This platform streamlines communication and coordination between franchisors and franchisees, making business management more efficient and organized. It helps maintain consistent operational processes and quality standards across all franchise stores while providing real-time visibility into store performance and inventory levels.

Additionally, the Franchisee Platform provides valuable insights into each store’s performance, allowing franchisors to identify areas for improvement and provide appropriate support. For franchisees, it helps simplify daily operations and improve inventory and sales management. Overall, the platform promotes collaboration, operational consistency, and data-driven decision-making to support the growth and long-term success of the franchise business.

Invite a Franchisee

To add your Franchisee on your account, you can go to app.kahero.co and click Franchise.

To access the Franchisee feature, scroll down the menu and click Franchise.

Click Franchise to access the Add Franchisee button.

To invite a franchisee, fill in the required information below, then click the Invite button.

• Your Name – Enter your name.
• Email of the Franchisee to Invite – Enter the email address associated with the franchisee’s KaHero account.
• Please Input Your Phone Number – Enter the franchisee’s contact number.

Note: Ensure that the franchisee has already registered for a KaHero account or is an existing KaHero user. The email address provided must be linked to their KaHero account.

After clicking the ADD button, the added franchisee will appear in the list with a Not Accepted status, indicating that the invitation has not yet been accepted by the franchisee.

The Franchisee will received an email from KaHero. Titled "Welcome to KaHero", they must click the Accept the invite.

A new tab will appear to confirm that the Franchisee has accepted the invite.

Go to your Back Office and click Franchise. Check whether the franchisee’s status has changed to Accepted. Once the status is updated, you have successfully added the franchisee to your account.

You can monitor your Sales and Stocks through KaHero Analytics or Back Office.

KaHero Analytics
The Analytics app is a separate application from the KaHero POS. The Analytics app displays all the transactions occurring on KaHero POS in real time.

Back Office
The Back Office is the management side of KaHero POS where business owners and authorized staff can manage, monitor, and review their business operations. Unlike the POS terminal, which is mainly used to process sales, the Back Office is used to manage business data, inventory, reports, and other system settings.

Before adding your initial inventory quantities, you must first add all your products and raw materials to KaHero Back Office. Follow the steps below to import your items using an Excel template.

Step 1: Log in to your KaHero Back Office.
Step 2: Navigate to Listing and Click Items to open the items list.
Step 3: On the Items page, click Import. From the dropdown, select Import Items. An import pop-up window will appear.
Step 4: Locate Download Template on the left side and click it to download the Excel template. A notification saying “Exporting data” will appear at the bottom-right corner of the screen. Wait until the download is complete.

Step 5: Locate the downloaded Excel file on your computer and open it. The template contains columns where you need to enter the details of the items you want to add to your system.

Step 6: Enter the necessary information under the appropriate columns. Refer to the definitions below for guidance.

Items Template Definition Guide

Step 7: After filling in all the necessary details: Save the file.

Step 8: Go back to your KaHero Back Office and follow these steps:

1. Navigate to Listing and click Items.
2. Click Import. Select Import Items from the dropdown menu.
   The import pop-up window will appear again.

Step 9: Drag and drop your completed Excel file into the upload area, or click the area to browse for the file on your computer. Wait for the file to finish uploading.
Step 10: Once the file has been uploaded, review the information displayed on the screen.
Step 11: Once reviewed click Import Data.
Your items will then be added to KaHero Back Office.

Part 2: Adding Item Stocks to the System

Step 1: Log in to your KaHero Back Office. Navigate to Inventory. Click Item Stocks to open the list of imported items.
Step 2: On the bottom of the Item Stocks page, change the Number of Rows setting to 200. This allows you to display more items on the page.
Step 3: Click Export Item Stock and wait for the Excel file to download.

Step 4: Locate and open the downloaded file on your computer. The Excel file contains the items that have already been imported into your KaHero Back Office.
Step 5: Open the Excel File and Locate the Stock Quantity column.
Step 6: Since your items currently have zero stocks, you can update their quantities directly through the Stock Quantity column corresponding to the item you want to update.

1. Type the actual stock quantity based on your physical inventory count.
2. Repeat the process for every item that needs a stock update. Then save the sheet.

Step 7: Go back to KaHero Back Office and click Inventory then click Item Stocks.
Step 8: Click the Import Item Stocks button to open the file import area.
Step 9: Drag and drop the saved file into the designated import area.
Step 10: Click Import File and wait for the system to complete the import.

Once the import is successful, the system should update the item stock quantities based on the imported data.

