Answers to common questions about using Y Profit, from recording sales to managing staff and backups.
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Restocked quantity cannot be edited. Undo the action instead:
Undo that restock from the Activity Log. Open the Activity Log page.
Your stock goes back to what it was before, and the reversal is recorded in the Reversal tab.
i.Open the Product page.
ii.Locate the product you want to update.
iii.Click Edit on the product card.
iv.Update the product name, category, price, or any other relevant details.
v.Click Save to apply the changes.
i.Open the Product page.
ii.Locate the product you want to update and click Edit.
iii.Enter the new selling price.
iv.Click Save to apply the changes.
v.Note that previous sales will retain the prices recorded at the time of each sale. Future sales will use the updated selling price.
Edit the product and change the cost price. Future profit uses the new cost. Past sales are not rewritten.
Yes. Enter the existing selling price in the Selling Price field.
It is removed from your inventory list. Your past sales records stay in your history.
Not with one tap. Add it again as a new product, or contact the developer if the data is important.
Usually it is an unrecorded sale, damaged item, missing item, or a wrong restock. Count your shelf, identify the gap and where it came from, from the above list, then correct the difference with a stock adjustment by either adding inventory loss on the Expenses page > Loss, or record the unrecorded sold product.
Go to Expenses page, click Loss, select the product and record.
You can, but don't. Add it once and restock it when new goods arrive, so your records stay clean.
Check the inventory list for products with low quantity. Items below their alert level are flagged. Also, a low stock alert is displayed on the dashboard, which when clicked, takes you to the product page where products that are low on stock are listed.
Edit the product and set the low-stock level.
i.Open the Product page.
ii.Search or locate the product you want to update.
iii.Click Edit on the product card.
iv.On Low Stock Alert field, enter your low-stock level, e.g. 5.
v.Click Save to apply the change.
You are alerted when quantity reaches that number.
Yes. Edit the product and pick a different category.
i.Open the Product page.
ii.Search or locate the product you want to update.
iii.Click Edit on the product card.
iv.Select a category
v.Click Save to apply the change.
Profit-tracked products have a cost price, so Y Profit can calculate profit on them. Non-profit-tracked products are left out of profit calculations, though their sales still count as revenue.
i.Check the search box and clear any existing search terms.
ii.Clear the category filter to display all products.
iii.Make sure you are viewing the correct business.
iv.Refresh the page to reload the inventory list.
Yes. You can view restock history in two places:
i.Open Stock History from the Business Profile to view the stock and restock history of an individual product.
ii.Navigate to Activity Log > Stock to view restock records across all products.
The opening stock quantity cannot be edited directly. You have two options:
i.Use the Restock button on the product to add more stock if the current quantity is lower than the correct quantity.
ii.Delete the product and add it again with the correct opening stock quantity if you need to correct the original entry.
To reverse a duplicate restock:
i.Open the Activity Log page.
ii.Navigate to the Stock tab.
iii.Use the date selector to filter sales by date, if necessary.
iv.Locate the duplicate restock entry.
v.Click Undo on the specific entry you want to reverse. Only the selected restock will be reversed; the other restock will remain unchanged.
Note: Only restocks with no stock sold from them can be reversed. If stock from the restock has already been sold, reverse the related sales first, then undo the restock. Afterward, record the reversed sales again.
A deleted product cannot be recovered directly. You can add it again using its previous details.
If the product has a lot of associated sales records, contact support for assistance with recovery.
To record a new sale:
i.Open the Sales page.
ii.Select the product you want to sell.
iii.Enter the quantity sold.
iv.Choose the payment method.
v.Enter the customer's name (optional).
vi.Click Record Sale to complete the transaction.
To reverse a sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to reverse.
iv.Click Reverse on the sale.
v.The stock will be returned to inventory, and the reversed sale will be excluded from your sales totals.
No. The safest way is to reverse it and record it again correctly.
To reverse a sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to reverse.
iv.Click Reverse on the sale.
