⚕️ Profits+015 BETA — v0.1.5 Chemist Shop Automation System Zero Cost · Zero Paper · Zero Confusion
FOR 10 Beta Chemist Shops
COST Absolutely ₹0
PURPOSE Replace Paper Records
What Is Profits+015? The Big Picture
If you currently run your medical shop using handwritten registers, rough notebooks, memory, or scattered sticky notes — this system replaces all of that. Everything goes into one place, on your phone or computer, for free.
BEFORE (Without Profits+015)
AFTER (With Profits+015)
❌ Rough notebook for daily sales ❌ Separate register for stock ❌ Cannot tell if stock is low ❌ Forget which medicines are expiring ❌ No idea of actual profit or loss ❌ Order medicines from memory or gut ❌ Employee billing mistakes undetected ❌ Accounts made at month-end (roughly)
✅ Every sale entered on mobile in 10 seconds ✅ Stock updates automatically ✅ Instant low stock alerts on your phone ✅ Expiry warnings 90, 30 & 7 days in advance ✅ Daily and monthly profit visible anytime ✅ Reorder list generated automatically ✅ Every transaction approved by supervisor ✅ Live dashboard visible to owner only
Section 1: Your Personal Setup (Do This First — 15 Minutes)
This section is done ONCE when you receive your beta access. After this, your shop is fully set up.
Step 1A: Claim Your Shop’s Copy of the Google Sheet
1 📧
Open the link we sent you You will receive a message (WhatsApp or email) with a Google Sheet link from the Profits+015 team. Click that link on your phone or laptop. The link looks like: docs.google.com/spreadsheets/d/…
2 📋
Make your own copy Once the sheet opens, click File (top menu) → Make a copy. This creates YOUR OWN private copy. Nobody else can see your data. Name it: ‘[Your Shop Name] – Profits+015’. Example: Sharma Medical – Profits+015
3 🏪
Add your shop name In the sheet, find the yellow-highlighted cell near the top of the Medicine Master tab. Type your shop name there. Example: Ravi Medical Stores, Jaipur. This name will appear across your entire system.
4 👥
Add your staff names Go to the Alert Config sheet. Find the ‘Staff Names’ section. Type your employee names. Example: Emp-Ravi, Emp-Sunita. These names appear as dropdown options when entering transactions, so there is no typing needed.
5 📞
Share the sheet with your staff Click the Share button (top right). Add your employees’ Gmail IDs with ‘Editor’ access. Add your supervisor with ‘Editor’ access. Keep the Owner sheet columns protected (instructions in the Access Guide tab).
⚠️
IMPORTANT: Never share your original beta link with anyone. Share only YOUR copy. Each of the 10 beta shops has their own private copy. Your data is completely separate from other shops.
Step 1B: Install AppSheet on Your Phone (Free)
For Android (Play Store)
For iPhone (App Store)
Open Google Play StoreSearch: AppSheetInstall the app (free, by Google)Sign in with same Gmail used for the SheetAppSheet will find your sheet automatically
Open Apple App StoreSearch: AppSheetGet the app (free)Sign in with Gmail used for the SheetAppSheet will find your sheet automatically
✅
AppSheet free tier is enough for this system. You do NOT need to upgrade or pay. If anyone asks you to enter a credit card, stop — the free plan is what we use.
Section 2: Day-to-Day Workflow — What You Do Every Day
Once set up, your daily routine is simple. Here is what each person does:
📱 EMPLOYEE (Counter Staff) — Daily Routine
When a Customer Buys a Medicine (SALE)
1 📷
Open AppSheet on your phone, tap ‘New Transaction’ You see a simple form. The first field is Medicine ID. Tap the barcode icon next to it. Your camera opens. Point it at the barcode on the medicine strip or box. The medicine name fills in automatically — no typing, no spelling mistakes.
2 ✍️
If no barcode, use OCR text scan Some loose medicines have no barcode. Tap the ‘Scan Text’ icon. Point camera at the medicine name printed on the label. AppSheet reads the text and searches for a match in your medicine list.
3 🔢
Enter the quantity sold Type how many strips, bottles, or sachets the customer is buying. Example: Customer buys 2 strips of Dolo 650 — enter 2. Sale Price is auto-filled from the master list at MRP.
4 💾
Hit Save — you are done The transaction is saved. Stock count reduces automatically. The supervisor sees it appear for approval. Total: about 10-12 seconds per sale. Much faster than writing in a register.
When Stock Arrives from a Distributor (PURCHASE)
1 📦
Select Transaction Type: PURCHASE When new stock arrives, open AppSheet → New Transaction → change Type to PURCHASE (dropdown).
2 📷
Scan each medicine barcode one by one Scan the barcode on the new stock box. Enter the quantity received. Enter the batch number from the invoice (e.g. BT2401). Enter the expiry date from the box.
