How usellit works

Everyone gets their own account with their own email and password. Each account holds exactly one session: signing in on a second device ends the first. That is deliberate. Every sale, refund, override and settings change is written against a named person, and a shared login makes that record worthless on the day you most need it.

Your name, your own time zone and your password live under Your profile. The pills at the top right of every screen show your plan and your role, and click through to the subscription and your profile.

There are five roles. Every one of them is a paid user; POS clerks are not users and are covered further down.

Admin manages people, billing and everything below. System admin owns the ERP connection and can add or activate terminals, which are the only things that create a charge. Retail director runs the stores assigned to them (or all stores) with their terminals, and manages clerks - but never spends. Store manager manages only the stores assigned to them and the terminals in them. View-only reads everything and changes nothing.

Only an admin or a system admin can create a billable event - adding, restoring or activating a terminal. A retail director or store manager can run the estate without ever changing the bill. A retail director and a store manager are assigned stores when they are invited, or later from the Team page; "All stores" grants every store now and any store added later.

The company name and logo appear on receipts, on the terminal and in the header. The phone number and address print on receipts, so a customer holding one has somewhere to call; every store inherits the address unless it sets its own. All phone numbers are kept in one format - digits with the country code if it is not local.

The company time zone is the clock the business runs on. Sync schedules, trading hours and company-wide emails use it. What you personally see on screen - sync times, audit entries, dates - is shown in your own time zone if you have set one under Your profile, otherwise the company's.

Under Data in you connect Oracle NetSuite or QuickBooks Online. For NetSuite you enter the integration record's account id and client credentials, then either sign in through the browser to authorize, or - optionally - generate a certificate for machine-to-machine access that stands for two years and never needs re-authorizing. The screen walks you through the NetSuite mapping step by step, and shows the certificate fingerprint so you can confirm the right one is mapped.

Connecting is admin and system admin only. Once connected, the status pill on the connection row tells you whether it is healthy, and any error appears beneath it.

A full sync walks your whole catalog - items, customers, prices, employees, pictures - and is the first thing that runs after you connect. A changes sync then picks up only what moved since the last pass. Both run on the server: close the page and they keep going, resuming where they stopped.

How often the changes import can run depends on your tier: at best daily on Standard, every eight hours on Pro and every five minutes on Elite. A full sync runs on a schedule or on demand on every tier - it is the repair for a catalog that has drifted, and a plan is no reason to be without one.

Readers are how many parallel workers pull from your ERP - one on Standard, three on Pro, five or more on Elite. If your ERP throttles, usellit backs off and tells you it was throttled from one reader count to another rather than failing. A full pull retries each entity on its own, so one bad entity does not abort the walk.

The filters decide what comes across: skip inactive items, only items marked available for POS, transactions from a date onward, and whether to collect product pictures at all. Narrowing these is also how you bring usage back under an allowance.

Items and total storage are allowances, not walls. At 80 percent a line appears on the connection screen. Over 100 percent you get a banner and an email naming the cost of moving up. After 14 days over, reads from your ERP pause until it is dealt with - but your terminals keep selling from the catalog they already hold, and sales still post back. Going over never locks your account; only non-payment does.

The message says which allowance you hit, because the fix differs: for items, narrow Available for POS or skip inactive items and run a full sync; for storage, shorten the Transactions from window or switch pictures off, then clear stored pictures from the Images row.

Every run is listed with what it moved, how long it took and anything that failed, plus the times the schedule came round and could not start. Click a row to open it. Select several and remove them, or email yourself the whole log with every detail, in your own time zone. The Images row shows what was collected, what could not be fetched and why, with a download of the list to fix.

Data out is the return trip: what the terminals sold, posted back to your ERP so it stays the source of truth for finance. Writers share the same ERP allowance as readers and go through the same throttle-aware gate. Reads can pause under an allowance; writes never do, because a sale that happened at the counter and never reached the books is far worse than a stale catalog.

Stores are free and unlimited. A store groups terminals so settings apply to all of them at once: tax, payment gateway, receipt name and layout, logos, address and time zone. Click a store's row to open its settings. Copy a store to make the next branch with the same settings and a new name.

Closing a store archives it and every terminal in it, which stops their billing at the end of the period. A store with nothing ever set up under it can be deleted outright; one with history is archived instead. Restoring a store brings it back empty - its terminals stay archived and each is restored on purpose, because every one is a charge.

