Adding team members with an invite link
Team members join by invite only: a one-time invite link -- generated with the role already set, shared over WhatsApp or copied anywhere, and good for a single use.
What each role can do
| Role | Can do | Cannot do |
|---|---|---|
| Admin | Everything -- billing, menu & pricing, taxes, inventory, reports, outlet settings, and team (add/remove members, roles, salary) | -- |
| Manager | Runs the shift: everything a Cashier, Waiter, Kitchen and Delivery member can do, plus the menu (add and edit dishes and prices), view-only inventory and view-only team list, and the Customers and Reports screens | Change taxes or outlet settings, add/remove team members or set salary, record purchases or change stock |
| Godown Manager | Full inventory (items, purchases, wastage, expiry), view the menu, mark a dish out of stock | Take bills or payment, edit the menu or prices, team, reports |
| Staff Manager | Add/remove team members, change roles and salary, see pay | Take bills, edit the menu, inventory, reports, or give anyone the Admin, Manager or Godown Manager role |
| Cashier | Create bills, take payment, settle dues, apply discounts, print receipts, mark a dish out of stock, add a new dish to the menu (the "also save to menu" option on a custom item), edit a finished bill's customer name/phone, GSTIN or address if you've switched it on (see below) | Change or delete an existing dish or its price, browse the full customer directory, touch team or outlet settings |
| Waiter | Create bills, add/edit order entries, move tables, apply discounts, mark a dish out of stock | Complete or settle a bill's payment, add or edit menu items |
| Kitchen | See and update the kitchen order queue, mark a dish out of stock, edit a dish's name/description/photo/category | See prices or bill totals, take payment, reports, team settings, or change a dish's price/tax |
| Delivery | See and update delivery orders, enter the delivery OTP, move a bill through its stages | Edit the menu, apply discounts, reports, team settings |
| Accountant | Accountant (CA): tax reports, sales, bills and other costs, to prepare GST returns. Read-only. Never the till. Unlimited plan only -- see Inviting your CA | Take bills or payment, edit or void a bill, menu, prices, taxes, outlet settings, team, pay, customer phone numbers |
These nine roles are fixed -- there's no custom permissions editor to grant one waiter more access than another.
Assigning Kitchen when your outlet has no kitchen bill type shows a warning. Kitchen staff work off the kitchen order queue, which only fills up for bill types NOT marked "Quick bill" (outlet settings → Bill types). If none of your bill types route to a kitchen, a warning appears next to the Role field (in both the invite drawer and a member's own drawer) so you know that member won't have a working screen yet -- you can still assign the role, but it's a heads-up, not a block.
Generating a link
- Go to Team in the admin side bar.
- Tap Invite in the toolbar above your team -- the invite drawer opens.
- Choose the Role the new team member should have -- one of the nine roles listed above.
- Optionally type their Name, then enter their phone number or email in Recipient phone or email -- staff log in with their mobile number, so a phone number is the usual choice; an invite sent to an email address still works for the person it was sent to. The name is used if they have none on their account yet.
- Enter their Salary and pick a Salary cadence, or leave the salary blank if there isn't one yet.
- Tap Send invite.
The link is shown right away with Copy Link and Send on WhatsApp buttons, so you can hand it straight to the person joining. The WhatsApp message names your outlet and the role. Anyone who opens the link before signing in sees your outlet and the role first; a link you revoked, that was already used, or that has expired says which of those it is.
The pay travels with the invite
Whatever salary and cadence you set in the invite drawer is the pay the person joins on -- it is applied the moment they accept, and their recurring salary expense starts then too. You don't have to go back to the Team screen afterwards to set a wage.
- Leave the salary blank and they join on no pay set, which you can fill in later from their row.
- Choose No auto-expense and the salary still travels with the invite -- the person joins on that pay, and no recurring salary expense is started.
- A pending invite shows what it promises (for example "Cashier · ₹12,000 monthly"), so a wrong figure is visible before anyone accepts it.
- To change an offer that has already gone out, Revoke it and send a fresh one -- the figure is fixed once the link exists.
What the link does
Whoever opens it logs in with their mobile number (staff who are new to Biller type their name on the invite page), sees a short confirmation of which outlet they're about to join and in what role, and only joins once they tap Join. Nothing is added to your team until then.
- Bound to the recipient. Only the phone number or email you entered can accept it -- a different account opening the link is refused, and the link stays unused.
- Single-use. Once the intended recipient accepts it, the same link can't be used again.
- Expires in 7 days. An unused link stops working after a week; just generate a new one if it lapses.
- You choose the role, not them. Locked in at generation time, so an invite can never grant more access than you intended.
Managing pending invites
Any link generated but not yet used shows up under Pending Invites in the invite drawer, with its role, the pay it promises, and its expiry date. From there you can:
- Copy or Send on WhatsApp again, if you need to resend it.
- Revoke it -- immediately invalidates the link. To correct a role or a salary, revoke and send a fresh invite. Biller asks you to confirm first.
If someone tells you their link "isn't valid", double-check they copied the whole thing -- a link missing its last few characters won't resolve.
Letting a cashier fix a finished bill's customer details
A finished bill is a tax invoice, but the customer's own details -- name, phone, GSTIN, and address -- are still often filled in after the fact (a regular asks for a proper bill with their GSTIN the next day). By default only admins can touch these on a finished bill; to let cashiers too, go to Team → On a finished bill, a cashier can change... and switch on whichever of Customer name and phone, Customer GSTIN or Customer and delivery address you want them to reach. The outlet's own details (name, address, GSTIN, logo...), the items and money, and the invoice number and date are never editable this way -- the same screen says why.
On the finished bill itself, Edit customer details opens exactly the fields you've allowed -- name, phone and email, GSTIN, address, and State as a pick-list of Indian states -- and the paper above refreshes the moment you save. Every change is logged underneath the bill (who, what changed, when) -- never printed on the paper. This stays open only until the 11th of the month after the bill, when the return that period's GSTIN change would affect is filed; after that the screen says so and locks.
Editing someone already on your team
Your team is the first thing on the Team screen. Each person shows their role and pay on one line; tap Edit on their row to open their drawer and change role, salary or cadence. Remove from team removes them -- you always need at least one team member and at least one admin, so the only admin sees why the button is off and must make someone else an admin first. A person you remove is told they were removed from your outlet the next time they act, and is moved to another outlet they still belong to -- or asked to create their own if they have none.
The invite link is now the only way to add someone new.
Salary Cadence -- auto-posting salary as an expense
Set a Salary cadence (Monthly, Weekly, or Daily for daily-wagers) on a team member -- in the invite drawer when you hire them, or later from their own drawer -- and their salary posts itself to Expenses on that schedule automatically. Leave it on No auto-expense if you don't want this (the default), and record salary payouts yourself in Expenses instead.
- Changing the salary amount on an already-cadenced member applies from the next posting onward -- an expense already posted keeps the amount it was posted at, and there is no duplicate.
- Changing the cadence (say, Monthly to Weekly) reschedules the same linked expense.
- Setting cadence back to No auto-expense, or removing the member, stops future postings -- past expense records stay in your history.