Purchase Orders
Aged Payables
Open Bills
AED 62.4K
6 unpaid bills
Due This Week
AED 18.2K
2 vendor payments
PO Commitments
AED 145K
4 approved POs
Missing Docs
3
receipt / tax invoice
Vendor Bills
| Bill No. | Vendor | Date | Due Date | Subtotal | VAT | Total | Status | |
|---|---|---|---|---|---|---|---|---|
| BILL-2024-0188 | Al Hamad Steel | 21 Jun | 05 Jul | 28,000 | 1,400 | 29,400 | Awaiting Payment | |
| BILL-2024-0187 | Gulf Freight Services | 19 Jun | 30 Jun | 12,000 | 600 | 12,600 | Due | |
| BILL-2024-0186 | UAE Paints Co. | 16 Jun | 16 Jul | 5,600 | 280 | 5,880 | Matched |
Vendor Directory
| Vendor | TRN | Category | Open Balance | Status | |
|---|---|---|---|---|---|
| Al Hamad Steel | 100234567800003 | Materials | [email protected] | 29,400 | Active |
| Gulf Freight Services | 100512378900003 | Logistics | [email protected] | 12,600 | Active |
| UAE Paints Co. | 100987654300003 | Supplies | [email protected] | 5,880 | Active |
Purchase Orders
| PO No. | Vendor | Expected | Amount | Received | Status |
|---|---|---|---|---|---|
| PO-2024-0044 | Al Hamad Steel | 28 Jun | 84,000 | 60% | Part Received |
| PO-2024-0043 | Office Supplies UAE | 02 Jul | 8,500 | 0% | Approved |
Aged Payables
| Vendor | Current | 1-30 | 31-60 | 61-90 | Total |
|---|---|---|---|---|---|
| Al Hamad Steel | 29,400 | 0 | 0 | 0 | 29,400 |
| Gulf Freight Services | 0 | 12,600 | 0 | 0 | 12,600 |
| Total Payables | 42,000 | ||||
Received
Paid
Customer Payments Received
| Receipt No. | Customer | Invoice | Method | Date | Amount | Status |
|---|---|---|---|---|---|---|
| RCT-2024-0112 | Dubai Steel Co. | INV-2024-0848 | Bank Transfer | 22 Jun | 44,100 | Allocated |
| RCT-2024-0111 | Al Baraka Trading | INV-2024-0845 | Card | 12 Jun | 7,560 | Settled |
Supplier Payments Made
No supplier payments in database yet.
Library
Receipts
Audit Pack
📎
Upload Documents
Invoices, bills, receipts, contracts, audit files, trade licenses
Storage Summary
EncryptedInvoices
184
Receipts
92
Audit docs
38
Document Library
| Document | Type | Linked Record | Uploaded By | Status | |
|---|---|---|---|---|---|
| INV-2024-0848.pdf | Sales Invoice | INV-2024-0848 | Sara | Stored | |
| VAT201_June_Workpaper.xlsx | Audit File | VAT June 2024 | Rania | Retained |
Receipt Inbox
| Receipt | Merchant | Date | Amount | Matched To | Status |
|---|---|---|---|---|---|
| receipt_3391.jpg | Dubai Taxi | 23 Jun | 86.00 | Travel Expense | Matched |
| receipt_3392.png | OfficeMart | 22 Jun | 420.00 | Unassigned | Review |
Audit Document Pack
VAT Evidence
Tax invoices, export evidence, TRN validation, VAT workpapers.
Payroll Evidence
WPS files, payslips, approvals, payroll journals.
Accounting Evidence
Journals, ledgers, bank reconciliations, attachments.
Inbox
Rules
Channels
Notification Center
| Time | Channel | Message | Related Record | Status |
|---|---|---|---|---|
| Today 10:12 | Invoice reminder sent to Emirates Supplies | INV-2024-0846 | Delivered | |
| Today 09:30 | In-app | VAT return due in 26 days | VAT June 2024 | Unread |
| Yesterday | Payment reminder queued | INV-2024-0848 | Pending |
Automation Rules
Invoice overdue reminder
Email + WhatsApp 3 days after due date.
VAT return due alert
Notify admin 30, 14, and 3 days before deadline.
Bank sync failure
Send in-app and email alert to finance users.
Payroll approval reminder
Notify approvers before WPS preparation.
Email
SES / SMTP provider for invoices, reports, user invites.
WhatsApp / SMS
Payment reminders, approvals, receipt requests, OTP.
Push / In-app
Mobile and browser alerts for tasks and exceptions.
TaxFlow AI Agent
Ask about VAT, invoices, purchases, exceptions, accounting, payroll, reports, and next actions
AI
I can review TaxFlow workflows, explain exceptions, suggest validation checks, and guide you through accounting or VAT decisions. I will not approve or post transactions.
Backend-aware. Existing validation, approval, posting, VAT, and audit controls stay in charge.
Agent Mode
Answers include recommended next actions and the controls that must stay enforced.
Suggestions
Use the chips above to ask common TaxFlow questions, then continue with follow-up questions.
Safe Flow
AI can explain and suggest, but validation, approval, ledger posting, VAT lines, and audit remain backend-controlled.
