Set Up Your Business Right
Choose the path that matches your situation. We'll walk you through every step so you can start using Rotonda POS with confidence.
New Business
Setting up a new business from scratch? Start here and build your catalog, equity, and accounts step by step.
Start FreshExisting Business
Already running a business with products, stock, customers, and balances? Follow the migration path to bring everything in.
Migrate DataSetting Up a New Business
Complete these steps to get your business ready for your first sale.
Create Your Company Profile
Name, currency, and business type
When you create a new company, you'll choose a business model and set up basic details:
- Business model — Product & Inventory (retail with stock) or Unique Item Commerce (serialized/one-of-a-kind items)
- Company name — your business name
- Currency — the currency your business uses
- Contact details — address, phone, email, tax number (optional)
From the company selector, tap Add Company. You'll be guided through business model selection first, then the details form.
Add Your Products or Services
Build your catalog
If you selected the Unique Item Commerce model in Step 1, skip this step. Instead, go to Unique Items in the app to define your item categories and add each serialized item individually. Each item is tracked by its own identity rather than as stock quantity.
Add the products or services you sell. Each item includes a name, price, and optional barcode.
You can add products at any time. Start with your most common items and expand as needed.
Set Up Your Equity
Record your starting capital
Before you start selling, record the money or capital you're putting into the business. This establishes your financial starting point.
- Go to the Equity section in the app
- Add an equity entry for your initial capital — cash, bank deposits, or assets you're investing
- This creates the opening balance in your accounting ledger
Equity represents what you own in the business. Recording it first ensures all future transactions — sales, purchases, expenses — have a correct financial baseline.
Create a Purchase Invoice
Enter your products into stock
Now that you have products and equity set up, create a purchase invoice to bring your products into stock. This is how new inventory enters your system.
- Go to Invoices and create a new Purchase invoice
- Add the products you're stocking, with quantities and cost prices
- When you confirm the invoice, stock quantities are automatically updated
- The purchase amount is recorded in your accounting — reducing your cash/bank or creating a supplier payable
The purchase invoice registers the transaction in your accounting automatically. Stock goes up, and either your cash account goes down (if paid) or a supplier balance is created (if on credit).
You're Ready to Sell
Start daily operations
Your business is fully set up. Here's what you can do now:
Quick Start Checklist
- Create your company profile
- Add your first products or services
- Set up your equity (starting capital)
- Create a purchase invoice to stock your products
- Create your first sales invoice
Migrating Your Business Data
Follow these steps in order to bring your current business into Rotonda POS correctly.
Create Your Company
Business model and basic details
Create a new company and select the business model that matches how you operate:
- Product & Inventory — for retail, wholesale, or any business that tracks stock quantities
- Unique Item Commerce — for serialized or one-of-a-kind items tracked individually
Then fill in your company name, currency, and optional contact details.
Currency cannot be changed after the company is created. Make sure you select the correct one.
Import Your Products
Create your complete product and service list
Everything else — inventory, invoices, and reports — depends on your product catalog. Add all items you currently sell or use.
- Add products manually one by one
- Bulk import via Excel (Android and Desktop)
- Add services separately for non-stock items
Include all product variations and barcodes. If you offer services, add them in the Services section.
Create a Beginning Inventory Count
Record your current stock as opening inventory
This is the most important step for migration. You need to record what you currently have in stock so the app knows your starting point.
The app offers three inventory count types:
- Beginning — for setting opening stock when migrating or starting a new business. Use this one.
- Full — for a complete stock audit of all products
- Partial — for counting only selected products
When creating a new inventory session, select the Beginning count type and follow these steps:
- Go to Inventory and create a new inventory session
- Select Beginning as the count type
- For each product, enter the physical quantity you have on hand right now
- Finalize the session — this locks in your starting stock quantities
- The inventory count transactions are automatically registered in your accounting as starting equity
The Beginning inventory count does two things at once: it sets your stock quantities and registers the inventory value as equity in your accounting. Without this step, your stock reports and profit calculations will be wrong from day one.
The Beginning count type is only available before any inventory session has been created. Once you finalize your first session, it becomes unavailable. Do this step before any other inventory work.
Add Customers & Suppliers
Bring in your existing contacts and balances
Add your customers and suppliers so you can continue tracking sales, purchases, and outstanding balances.
- Name and contact details for each entity
- Opening balance if money is owed — customer owes you, or you owe a supplier
Add all contacts before creating any invoices — invoices are linked to entities at creation time.
Set Up Cash, Bank & Equity Accounts
Record what you have in cash, bank, and other accounts
Now record the money and accounts you currently have. This establishes your complete financial picture.
Part A: Set Up Currencies (if multi-currency)
- If you hold or transact in more than one currency, go to Currencies first
- Add each currency you use and set exchange rates
- Do this before adding cash accounts — payment accounts are tied to a currency
Part B: Add Your Cash & Bank Accounts
- Go to Transfers and add your payment accounts
- Add each cash account — for example, "Cash Register", "Safe"
- If you use multiple currencies, add a separate cash account for each currency you hold
- Add your bank accounts as payment accounts too
Part C: Add Equity to Each Account
- Go to Equity and create equity entries
- For each cash or bank account, record how much money is in it right now
- Each equity entry links to an account and records the opening balance
- If you have multiple cash accounts (e.g., different currencies), add a separate equity entry for each one
First you create the accounts in Transfers (Cash, Bank, multi-currency cash accounts). Then you go to Equity and add entries that say "this account has this much money." This builds your complete opening balance sheet.
If you have 500 USD in your register, 2,000 EUR in your bank, and 300 EUR in a separate cash drawer: create 3 payment accounts in Transfers, then add 3 equity entries — one for each account with its respective amount.
Migration Complete
Review and start working
Your existing business data is now in Rotonda POS. Review everything and start working from your dashboard.
- Company profile created
- Products and services imported
- Beginning inventory count recorded (registers as equity in accounting)
- Customers and suppliers added with opening balances
- Cash, bank, and multi-currency accounts set up with equity entries
All Done — Your Business Is Migrated
Review your setup on the dashboard and start creating invoices, tracking expenses, and managing your business.