Your complete map of the merchant web backend — what every section does, how to set it up, and answers to the questions merchants ask most. This guide is the front door to the Quickvee platform. For step-by-step instructions on any single feature, follow the link to its dedicated article.
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Document |
Merchant Orientation & FAQ |
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Platform |
Quickvee Web Backend |
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Updated |
May 2026 |
Contents
Eleven sections — read 1–5 in order if you're new, or jump straight to what you need.
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About This Guide
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What Is the Merchant Web Backend?
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Getting Started
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Navigation Map
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First-Time Setup Checklist
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Module Quick Reference
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Common Workflows
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Tips & Best Practices
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Frequently Asked Questions
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Quick Glossary
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Where to Get Help
1. About This Guide
This guide is the front door to the Quickvee merchant web backend — the browser-based dashboard you sign into to run your store. It is written for store owners, managers, and staff who are new to the platform or who want a single place to understand how everything fits together.
What this guide gives you
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A complete navigation map, so you always know where a feature lives.
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A plain-language summary of every module and the most common reason to open it.
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A recommended setup order for a brand-new store, plus the everyday workflows you'll repeat.
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Answers to the questions merchants ask most, and a glossary of platform terms.
💡 Tip. This is an overview document. For step-by-step instructions on a single feature — a specific report, gift card redemption, label printer setup, and so on — open that feature's dedicated knowledge base article. Links are scattered throughout this guide.
How to use it
If you're brand new, read Sections 2–4 in order, then complete the First-Time Setup Checklist. If you already know your way around, jump straight to the Module Quick Reference, Common Workflows, or FAQ using the Contents page.
2. What Is the Merchant Web Backend?
The Quickvee merchant web backend is the control center for your store. While the POS app runs the register at the counter, the web backend is where you manage everything behind the scenes: your product catalog, pricing and promotions, inventory, purchase orders, customers and loyalty, employees, store settings, and the full suite of reports.
Two surfaces, one business. The POS app and the web backend share the same underlying data. A product you add on the web appears at the register; a sale rung up at the register appears in web reporting moments later. Think of them as two windows onto the same store.
It runs in your browser
There is nothing to install. You open your store's Quickvee web address, sign in, and you're in. That means you can manage your store from a back-office PC, a laptop at home, or any computer with a browser.
The top bar
A few controls sit at the very top of every screen and are worth knowing up front:
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Top-bar control |
What it does |
|---|---|
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Store selector |
Shows the active store. Multi-location accounts switch between stores here. |
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View Online Store |
Opens your customer-facing online store in a new tab so you can see what shoppers see. |
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Notifications |
The bell icon surfaces account and order notifications. |
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Account menu |
Your profile and sign-out options on the far right. |
📝 Note. Many screens also include an Outlet or Store filter. Use it to view one location at a time; some reports can also aggregate all locations together (see the Location Report).
3. Getting Started
Signing in
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Go to your store's Quickvee web address.
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Enter your Store Name, Username, and Password.
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Select Login. Forgot your password? Use the Forgot Password link on the sign-in screen.
⚠️ Important. Keep your credentials private. If a staff member needs access, add them under Employees with the appropriate role rather than sharing a single login.
Finding your way around
The left-hand menu is your primary navigation. Top-level items either open a screen directly (Dashboard, Orders, Vendors) or expand into sub-sections (Promotions, Reporting, Inventory, Employees, Store Settings). The full layout is mapped in Section 4.
Switching stores
If your account has more than one location, use the store selector at the top to change which store you're working in. The screen you're on reloads with that store's data.
4. Navigation Map
The left-hand menu is organized into top-level sections; several expand into sub-sections. Here is the complete map with a one-line description of each area.
Top-Level Menu
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Section |
What it's for |
|---|---|
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Real-time KPIs for the selected day, week, or month — sales, transactions, customers, profit, discounts. |
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View and manage all orders, split into In-Store and Online tabs; filter by date, payment type, and employee. |
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Your customer list with lifetime value, orders, store credit, and loyalty points; add and edit customers. |
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Configure points earned per dollar, redemption value, minimum redemption, and bonus point promotions. |
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Create and manage Coupons, BOGO deals, and Mix N' Match bundle pricing. |
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The full report suite across twelve data domains (see below). |
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Your catalog: Products, Categories, Brands, Product Attributes, Tags, Lottery, and Merge Inventory. |
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Create and track purchase orders to vendors, with received quantities and status. |
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Run and review physical inventory counts, with discrepancy tracking. |
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Your supplier list with contact details and active status. |
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Manage employees, roles, and store assignments; Timesheet and approvals. |
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Define the tax rates applied to sales. |
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All store-level configuration (see the dedicated table below). |
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Import Data |
Bulk-import product data from a file, with column mapping. |
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Export your inventory to a file. |
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Ask QV-AI (Beta) |
Ask plain-language questions about your store data. |
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Zoho Connect |
Connect a Zoho account using a client ID and secret. |
Reporting Sub-Sections
Reporting is the largest section. It is split by data domain; each domain has its own report selector containing multiple report types.