KPI Dashboard
Live from DBRevenue
—
Total invoiced
Gross Profit %
—
Net Profit %
—
Working Capital
—
Current Ratio
—
Quick Ratio
—
Revenue Growth
—
AR Overdue
—
Revenue Trend
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AI Financial Health Score
AI Engine—
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70–100 Healthy40–69 Watch0–39 Risk
CFO Recommendations
AI Management Summary
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Suggested Actions
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Anomaly Detection
| Area | Signal | Impact | Action |
|---|---|---|---|
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Profit & Loss
| Line | Current Period | YTD |
|---|---|---|
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Balance Sheet
Total Assets
—
Total Liabilities
—
Total Equity
—
Balance Check
—
Assets
| Code | Account | AED |
|---|---|---|
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Liabilities & Equity
| Section | Account | AED |
|---|---|---|
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Cash Flow Statement
Operating Activities
| Item | Direct | Indirect |
|---|---|---|
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Forecast
| Period | Receipts | Payments | Net |
|---|---|---|---|
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Trial Balance
| Code | Account Name | Debit (AED) | Credit (AED) |
|---|---|---|---|
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General Ledger
| Date | Reference | Account | Description | Debit | Credit |
|---|---|---|---|---|---|
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Customer Ledger
| Customer | Transactions | Total (AED) |
|---|---|---|
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Supplier Ledger
| Supplier | Transactions | Total (AED) |
|---|---|---|
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AR Aging (Receivables)
| Customer | Current | 1–30 | 31–60 | 61–90 | 90+ | Total |
|---|---|---|---|---|---|---|
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AP Aging (Payables)
| Supplier | Current | 1–30 | 31–60 | 61–90 | 90+ | Total |
|---|---|---|---|---|---|---|
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VAT Reports
Output VAT (Sales)
| Box | Description | Amount (AED) |
|---|---|---|
| Loading… | ||
Input VAT (Purchases)
| Box | Description | Amount (AED) |
|---|---|---|
| Loading… | ||
Settlement
Output VAT
—
Input VAT
—
Net VAT Payable
—
Inventory Reports
| SKU | Product | Stock | Cost | Value |
|---|---|---|---|---|
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Bank Reconciliation
Upload bank statements in the Bank module to generate reconciliation report.
Fixed Assets & Accruals
Fixed Asset Register
| Asset | Category | Cost | Depreciation | Book Value |
|---|---|---|---|---|
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Accruals & Prepayments
| Reference | Type | Amount | Status |
|---|---|---|---|
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Revenue Intelligence
Revenue by Customer (Top 10)
| Customer | Revenue (AED) |
|---|---|
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Monthly Revenue Trend
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MoM Growth
—
Total Revenue
—
Top Customer
—
Active Customers
—
Profitability Analytics
Gross Profit
—
Net Profit
—
EBITDA Est.
—
Gross Margin %
—
P&L Breakdown
| Line | Amount (AED) | % |
|---|---|---|
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Working Capital
Working Capital
—
Current Ratio
—
Quick Ratio
—
Current Liabilities
—
Cash Conversion Cycle
| Receivable Collection Period | — |
| Payable Payment Period | — |
| Inventory Turnover | — |
Assets vs Liabilities
Revenue Growth Trends
6-Month Revenue vs Purchases
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Revenue Growth
—
Highest Month
—
Avg Monthly
—
Total YTD
—
VAT 201 Preparation
Output VAT — Rows 1–5
| Box | Description | Taxable | VAT |
|---|---|---|---|
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Input VAT — Rows 6–10
| Box | Description | Taxable | VAT |
|---|---|---|---|
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FTA Readiness
Corporate Tax Computation
Corporate Tax
—
Taxable Income
—
Related Parties
—
Group Entities
—
Tax Computation
| Line | Amount | Status |
|---|---|---|
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Related Party Transactions
| Party | Type | Amount |
|---|---|---|
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E-Invoicing Readiness
Total Invoices
—
With TRN
—
With QR Code
—
Readiness Score
—
ZATCA / FTA Compliance Checklist
| Requirement | Status | Notes |
|---|---|---|
| Tax Invoice Format | Ready | PDF + JSON supported |
| Supplier TRN on Invoice | Ready | Required on all tax invoices |
| Unique Invoice Numbers | Ready | Sequential numbering enforced |
| QR Code Generation | In Progress | Phase 2 requirement |
| Arabic Support | Ready | Bilingual invoice output |
Arabic / English Financial Reporting
Bilingual Report Output
Generate P&L, Balance Sheet, and VAT reports in Arabic and English
Select a report from the sidebar and use the language toggle to switch between English and Arabic PDF export.
Open Exceptions
0
system issues
High Severity
0
fix first
Medium
0
needs review
Low
0
monitor
System Problems
Failed postings, duplicates, stock gaps, VAT/OCR/payroll issues
| Module | Issue | Source | Severity | Status | Action |
|---|---|---|---|---|---|
| Reading exception center... | |||||
Production Readiness
Architecture items now tracked in the live app
| Module APIs | Added | /purchases /items /units /settings |
| Exception Center | Added | DB-backed problem queue |
| Stock Tables | Added | Units, valuation layers, approvals |
| Event System | Added | Domain events + outbox |
| Audit Detail | Added | Old/new/reason/IP/device/correlation |
| Report Snapshots | Added | GL, inventory, aging, VAT snapshots |
Exception Types
One place for admins to fix operational blockers
Accounting
Postings
failed or blocked jobs
Invoices
Duplicates
sales and purchase refs
Inventory
Mappings
unmapped stock items
Compliance
VAT/OCR
validation failures
Company Registration
Users & Roles
Tax Settings
Notifications
Invoice Design
Quotation Design
Backup & Audit
Company Logo
Used on invoices, quotations & sidebar
TF
PNG, JPG or SVG · max 2 MB · recommended 200 × 200 px
Business Registration Details
Trade license, legal structure, activity, and registered address
VAT Registration (FTA)
TRN, filing frequency, and FTA account details
✓ Valid UAE TRN (15 digits)
Key Contacts
Bank & Compliance
User Management
| Name | Role | Permissions | Status | Last Login | ||
|---|---|---|---|---|---|---|
SA Sara Al Mansouri | [email protected] | Admin | All modules | Active | 28 Jun, 09:15 | |
RA Rania Abboud | [email protected] | Accountant | Finance | Active | 28 Jun, 08:30 | |
MJ Mohamed Jaber | [email protected] | Sales | Sales | Active | 27 Jun, 14:22 |
Role Templates
| Role | Users | Access | Status |
|---|---|---|---|
| Owner | 1 | Full | Active |
| Accountant | 2 | Finance | Active |
| Payroll Officer | 1 | HR + Payroll | Active |
| Sales User | 3 | Sales only | Active |
Tax Configuration
UAE eInvoicing Readiness
Structured invoice and ASP preparation
Enable structured invoice fields
Capture buyer identifiers, tax categories, and line-level VAT metadata.
