What's New in YSUITE

The new Inventory Audit workspace replaces the spreadsheet-and-clipboard stock take. Open a count, record what is actually on the shelf, and let YSUITE work out the difference.

• Multi-session counts: open, close and reopen counting sessions so a large warehouse can be counted over several shifts or by several people
• Nothing gets missed: see an uncounted-items list at any time, record zero counts in bulk, or mark everything counted once you are done
• Variance review: compare counted quantity against system quantity line by line, with your chosen cost basis applied to value the difference
• Reconcile in one step: post the approved variances as stock adjustments, or close the audit without adjusting if you only wanted the picture
• Trading is frozen while a count is open so stock cannot move underneath you mid-audit
• Export the full count sheet at any stage for sign-off

Open it from Apps → Inventory Audit. Full walkthrough in the Inventory Audit guide.

If your team builds the expected revenue breakdown on the deal, that work is no longer thrown away at quoting time.

• Deal items now carry into a new quotation with quantity, rate, discount and tax intact
• Edits made on the deal stay in step with the linked quotation, so the forecast and the quote do not drift apart
• Deal-level filtering has been extended so you can slice the pipeline by the items a deal contains
• A deal can be linked to a project, and every document raised against it is visible from both sides

See Leads & Deals for the full item workflow.

Two complete approval workflows have landed in HRMS, and both feed the payroll run for the period they belong to.

• Reimbursements: configure claim categories, let employees draft and submit claims with receipts, then approve or reject from a single queue — with bulk approve for month-end
• Bonuses: define bonus types, assign them one-off or on a recurring schedule, assign in bulk across a team, and approve, reject or revoke before payroll picks them up
• Employees track their own claims and bonuses under My HR
• Reimbursement claims are scoped to a payroll period, so a late claim lands in the right month rather than silently in the current one

Details in Reimbursements & Bonuses.

Organisational structure in HRMS is now safe to change as the business changes:

• Departments and designations can be renamed or restructured, and existing employees follow the change cleanly
• Employee change history: a timestamped timeline on every employee record showing what changed, when, and who changed it
• Probation expiry is tracked and surfaced so nobody quietly rolls past their review date
• Employee data export for audit and handover

See Employees.

Attendance now understands where work happens, not just when.

• Define named work locations with a map pin and a radius
• Assign one or more allowed locations per employee — check-in outside them is blocked
• Field and site staff can be assigned multiple locations; office staff can be pinned to one
• Works alongside shifts, team rosters and the attendance regularisation request flow, so a genuine exception still has a route to approval

See Attendance & Shifts.

Reconciling a bank account no longer means typing a statement into a spreadsheet. Bank Reconciliation reads the statement for you.

• Upload a PDF or spreadsheet — AI document extraction pulls out the transaction table, whatever layout your bank uses
• Automatic matching against payments, receipts, transfers and journals already in YSUITE
• One action per line: link to an existing record, create the missing record, ignore it, or unmatch and try again — plus bulk accept for the obvious ones
• Manual column mapping if a statement is unusual — remapping and re-matching costs nothing extra
• Closing balance confirmation at the end, so you know the account genuinely ties out
• Priced up front: you see the AI credit cost as a quote before you upload, never as a surprise afterwards

Open it from Apps → Bank Reconciliation. Full guide: Bank Reconciliation.

AI features in YSUITE draw on one shared AI Credits balance, so there is nothing per-feature to manage.

• See your current balance and a per-feature usage ledger in one place
• Every job is quoted before it runs, so you always know the cost in advance
• Failed jobs are not charged. Credits are reserved when a job starts and only settled if it succeeds — otherwise they are released back to you
• A published rate card per feature and operation, so usage is predictable

How AI Credits work. Bank Reconciliation is the first feature to use them, with more to follow.

Activity notifications now use the same template engine as the rest of YSUITE:

• Dedicated templates for task, meeting and call assignment, updates and reminders
• Edit the copy, branding and merge variables yourself — no more fixed system wording
• Applies across CRM activities and standalone TaskPro activities alike

Configure them under Settings → Communication → Email Templates. See Email Templates & Sender IDs.