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Reporting area |
Covers |
|---|---|
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Sales |
Overall Sales Summary, Daily Sales Totals, Sales by Order Type, Sales by Category, Category Sales (Detailed), Hourly Sales, Sales by Item, Top-Selling Products, Discounts Report, and more. |
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Inventory |
Stock-level and movement reports such as the Reorder Report. |
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Customers |
Top customers by sales count and by amount spent. |
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Employees |
Employee directory and employee-level performance reports: Employee Sales Summary, Sales by Item per Employee, Sales by Category per Employee, Time & Attendance. |
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Payments |
Payment / tender breakdown by order source. |
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Refunds |
Order refund report and Item refund report, with reason and employee filters. |
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Register Activity |
Register closures and till reconciliation by station. |
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Loyalty |
Points issued, redeemed, and remaining balances. |
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Store Credit |
Store credit issued, redeemed, and redeemable balance. |
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Gift Cards |
Gift card value sold, redeemed, and outstanding balance. |
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Taxes |
Tax collected over a date range. |
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Location Report |
Sales performance aggregated across all locations, exportable to Excel. |
Inventory Sub-Sections
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Inventory area |
Covers |
|---|---|
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The catalog — add, edit, set price/cost, enable online ordering and pickup/delivery, manage images, run mass updates. |
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Product categories; control whether each shows Online and on the Register. At least one category is required to use the app. |
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Brand list used for filtering and reporting. |
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Variant attributes such as Size, Color, Material, Style, Flavor. Once added, attributes cannot be deleted. |
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Catalog tags (e.g. puff counts, sizes) used for grouping and filtering. |
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Lottery products with quantity, UPC, and price. |
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Merge Inventory |
Combine duplicate inventory records into a single product with shared category, taxes, and tags. |
Employees Sub-Sections
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Employees area |
Covers |
|---|---|
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The current management screen — search, Manage Roles, store assignments, Add Employee, filters by name/store/role. |
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Manage Employees |
Employee list with phone, email, assigned store, and role (e.g. manager, cashier). |
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Employee time entries, filterable by employee and date range. |
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Employee Timesheet Management |
Review and approve hours with Daily Review, Pay Period Review, and Summaries; shows total hours and incomplete entries. |
Store Settings Sub-Sections
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Setting |
Controls |
|---|---|
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Store Information |
Store name, rear display message, and the public menu link for your online store. |
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Store Preferences |
Order numbering and reset time; cash payment for delivery/pickup; cash discounting; dual pricing. |
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Online Store Settings |
Online ordering on/off and store working hours by day. |
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Inventory Preferences |
First-In-First-Out costing; ID scanning / age verification; vendor cost updates from POs; instant-PO rules. |
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Register Preferences |
Register behavior — stock prompt, customer prompts, denomination, accepted payment methods, Quick Add behavior. |
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Store Alerts |
Email and SMS notifications for new orders. |
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Report Scheduling |
Default reporting start/end day and time window. |
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Breaks & Compliance |
Break-tracking rules — paid/unpaid, duration, how often earned, optional or required. |
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Digital Marketing |
Marketing tags / digital marketing links. |
5. First-Time Setup Checklist
Setting up a new store goes fastest in this order, because each step builds on the one before it. Work top to bottom.
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Store Information. Set your store name and confirm your online menu link under Store Settings → Store Information.
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Taxes. Define your tax rate(s) under Taxes so products calculate correctly from day one.
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Categories. Create at least one category (required) under Inventory → Categories, and set whether each shows Online and on the Register.
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Products. Add products under Inventory → Products — set price, cost, UPC/custom code, category, and variants. Bulk-load via Import Data if you have a file.
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Register & Store Preferences. Configure how the register behaves and which payment methods you accept.
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Inventory Preferences. Choose your costing method and turn on age verification / ID scanning if you sell age-restricted goods.
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Online Store Settings. Turn on online ordering and set your working hours — only when you're ready to accept online orders.
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Employees. Add your team with the right roles and store assignments; set up Breaks & Compliance if you track breaks.
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Store Alerts. Add the email and phone number that should receive new-order notifications.
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Promotions & Loyalty. Optional — set up loyalty rules and any launch promotions once your catalog is in place.
