Home

Documentation

Everything you need to know to run your booth with VendorPOS.

Account & Login

Create an account with your email and a password. After signing up you can log in on the web portal or the mobile app with the same credentials.

Forgot Password

Tap Forgot password? on the login screen, enter your email, and a reset link will be sent to your inbox. Follow the link to set a new password.

Multi-Factor Authentication

For extra security, enable MFA in your account settings. Once enabled you will be asked for a verification code each time you sign in. This is currently for the web app only.

Session Length

By default your login session lasts 30 days. You can change this in Settings → Session max days to require re-login more or less frequently.

Dashboard Overview

After signing in you land on the main dashboard. Use the bottom navigation to move between screens:

  • Sell — browse products and ring up sales.
  • Products — manage your catalog and inventory.
  • Sales — view sales history and analytics.
  • Payments — configure payment methods.
  • Settings — business configuration and tools.

Checkout

The Sell screen is designed for speed during busy market hours. Products are grouped by category so you can find items with a quick tap.

Adding Items to the Cart

  • Tap a category card to view its products.
  • Tap a product to see its details — image, price, cost, stock, and bulk pricing info.
  • Use the quantity controls to pick how many, then tap Add to Cart.
  • You can also tap Sell (Checkout) from the detail view to skip the cart and check out a single item immediately.

Cart & Checkout

  • Tap the cart icon (top-right badge) to review the cart.
  • Adjust quantities with the +/− buttons or remove items.
  • The total is calculated automatically. To override it, tap the edit button next to the total and enter a custom amount.
  • Choose an event from the dropdown to tag the sale.
  • Select a payment method — a QR code for the selected method is shown so the customer can scan and pay.
  • Tap Submit to complete the sale. Items with inventory tracking enabled will have their stock decremented.

One-Time Sales

Need to sell something that isn't in your catalog? Use the One-Time Sale card on the Sell screen.

  • Enter a name, cost, price, and quantity.
  • The item is added to the current cart without creating a permanent product.
  • Great for negotiated prices, bundles, or items you only sell once.

Scanning

VendorPOS supports three scanning methods to look up products quickly:

QR Code

Open the scan modal from the Sell screen and select QR. Point the camera at a QR code — the app will match it against the QR Code ID saved on your products.

Barcode

Toggle to Barcode mode. Works with standard UPC / EAN formats and matches against the product's Barcode ID field.

NFC

Tap the NFC option and hold your phone to an NFC tag. The tag's data is matched against the NFC Tag ID on your products.

When a match is found, the product detail view opens and you can add it to the cart immediately.

Bulk Pricing

Offer discounts when customers buy in quantity. Each product can have a bulk price and bulk threshold (minimum quantity to qualify).

Pricing Modes

Choose a mode in Settings → Bulk pricing mode:

  • Per-item — each product's quantity is checked individually against its own threshold.
  • Across cart — the total quantity of all items in the cart is checked against each product's threshold.
  • Across bulk group — products are grouped by their category's bulk group name. The group total is compared to each product's threshold.

When the threshold is met, the checkout line item shows a Bulk ✓ indicator and the discounted price is applied automatically.

Products & Inventory

Adding a Product

Go to the Products tab and tap Add Product. Fill in:

  • Name (required)
  • Category — pick an existing one or create a new category on the fly.
  • Quantity on hand — current stock count (used when inventory tracking is enabled).
  • Cost to make — your cost, used for profit calculations.
  • Price — the regular selling price.
  • Bulk pricing — toggle on, then set the bulk price and threshold.
  • Description and URL — optional extra info or link.
  • NFC Tag ID / QR Code ID / Barcode ID — scan or type an ID for quick product lookup.
  • Image — upload a photo that appears in the catalog and cart.

Editing & Deleting

Tap a product from the list to edit all fields. The edit view also includes a Delete button.

Bulk Price Editor

Select multiple products at once and set a shared cost and/or price for the selection. Use Select All / Clear for speed.

Inventory Summary

Open the Inventory Summary to see at a glance:

  • Total estimated inventory value
  • Total bulk inventory value
  • Net profit (value minus cost)

Categories

Every product belongs to a category. Categories group products on the Sell screen and in the Products list.

  • Create a category when adding or editing a product — type a new name and it is saved automatically.
  • On the web, you can also rename or delete categories from the Products tab category editor.
  • Categories can have a bulk group name used for the "across bulk group" pricing mode.

Public Catalog

Share your product catalog with customers — no login needed. This is a VendorPOS Pro feature.

  • Enable or Disable in Settings → Public Catalog.
  • A unique URL is generated for your store. Copy it, share it, or display the QR code at your booth.
  • In the Products tab, toggle Show in Catalog on each product to control which items are visible.
  • Customers see product names, images, prices, descriptions, and stock levels.

Sales & Analytics

The Sales tab shows every completed transaction with running totals and metrics.

Filtering

  • Date range — on the web, pick a from/to date. On mobile, choose All Time, Today, or Last Event.
  • Event filter — view sales for a specific event only.

Metrics

A summary card at the top displays:

  • Total revenue
  • Number of sales
  • Average transaction value
  • Top-selling product

Editing & Deleting Sales

Tap a sale to edit its quantity, price, or event tag. You can also delete a sale entirely.