Reporting Tags add an analytic dimension on top of your chart of accounts, so you can answer "how did this branch do?" without a second set of books.

• Define your own tag dimensions — branch, cost centre, region, campaign, vehicle, whatever the business runs on
• Scope each dimension to the modules where it makes sense, and control the order they appear in
• Tag transactions as you enter them; activate or deactivate a dimension without losing historical tagging
• Report profit and loss by tag, driven off the journal rather than a spreadsheet

Set them up under Settings → Accounting → Reporting Tags. See Reporting Tags.

Templates are for the common case. For the one-off, you can now override content on a single document:

• Adjust terms and conditions, notes, or header and footer text on an individual invoice, quotation, order or bill
• The shared document template stays untouched, so nobody else is affected
• Overrides are preserved on the PDF snapshot, so a reprint matches what the customer originally received
• Editing a document that has already been issued is handled far more safely, with clearer rules about what may still change

See Document Templates.

A substantial round of work across both point-of-sale products:

• YSUITE POS job queue: track the status of each line on an order independently — ideal for service, repair and made-to-order counters where one ticket has several stages
• DinePro multi-kitchen routing: send items to the kitchen station that actually prepares them, with a per-item KOT status on the queue screen
• Direct thermal printing for KOTs and bills, with per-terminal print configuration and bill themes
• Price and total override modals for the counter, favourites for fast ringing-up, and new-customer capture without leaving the till
• Both apps tolerate a flaky connection — terminals probe for reachability and queue payment retries rather than losing the sale

See Point of Sale and DinePro.

A focused round of work on campaign delivery:

• Scheduled campaigns now spawn one child campaign per run with its own recipient list and execution history, so you can see exactly what went out and when
• Duplicate sends eliminated — a message queue timing issue that could re-send to the same recipient has been fixed
• Exclude anyone who already received a previous campaign when building an audience
• Clearer per-recipient status with error reasons on failures, so a bad number is obvious at a glance

See Scheduled Campaigns.

Files are no longer trapped inside whichever record they were uploaded against.

• Browse everything your organisation has uploaded in one library
• Preview images, PDFs and documents in place, without downloading
• Attach an existing file to a record instead of uploading a second copy
• Used by document templates, item images, employee documents, project files and every module attachment panel

Goods Receipts close the gap between the purchase order and the supplier invoice — the point where most stock records drift.

• Receive against an open purchase order, in full or partially, as deliveries arrive
• Stock moves on receipt, so quantity on hand is right before any paperwork catches up
• Convert a goods receipt into a purchase bill when the supplier invoice turns up, with the received quantities already filled in
• Three-way visibility across order, receipt and bill for each line

See Goods Receipts.

Payroll in YSUITE is now a full, auditable process rather than a calculation.

• Pre-checks before you calculate: missing bank accounts, missing tax identifiers and attendance gaps are flagged up front instead of surfacing as a wrong payslip
• Calculate → validate → adjust → finalise → mark paid, with the ability to reopen a run if something needs correcting
• Adjust an individual line without recalculating the whole run
• Bank file generation — configure your salary file format once, then generate and download the disbursement file per run
• Snapshot PDF payslips, visible to HR and to employees in My HR
• A full run activity log and payroll summary for sign-off
• Exited employees are handled correctly in the period they leave

See Payroll Execution.

Stock ledger coverage is now complete across the document chain:

• Delivery challans and goods receipts post stock movements in their own right, so dispatched-not-invoiced and received-not-billed stock is visible
• Stock adjustments use the adjustment time as the effective stock time, so back-dated corrections land in the right period
• Opening stock now posts a correct opening journal, and average purchase cost is available when valuing an adjustment
• Per-item drill-down from any sales, purchase, credit note, debit note, quotation, challan or receipt line

See Stock Adjustments.

Custom fields pick up two frequently requested behaviours:

• Set a default value so new records start pre-filled instead of blank
• Cascading select fields — a second dropdown's options depend on what was chosen in the first (e.g. State narrows City)
• Module settings for custom fields are more consistent across modules that share the field engine

Configure fields under Settings → General → Custom Fields.