3 🗒️
Match with the distributor invoice Once all items are entered, the purchase total in the sheet should match your paper invoice. Give the paper invoice to the supervisor for final approval.
When a Customer Returns a Medicine (RETURN)
1 ↩️
Select Transaction Type: RETURN-OUT Customer returns a medicine. Open New Transaction → Type = RETURN-OUT → scan the medicine → enter quantity returned. Add a remark (reason for return). Supervisor approval required automatically for all returns.
👁 SUPERVISOR — Daily Routine (10-15 min each morning)
Morning Check — Approve Yesterday’s Transactions
1 📋
Open the Transactions sheet Filter by ‘Approval Status = Pending’. You will see all transactions entered by employees that need your sign-off. Typically this is yesterday’s evening sales.
2 🔍
Verify each transaction Cross-check 3-4 random transactions against the physical counter. Does the stock on shelf match what the system says? If yes — change status to Approved. If something looks wrong, mark as ‘On Hold’ and investigate.
3 📊
Check the Alert Dashboard Open the Alert Dashboard tab. Look for: any red LOW STOCK alerts, any expiring medicines, any rejected transactions that need to be re-entered.
🔒
Supervisor cannot see Cost Price or Profit columns — those are hidden and only visible to the Owner. This is by design.
👑 OWNER — Weekly Review (30 min, anytime)
Your Weekly Dashboard Review
What to Check
What It Tells You
1
Alert Dashboard → KPI tiles
Today’s sales, this month’s profit at one glance. No calculation needed.
2
Daily Summary → Change date to last 7 days
Which days had best sales? Was Monday slow? Should you keep shop open Sunday?
3
Medicine Master → Status column
Which items are expired, expiring, or low? One look tells you exactly.
4
Alert Dashboard → Low Stock table
Auto-generated reorder list. Call distributor with this list directly.
5
Transactions → Filter by ‘On Hold’
Any suspicious or unverified entries from staff needing your attention.
6
Daily Summary → Profit tile
Actual net profit for the month. Not rough estimate. Real number.
Section 3: What Each Sheet Does — Plain Language
Sheet Name
What It Is
Who Touches It
🏥 Medicine Master
The catalogue of every medicine you sell. Name, brand, MRP, purchase price, reorder level, rack location.
Owner sets up once. Updates rarely. Employees never touch.
📲 Transactions
THE main sheet. Every sale, purchase, return, and stock adjustment is recorded here. This is what employees use daily on their phone.
Employees add entries. Supervisor approves. Owner can see everything.
📦 Batch Register
Tracks every batch of medicine received — expiry date, batch number, supplier, quantity. Auto-warns when near expiry.
Employee adds when new stock arrives. Supervisor verifies.
🔔 Alert Dashboard
Auto-generated. Shows low stock, expired items, expiring soon, pending approvals, today’s sales — all without any manual entry.
Owner and Supervisor view only. No data entry here.
📊 Daily Summary
Pick any date, see that day’s sales, purchases, profit. Also shows current month running total.
Owner and Supervisor view only.
🔐 Access Guide
Instructions for setting up AppSheet roles, which staff can see what, how to enable barcode scanning.
Owner reads once during setup.
⚙️ Alert Config
Set your minimum stock levels, expiry warning days, daily sales targets. These drive all alerts across the system.
Owner sets once. Review monthly.
Section 4: Barcode Scanning & OCR Text Reading
This is the feature that eliminates all spelling mistakes in medicine names and saves 80% of data entry time.
How Barcode Scanning Works
1 📱
Every medicine has a barcode printed on it Look at any medicine strip, bottle or box. You will see a black-and-white striped pattern. This is a barcode. It uniquely identifies that specific medicine — brand, dosage, manufacturer.
2 📷
AppSheet turns your phone camera into a scanner In the Transactions form, tap the barcode icon next to Medicine ID. Your camera opens. No special barcode scanner device needed. Your phone camera is enough.
3 ⚡
Scan = instant auto-fill Point camera at the barcode for 1-2 seconds. The barcode number is read and the medicine name, MRP, and category all fill in automatically from your Medicine Master list.
What If There Is No Barcode? (OCR Text Scan)
4 🔤
Use camera to read the printed text on the label Some old medicines, local brands, or loose items have no barcode. Tap the ‘Scan Text’ icon (looks like letter A with lines). Point at the medicine name printed on the label. AppSheet reads the text using OCR.
5 🔍
System searches your list for the closest match The scanned text is searched in your Medicine Master. If ‘Paracetamol’ is scanned and you have ‘Paracetamol 500mg Tablet’ in your list, it will be suggested. Select it to confirm.
ℹ️
SETUP REQUIREMENT: For barcode scanning to work in AppSheet, the ‘Barcode’ column type must be set on the Med ID field. The Access Guide sheet has exact step-by-step instructions with screenshots for this one-time setup.
