VendClarity — Help & Quick Start

1. First-time setup

Everything hangs off three things, added in this order:

1. Locations — Setup → Locations. Name each place you serve. Add the street address too: the Trip page uses it for one-tap navigation.
2. Machines — Setup → Machines. Add each machine at its location, then lay out its shelves and slots the way the real machine is arranged. Set each slot's price and capacity.
3. Products — assign a product to each slot as you build it. The shared catalog already has most common drinks and snacks with photos — search, tap, done. Anything unusual, add yourself in Products.

2. Connecting Nayax card readers

If your machines have Nayax devices, VendClarity can pull sales and inventory automatically every few minutes.

1. Go to Setup → Integrations and follow the Nayax connection steps with your Nayax credentials.
2. Match each Nayax machine to the machine you built in Setup.
3. That's it — sales, slot levels, and cashbox amounts sync in on their own. The dashboard's freshness line shows the last sync time.

Machines without card readers work fine too — see the next section.

3. Manual machines: recording a visit

For machines you count by hand (honor boxes, bulk heads, anything without telemetry), VendClarity works out the sales from your counts:

1. Open Trip — your stops appear in your saved order, with what each machine needs.
2. At a machine, tap Record visit and enter what's currently in each slot. If a slot had 10 last time and shows 2 now, VendClarity records 8 sold at that slot's price.
3. Restocking while you're there? Enter what you added — inventory updates, and if warehouse tracking is on, it's drawn down from your home shelves automatically.
4. Collecting cash? Enter the amount and it lands in your cash reports.

4. Scanning receipts

When you buy stock, scan the receipt and your real product costs land automatically:

1. Purchases → Scan receipt — photograph or upload it.
2. VendClarity reads the line items, matches them to your products, and learns your store's item codes as you confirm them — each receipt gets faster.
3. Review the lines (case counts, deposits, tax, shipping, discounts are all handled), then commit.

Committed purchases update each product's average cost, so your profit numbers reflect what you actually paid — cases, bottle deposits, delivery fees and all.

5. Shopping & Trip: planning a restock day

The Shopping page is where you decide what to buy. It has three tabs:

• Shopping list — the full planner: organized by supplier, with sales-velocity smart fill, a safety buffer, and warehouse stock netted out.
• Quick Shop — the fast version: pick a horizon (cover the next N days, or fill to capacity) and get a tight, printable buy sheet grouped by category. What's already covered by your home shelves is called out so you don't buy it twice.
• Custom list — build a list by hand when you already know what you want.

Trip is the same brain on the road: your stops in drive order, per-stop load counts that match the Quick Shop sheet exactly, navigation buttons, cash due, and the visit recorder for manual machines. "Open route in Maps" launches the whole run.

Getting the truck ready is the Planning page: slot swaps for slow movers, a running-low watchlist, pre-kit bin sheets, and printable picksheets.

6. Trials, plans & billing

• Every account starts with a 21-day free trial — every feature, no card.
• Pick a plan any time in Billing (from $29/mo, sized by machine count). Payments run through Stripe; we never see your card.
• If your trial ends first, nothing is lost — your data stays exactly as you left it, and subscribing switches everything back on.
• Plans include monthly AI allowances (the assistant and receipt scanner). At the cap, those features pause until the month resets or you upgrade — there are never overage charges.