Conversions between documents no longer have to be all-or-nothing:

• Convert a subset of line items — or a partial quantity on a line — from an estimate or sales order
• The source document keeps the remaining, unconverted quantity open for a later conversion
• Useful for staged deliveries and invoicing against a large order as work is completed

See Purchase Orders and Quotations.

Projects now has a proper Finance tab:

• See every financial document raised against the project — estimates, sales orders, invoices, purchase orders, bills — in one place
• Track committed cost against budget as the project runs
• Unbilled work-in-progress: see billable time that has not yet been invoiced
• One-click billing — turn unbilled billable time straight into an invoice
• Project templates can now be duplicated or imported from an existing project

See Project Finance.

Every printable document in YSUITE now runs through a proper template designer:

• Design layouts for invoices, quotations, purchase orders, delivery challans, payslips and more
• Choose from built-in themes or start from a duplicate of an existing template
• Set a default template per document type per module, and override it on an individual document when you need to
• Attach supporting files — such as a signed bank letter for a payslip — from the shared file library

Manage templates under Settings → General → Document Templates. See Document Templates.

Connecting WhatsApp Business no longer means exchanging API credentials by hand.

• Onboard directly through Meta's embedded signup flow from inside YSUITE
• Manage sender IDs and per-number settings — greeting message, out-of-service message, and whether unknown numbers are saved as contacts automatically
• Once connected, a number is immediately available to Campaigns, the Team Inbox, Flows and Bots

Connect under Settings → Communication → Sender IDs. See Sender IDs & WABA Onboarding.

The Team Inbox gives every WhatsApp conversation an owner:

• Assign a thread to an agent and track its status as it moves toward resolution
• Reply using approved WhatsApp templates directly from the thread
• See the linked contact record alongside the conversation, with no tab-switching
• Real-time delivery over websocket, so new messages and assignment changes appear instantly for the whole team

See Team Inbox.

Custom Pricing lets you move away from one price for everyone.

• Build customer-specific selling-price lists and vendor-specific purchase-price lists
• Bulk-edit prices across an entire list in one screen instead of item by item
• The right price is applied automatically the moment you add that customer or vendor to a document
• Works alongside your standard item pricing — a custom price only overrides where one is defined

Set up lists under Items → Custom Pricing. See Custom Pricing.

Print-ready barcode labels are now built into the app:

• Generate barcodes for any item in your catalogue
• Choose label layout and print in bulk for a batch of items or a single receiving run
• Labels scan straight back into the item lookups used across sales, purchasing and inventory

Open it from Apps → Barcode Generator.

MoneyPro now supports transacting in more than your base currency:

• Enable multi-currency for your organisation and set a currency per customer or vendor
• Exchange rates are applied automatically and rounded to six decimal places for accuracy
• Contacts carry their own currency, so documents default correctly without you choosing it every time
• Reports and the accounting engine reconcile everything back to your base currency

Turn it on under Settings → Accounting → Currency. See Taxes & Currency.

WhatsApp Bots automate the first line of a conversation before a human needs to step in.

• Build conversational flows visually — no code required
• Bind bot steps to Forms fields, so a bot can collect structured data inside WhatsApp
• Send approved templates as part of a flow, and hand off to the Team Inbox when a human is needed

See Bots.

HRMS is now live — the first release of a full people-management module built on the same platform as the rest of YSUITE.

• Employee records — profile, bank accounts, identity documents, emergency contacts, and shift/leave setup, with a verify/reject review workflow for uploaded documents
• Attendance — check in/out, shift assignment, a team roster, and a regularisation request-and-approve flow for exceptions
• Leave — configurable leave types, a leave calendar, and manager approval
• Salary structures — a component library with formula validation, versioned structures, and a maker/checker proposal flow for changes
• My HR — an employee self-service portal for profile, attendance, leave, payslips and reimbursements

Enable it under Settings → HRMS. See HRMS to get started.