To record a sale involving multiple products:
i.Open the Sales page.
ii.Navigate to the Bulk Sale tab.
iii.Select the products you want to sell.
iv.Enter the quantity for each product.
v.Choose the payment method.
vi.Enter the customer's name (optional).
vii.Click Record Sale to complete the transaction.
No. You need to restock the product before recording a sale to keep your inventory accurate.
If you have already sold stock that wasn't recorded in the system:
i.Restock the product with the quantity sold.
ii.Record the sale to update your sales history and inventory records.
The quantity sold is taken off the product's stock straight away.
You can view your sales records in three places:
i.Open the Sales page and navigate to the History tab to view your sales history.
ii.Open the Activity Log page and navigate to the Sales tab to view recorded sales activity.
iii.Open the Analysis page to view sales data and performance.
Yes. Use the search box or filter by date in the sales history.
Record the sale as a credit sale and enter the amount the customer paid. The balance stays as their debt.
To record a sale with part payment:
i.Open the Sales page.
ii.Select the product you want to sell.
iii.Enter the quantity sold.
iv.Choose the payment method.
v.Enter the customer's name (required).
vi.Expand the Payment (Part Payment) section.
vii.Enter the Amount Paid by the customer and select the corresponding Payment Method.
viii.Click Record Sale to complete the transaction.
Yes. You can generate an invoice for a customer:
i.Open the Invoice page.
ii.Select the relevant sale or enter the required customer and transaction details.
iii.Generate the invoice
To print or share an invoice:
i.Open the Invoice page.
ii.Locate and open the invoice you want to print or share.
iii.Use the Print or Share option to print the invoice, send it via WhatsApp, or save it to your device.
Sales amount and cash received may differ because credit sales are included in your total sales, even though payment has not yet been received.
Sales Amount includes all recorded sales, while Cash Received only includes payments actually received from customers.
Yes, for normal cash sales. A name is needed for credit sales so you can track who owes you.
To handle a returned product, reverse the original sale or only the returned items (for sales involving multiple products). This will return the stock to inventory and remove the reversed amount from your sales totals.
To reverse a sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to reverse.
iv.Click Reverse on the sale.
v.The stock will be returned to inventory, and the reversed sale amount will be excluded from your sales totals.
To correct a sale recorded with the wrong quantity or price, reverse the original sale and record it again with the correct details.
To reverse the incorrect sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to reverse.
iv.Click Reverse on the sale.
v.The stock will be returned to inventory, and the reversed sale will be excluded from your sales totals.
To record the sale again:
vi.Open the Sales page.
vii.Select the product and enter the correct quantity and price.
viii.Enter the other required sale details.
ix.Click Record Sale to complete the transaction.
To correct a cash sale recorded as a credit sale, reverse the original sale and record it again using the correct payment method.
To reverse the incorrect sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to correct.
iv.Click Reverse on the sale.
v.The stock will be returned to inventory, and the reversed sale will be excluded from your sales totals.
To record the sale correctly:
vi.Open the Sales page.
vii.Select the product and enter the quantity sold.
viii.Choose Cash as the payment method.
ix.Enter the other required sale details.
x.Click Record Sale to complete the transaction.
To remove a duplicate expense:
i.Open the Expenses page.
ii.Use the date selector to filter expenses by date, if necessary.
iii.Locate the duplicate expense entry.
iv.Click Delete to remove the duplicate record.
To correct a sale recorded with the wrong quantity, reverse the original sale and record it again with the correct quantity.
To reverse the incorrect sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to correct.
iv.Click Reverse on the sale.
v.The stock will be returned to inventory, and the reversed sale will be excluded from your sales totals.
To record the sale again:
vi.Open the Sales page.
vii.Select the product and enter the correct quantity.
viii.Enter the other required sale details.
ix.Click Record Sale to complete the transaction.
Past sales keep the cost they were recorded with. The new cost price affects only new sales. If old records are wrong, reverse and re-record them.