Validate mandatory invoice fields
Warn before issuing invoices with missing address, TRN, tax category, or item code.
ASP connector sandbox
Prepare eInvoice exchange and reporting integration in test mode.
Tax Rules
| Rule | Applies To | Rate | Recoverable | Status |
|---|---|---|---|---|
| Standard UAE VAT | Local taxable supplies | 5% | Yes | Active |
| Zero-rated export | Export sales | 0% | N/A | Active |
| Blocked input VAT | Entertainment / non-business | 5% | No | Active |
| Reverse charge | Imported services | 5% | Conditional | Active |
Notification Preferences
Invoice Due Reminders Notify when invoice is due | |
Payment Received Notify when payment is recorded | |
VAT Filing Deadline Notify 7 days before VAT deadline | |
Low Stock Alerts Notify when stock falls below reorder level | |
Leave Requests Notify when leave request is submitted |
Alert Rules
Auto-trigger alerts when thresholds are crossed
| Name | Metric | Threshold | Status | |
|---|---|---|---|---|
| No alert rules configured. | ||||
Invoice Layouts
Select a layout to edit · changes are saved per layout
Loading layouts…
Invoice Design Layout
Branding, tax details, numbering, payment terms, QR, signature, and live preview
Template & Brand
Logo is managed in Settings → Company Registration. Upload or remove it there.
Company & Tax
Show Business TRN
Display seller TRN on UAE tax invoices.
Show Customer TRN
Display customer TRN when available.
Show Business Name
Business name remains visible in invoice header.
Invoice Information
Show PO Number
Display customer purchase order number.
Show Delivery Note No.
Display linked delivery note number.
Show Reference No.
Display internal or customer reference number.
Payment & Footer
Show Payment Terms
Display payment terms in invoice information.
Show Bank Details
Display bank account fields on the invoice.
Arabic / Bilingual Labels
Enable Arabic Labels
Show bilingual labels on invoice.
Enable RTL Support
Apply right-to-left direction to invoice content.
Print Options
Show VAT Rate Per Item
Display VAT percentage on each line.
Show VAT Amount Per Item
Display calculated VAT amount on each line.
Show Taxable Amount
Display taxable line amount before VAT.
Show QR Code
Display a scannable digital invoice QR in invoice preview and exports.
Show Tax Summary
Include subtotal, VAT, and total summary block.
Signature & Stamp
Reserve space for authorized signature and company stamp.
Show Prepared By
Display prepared-by signoff.
Show Approved By
Display approved-by signoff.
Show Company Stamp
Reserve company stamp space.
Show Authorized Signature
Display authorized signature block.
Quotation Design Layout
Invoice-style quotation shell with quotation labels, validity, terms, acceptance, and live preview
Template & Quotation Labels
Quotation Options
Use Invoice Branding
Keep company, logo, TRN, address, and font aligned with invoice design.
Show Validity Date
Display quotation validity in the document meta block.
Signature & Acceptance
Reserve space for prepared and customer acceptance blocks.
Show VAT Summary
Display VAT on quotation totals and PDF export.
Download Backup
Export all company data — choose format below
Invoices & Sales
Sales invoices and quotations
Purchases & Bills
Purchase records and vendor bills
Journal & Accounts
Chart of accounts and ledger entries
Payroll & HR
Employee records and payroll data
Audit Log
Full action history
User Data Export
Download data for a specific user
Includes profile, audit trail, and activity linked to this user.
Backup Policy
Retention and scheduling
Automatic nightly backup
Encrypted backup at 02:00 GST
Retain audit logs for 7 years
Covers invoices, journals, payroll, and tax return changes
System Health
OnlineDatabase
98%
Storage
72%
API
99%
OCR Queue
84%
Audit Log
| Time | User | Action | Record | Result |
|---|---|---|---|---|
| Loading audit log… | ||||
App Preview
Features
Mobile App — Home Screen
📱TaxFlow
Total Revenue
AED 2.4M
Pending Invoices
AED 84,200
VAT Due
AED 16,410
Bottom Navigation
🏠
Home
📄
Invoices
💳
Expenses
📦
Stock
☰
More
Mobile Invoice Creation
Customer
Dubai Steel Co.