✅ Best practice. Set the cost price on every product as you add it. Many reports calculate profit and margin from cost — products with no cost will show misleading 100% margins.
6. Module Quick Reference
A fuller description of what each major area does and when to open it.
Dashboard
Your at-a-glance health check. Choose Day, Week, or Month and the dashboard shows Total Sales Revenue, Total Transactions, Unique Customers, Profit Generated, Average Order Value, Items per Transaction, and Discounts Given (both percent and dollars). Open it first thing in the morning or at end of day for a quick pulse on the business.
Orders
Every order, split into In-Store and Online tabs. Set a date range and search by order ID, card last-4, customer name, or amount; narrow further by employee or payment type. This is where you look up a specific transaction, investigate a dispute, or review the day's online orders.
Customer Management & Loyalty Program
Customer Management holds your customer list with total customers, total revenue, and per-customer lifetime value, order count, average order, store credit, and loyalty points; you can search, filter by store credit or last visit, and add new customers. The Loyalty Program screen sets the rules: points earned per dollar, the dollar value of each point at redemption, the minimum points required to redeem, and any bonus point promotions.
Promotions
Three promotion engines live here. Coupons are code-based discounts with a minimum order and a maximum-discount cap, valid between set dates. BOGO Pricing builds buy-one-get-one deals with validity dates and an enable/disable toggle per deal. Mix N' Match Pricing builds bundle deals such as buy-3-get-25%-off. Each promotion type has its own dedicated help article.
Reporting
The analytical heart of the backend. Sales reports answer how much you sold and how; Inventory reports answer what you have and need to reorder; and the Customer, Employee, Payments, Refunds, Register Activity, Loyalty, Store Credit, Gift Card, Tax, and Location reports each drill into their own domain. Most reports support quick date filters (Today, Yesterday, Last 7 Days, Last 30 Days), an outlet selector, sortable columns, and an Export Report option.
💡 Tip. The Overall Sales Summary is the single most comprehensive report — KPIs, the gross-to-net flow, tax, fees, payment-method breakdown, register payouts, and cash reconciliation, all on one page. It's the best end-of-day close-out report.
Inventory, Purchase Orders, Stocktake & Vendors
Together these run your stock. Inventory is the catalog and its supporting lists. Purchase Orders track what you've ordered from vendors and what's been received, with statuses such as Received, Partial, and Void. Stocktake records physical counts performed by an employee and flags discrepancies with a discrepancy cost. Vendors holds your suppliers. A typical flow: add products in Inventory, order more via a Purchase Order to a Vendor, receive the stock, and periodically reconcile with a Stocktake.
Employees & Timesheet
Manage who works at your store, their roles, and which locations they're assigned to. Timesheet and Employee Timesheet Management handle clock-in/out records, review, and approval — with total hours and incomplete-entry tracking — governed by the Breaks & Compliance store setting.
Store Settings
The configuration backbone. Store Information sets your name and online menu link; Online Store Settings turns online ordering on and sets hours; Register and Store Preferences shape how the POS behaves (including dual pricing and cash discounting); Inventory Preferences sets costing and age-verification rules; Store Alerts sends order notifications; Breaks & Compliance defines labor break rules. Set these once, and revisit when your operation changes.
Import / Export, Ask QV-AI & Zoho Connect
Import Data bulk-loads products from a file with a Configure → Map Fields → Upload flow (a simple-import option is available for smaller files). Inventory Export pulls your inventory out to a file. Ask QV-AI (Beta) lets you ask plain-language questions about your store data. Zoho Connect links a Zoho account via client ID and secret.
7. Common Workflows
The handful of routines you'll repeat most, end to end.
Receiving new stock
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Check the Reorder Report (Reporting → Inventory) to see what's low.
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Create a Purchase Order to the relevant vendor for the items you need.
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When the delivery arrives, open the PO and mark quantities received (Received or Partial).
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Periodically run a Stocktake to reconcile counted vs. expected quantities.
Launching a promotion
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Decide the type: Coupon (code-based), BOGO (buy-one-get-one), or Mix N' Match (bundle).
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Open Promotions and create the deal — set the discount, minimum, cap, and validity dates.
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Use the Enable/Disable toggle to turn it on; pause it later without deleting it.
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Track results in the Discounts Report.
Closing out the day
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Open Reporting → Sales → Overall Sales Summary.
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Set the date filter to Today and click Search.
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Review the gross-to-net flow, tax, payment-method breakdown, and cash reconciliation.
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Print or Export the report for your records.
Onboarding an employee
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Go to Employees → Employee Management and select Add Employee.
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Enter their details, assign a role (e.g. manager, cashier), and select their store(s).