Section 5: Alerts — Let the System Tell You What Needs Attention
You should never have to check every row manually. The alert system does this automatically.
Alert Type
When It Triggers
Where You See It
What To Do
🔴 Low Stock
Stock falls below your reorder level (set in Medicine Master)
Alert Dashboard — highlighted red row
Call distributor and place order. The alert also shows supplier name.
⚠️ Expiring Soon
Medicine expires within 30 days (configurable)
Batch Register + Alert Dashboard, amber highlight
Return to distributor if possible. Or sell at discount. Mark clearly.
❌ Expired Stock
Expiry date has passed
Alert Dashboard — red row, Medicine Master red row
Remove from shelf immediately. Do NOT sell. File with supplier for credit.
⏳ Pending Approval
Employee enters a transaction but supervisor has not approved it yet
Alert Dashboard KPI tile shows count
Supervisor checks and approves or queries employee.
📉 Low Daily Sales
Day’s sales are below your target (set in Alert Config)
Daily Summary — red highlight
Review — was it a holiday? Staff absent? Potential issue to investigate.
⚠️ High Discount
A transaction has more than your allowed max discount %
Transactions — amber row
Owner reviews — was this authorized? Prevents unauthorized discounts.
Section 6: Quick Reference — Who Can Do What
Capability
👑 Owner
👁 Supervisor
📱 Employee
📊 Accountant
Enter sale transactions
✅
✅
✅ (main role)
❌
Enter purchase transactions
✅
✅
✅
❌
Approve / reject transactions
✅
✅
❌
❌
View today’s sales total
✅
✅
❌
✅
View profit & margins
✅ ONLY
❌
❌
✅
View cost price (purchase price)
✅ ONLY
❌
❌
✅
Modify medicine master data
✅
❌
❌
❌
Delete any record
✅ ONLY
❌
❌
❌
View expired/expiring alerts
✅
✅
❌
❌
Change alert thresholds
✅ ONLY
❌
❌
❌
Export reports to PDF
✅
✅
❌
✅
Section 7: Beta Testing — Your Role & Feedback
You are one of 10 shops helping us improve Profits+015
As a beta participant, your job is to USE the system normally and tell us what is unclear, broken, missing, or could be better. Your feedback shapes the final product.
What to Note and Share With Us
1
Confusing steps
Any step that you had to re-read more than twice, or called someone to explain.
2
Missing features
Things you need for your shop that the system does not have. Example: Credit sales to regular customers, or doctor-wise prescription tracking.
3
Formula errors
If any number looks wrong — for example stock says 5 but you count 8 on the shelf — note it and tell us.
4
App bugs
If AppSheet crashes, does not scan properly, or shows an error message.
5
Speed issues
If entering one sale takes more than 30 seconds, something is too complex and we need to simplify it.
6
Suggestions
Ideas to make the system feel more like YOUR shop. Every shop is different.
Beta Testing Period
Beta Start Date
When you receive this document
Beta Duration
30 days (1 month)
Mid-point Check-in
Day 15 — short call or WhatsApp feedback
Final Feedback
Day 30 — 10-question feedback form (sent on WhatsApp)
What Happens Next
Feedback from all 10 shops is reviewed. Version 1.0 is built with fixes. Beta shops get free access to v1.0.
Section 8: Your Quick Start Checklist
Complete these steps in order. Tick each off as you finish.
DAY 1 — SETUP (One person, 15-20 minutes)
Received Google Sheet link from Profits+015 team
Made a copy of the sheet File → Make a Copy → rename to your shop name
Added your shop name in the yellow cell in Medicine Master tab
Shared sheet with staff Gmail IDs added with Editor access
Installed AppSheet on phone signed in with same Gmail
Tested barcode scan once any medicine in shop — just to confirm camera works
DAY 1-3 — DATA ENTRY (Owner + one employee, 30-60 minutes)
Entered all medicines in Medicine Master at least top 30 fast-moving items first
Set MRP and Purchase Price for each medicine — owner enters cost price only
Set reorder level (minimum stock) per medicine or use default from Alert Config
Entered opening stock quantities as OPENING transactions in Transactions sheet
Entered existing batch/expiry info in Batch Register for current stock
DAY 3 ONWARDS — LIVE OPERATION
Every sale entered same-day by employee no backlogs — enter at time of sale
Purchases entered when stock arrives before storing on shelf
Supervisor does morning approval check takes 10-15 minutes
Owner reviews Alert Dashboard weekly Saturday or Sunday morning
Send feedback to Profits+015 team WhatsApp or email within 30 days
📞 Beta Support Stuck? Something not working? Message us — we respond within 24 hours during beta. WhatsApp / Email: [Profits+015 Support Contact] Mention your shop name and describe what happened.
Profits+015 Beta v0.1.5 · Confidential — For Beta Participants Only · Not For Distribution