Items
Steel Rods 12mm42,000
TotalAED 44,100
Core Features
✓ Dashboard with KPIs
✓ Create & view invoices
✓ Expense capture & upload
✓ Stock level monitoring
✓ Attendance check-in
Technical
✓ iOS & Android native
✓ Offline capability
✓ Biometric login
✓ Push notifications
✓ REST API sync
Security
✓ Role-based access
✓ Data encryption
✓ Session management
✓ Audit logging
✓ MFA support
Overview
Field Specifications
Validations
HR Module
Production Modules
API Structure
Total Modules
20
Core + compliance areas
Total Screens
42+
UI pages
Data Tables
55+
Entity models
API Endpoints
95+
RESTful APIs
📘 Module Breakdown
1. Funds Module
2. Sales Module
3. Purchase Module
4. Inventory Module
5. Accounting Module
6. Report Module
7. Expense Module
8. AI Feature
9. Payroll Module
10. User Management
11. System Features
12. HR Module
13. eInvoicing
14. Source Transactions
15. Tax Engine
16. Posting Queue
17. WPS / SIF
18. Document Evidence
19. Period Locking
20. Tenant Control
🔐 Common Fields (All Modules)
| Field | Type | Validation |
|---|---|---|
| company_id | UUID (FK) | Required, enforced by backend tenant context |
| branch_id | UUID (FK) | Optional branch/location scope |
| id | UUID | Auto-generated, unique |
| created_at | DateTime | Auto-captured on save |
| created_by | User (FK) | Required |
| updated_at | DateTime | Auto-update on edit |
| updated_by | User (FK) | Auto-captured |
| status | Enum | active / inactive / deleted |
💰 VAT Structure (Standard)
PDFJPGPNGMax 10MB
🏦 Funds Module — Cash & Bank Accounts
| Field | Input Type | Validation | Required |
|---|---|---|---|
| account_name | Text | Required, max 100 chars | Yes |
| account_type | Dropdown | Cash / Bank | Yes |
| bank_name | Text | Required if Bank, max 100 | Conditional |
| account_number | Text | Alphanumeric, max 30 | Yes |
| opening_balance | Number | >= 0, 2 decimals | Yes |
| currency | Dropdown | AED/USD/EUR/GBP | Yes |
🧾 Sales Module — Invoice Creation
Header Fields
| Field | Input Type | Validation | Default |
|---|---|---|---|
| invoice_no | Text/Auto | Required, unique | INV-YYYYMMDD-### |
| date | Date picker | Required | Today |
| customer | Dropdown | Required, from customers | — |
| customer_trn | Text | Auto-populated | — |
| credit_days | Number | 0-365 | 0 |
| due_date | Date | Auto | date + credit_days |
| status | Enum | Draft/Final/Cancelled | Draft |
Line Items Table
| Column | Input Type | Validation | Calculation |
|---|---|---|---|
| item | Dropdown | Required, from items | — |
| quantity | Number | > 0 | — |
| rate | Number | >= 0 | — |
| amount | Number | Auto | quantity × rate |
| vat_rate | Dropdown | 0%/5%/15% | From item |
| vat_amount | Number | Auto | amount × vat_rate |
| total | Number | Auto | amount + vat_amount |
🧮 Accounting Module — Journal Entry
| Field | Input Type | Validation | Required |
|---|---|---|---|
| entry_date | Date picker | Required | Yes |
| reference_no | Text/Auto | Required, unique | Yes |
| description | Textarea | Required, max 500 | Yes |
| account | Dropdown | Required | Yes |
| debit | Number | Optional | Either |
| credit | Number | Optional | Either |
⚠️
CRITICAL: Total Debit MUST equal Total Credit
⚠️ Critical Business Validations
| # | Rule | Module | Action on Violation |
|---|---|---|---|
| 1 | Invoice number must be unique | Sales | Block save, show error |
| 2 | Supplier duplicate detection | Purchase | Alert, require confirmation |
| 3 | Stock cannot go negative | Inventory | Block transaction |
| 4 | Journal must balance (Dr = Cr) | Accounting | Block save |
| 5 | VAT must calculate correctly | All | Validate within 0.01 |
| 6 | TRN format must be valid (15 digits) | Customer/Supplier | Format validation |
| 7 | Credit limit not exceeded | Sales | Warning, require override |
| 8 | Required attachments present | Expense | Block finalization |
📊 Data Integrity Rules
| Soft delete | Use status = deleted |
| Audit trail | All changes logged |
| Currency precision | 2 decimal places |
| Date timezone | Store as UTC, display local |
| Unique constraints | Database-level enforcement |
👥 Role Permissions Matrix
| Permission | Admin | Manager | User | CA |
|---|---|---|---|---|
| View All | ✅ | ✅ | ✅ | ✅ |
| Create | ✅ | ✅ | ✅ | ❌ |
| Edit | ✅ | ✅ | Own only | ❌ |
| Delete | ✅ | ✅ | ❌ | ❌ |
| Reports | ✅ | ✅ | Limited | ✅ |
| Settings | ✅ | ❌ | ❌ | ❌ |
HR Screens
10
employee to payroll
Approval Levels
3
supervisor · HR · payroll
HR Tables
15
attendance, rota, leave, OT
HR APIs
28
time, rota, approvals, reports
HR System Architecture
Employee management, attendance, overtime, leave, approvals, and payroll integration
Employee Management
Attendance / Login Time
Rota / Shift Management
Overtime Management
Leave Management
Payroll Integration
Approvals
Reports
Settings
Attendance Correction
Holiday Calendar
Audit Logs
User Roles
| Role | Access |
|---|---|
| Admin | Full HR control, settings, audit, and override access |
| HR Manager | Employees, attendance, leave, overtime, payroll sync |
| Supervisor | Team attendance, leave approval, overtime approval |
| Employee | Check-in, check-out, leave request, overtime reason |
| Accountant | Payroll approved overtime and salary processing only |
HR Flow
1
Employee Login
Authenticated employee opens check-in screen
2
Check-in / Check-out
System records timestamps and calculates total hours
3
Overtime Detection
Extra hours create OT pending record with reason required
4
Supervisor / HR Approval
