Cayia Help Center

What this helps you do

Cayia is a control center for modern multi-entrepreneurs. It brings financial tracking, POS, receipts, inventory, Cloud Sync, AI guidance, and project contracts into one organized workspace.

When to use it

Use this flow when creating a new Cayia account, choosing a plan, installing the desktop app, opening Cayia in the browser, or adding it to a phone as a PWA.

Steps

1. Go to cayia.app and choose the option to open the Cayia web app.
2. Create your account with your preferred email and password.
3. Choose the plan that matches your operation: Solo, Business, or Master Plan / Pro Business.
4. Open Cayia from the browser at https://cayia-sync-app.web.app/ or install the Windows version when available.
5. On mobile, open Cayia in the browser menu and choose the option to add it to the home screen as a PWA.
6. When the app updates, refresh the browser or reopen the desktop app to load the newest version.

Important tips

• Use the same account across devices if you plan to use Cloud Sync.
• Start with the dashboard first, then configure AI, POS, inventory, and projects as needed.
• Project Contracts are part of the Master Plan / Pro Business plan.

Common problems

• If you cannot sign in, confirm the email, password, and internet connection.
• If the app looks outdated, refresh the page or clear the browser cache.

Video tutorial

What this helps you do

This setup keeps your dashboard, receipts, POS, reports, and sync behavior aligned with your real business.

When to use it

Use it after creating an account, changing business information, adding a new device, or turning on Cloud Sync.

Steps

1. Open Settings from the sidebar.
2. Add your business name and basic profile information.
3. Review currency, tax preferences, receipt behavior, and appearance.
4. Open the sync area and connect Firebase Sync if your plan supports Cloud Sync.
5. Add approved devices and confirm each device shows as synced.
6. Save changes and return to the dashboard.

Important tips

• Cloud Sync availability depends on your subscription plan.
• Keep tax settings updated before exporting financial reports.

Common problems

• If a device does not appear, sign out and sign in again on that device.
• If sync does not activate, confirm the plan, connection, and account owner permissions.

Video tutorial

What this helps you do

Connecting an API key unlocks advanced AI features, including financial questions, receipt analysis, summaries, inventory checks, and project guidance.

When to use it

Use this setup before asking AI to analyze receipts, review financial health, summarize projects, or answer questions about your business data.

Steps

1. Create an API key with a compatible provider such as OpenAI, Gemini, or Mammouth.
2. Open Cayia and go to Settings, then AI Config.
3. Choose the provider you want to connect.
4. Paste your API key into the secure API key field.
5. Save the configuration and run a simple AI test question.
6. If the provider supports model selection, choose the model that fits your cost and quality needs.

Important tips

• Never share your API key in screenshots, emails, or support messages.
• Rotate the key from your provider dashboard if you believe it was exposed.
• Cayia can still be used without AI for core tracking features.

Common problems

• If AI does not respond, confirm the API key is active and has billing enabled with the provider.
• If a provider is not available yet, choose another compatible provider until support is added.

Video tutorial

What this helps you do

Use the dashboard to understand what came in, what went out, how POS is performing, and where your money is concentrated.

When to use it

Use it at the start or end of each day, before making a purchase, after importing receipts, or before reviewing taxes.

Steps

1. Open Dashboard from the sidebar.
2. Review income, expenses, estimated tax owed, and POS sales today.
3. Use quick actions to create a sale, scan a receipt, log income, or ask AI.
4. Read charts to compare income and expenses over time.
5. Use category breakdowns to spot the areas consuming the most budget.

Important tips

• Dashboard totals are only as accurate as the income, expense, POS, and project data entered.
• Estimated tax is an operational estimate, not a replacement for tax advice.

Common problems

• If a chart looks empty, add income, receipts, or sales first.
• If values look old, refresh the app and confirm sync status.

Video tutorial

What this helps you do

Income tracking helps you understand revenue from side jobs, deliveries, services, projects, and store activity.

When to use it

Use it when you receive cash, digital payments, tips, project deposits, service income, or non-POS revenue.

Steps

1. Open the income or finances area.
2. Choose the option to log income.
3. Enter the amount, date, source, and category.
4. Save the entry and confirm it appears in recent transactions.
5. Use search or filters to find older income entries.