Staying on top of what needs attention is easier:

• A notification bell with unread counts and a mark-all-read action
• @Mentions in comments on leads, deals, tasks, meetings and calls notify the person mentioned
• Activity reminders fire ahead of a task, meeting or call's due time

See Search, Notifications & Activity Logs.

Connect a Meta lead ads account and skip the manual export:

• Leads from Facebook and Instagram lead forms are created automatically as CRM leads
• Field mapping between the ad form and your lead fields is configurable
• Combine with Automation to assign, tag or notify the moment a lead arrives

Connect it under Settings → CRM → Meta Leads Integration. See Meta Lead Ads.

Full double-entry accounting is now available directly in YSUITE:

• Chart of Accounts — a one-click default chart to get started, or build your own account tree
• Manual Journals — draft, post and reverse journal entries, with attachments for supporting evidence
• Drill down from any account, or from any invoice, bill or payment, into the underlying journal entries
• Auto tax allocation on journals so tax postings stay consistent with the rest of the ledger

See Chart of Accounts and Manual Journals.

Items that need traceability now get it end to end:

• Batch tracking — a batch register with expiry dates and full per-batch transaction history
• Serial number tracking — a timeline per serial number showing every document it has moved through
• Batch and serial fields appear wherever the item is transacted — sales, purchases, transfers and adjustments
• New reports: batch summary, batch expiry and batch movement

See Batch & Serial Tracking.

The new Purchase Order workflow gives your team a structured way to manage procurement directly inside YSUITE.

• Raise purchase orders against vendors with line items, quantities, and expected delivery dates
• Multi-level approval flow — route POs through one or more approvers before dispatch
• Convert approved POs into vendor bills in one click
• Link POs to CRM Deals for end-to-end sales-to-procurement visibility

Head to MoneyPro to explore the full procurement workflow.

YSUITE now supports a complete Quotation workflow, bridging your CRM pipeline and MoneyPro financials.

• Create branded quotations with line items, discounts, taxes, and optional terms
• Send quotes directly to clients via email or WhatsApp with a shareable web link
• One-click conversion: accepted quote → Invoice, Sales Order, or both
• Set expiry dates; receive automated reminders before a quote lapses
• Internal approval workflow — users submit quotations for review; assigned approvers can approve or reject before the quote is sent to the client
• Quotations pending approval are printed with a Draft watermark, ensuring only approved quotes reach your customers

Available in MoneyPro and linked to your CRM deals.

The all-new Loyalty & Rewards module is now live. Build a points-based loyalty programme that works seamlessly with DinePro billing.

• Configure earn rates — e.g. 1 point per $1 spent
• Create membership tiers (Silver, Gold, Platinum) with tier-specific benefits
• Redeem points at checkout with a single tap
• Run time-limited bonus point promotions
• Send automated WhatsApp notifications for point balances and tier upgrades

Head to Loyalty & Rewards to learn more.

The Projects module brings structured project delivery to YSUITE. Unlike quick tasks in TaskPro, Projects is designed for multi-phase work with clear milestones and deadlines.

• Create projects with phases, milestones, and task dependencies
• Kanban board, list view, and timeline (Gantt-style) views
• Budget tracking with planned vs. actual cost comparisons
• Share read-only progress views with clients via secure link
• Link projects to CRM contacts and deals for end-to-end visibility

See everything at YSUITE Projects.

WhatsApp Flows let you build interactive, structured forms that run natively inside the WhatsApp chat window — no external links required.

• Drag-and-drop flow builder with text, dropdown, date, and multi-select fields
• Use cases: lead capture, appointment booking, feedback surveys, order confirmations
• Responses feed directly into CRM contacts and can trigger Automation workflows
• Works with approved WhatsApp Business API templates

Automation workflows just got significantly more powerful with two new step types:

• Conditional branches (If/Else): Route records down different paths based on field values, tags, or pipeline stage. Create one workflow that handles multiple scenarios.
• Wait steps: Insert timed delays — e.g. wait 2 days after a trigger before sending a follow-up message. Perfect for drip sequences and reminder chains.
• Automation log: Every run is now fully logged — see which trigger fired, which branch was taken, and whether any action encountered an error.