Approved hours are transferred to payroll calculation
Daily Attendance Screen
Auto-calculated login time, logout time, work hours, lateness, early exit, and overtime
| Field | Type | Notes | Required |
|---|---|---|---|
| employee_id | Auto FK | From logged-in user | Yes |
| date | Auto Date | Current attendance date | Yes |
| check_in_time | Timestamp | Captured from Check In button or biometric device | Yes |
| check_out_time | Timestamp | Allowed only after check-in | Conditional |
| total_hours | Decimal | Logout minus login minus break minutes | Yes |
| shift_hours | Decimal | From published rota or default shift | Yes |
| late_minutes | Integer | If login is after shift start plus grace period | Yes |
| early_exit_minutes | Integer | If logout is before shift end | Yes |
| overtime_hours | Decimal | Actual worked hours minus standard shift hours | Yes |
| attendance_status | Enum | Present / Late / Absent / Leave / OT Pending | Yes |
Rota / Weekly Duty Planning
Plan staff coverage by week, department, location, and shift before attendance is captured
Rota Screen
| Employee | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| Sara Al Mansouri | 09-18 | 09-18 | 09-18 | 09-18 | 09-14 | Off | Off |
| Ahmed Rashid | Leave | Leave | 08-17 | 08-17 | 08-14 | Off | Off |
| Rania Abboud | 09-18 | 09-18 | 09-18 | 09-18 | 09-14 | Off | Off |
Rota Controls
| View mode | Weekly / Monthly / Department / Location |
| Assignment method | Manual drag, copy previous week, rota template |
| Coverage check | Minimum employees per shift and location |
| Conflict check | Leave, holiday, duplicate shift, rest day conflict |
| Publish action | Notify employees and lock planned shift version |
| Attendance link | Published rota becomes expected shift for late, early exit, and OT calculation |
| Field | Type | Notes | Required |
|---|---|---|---|
| rota_id | UUID | Weekly or monthly rota batch | Yes |
| employee_id | FK | Employee assigned to a shift | Yes |
| rota_date | Date | Duty date for the rota cell | Yes |
| shift_id | FK | Morning, evening, night, split, or custom shift | Yes |
| location_id | FK | Branch, office, warehouse, or site | Conditional |
| day_type | Enum | Work / Off / Leave / Holiday / Training | Yes |
| publish_status | Enum | Draft / Published / Locked / Revised | Yes |
| assigned_by | User FK | HR manager or supervisor who planned the rota | Yes |
Overtime Request Fields
| Field | Type | Required |
|---|---|---|
| employee | Auto | Yes |
| department | Auto | Yes |
| date | Auto | Yes |
| login_time / logout_time | Auto | Yes |
| overtime_hours | Auto Decimal | Yes |
| reason | Textarea | Yes |
| supervisor | Auto | Yes |
| attachment | File upload | Optional |
Approval Rules
| Overtime formula | actual_hours - standard_shift_hours |
| Supervisor status | Pending / Approved / Rejected |
| HR final status | Approve, reject, adjust hours, add remarks |
| Rejection reason | Required if rejected |
| Payroll usage | Only final approved OT hours are included |
| Self approval | Supervisor cannot approve own overtime |
HR Database Tables
| Table | Main Fields | Purpose |
|---|---|---|
| employees | employee_id, name, department_id, designation, supervisor_id, basic_salary, overtime_rate, shift_id, status | Employee master data |
| departments | department_id, department_name, manager_id, status | Department hierarchy |
| designations | designation_id, designation_name, department_id, status | Job title setup |
| shifts | shift_id, shift_name, start_time, end_time, break_minutes, standard_hours | Shift definitions |
| rota_templates | template_id, template_name, department_id, location_id, effective_from, status | Reusable rota patterns |
| rota_assignments | rota_id, employee_id, shift_id, rota_date, day_type, location_id, publish_status, assigned_by | Weekly duty planning |
| attendance | attendance_id, employee_id, date, check_in_time, check_out_time, total_hours, late_minutes, early_exit_minutes, overtime_hours, status | Daily attendance record |
| attendance_corrections | correction_id, attendance_id, requested_check_in, requested_check_out, reason, status, approved_by | Manual attendance fixes |
| attendance_breaks | break_id, attendance_id, break_start, break_end, break_minutes | Break deductions |
| overtime_requests | overtime_id, employee_id, attendance_id, overtime_hours, reason, supervisor_status, hr_status, final_status | Overtime lifecycle |
| overtime_approvals | approval_id, overtime_id, approval_level, approved_by, approval_status, approved_at, remarks | Approval audit trail |
| leave_types / leave_requests / leave_balances | leave policy, request dates, approval status, remaining days | Leave management |
| holidays | holiday_id, holiday_name, holiday_date, location_id, is_paid, status | Holiday and weekend rules |
| payroll_items | payroll_item_id, employee_id, payroll_month, approved_ot_hours, overtime_amount, deductions, net_salary | Payroll integration |
HR API Structure
POST /auth/login
POST /attendance/check-in
POST /attendance/check-out
GET /attendance/today
POST /attendance/correction
GET /attendance/correction/pending
POST /attendance/correction/approve
POST /overtime/request
GET /overtime/pending
POST /overtime/approve
POST /overtime/reject
GET /leave/balance
POST /leave/request
POST /leave/approve
POST /leave/reject
GET /rota/weekly
GET /rota/monthly
POST /rota/assign
POST /rota/publish
GET /payroll/monthly
POST /payroll/generate