Reminder: Always double-check your quantities before importing. Update only the intended stock quantity column, and verify the results after importing to ensure your inventory records are accurate.

2. Click Add Purchase Order in the left corner of the screen under Inventory. A pop-up window will appear, allowing you to create a new purchase order.

3. In the Details tab of the Add Purchase Order pop-up window, you can enter the necessary purchase order information, such as....

A. Supplier
B. Warehouse
C. Order Date
D. Expected Date
Under Order Items
E. Select Items
F. Stock
G. Quantity
H. Cost
I. Total

Click SAVE PURCHASE ORDER.

💡 Note: If your supplier does not appear under Supplier Name, your franchise account must first be linked to your supplier’s account. Please ask your supplier to add your franchise to their account to establish the connection.

4. In the Items tab of the Add Purchase Order pop-up window, you can select the products you wish to order, specify the quantities, and review the item details before proceeding with your purchase order.

5. Once you have finished adding the items to your purchase order, they will appear in the list below for your review.

6. In the Items table, you can view the following details for each item:

A. Item Name - name of your item.
B. Stock - total stocks of your item.
C. Quantity - click on the number under the Quantity column to edit the quantity you would like to order.
D. Purchase Cost - click on the number under the Purchase Cost column to edit the cost of the item you will be ordering.
E. Total - total amount of your stock (Quantity x Purchase Cost).
F. Delete button - delete the item on the list.

7. If done, click Save.
8. After clicking Save, you will be redirected back to Purchase Order List page.
9. You will then see your newly added purchase order on the list.

💡 Note: The Document Status will initially appear as Draft. Click the Eye icon to view the purchase order details and update its status as needed.

10. Click Submit to finalize your purchase order submission. Once submitted, the Document Status will automatically change from Draft to Submitted.

😍Great! You've just learned how to create your purchase order.

Receiving Purchase Orders

You can mark the ordered stocks/items as Received from either the Franchisee or Supplier account.

Franchisee Side

1. Click the RECEIVED button to mark your purchase order as Received. A pop-up window will appear, allowing you to confirm the receipt of the ordered items.

2. Under Item Received, you will input the following:

A. To Received - input the number of items you have received from your supplier, or you can click Mark All Received if you received all your orders.
B. Expiration Date - input the expiration date of the received orders/stocks.

C. Click received all and confirm. The purchase order status will automatically be updated from pending to submitted and closed.

Supplier Side

2. Inside the Franchisee PO tab, you can..

A. Purchase Order # - The unique reference number assigned to the purchase order.
B. Franchisee Email - The email address of the franchisee who created the purchase order.
C. Supplier Name - The name of the supplier associated with the purchase order.
D. Date & Time - The date and time the purchase order was created.
E. Total - The total amount of the purchase order.
F. Warehouse - The warehouse associated with the purchase order.
The expected delivery date of the order. - The expected delivery date of the order.

3. Select the Purchase Order you want to mark as Submit and Received. Click the 3 dots and View to open the purchase order details.

💡Notice that the status of the purchase order is Pending.

4. After clicking the VIEW option, you will be directed to the Purchase Order Details page. Review the details, then click Submit to proceed.

5. Once the purchase order is ready to receive, click the received button in the upper corner and the pop up window will upper.

6. Click Receive All to mark all items as received, or manually enter the actual quantity received for each item. You may also input the Expiry Date for items that have an expiration date.

👏🏻Yay! You've just received your stock orders.

Sending Purchase Orders

Let's Get Started:

1. To notify the supplier about the purchase order, simply click SEND EMAIL. The supplier will receive an email notification regarding the order.

2. Under Send Email Purchase Order pop-up window, you can...

• Company Name - input your company/business name.
• To - input the supplier you would like to address your purchase order.
• Subject - input the subject of your purchase order.

3. Once done, click Send Email.
4. An email of your order will be sent to your supplier.

🤩Nice! You've just sent your purchase orders.

Generating PDF for Purchase Orders

Let's Get Started:

1. On the same Purchase Order page, click GENERATE PDF to generate a PDF copy of your purchase order.

2. You will be directed to the PDF preview of your Purchase Order. Click SAVE to save the generated PDF file. If you wish to have a physical copy, you may also print the PDF file.

🥳Hooray! You've just learned how to purchase, receive, send, and generate pdf of your orders.

How To Add Customer Name on Receipt

Step 1: On your POS, make sure the Loyalty Program feature is enabled. Once enabled, you can now add loyalty customers to transactions during checkout.