To reverse the incorrect sale:
i.Open the Sales page and navigate to the History tab.
ii.Use the date selector to filter sales by date, if necessary.
iii.Locate the sale you want to reverse.
iv.Click Reverse on the sale.
v.The stock will be returned to inventory, and the reversed sale will be excluded from your sales totals.
To record the sale again:
vi.Open the Sales page.
vii.Select the product and enter the correct quantity and price.
viii.Enter the other required sale details.
ix.Click Record Sale to complete the transaction.
To record a credit sale:
i.Open the Sales page.
ii.Select the product you want to sell.
iii.Enter the quantity sold.
iv.Choose Credit as the payment method.
v.Enter the customer's name (required).
vi.Click Record Sale to complete the transaction.
The sale amount will be added to the customer's outstanding balance. You can track and recover outstanding payments from the Credits page. You can also view the transaction under Customers > Transaction History.
To record a partial debt repayment:
i.Open the Credits page.
ii.Locate the customer whose debt you want to update, or search by customer name.
iii.Click the Record Payment button.
iv.Enter the amount the customer has paid.
v.Click Confirm Payment to save the repayment.
The amount paid will be deducted from the customer's outstanding balance, while the remaining debt will stay on their account.
To record a customer's debt repayment:
i.Open the Credits page.
ii.Locate the customer whose repayment you want to record, or search by customer name.
iii.Click the Record Payment button.
iv.Enter the amount the customer has paid.
v.Click Confirm Payment to save the repayment.
The payment will be deducted from the customer's outstanding balance. Any remaining debt will stay on their account.
To view all outstanding customer debts:
i.Open the Credits page.
ii.You will see a list of customers with outstanding balances and the amounts they owe.
To check how much a particular customer owes, you can use either of these options:
i.Open the Credits page and search for the customer by name. You will see their total outstanding balance and the amount they have paid so far.
ii.Open the Customers page, select the customer's record, and check the Outstanding card to view their total outstanding balance.
Yes. Customers can make multiple repayments until their debt is fully cleared.
i.Open the Credits page.
ii.Locate the customer whose repayment you want to record.
iii.Click Record Payment.
iv.Enter the amount paid and click Confirm Payment.
Repeat these steps whenever the customer makes another repayment. Each payment will reduce their outstanding balance until the debt is cleared.
To correct an incorrectly recorded repayment, reverse the original repayment and record it again with the correct amount.
To reverse the incorrect repayment:
i.Open the Activity Log page.
ii.Navigate to the Credits tab.
iii.Use the date selector to filter records by date, if necessary.
iv.Locate the recorded repayment you want to correct.
v.Click Undo on the specific entry you want to reverse.
To record the repayment again:
vi.Open the Credits page.
vii.Locate the customer whose repayment you want to record.
viii.Click Record Payment.
ix.Enter the correct amount and click Confirm Payment to save.
No. Recording a credit sale does not immediately increase your Business Balance because the customer has not paid yet.
The sale increases your Total Revenue, but your business balance only increases when the customer makes a payment.
To identify customers who have not completed their payments, you can check either of these sections:
i.Open the Credits page and navigate to the Unpaid tab. This displays customers with outstanding balances, including the amount they have paid and the amount they still owe.
ii.Open the Customers page, select a customer, see Total Outstanding card. Check the outstanding balance. Any customer with a balance above zero has not completed their payment.
Their balance becomes zero and the debt is marked as ‘Fully Paid’.
To record a business expense:
i.Open the Expenses page.
ii.Select the expense category.
iii.Enter the expense amount.
iv.Select the expense date.
v.Click Add Expense to record the expense.
Expense amounts cannot be edited directly. To correct an incorrectly recorded expense:
i.Open the Expenses page.
ii.Locate the expense you want to correct.
iii.Click Delete to remove the incorrect entry.
iv.Record the expense again with the correct amount and details.
To delete an expense recorded by mistake:
i.Open the Expenses page.
ii.Locate the expense you want to remove.
iii.Click Delete to remove the expense.
The deleted expense will no longer count towards your business expenses, and your profit will be adjusted accordingly.