POST /attendance/check-in
POST /attendance/check-out
GET /attendance/today
POST /attendance/correction
GET /attendance/correction/pending
POST /attendance/correction/approve
POST /overtime/request
GET /overtime/pending
POST /overtime/approve
POST /overtime/reject
GET /leave/balance
POST /leave/request
POST /leave/approve
POST /leave/reject
GET /rota/weekly
GET /rota/monthly
POST /rota/assign
POST /rota/publish
GET /payroll/monthly
POST /payroll/generate
Important HR Validations
| Employee cannot check in twice on the same day | Block |
| Employee cannot check out without check-in | Block |
| Overtime reason is required before submission | Block |
| Rejected overtime needs rejection reason | Block |
| Payroll uses approved overtime only | Enforce |
| HR override requires audit log | Log |
| Rota cannot assign duplicate shifts to same employee on same date | Block |
| Published rota cannot be edited without revision reason | Audit |
| Rota assignment must not conflict with approved leave | Block |
| Night shift must support next-day checkout | Calculate |
| Attendance cannot be edited after payroll finalization | Lock |
HR Reports
| Report | Purpose | Primary User |
|---|---|---|
| Daily Attendance Report | Login/logout tracking and current employee status | HR Manager |
| Late Coming Report | Late employees by date, department, and shift | Supervisor |
| Rota Coverage Report | Weekly staffing coverage, unassigned shifts, and leave conflicts | HR Manager |
| Overtime Pending Report | Approval tracking for supervisor and HR review | HR Manager |
| Approved OT Report | Payroll calculation and overtime cost review | Accountant |
| Department Attendance | Team-level attendance summary for supervisors | Supervisor |
| Payroll OT Report | Approved overtime hours and amount by payroll month | Payroll Officer |
Posting Engine
GL
All approved transactions post through queue
Tax Engine
VAT
Line-level tax codes and returns
Compliance
UAE
eInvoice readiness + WPS/SIF payroll
🏗 Production Transaction Architecture
Sales / Purchase / Expense / Payroll / Inventory / Attendance
↓
Source Transaction Record
↓
Validation Engine + Approval Engine
↓
Posting Queue + Retry Worker
↓
Accounting Posting Engine
↓
Journal Entry + Tax Lines + Sub-Ledger
↓
Reports + Audit Trail + Document Evidence
↓
Source Transaction Record
↓
Validation Engine + Approval Engine
↓
Posting Queue + Retry Worker
↓
Accounting Posting Engine
↓
Journal Entry + Tax Lines + Sub-Ledger
↓
Reports + Audit Trail + Document Evidence
🧾 eInvoicing Module
| Area | Design Requirement |
|---|---|
| Generator | Create structured eInvoice data from approved sales invoices and credit notes |
| Validation | Validate UAE schema, supplier/customer tax data, totals, and tax lines before transmission |
| Connector | Support ASP / Peppol connector layer with transmission status tracking |
| Error Retry | Failed eInvoices remain in retry queue with readable error message and retry action |
| Archive | Store generated payload, response, QR/reference data, and linked invoice evidence |
📌 Source Transaction Layer
| Source | Before Posting | Posting Result |
|---|---|---|
| Sales Invoice | Customer, items, VAT, credit limit, approval | AR, Sales, VAT Output |
| Purchase Bill | Supplier, document, VAT claim, duplicate check | Expense/Inventory, VAT Input, AP |
| Payroll Run | Approved salary, OT, deductions, WPS validation | Salary Expense, Salary Payable |
| Inventory Move | Stock, costing method, negative stock check | Inventory, COGS, variance accounts |
💰 Tax Engine
VAT InputVAT OutputZero-ratedExemptOut of ScopeReverse Charge
| Table | Purpose |
|---|---|
| tax_codes | Defines tax rate, reporting box, recoverability, and posting account |
| tax_lines | Stores every invoice/expense tax amount at line level |
| tax_periods | Controls VAT period dates, status, and lock state |
| vat_returns | Generates VAT return from posted tax lines only |
| tax_adjustments | Manual approved corrections with audit reason |
⚙️ Posting Queue + Retry
| Status | System Action | User Action |
|---|---|---|
| Queued | Approved source transaction waits for worker | View pending jobs |
| Processing | Posting engine creates balanced journal and tax lines | No edit during processing |
| Posted | Journal, ledger, sub-ledger, and report balances update | View source reference |
| Failed | Error stored with source ID and retry count | Fix mapping and retry |
🏦 WPS / SIF Payroll Module
| Step | Control |
|---|---|
| Payroll Approval | Only approved payroll runs can create WPS batches |
| Employee Bank Validation | Validate bank, IBAN/account data, labour ID, and salary amount before export |
| SIF Export | Generate salary information file with batch number and payroll month |
| Upload Tracking | Track bank/WPS agent upload status, accepted count, and rejected rows |
| Rejection Handling | Rejected salary rows return to correction workflow with audit log |
📎 Document Evidence Control
| Evidence Link | Requirement |
|---|---|
| Purchase VAT Claim | Supplier invoice document, TRN check, tax line link |
| Expense Approval | Receipt attachment, OCR extraction, category confirmation |
| eInvoice Archive | Payload, connector response, invoice PDF, and source invoice link |
| Audit Review | Document access, extraction change, and deletion attempt logged |
🔒 Period Locking
| Lock Type | Prevents | Override |
|---|---|---|