Important tips

• Use consistent categories to make reports easier to read.
• Archive entries only when you need to keep history without showing them in active views.

Common problems

• If income does not show on the dashboard, confirm the date is inside the visible reporting period.

Video tutorial

What this helps you do

This area helps you capture business costs and keep the proof needed for reports, taxes, and project profitability.

When to use it

Use it after buying materials, fuel, tools, inventory, supplies, meals, or any expense you need to track.

Steps

1. Open finances, expenses, or the scan receipt quick action.
2. Take a receipt photo or upload an image/document.
3. If AI is enabled, allow Cayia to read vendor, amount, date, and category suggestions.
4. Review and correct the detected information before saving.
5. Attach evidence and assign the expense to a category or project when needed.

Important tips

• Always review AI-detected values before saving.
• Use categories that match how you want to export reports later.

Common problems

• If a receipt scan is wrong, retake the photo with better lighting and a flat angle.
• If AI does not analyze, check your API key configuration.

Video tutorial

What this helps you do

The cashier module is for direct sales and store-style operations that need products, receipts, and sales reports.

When to use it

Use it when selling a product or service at the counter, from a device, or during mobile business activity.

Steps

1. Open Cashier (POS) from the sidebar.
2. Choose New Sale.
3. Search for products or scan a barcode.
4. Add quantities, discounts, or adjustments when needed.
5. Charge the customer and generate the receipt.
6. Open sales reports to review previous sales.

Important tips

• Keep inventory updated so POS product search is accurate.
• Use user or cashier accounts when multiple people sell from the same business.

Common problems

• If POS cannot find a product, confirm the product exists and the barcode matches.

Video tutorial

What this helps you do

Inventory connects your products to POS sales, stock control, reports, and AI analysis.

When to use it

Use it when adding new products, correcting product details, importing files, or preparing labels.

Steps

1. Open the inventory or manage store area.
2. Add a product with name, price, category, stock, and barcode if available.
3. Edit product details when price or stock changes.
4. Use tombstone delete when you need to remove a product while preserving sync history.
5. Import inventory from Excel, PDF, or AI-readable documents when supported.
6. Generate or print barcode labels for products that need scanning.

Important tips

• Use tombstone deletion for synced systems so old records do not reappear.
• Review imported inventory before using it in live POS sales.

Common problems

• If a label does not print, confirm the printer, label size, and browser print settings.
• If stock is wrong, check recent sales and imports.

Video tutorial

What this helps you do

Project Contracts turns each job into its own control panel with contract total, estimated costs, actual expenses, client payments, budget usage, and AI project questions.

When to use it

Use it for remodels, service jobs, custom work, field projects, construction, repair jobs, and any project with stages or client payments.

Steps

1. Open Project Contracts.
2. Create a new contract and add the client name.
3. Add the project price, estimated labor, materials, and expected margin.
4. Divide the project into stages when you need progress tracking.
5. Add client payments and attach photos or documents as evidence.
6. Review financial health, expense history, budget usage, and net P&L.
7. Generate a contract or project report when ready.

Important tips

• Project Contracts is exclusive to Master Plan / Pro Business.
• Attach photos per stage so the project history is clear later.
• Use AI Project Advisor to ask about profitability, balance, materials, and pending work.

Common problems

• If a project margin looks wrong, review contract total, estimated costs, actual expenses, and payments.
• If photos do not attach, check file format and connection.

Video tutorial

What this helps you do

Cloud Sync keeps your approved devices connected so your business can operate across browser, desktop, and mobile access.

When to use it

Use it when adding a new device, replacing a device, checking active sessions, or troubleshooting stale data.

Steps

1. Sign in on the new device with the same Cayia account.
2. Open settings and review the sync status.
3. Approve or add the device if required by your account settings.
4. Confirm the device appears as active and synced.
5. Refresh data from the app instead of creating duplicate manual entries.

Important tips

• Business includes Cloud Sync for 3 devices.
• Master Plan / Pro Business includes 15 devices via Cloud Sync.
• Do not enter the same transaction twice while waiting for sync.

Common problems

• If sync fails, check internet connection, plan limits, account owner status, and whether the device is approved.

Video tutorial