How usellit works.

Two halves

The Console, at app.usellit.ai, keeps your catalog in step with your ERP and runs the stores, terminals and clerks that sell from it. The usellit.pos app is the counter. This page covers both.

Signing in: one session per person

Everyone gets their own email and password, and each account holds one session: signing in on a second device ends the first. That’s 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 need it.

Your name, time zone and password live under Your profile. The pills at the top right show your plan and your role, and open your subscription and profile.

Roles: who can do what

Five roles, and every one is a paid user. POS clerks aren’t users; they’re covered below.

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

Directors and store managers get their stores when they’re invited, or later from the Team page. “All stores” covers every store now and any added later.

Company

The company name and logo appear on receipts, on the terminal and in the header. The phone and address print on receipts so a customer has somewhere to call, and every store inherits the address unless it sets its own. Phone numbers are kept in one format, with the country code when it isn’t local.

The company time zone runs the schedules, trading hours and company-wide emails. What you see on screen shows in your own time zone, if you’ve set one.

Connecting your ERP

Under Setup, Connections, an admin or system admin connects Oracle NetSuite or QuickBooks Online. For NetSuite, enter the integration record’s account id and client credentials, then authorize in the browser or generate a certificate for machine-to-machine access that lasts two years. The screen walks the mapping step by step and shows the certificate fingerprint, so you can confirm the right one.

Once connected, the status pill on the connection row says whether it’s healthy, with any error beneath it.

Data in: full reads, changes reads and the schedule

A full read walks the whole catalog (items, customers, prices, employees, pictures) and runs first, right after you connect. A changes read then picks up only what moved. Both run on the server, so closing the page doesn’t stop them; they resume where they left off.

Changes can run daily on Standard, every eight hours on Pro and every five minutes on Elite. A full read runs on a schedule or on demand on every plan, since it’s the repair for a catalog that’s drifted.

Readers are the parallel workers that pull from your ERP: up to twelve on every plan, starting at three. If your ERP throttles, usellit backs off and says so, and a full pull retries each entity on its own, so one bad record doesn’t stop the rest.

Filters decide what comes across: skip inactive items, only items available for POS, transactions from a date onward, and whether to collect pictures. Narrowing them is also how you get back under an allowance.

Allowances: items and storage

Items and 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 with the cost of moving up. After 14 days over, reads from your ERP pause, but your terminals keep selling and sales still post back. Going over never locks your account; only non-payment does.

The message names the allowance, because the fix differs. For items, narrow Available for POS or skip inactive items, then run a full read. For storage, shorten the transactions window or switch pictures off, then clear stored pictures from the Images row.

Read history, the log and the Images row

Every run is listed with what it moved, how long it took and what failed, plus any time the schedule came round and couldn’t start. Open a row for detail, remove several at once, or email yourself the full log in your own time zone.

The Images row shows what was collected, what couldn’t be fetched and why, with a list to download and fix.

Data out: sales back to your ERP

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 readers’ allowance and throttle-aware gate. Reads can pause under an allowance; writes never do, because a sale that never reaches the books is worse than a stale catalog.

Stores

Stores are free and unlimited. A store groups terminals so one setting covers them all: tax, payment gateway, receipt name and layout, logos, address and time zone. Open a store’s row for its settings, or copy a store to start the next branch with the same settings.

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

Terminals: what one is, and what it costs

A terminal is one device. It’s 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, with the annual saving. Prices step down in bands as you add more.

Every terminal sits under a store, or under No store at the top. Move one with the dropdown on its line, and open the line to edit its name and asset number. Archiving stops its device selling at once and drops it from the next bill; a restored terminal is billable again and lands in No store. A terminal that never took a sale can be deleted, and imported terminals arrive as drafts that cost nothing until you activate them.

Pairing a device to a terminal

Two ways in, both on the app’s first screen. Pair by Account ID takes your company’s Account ID and Account key, from Settings, Company, and lists the terminals waiting for a device. Pair by Terminal Key takes the key on one terminal’s line, which is masked, with buttons to reveal it, copy it, or email it to whoever is setting the device up.

One device holds a terminal at a time. To replace a device, use New pair: the next device to pair takes over, the old one stops working, and billing doesn’t change. Unpair drops the device without touching the license.