| Accounting Period Lock | Journal edits, new postings, reversals without approval | Admin reopen with reason |
| VAT Period Lock | Tax line edits and VAT return changes | Tax adjustment workflow |
| Payroll Period Lock | Salary, OT, deductions, and WPS batch changes | Payroll correction run |
| Inventory Period Lock | Backdated stock moves and cost changes | Approved inventory adjustment |
🛡 Tenant Isolation + Audit
| Control | Design Rule |
|---|---|
| Tenant Fields | Every business table stores company_id, branch_id, created_by, updated_by, timestamps, status |
| Backend Filtering | API resolves tenant context server-side; frontend filters are display-only |
| Audit Fields | Old value, new value, user, IP, device, module, record ID, action, timestamp, reason |
| High-risk Logs | Journal posting/reversal, payroll approval, VAT setting, role change, attendance correction, published rota change |
📊 Authoritative Reporting Sources
| Report Area | Must Read From | Reason |
|---|---|---|
| Financial Reports | Posted journal entries and general ledger | Ensures trial balance, P&L, and balance sheet reconcile |
| VAT Reports | Posted tax lines and approved VAT adjustments | Invoice totals alone are not enough for VAT filing |
| Payroll Reports | Approved payroll runs, WPS batches, and payroll journals | Separates draft payroll from payable salary |
| Inventory Reports | Stock movements, valuation layers, and inventory locks | Prevents dashboard totals from becoming accounting source |
| HR Reports | Attendance, published rota, leave, overtime approvals | Payroll should use approved HR data only |
🔗 RESTful API Structure
/api/v1/
├── auth/
│ ├── POST /login
│ ├── POST /logout
│ └── GET /me
├── customers/
│ ├── GET / (list)
│ ├── POST / (create)
│ ├── GET /{id}
│ ├── PUT /{id}
│ └── DELETE /{id}
├── suppliers/
│ ├── GET / (list)
│ ├── POST / (create)
│ ├── GET /{id}
│ ├── PUT /{id}
│ └── DELETE /{id}
├── invoices/
│ ├── GET / (list)
│ ├── POST / (create)
│ ├── GET /{id}
│ ├── PUT /{id}
│ ├── POST /{id}/finalize
│ ├── POST /{id}/cancel
│ ├── POST /{id}/share/email
│ └── POST /{id}/share/whatsapp
├── items/
│ ├── GET /
│ ├── POST /
│ ├── GET /{id}
│ └── PUT /{id}
├── accounts/
│ ├── GET / (chart of accounts)
│ ├── POST / (create account)
│ └── GET /{id}/ledger
├── journal/
│ ├── GET /
│ ├── POST /
│ └── GET /{id}
├── source-transactions/
│ ├── GET /
│ ├── POST /validate
│ ├── POST /{id}/approve
│ └── GET /{id}/posting-status
├── posting-jobs/
│ ├── GET /
│ ├── GET /failed
│ └── POST /{id}/retry
├── tax/
│ ├── GET /codes
│ ├── POST /codes
│ ├── GET /lines
│ ├── GET /vat-return
│ └── POST /vat-return/{id}/lock
├── einvoicing/
│ ├── POST /generate
│ ├── POST /validate
│ ├── POST /transmit
│ ├── GET /transmission-log
│ └── POST /{id}/retry
├── reports/
│ ├── GET /profit-loss
│ ├── GET /balance-sheet
│ ├── GET /trial-balance
│ ├── GET /vat-report
│ └── GET /aging
├── expenses/
│ ├── GET /
│ ├── POST /
│ └── PUT /{id}/approve
├── employees/
│ ├── GET /
│ ├── POST /
│ ├── PUT /{id}
│ └── GET /{id}/attendance
├── attendance/
│ ├── GET /today
│ ├── POST /check-in
│ ├── POST /check-out
│ ├── POST /correction
│ └── POST /correction/{id}/approve
├── overtime/
│ ├── POST /request
│ ├── GET /pending
│ ├── POST /{id}/approve
│ └── POST /{id}/reject
├── leave/
│ ├── GET /balance
│ ├── POST /request
│ ├── POST /{id}/approve
│ └── POST /{id}/reject
├── rota/
│ ├── GET /weekly
│ ├── GET /monthly
│ ├── POST /assign
│ ├── POST /publish
│ └── POST /{id}/revise
├── payroll/
│ ├── GET /monthly
│ ├── POST /generate
│ ├── POST /wps/batch
│ ├── GET /wps/batches
│ └── POST /wps/{id}/export-sif
├── documents/
│ ├── POST /upload
│ ├── POST /extract
│ ├── POST /link
│ └── GET /{id}/audit-log
├── period-locks/
│ ├── GET /
│ ├── POST /lock
│ └── POST /reopen
├── audit/
│ ├── GET /trail
│ └── GET /high-risk
└── users/
├── GET /
├── POST /
└── PUT /{id}/role
├── auth/
│ ├── POST /login
│ ├── POST /logout
│ └── GET /me
├── customers/
│ ├── GET / (list)
│ ├── POST / (create)
│ ├── GET /{id}
│ ├── PUT /{id}
│ └── DELETE /{id}
├── suppliers/
│ ├── GET / (list)
│ ├── POST / (create)
│ ├── GET /{id}
│ ├── PUT /{id}
│ └── DELETE /{id}
├── invoices/
│ ├── GET / (list)
│ ├── POST / (create)
│ ├── GET /{id}
│ ├── PUT /{id}
│ ├── POST /{id}/finalize
│ ├── POST /{id}/cancel
│ ├── POST /{id}/share/email
│ └── POST /{id}/share/whatsapp
├── items/
│ ├── GET /
│ ├── POST /
│ ├── GET /{id}
│ └── PUT /{id}
├── accounts/
│ ├── GET / (chart of accounts)
│ ├── POST / (create account)
│ └── GET /{id}/ledger
├── journal/
│ ├── GET /
│ ├── POST /
│ └── GET /{id}
├── source-transactions/
│ ├── GET /
│ ├── POST /validate
│ ├── POST /{id}/approve
│ └── GET /{id}/posting-status
├── posting-jobs/
│ ├── GET /
│ ├── GET /failed
│ └── POST /{id}/retry
├── tax/
│ ├── GET /codes
│ ├── POST /codes
│ ├── GET /lines
│ ├── GET /vat-return
│ └── POST /vat-return/{id}/lock
├── einvoicing/
│ ├── POST /generate
│ ├── POST /validate
│ ├── POST /transmit
│ ├── GET /transmission-log
│ └── POST /{id}/retry
├── reports/
│ ├── GET /profit-loss
│ ├── GET /balance-sheet
│ ├── GET /trial-balance
│ ├── GET /vat-report
│ └── GET /aging
├── expenses/
│ ├── GET /
│ ├── POST /
│ └── PUT /{id}/approve
├── employees/
│ ├── GET /
│ ├── POST /
│ ├── PUT /{id}
│ └── GET /{id}/attendance
├── attendance/
│ ├── GET /today
│ ├── POST /check-in
│ ├── POST /check-out
│ ├── POST /correction
│ └── POST /correction/{id}/approve
├── overtime/
│ ├── POST /request
│ ├── GET /pending
│ ├── POST /{id}/approve
│ └── POST /{id}/reject