You can record various business expenses, including:
You can also record damaged, expired, or stolen goods as losses.
To do this, open the Expenses page and navigate to the Loss section.
Expenses are deducted from your gross profit to calculate your net profit. The higher your business expenses, the lower your net profit.
No. Record them as stock losses rather than regular business expenses.
To record a stock loss:
i.Open the Expenses page and click the Loss button.
ii.Select the loss category (Damaged, Expired, or Stolen).
iii.Select the product.
iv.Enter the quantity and unit price of the product.
v.Click Record to save the stock loss.
To record operating expenses such as transportation, electricity, rent, salaries, and other business costs:
i.Open the Expenses page.
ii.Select the appropriate expense category.
iii.Enter the expense amount.
iv.Select the expense date.
v.Click Add Expense to record the expense.
The recorded expense will be deducted from your gross profit when calculating your net profit.
Yes. Open the Expenses page and use the date selector to filter the expense list by your preferred date.
Open the Expenses page and use the date selector to filter expenses by the month you want to review.
Yes. When recording an expense, select Other in the category field and enter a description of the expense.
All the money your sales are worth, including credit sales not yet paid.
It is the money your business has after taking in cash and subtracting what went out, such as expenses.
Revenue is everything you sold. Business Balance is only the money that has actually come in.
Selling price minus cost price on each sale gives gross profit. Then your expenses are subtracted to get net profit.
Sales is what you sold. Profit is what is left after the cost of goods and expenses.
Those products have no cost price set, so Y Profit cannot work out profit on them. Add a cost price to include them.
Profit-tracked products have a cost price and count in profit. Non-profit-tracked ones count in sales only.
Quantity in stock multiplied by the cost price of each product, added together.
Open the Analysis page and switch between daily, weekly, monthly and yearly views.
Possible reasons: no sales yet in that period, products have no cost price, or expenses are as high as your gross profit. Check the date range too.
Look at profit on the Dashboard or Analysis page. Positive is profit, negative is loss.
The number of units of that product you have left in stock right now.
Inventory value is calculated using the cost price of your products, not their selling price.
If the value seems incorrect, check the following:
i.Ensure the stock quantities are correct.
ii.Check that all products have the correct cost prices.
iii.Make sure no cost prices are missing or incorrectly entered.
These factors can affect your total inventory value.
To view your best-selling products:
i.Open the Analysis page.
ii.Navigate to the Overview tab.
iii.View the Key Insights section to see your best-selling products for the month.
Open app.yprofit.com.ng, sign in with your Google account or using your email and password, then set up your business.
Yes. Each business is a separate workspace under your account.
Go to the Business Switcher or menu (on mobile) and choose ‘Add New Business’.
Use the Business Switcher in the menu or the business picker page.
Yes. Each business requires its own separate subscription. A subscription for one business does not cover other businesses under your account.
Yes. Open the Business Profile panel and edit the details, including your display name.
The Y Profit logo is currently the default logo for all businesses on the platform and cannot be changed. Thank you for your understanding.
Yes. You can change your business currency in Business Settings.
i.Open your Business Profile from the mobile sidebar, or scroll to the bottom of your dashboard to find it.
ii.Navigate to the Currency section.
iii.Select your preferred currency from the six available options.
iv.If you cannot find your preferred currency, click Add Your Preferred Currency to choose from over 160 additional currencies.
v.Select your preferred currency to apply the change.
Only the currency symbol changes. Old amounts are not converted, so change it only if you set it wrongly at the start.
Yes. Business transfers to another Google account are possible, but they cannot be completed directly by yourself. Please contact support for assistance to ensure the transfer is handled safely and securely.
To log out of your account:
i.Open the Menu or Business Profile.
ii.Scroll down and tap Log Out to sign out of your account.
Yes. Sign in with the same Google account and your business loads there.
To access your account on a new device:
i.Install or open Y Profit (https://app.yprofit.com.ng) on your new device.
ii.Sign in using the same Google account or email address and password linked to your existing account.
iii.Your business data will sync automatically to the new device.