A terminal is one licensed counter, not one device. It is billable from the moment an admin or system admin creates it - the confirmation names the cost - and the price beside the add button shows what the next one costs, in your billing period, with the annual saving. Terminal pricing steps down in bands as you add more.

Every terminal sits under a store, or under No store at the top of the list. You can move one between stores from the dropdown on its line. Click the line to edit its name and asset number. Archiving stops its device selling immediately and drops it from the next period's bill; you can bring it back later, at which point it is billable again and lands in No store for you to place. A terminal that has never taken a sale can be deleted.

Importing a CSV creates terminals as drafts - they exist, can be named and placed, but cost nothing until you activate them, one at a time or all at once.

Press Pair to issue an eight-digit code. It works once and stays valid until it is used or you issue a new pair. It shows on the terminal's line masked, with an eye to reveal it, a copy button, and an Email link that opens your own mail app with the code ready - so you can send it to whoever is setting the device up and come back to it later. They enter it in the app, and that device now holds the terminal.

One device holds a terminal at a time. Replacing a device is New pair: the next device to redeem the code takes over and the old one stops working - billing does not change. Unpair drops the device without touching the license.

A clerk is a person who works the counter. They are not a user: no login to the console, no charge, as many as you like. They sign in at a terminal with a PIN. Clerks are company-wide - any active clerk can sign in at any terminal.

PINs are four or six digits, a company-wide setting. When you add a clerk you can type a PIN or leave it blank to have one generated; either way it is shown once, masked, with an eye to reveal it and copy to the clipboard. PINs are stored hashed and can never be read back, which is why "send their PIN" always means a new one: New PIN generates and shows a fresh one, Email new PIN sends a fresh one, and Email PINs to all does it for everybody at once - the old PINs stop working immediately.

Each clerk's detail screen sets what they may do at the counter - void a sale, change a unit price - as authorized, approval required (a manager's PIN at the terminal) or disabled. Archive a clerk to stop them signing in while keeping every shift on record; delete is only offered to somebody who never worked one.

An admin invites by email and picks a role. Somebody without an account gets an invitation link to set a password; somebody who already has one is added straight away and emailed. Choosing retail director or store manager shows the store picker - none by default, or All stores. Roles can be changed later, store grants edited on the row, and pending invitations re-sent or canceled. The last admin can never be demoted or removed, so a company cannot lock itself out.

The trial is 14 days with everything on and no card. After that you choose Standard, Pro or Elite, billed monthly or annually - annual is paid up front for 20 percent less. Two things are billed: each console user, and each terminal. Clerks, stores and devices are free.

An upgrade takes effect at once. A downgrade waits for the end of the term already paid for, and the screen shows what changes before you confirm - the new total, allowances and any feature or sync cadence you would lose. Your rates hold for the term you are in; anything added mid-term is at the rate on the day you add it. Card or bank debit, through Stripe; card details never touch our servers. Manage billing opens the portal for invoices and payment methods.

If a trial lapses or a payment finally fails, the account goes read-only - you can still sign in, look and export - for 30 days, with emails before each step, and is then deleted along with its pictures and logo. Your ERP is untouched throughout.

usellit staff never have a standing login to your account. When you ask for help, an admin can see and revoke a time-limited grant on the Company page; grants are read-only unless you explicitly allow write, are logged, show a banner on every screen while live, and can never add or activate a terminal. Revoke works even on a read-only account, so a lapsed trial can always throw us out.

Stores, terminals and clerks each export to CSV from the glyph beside their heading, with a note that the download started. Import is two steps: choose a file and Check file reports what would happen - what is new, what is already here, and any rows to fix - then a separate click writes. The expected columns are behind the question mark by the button. Imported terminals arrive as drafts and cost nothing until activated.

Every section - stores, terminals, clerks, the team, support access - keeps its own history behind the clock glyph beside its heading: who did what, to which record, when, and what changed from and to, in your time zone. It is searchable, and it only records fields that matter - a tax rate, yes; a logo, no.

Cancel ends the subscription at the end of the paid term and keeps everything; signing back in reactivates it. Delete is irreversible: pictures and the logo go first, then every record, then the company itself, and any user who belongs to no other company. Both ask for the company name before they act.