├── leave/
│ ├── GET /balance
│ ├── POST /request
│ ├── POST /{id}/approve
│ └── POST /{id}/reject
├── rota/
│ ├── GET /weekly
│ ├── GET /monthly
│ ├── POST /assign
│ ├── POST /publish
│ └── POST /{id}/revise
├── payroll/
│ ├── GET /monthly
│ ├── POST /generate
│ ├── POST /wps/batch
│ ├── GET /wps/batches
│ └── POST /wps/{id}/export-sif
├── documents/
│ ├── POST /upload
│ ├── POST /extract
│ ├── POST /link
│ └── GET /{id}/audit-log
├── period-locks/
│ ├── GET /
│ ├── POST /lock
│ └── POST /reopen
├── audit/
│ ├── GET /trail
│ └── GET /high-risk
└── users/
├── GET /
├── POST /
└── PUT /{id}/role
🗄 Database Schema Overview
| Table | Primary Key | Foreign Keys |
|---|---|---|
| users | id | — |
| customers | id | created_by, updated_by |
| suppliers | id | created_by, updated_by |
| items | id | category_id, vat_rate |
| sales_invoices | id | customer_id, created_by |
| purchase_invoices | id | supplier_id, created_by |
| source_transactions | source_id | company_id, source_module, approved_by |
| posting_jobs | job_id | source_id, company_id |
| posting_errors | error_id | job_id, source_id |
| journal_entries | id | created_by |
| tax_codes | tax_code_id | company_id, account_id |
| tax_lines | tax_line_id | source_id, tax_code_id, journal_entry_id |
| vat_returns | vat_return_id | tax_period_id, approved_by |
| einvoice_payloads | payload_id | invoice_id, source_id |
| einvoice_transmissions | transmission_id | payload_id, connector_id |
| employees | id | department_id |
| departments | department_id | manager_id |
| shifts | shift_id | created_by |
| rota_templates | template_id | department_id, location_id |
| rota_assignments | rota_id | employee_id, shift_id, location_id |
| attendance | attendance_id | employee_id |
| overtime_requests | overtime_id | employee_id, attendance_id, supervisor_id |
| leave_requests | leave_id | employee_id, leave_type_id |
| payroll_items | payroll_item_id | employee_id |
| wps_batches | wps_batch_id | payroll_run_id, approved_by |
| wps_sif_files | sif_file_id | wps_batch_id, generated_by |
| documents | document_id | company_id, uploaded_by |
| document_links | link_id | document_id, source_id, tax_line_id |
| period_locks | lock_id | company_id, locked_by, reopened_by |
| audit_logs | audit_id | company_id, user_id, record_id |
📈 Entity Relationship Summary
users ─────< funds_accounts
users ─────< fund_transactions
customers ─< sales_invoices
│ └─< invoice_items
suppliers ─< purchase_invoices
│ └─< invoice_items
items ─────< inventory_movements
source_transactions ─< posting_jobs
posting_jobs ─< posting_errors
source_transactions ─< journal_entries
source_transactions ─< tax_lines
tax_codes ─< tax_lines
tax_lines ─< vat_returns
sales_invoices ─< einvoice_payloads
einvoice_payloads ─< einvoice_transmissions
accounts ──< journal_entries
│ └─< journal_lines
employees ─< attendance
employees ─< attendance_corrections
employees ─< overtime_requests
employees ─< leave_requests
employees ─< payroll_items
payroll_items ─< wps_batches
wps_batches ─< wps_sif_files
rota_templates ─< rota_assignments
employees ─< rota_assignments
shifts ─────< rota_assignments
attendance ─< attendance_breaks
attendance ─< overtime_requests
documents ─< document_links
period_locks ─< audit_logs
users ─────< fund_transactions
customers ─< sales_invoices
│ └─< invoice_items
suppliers ─< purchase_invoices
│ └─< invoice_items
items ─────< inventory_movements
source_transactions ─< posting_jobs
posting_jobs ─< posting_errors
source_transactions ─< journal_entries
source_transactions ─< tax_lines
tax_codes ─< tax_lines
tax_lines ─< vat_returns
sales_invoices ─< einvoice_payloads
einvoice_payloads ─< einvoice_transmissions
accounts ──< journal_entries
│ └─< journal_lines
employees ─< attendance
employees ─< attendance_corrections
employees ─< overtime_requests
employees ─< leave_requests
employees ─< payroll_items
payroll_items ─< wps_batches
wps_batches ─< wps_sif_files
rota_templates ─< rota_assignments
employees ─< rota_assignments
shifts ─────< rota_assignments
attendance ─< attendance_breaks
attendance ─< overtime_requests
documents ─< document_links
period_locks ─< audit_logs
Find an Expert
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Mohammed Al Hamdan
CPA · UAE VAT Specialist · 12 years exp
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My Review Requests
| Request | Expert | Created | Status | Reply | |
|---|---|---|---|---|---|
| VAT return review — Q2 2024 | Mohammed Al Hamdan | 25 Jun 2024 | Replied | "Your Box 9b input VAT is correctly..." | |
| FTA penalty dispute — late filing | Khalid Al Rashidi | 18 Jun 2024 | Pending | Awaiting response... |
Mohammed Al Hamdan
VAT return review — Q2 2024
Hi Mohammed, I need a review of our Q2 VAT return. We have some zero-rated exports and want to make sure Box 4 is correct.
You · 25 Jun, 10:12
Reviewed your VAT 201 draft. Your Box 9b input VAT is correctly calculated. For Box 4 zero-rated, ensure you have export evidence (customs clearance) for each transaction per FTA Article 45.
Mohammed · 26 Jun, 09:44
Thank you! We do have all customs documents. One more thing — can we claim input VAT on the staff entertainment expenses?
You · 26 Jun, 11:30
Attached Documents
📄VAT201_Q2_Draft.pdf
📊Sales_June_2024.xlsx
Expert Notes
📌 Box 4 zero-rated: maintain customs clearance certificates
📌 Staff entertainment: input VAT blocked under FTA rules
📌 Filing deadline: 28 July 2024 — all clear to submit