To add a cashier or manager to your business:
i.Open Manage Staff & Roles.
ii.Enter the staff member's email address and full name.
iii.Create a password for their account.
iv.Select their role (Cashier or Manager).
v.Click Send Invite to invite them.
vi.The staff member can then sign in using the email address and password you created for them.
The owner has full control. The manager handles day-to-day work with some permissions. The cashier records sales and does limited tasks.
Yes. Add the same email to each business.
To switch between businesses:
i.Log in to your account.
ii.Open the Business Switcher from the navigation menu.
iii.Select the business you want to access.
You will be switched to the selected business.
Yes. Open Manage Staff & Roles and change their role.
Open Manage Staff & Roles and remove them. They lose access straight away.
Cashiers see only what their role allows. Full profit and financial records are for the owner and, where allowed, managers.
They can no longer open your business. Records they already entered stay in your history.
Yes, but each person should sign in with their own email so records show who did what.
Check for typing mistakes. Use a real email address, make sure they are not already added, and check your internet connection.
Your data is saved automatically to secure, top-tier cloud infrastructure while you are online. You do not need to perform manual backups.
Y Profit no longer uses Google Drive for data. Sign in with your Google account and your data loads from the cloud.
Yes, automatically, once you are connected to the internet.
Nothing is lost. Sign in on another device with the same Google account or email address and password.
No transfer is needed. Just sign in on the new phone with the same Google account.
Yes, sign in with the same account on each device.
Your records are safe in the cloud. Reinstall, sign in, and they return.
Your saved cloud records stay. Anything not yet synced may be lost, so connect to the internet before clearing.
If your latest records show on another device after signing in, they were saved. Staying online keeps things synced.
You go back to the data as it was at that time, so newer records may be lost.
Some can be reversed or re-added. For anything bigger, contact support quickly.
To activate your Y Profit subscription:
i.Open the Pricing Plan page.
ii.Choose your preferred subscription plan.
iii.Complete the required payment.
iv.Your subscription will be activated automatically once your payment is confirmed.
Your subscription is linked to your account, so you can access it without needing a separate activation code.
Choose a plan on the Plan page and complete payment.
Y Profit supports the following payment methods for subscriptions:
All payments are processed securely through Paystack.
Check your internet connection. If it still fails, contact support
Open Business Profile > Plan, to see it.
You will need to renew to keep full access. Your records are not deleted.
Yes. Renew any time and the time is added to your plan.
Yes, and by yourself. Contact support for any question.
They stay safe. You can use them again as soon as you renew.
Yes. Each business has its own subscription.
Yes. Subscription transfers to another business are possible, but they cannot be completed directly by yourself. Please contact Support for assistance with the transfer.
Send your payment proof and your account email to support@yprofit.com.ng so it can be checked and activated.
Use the contact or support link in the app or on the website, support@yprofit.com.ng.
Yes. Y Profit occasionally offers coupons, discounts, and special promotions on subscription plans. However, available offers may change from time to time.
Check the Pricing Plan page for current offers and promotions.
Open app.yprofit.com.ng in Chrome, tap the menu and choose ‘Add to Home Screen’ .
Yes. Open it in Safari, tap Share, then ‘Add to Home Screen’.
Yes. Open it in your browser, or install it from the browser's install option.
Much of your data loads from your device, but syncing needs internet. Connect now and then so everything saves.
Check your internet, close and reopen the app, and clear the app cache. Contact support for further assistance.
Refresh the page and check your internet.
Check that all required fields are filled and your subscription is active.
Close it fully and reopen it. If it keeps freezing, clear the cache or reinstall it. Your data is safe in the cloud.
Close and reopen the app while online. It updates itself. A refresh helps if it does not.
No. You install it straight from the website.
Yes. Just open app.yprofit.com.ng and sign in.
Your session may have ended, you cleared your browser data, or you are on a new device. Sign in with the same Google account.