POS clerks and PINs

A clerk works the counter. Clerks aren’t users: no Console login, no charge, as many as you like. Any active clerk can sign in at any terminal with a PIN of four or six digits, set company-wide.

Type a PIN when you add a clerk, or leave it blank to have one made; either way it’s shown once. PINs are stored hashed and can’t be read back, so sending a PIN always means a new one: New PIN, Email new PIN, or Email PINs to all, and the old ones stop working at once.

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

Team: inviting people

An admin invites by email and picks a role. Someone without an account gets a link to set a password; someone with one is added straight away and emailed. Retail directors and store managers get a store picker: none by default, or All stores.

Roles and store grants can change later, and pending invitations can be re-sent or canceled. The last admin can’t be demoted or removed, so a company can’t lock itself out.

Plan and billing

The trial is 14 days with everything on and no card. Then you choose Standard, Pro or Elite, monthly or yearly; yearly is paid up front for 20 percent less. Two things are billed, Console users and terminals; clerks, stores and devices are free.

Upgrades take effect at once. A downgrade waits for the end of the paid term, and the screen shows the new total, allowances and anything you’d lose before you confirm. Rates hold for the term; anything added mid-term is at that day’s rate.

Pay by card or bank debit, through Stripe; card details never touch usellit. Manage billing opens the portal for invoices and payment methods. If a trial lapses or a payment finally fails, the account goes read-only for 30 days (you can still sign in and export), with emails before each step, and is then deleted with its pictures and logo. Your ERP is never touched.

Import and export

Stores, terminals and clerks each export to CSV from the glyph beside their heading. Import is two steps: Check file shows what’s new, what’s already here and any rows to fix, and a separate click writes. The expected columns are behind the question mark by the button, and imported terminals arrive as drafts that cost nothing until activated.

The audit trail

Stores, terminals, clerks and the team each keep their own history, behind the clock glyph beside the heading: who did what, to which record, when, and what changed, in your time zone. It’s searchable, and it records only fields that matter: a tax rate, yes; a logo, no.

Cancel and delete

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

The app: setting up a device

Install usellit.pos from Google Play on Android; on iPad and iPhone it’s on TestFlight until the App Store listing is live. An iPad runs in landscape and a phone in portrait, and the app holds the right one.

On first run the app shows its terms and records the agreement against the terminal; a new version of the terms asks again. Then it pairs, by Account ID or Terminal Key, and the device becomes that terminal, pulling the store’s tax, receipt layout, logos and settings on its own.

Clerks signing in and out

A clerk signs in with their PIN. A wrong PIN says how many tries are left, and too many locks the pad briefly, not forever. Signing out is one tap, and every sale, void and override in between is recorded against the clerk who was signed in.

Ringing a sale

Scan with a connected Socket Mobile scanner, or with the camera on a device that has none; the camera reads barcodes only and stores nothing. Or search by typing anything, including the description a customer actually gives: “the blue waterproof one, medium.”

Tap an item for its picture, price and stock, and change the quantity on the line. Attach a customer by searching or adding them on the spot; their price level and terms follow. Hold a sale and bring it back later, so one slow customer never blocks the line.

Taking payment

The tenders a store has switched on appear in its own order. Cash starts at zero and must cover what’s due, with an Exact shortcut and the change shown large. Cards run through Stripe or Square, on a reader or with Tap to Pay on the device. Check, gift card, rewards and charge to account work too.

A sale can be split across several tenders, and each posts as its own payment.

Receipts

Receipts use the same layout engine as the Console, so what you set centrally is what prints. Print on a Star roll printer, email it, text it, or skip it; printing can be unticked before you finish. A sales order prints as a letter to its own printer.

When the sale completes, the total, tendered and change stay on screen until New sale.

Scanners, printers and settings

The settings screen shows what the device is connected to: the scanner and its state, the printer, and which store the terminal belongs to. Hardware settings arrive from the Console with the pairing; this screen is for checking and connecting, not a second place to configure stores.

When the network drops

The catalog is cached on the device, so scanning and searching keep working through an outage, and the app settles up with the Console when the connection returns. If something can’t load, the app says so plainly instead of spinning.