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If you track breaks, confirm Breaks & Compliance rules apply to their schedule.
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Review their hours later under Employee Timesheet Management.
8. Tips & Best Practices
✅ Set cost on every product. Profit and margin in reports depend on it. No cost = a misleading 100% margin.
✅ Click Search after changing filters. Most reports refresh only when you click Search; Export sends whatever is currently displayed.
✅ Keep categories tidy. Categories control both online and register visibility — a clean category structure keeps your menu and register organized.
⚠️ Attributes are permanent. Product attributes (Size, Color, etc.) can't be deleted once added — plan them before you create them.
⚠️ Turn on age verification before selling restricted goods. Enable ID Scanning under Inventory Preferences, with a birthdate prompt and ID-expiration check as needed.
💡 Use the right report for the job. Daily Sales Totals for one number per day, Sales by Order Type to compare in-store vs. online, Overall Sales Summary to close the day.
9. Frequently Asked Questions
Getting Started & Navigation
Q. Where do I sign in?
A. At your store's Quickvee web address, using your Store Name, Username, and Password. Use Forgot Password on the sign-in screen if needed.
Q. I have more than one store. How do I switch?
A. Use the store selector at the top of the screen. Many screens and reports also have an outlet/store filter; some reports can show all locations together.
Q. Where is a feature I can't find?
A. Check the Navigation Map in Section 4 — Reporting and Inventory in particular hold many sub-sections behind a single menu item.
Q. What's the difference between the web backend and the POS app?
A. The web backend is the browser-based control center for catalog, pricing, inventory, reporting, and settings. The POS app runs the register at the counter. They share the same data.
Orders & Customers
Q. How do I find a specific order?
A. Open Orders, choose In-Store or Online, set the date range, and search by order ID, card last-4, customer name, or amount. You can also filter by employee or payment type.
Q. How do I add a customer?
A. In Customer Management, use Add Customer. Existing customers show lifetime value, order history, store credit, and loyalty points.
Q. How do loyalty points work?
A. Set the rules in Loyalty Program: points earned per dollar, the dollar value of each point at redemption, and the minimum points to redeem. Customers earn and redeem at the register.
Promotions & Pricing
Q. What's the difference between a Coupon, BOGO, and Mix N' Match?
A. A Coupon is a code-based discount with a minimum and a max-discount cap. BOGO is buy-one-get-one on qualifying items. Mix N' Match is bundle pricing (e.g. buy 3 get 25% off). Each has its own article.
Q. Can I pause a promotion without deleting it?
A. Yes. BOGO and Mix N' Match deals each have an Enable/Disable toggle, so you can pause and re-enable later without rebuilding.
Q. What is dual pricing / cash discounting?
A. Store Preferences includes options for cash discounting and dual pricing, which let you present different cash and card prices. Enable them under Store Settings → Store Preferences.
Q. How do discounts show in reporting?
A. The Discounts Report breaks down every discount by type (Custom, Loyalty Points, Mix N' Match, Coupon, BOGO) with counts and amounts; other sales reports also separate discount columns.
Reporting
Q. Which report closes out the day?
A. The Overall Sales Summary — KPIs, gross-to-net flow, tax, fees, payment-method breakdown, payouts, and cash reconciliation on one page, printable for your file.
Q. I just want one number per day. Which report?
A. Daily Sales Totals — one row per day plus a grand total for the range.
Q. How do I compare in-store vs online sales?
A. Sales by Order Type splits revenue across In-Store, Online Pickup, and Online Delivery with counts and change indicators.
Q. Why don't my filter changes show up?
A. Most reports apply filters only after you click Search. Change filters, then click Search. Export sends the current view.
Q. Why does a category show 100% margin?
A. Almost always because the product's cost isn't set. With no cost, nothing is subtracted, so margin shows 100%. Set the cost and re-run.
Q. Can I export a report?
A. Yes — most reports have Export Report (and some offer Print). The Location Report exports to Excel.
Inventory & Purchasing
Q. How do I add a product?
A. In Inventory → Products, use Add New Product. Set price, cost, UPC or custom code, category, brand, tags, variants, and online/pickup/delivery availability.
Q. How do I reorder stock?
A. Use the Reorder Report (Reporting → Inventory) to see what's low, create a Purchase Order to the vendor, then mark it received when stock arrives.
Q. What is a Stocktake?
A. A physical inventory count. Stocktake records counts by an employee and flags discrepancies between counted and expected quantities, with a discrepancy cost.
Q. What does Merge Inventory do?
A. It combines duplicate inventory records into one product with consistent category, taxes, and tags.
Q. How do I bulk-import products?
A. Use Import Data — upload a file, map its columns to Quickvee fields, and import. A simple-import option exists for smaller files.