CSV Export

Tap Export CSV to receive a spreadsheet of all sales by email. Fields include product name, quantity, unit price, total, timestamp, payment method, and event.

Manager Restrictions

Store managers can only see today's sales. Owners have access to the full date range.

Expenses

Track costs associated with vending — booth fees, supplies, travel, and more.

  • Tap the Expense card on the Sell screen or go to Sales → Expenses.
  • Enter a name and cost. The timestamp is recorded automatically.
  • View, edit, or delete expenses from the Sales tab. They are included in your date-range filter.

Payment Methods

Configure the payment options you accept. During checkout, customers see the selected method and can scan a QR code to pay.

Built-In Services

Enter your handle for any of the following — a payment URL and QR code are generated automatically:

  • PayPal
  • Venmo
  • CashApp

Custom Methods

Add any other service (e.g., Zelle, bank transfer) with a name, optional URL, and optional QR code image.

At Checkout

When you select a payment method on the checkout screen, the corresponding QR code is displayed for the customer to scan. The payment method is recorded with the sale.

Settings

Open Settings to configure your store:

  • Vendor name — the display name for your business.
  • Default currency — used for all prices and totals (e.g., USD, EUR, TTD).
  • Export email — the address CSV exports and backups are sent to.
  • Bulk pricing mode — Per-item, Across cart, or Across bulk group.
  • Inventory tracking — toggle to automatically decrement stock on sale.
  • Sales analytics window — number of days included in the sales summary (default 30).
  • Session max days — maximum days before the app requires you to log in again.

Events

Events let you tag sales and analytics by market date or show.

  • Go to Settings → Events and tap Add Event.
  • Give it a name (e.g., "Saturday Market 3/15") and a start date.
  • During checkout, pick the event from the dropdown. All sales for that event are grouped in the Sales tab.
  • Edit or delete events from the same list.

Language

VendorPOS supports English and Spanish. Switch languages in Settings → App language. The change applies to all screens and labels immediately.

Store Sharing

Invite teammates so multiple people can operate the same store. This is a VendorPOS Pro feature.

Inviting Members

  • Open Store Manager → Members and tap Invite.
  • Enter the person's email, and optionally add a message.
  • They receive an invitation they can accept or decline.

Switching Stores

If you belong to multiple stores, go to Store Manager → Stores and tap a store to switch. The active store is marked with a checkmark.

Leaving a Store

Tap Leave on any store you do not own. You will lose access to its products, sales, and settings.

Roles & Permissions

Owner

  • Full access to all features, settings, and historical data.
  • Can invite and remove members.
  • Can view the full date range in Sales.

Manager

  • Can sell, manage products, and access core features.
  • Sales view is restricted to today only.
  • Cannot invite or remove members.
  • Cannot change store-level settings like vendor name, currency, or subscription.

Buy Calculator

A quick tool for calculating buy and trade offers — useful if you purchase used merchandise. This is a VendorPOS Pro feature.

  • Add one or more items, each with a price.
  • Set your buy % (default 70%) and trade % (default 80%).
  • The calculator shows the buy offer and trade offer for each item instantly.

NFC Tools

Write data to NFC tags from your phone. This is a VendorPOS Pro feature available on the mobile app.

Writing a Tag

  • Go to Settings → NFC Writer Tool.
  • Enter text data and/or a URI.
  • Hold the tag near your phone to write.

Use Cases

  • Tag products with an NFC ID for instant scan-to-cart.
  • Embed a product URL on booth signage.

ID Scanning

Use the camera to scan the barcode or 2D code on an ID document for age verification. The scanned data is returned as text you can review on-screen.

Export & Import

CSV Export

  • Export Sales CSV — sends a spreadsheet of all sales to your export email.
  • Export Products CSV — sends a spreadsheet of all products (name, category, stock, cost, price, description, IDs, etc.).

CSV Import

Bulk-load products from a CSV file. The file should contain columns matching the product fields (name, category, quantity, cost, price, etc.). Existing products with matching names are updated; new rows are created.

JSON Backup

  • Export — downloads a full snapshot of your store: products, sales, settings, events, and payment methods.
  • Import — restores a snapshot (overwrites current data after confirmation).

Cloud Backups

On the web portal, you can save named cloud snapshots of your store data.

  • Create backup — enter a name and save. The snapshot is stored securely in the cloud.
  • Restore — pick a snapshot from the list and restore it to overwrite your current data.
  • Delete — remove old snapshots you no longer need.

Offline Mode

The mobile app works even without internet. When offline:

  • Sales, product changes, and settings updates are queued locally.
  • When connectivity returns, the queue is synced automatically.
  • You can also trigger a manual sync from Settings — the pending count is displayed next to the sync button.
  • Failed items are retried up to five times before being discarded.

VendorPOS Pro

All core features are free. VendorPOS Pro unlocks additional capabilities:

  • Public Catalog
  • Store Sharing (invite members)
  • NFC Tag Writer
  • Buy Calculator

Free Trial

Start a 14-day free trial from the Settings screen — no payment info required. After the trial you can subscribe to keep Pro features active.

Managing Your Subscription

Your current status (trial, active, expired, or cancelled) is displayed at the top of Settings. On mobile, subscriptions are managed through the App Store or Google Play.