Two highly requested features are now available for Dashboards:

• Shareable links: Generate a read-only URL for any dashboard. External stakeholders can view live data without needing a YSUITE account.
• PDF export: Export the current dashboard view as a formatted PDF report — perfect for board meetings, investor updates, or client reviews.
• Added global date range filter that applies across all widgets on a dashboard simultaneously.

Custom fields in CRM have been upgraded with new capabilities:

• Multi-select dropdown: Allow multiple values in a single field (e.g. "Interested in: CRM, WhatsApp, Automation")
• Formula fields: Create calculated fields based on other field values — useful for lead scoring, deal weighting, and automatic categorisation
• Field-level permissions: Control which user roles can view or edit specific custom fields, protecting sensitive data
• Custom fields are now available on Companies and Leads in addition to Contacts and Deals

The Forms module now supports dynamic behaviour:

• Conditional logic: Show, hide, or require fields based on the respondent's answers to previous questions — creating cleaner, more relevant forms
• File upload field: Accept documents, images, or other files from respondents with configurable size and type limits
• Custom redirect: After submission, redirect respondents to a specific URL instead of the default thank-you message
• Responses can now auto-create CRM leads with all form data mapped to contact fields

MoneyPro now covers the full procure-to-pay cycle:

• Create and manage purchase orders for vendors
• Convert approved purchase orders directly into vendor bills
• Track payables (bills owed) separately from receivables (invoices owed to you)
• Vendor contact management with purchase history and outstanding balances
• All transactions feed into the double-entry accounting engine automatically

Run marketing and engagement campaigns directly on WhatsApp:

• Select a CRM contact list or segment as your audience
• Choose an approved WhatsApp template with dynamic placeholders (name, invoice number, etc.)
• Schedule the campaign for a future date/time or send immediately
• Track sent, delivered, read, and replied counts in real time from the campaign dashboard
• Failed messages are flagged with error reasons for quick troubleshooting

TaskPro now includes native time tracking:

• Start/stop a timer or manually log hours against any task
• Each time entry records the user, duration, date, and a description of the work done
• View time logs per task, per user, or per date range for payroll and client billing
• Time data is available as a Dashboard widget for management reporting

Restaurants with more than one outlet can now manage everything from a single YSUITE account:

• Each location gets its own menu, floor layout, and staff assignments
• Organisation-level dashboards consolidate revenue, order counts, and KPIs across all locations
• Role-based access ensures staff only see their assigned location
• Centralised menu management with the option to override items per location (e.g. different pricing)

The Automation module is now live. Create rules that trigger actions automatically across your entire YSUITE account:

• Triggers: Record created/updated, deal stage changed, form submitted, invoice paid, scheduled time, and more
• Actions: Send WhatsApp message, send email, create task, update field, assign record, move deal stage, create invoice
• Visual workflow builder — no coding required
• Draft mode for testing before activation
• Full execution log for debugging and auditing

Learn more at YSUITE Automation.

The Forms module is here. Create professional online forms without writing a line of code:

• Drag-and-drop builder with 15+ field types (text, email, phone, date, dropdown, rating, NPS, file upload, and more)
• Embed forms on your website or share via a standalone link
• Customise branding — logo, colours, header image, and thank-you message
• Responses are collected in-app with filtering, search, and CSV/Excel export
• Route submissions directly into CRM as new contacts or leads

See all capabilities at YSUITE Forms.

YSUITE Dashboards let you build the reporting views your team actually needs:

• Widget types: bar chart, line chart, pie/donut chart, KPI card, data table, funnel, gauge, and goal tracker
• Pull live data from CRM, MoneyPro, TaskPro, Projects, POS, and more
• Drag-and-drop canvas with resizable, rearrangeable widgets
• Create multiple dashboards for different teams or roles
• Near real-time data refresh as records are created or updated

Explore at YSUITE Dashboards.