Q. What's the difference between Restock Amount and Reorder Point?
A. Reorder Point is the quantity at which an item is considered low; Restock Amount is the quantity you typically bring back in. Both live on the product/variant record.
Employees & Compliance
Q. How do I add an employee or change a role?
A. Employees → Employee Management — use Add Employee or edit an existing one, assign a role, and select the store(s) they work at.
Q. How do I review and approve timesheets?
A. Employee Timesheet Management offers Daily Review, Pay Period Review, and Summaries, filterable by employee and date range. See also the Time & Attendance report.
Q. How are breaks tracked?
A. Store Settings → Breaks & Compliance — enable break tracking and define each break (paid/unpaid, duration, how often earned, optional or required).
Store Setup & Hardware
Q. How do I turn online ordering on or off?
A. Store Settings → Online Store Settings has an Online Ordering toggle plus working hours by day.
Q. How do I set up age / ID verification?
A. Store Settings → Inventory Preferences includes Age Verification with Enable ID Scanning, a birthdate prompt, and an ID-expiration check.
Q. How do I get notified of new orders?
A. Store Settings → Store Alerts — enter the email and phone number that should receive order details by email and SMS.
Q. How do I set up a label printer?
A. Label printer setup has its own articles. The web backend supports the Brother QL-800 (via the b-PAC client and browser extension, Windows only); the POS supports Brother, Zebra, and DYMO.
Q. How do I change my tax rate?
A. Use the Taxes section to define and edit rates; the default rate appears on sales and in report tax columns.
Ask QV-AI & Integrations
Q. What is Ask QV-AI?
A. A beta AI assistant that answers plain-language questions about your store data — top sellers last month, top employee sales, and so on. As a beta feature it may occasionally make mistakes; feedback is welcome.
Q. What is Zoho Connect for?
A. It links a Zoho account to Quickvee using a client ID and secret, for merchants who use Zoho alongside their store.
10. Quick Glossary
|
Term |
Meaning |
|---|---|
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Outlet / Store |
A single physical location. Multi-store accounts switch between outlets and can filter reports by outlet. |
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Gross Sales |
Total value of items sold before discounts, refunds, or tax. |
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Net Sales |
Sales after discounts and refunds are subtracted — but before tax is added. |
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Gross Profit |
Net Sales minus the cost of goods sold. |
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Gross Margin |
Gross Profit as a percentage of Net Sales. |
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COGS / Cost |
Cost of goods sold — your cost basis for items sold, drawn from each product's cost price. |
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Compare At Price |
A reference/original price shown against the selling price (e.g. for sale framing). |
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BOGO |
Buy-One-Get-One — a promotion where a qualifying item is free or discounted. |
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Mix N' Match |
Bundle pricing where buying qualifying items unlocks a combined discount. |
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Coupon |
A code-based discount with a minimum order and a maximum-discount cap. |
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LP / Loyalty Points |
Points customers earn on purchases and redeem for a discount at checkout. |
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Store Credit |
A balance held on a customer account, usable toward future purchases. |
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Dual Pricing |
Showing separate cash and card prices; configured in Store Preferences. |
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Cash Discounting |
Offering a lower price for cash payment; configured in Store Preferences. |
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FIFO |
First-In-First-Out — an inventory costing method in Inventory Preferences. |
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Reorder Point |
The quantity at which an item is flagged as low and due to reorder. |
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Restock Amount |
The quantity you typically bring back in when restocking an item. |
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Instant PO |
A quick purchase order created directly from a product. |
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Stocktake |
A physical inventory count reconciled against expected quantities. |
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Purchase Order (PO) |
An order placed with a vendor to restock products. |
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Tender |
A method of payment (Cash, Credit, Debit, EBT, Gift Card, Store Credit, etc.). |
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Food Stampable / EBT |
Marks an item as eligible for EBT/food-stamp payment. |
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Check ID |
A flag prompting staff to verify the customer's ID for age-restricted items. |
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Quick Add |
Register behavior for adding items not found by scan; modes set in Register Preferences. |
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Denomination |
Cash denominations used during register counting/reconciliation. |
11. Where to Get Help
Dedicated articles. For step-by-step instructions on any single feature, open its knowledge base article. This guide intentionally stays high-level.
In-app support. The Call Me For Support button is available across the platform when you need a hand.
Feedback. Ask QV-AI is in beta — if you spot something off, your feedback helps improve it.
Overview companion to the per-feature knowledge base. Screens and labels reflect the platform as of May 2026 and may evolve. Last updated May 2026.