Quick Navigation:
Settings > Features > Enable Loyalty Program Feature

Step 2: Do a basic transaction by adding the customer's items to the cart. Proceed to the payment checkout page when you're ready.

Step 3: On the payment checkout page, locate the Customer icon at the top-right corner, and Click.

Step 4: The pop-up will appear, allowing you to assign a customer to the current transaction. By default, No customer is selected. Click No customer to display the list of customers currently registered in your system.

Step 5: If the customer is not yet listed, click Add Customer. You will be redirected to the Add Customer page.
Step 6: Fill in the required customer details.
Once completed, click Save in the top-right corner.

Step 7: After saving, you will be redirected back to the checkout page.

1. Click the Customer icon again.
2. Click No customer to display the customer list.
3. Find and select the customer you created earlier.
4. Click Apply to assign the customer to the current transaction.
5. Enter the amount paid by the customer, then click Confirm Payment to complete the transaction.

Step 8: Check the Receipt. Once the payment is completed, the receipt will be generated with the customer's name.

That's how you add Customer Names in Receipts! :)

How To Add Address on Receipt

Follow these steps to add your business address to your KaHero POS receipts.

Step 1: On your KaHero POS, open the Menu from the left-side navigation bar.
Step 2: Go to Settings & Preferences and click.
Step 3: In the dropdown menu, click General. You will be redirected to the General Settings page.
Step 4: Open the Receipts Tab
Step 5: Find the Address field and enter your business address

Once you have entered your address, click Save in the top-right corner of the page to apply your changes.

Step 6 (optional): After saving, process a test transaction or print a sample receipt to check that your business address appears correctly.

That's how you add Address in Receipts! :)

Step 1: Enable Dining Options

Go to Menu > Settings & Preferences > Features. Under Sales & Orders, turn on Dining Options.

Step 2: Add a Dining Option

Open Menu > Order Setup > Dining Options & Fees. Tap the + button in the upper-right corner to add a dining option.

Step 3: Configure Dining Option Details and Fees

Enter the dining option name (for example, Dine-in or Take-out). Under Dining Option Fees, choose Add New Fee.
Enter a fee name and select the fee type:

• Percentage — applies a percentage-based fee.
• Fixed — applies a fixed amount.

Enter the value, then click Add fee.

Step 4: Select the Fee and Save

Open Dining Option Fees again, select the fee you created (for example, Dine-in), click Done, and then click the Save icon in the upper-right corner.

Step 5: Use Dining Options During a Sale

Go to Register and punch the items for the order. Tap the dining option dropdown at the top-right of the order panel, then select Dine-in or Take-out. Review the order and applicable dining fee, then tap Payment to proceed.

Tip: Make sure the dining option is marked Available so it appears on the Register. If the option should be selected automatically, configure it as the default.

1. Enable Predefined Tickets

Step 1. Open Menu and go to Settings & Preferences.
Step 2. Select Feature.
Step 3. Under Sales & Orders, enable Predefined Tickets

2. Add Tickets

Step 1. Go to Menu > Order Setup > Tickets.
Step 2. Tap Add.

Step 3. Enter the ticket names you need. For example: Table 1, Table 2, and Table 3.
Step 4. Tap Save to save the tickets.

3. Use a Predefined Ticket During an Order

Step 1. Go to Punch Items and select the items for the order.
Step 2. Tap Save.
Step 3. Select the appropriate ticket, such as Table 1, Table 2, or Table 3.
Step 4. Tap Order, then open Tickets and select the matching ticket (for example, Table 1).

Example: For an order assigned to Table 1, select Table 1 when saving the order, then go to Order > Tickets > Table
1 to view or access that ticket.

Step 1: Log in to your KaHero Back Office account using your credentials.

Step 2: Click your admin account located at the bottom-left corner of the screen. The account options will expand. Select Account.

Step 3: Locate the Danger Zone

You will be redirected to the Account Settings page, where you can view your profile information. On the right side of the page, you will find the Danger Zone section.

Important: The Danger Zone contains critical account actions. Proceed with caution, as resetting all inventory management is a permanent action. Once they are deleted, they cannot be retrieved.

Step 4: Select Reset All Inventory Management

Step 5: A confirmation pop-up will appear. Review the prompt carefully, then click Reset All Inventory Management to proceed.

Step 6: Verify Your Account Using the 6-Digit Code

You will be asked to enter a 6-digit verification code sent to the email address associated with your KaHero account.

1. Open your registered email inbox.
2. Find the email containing the verification code.
3. Copy the 6-digit code.
4. Return to Back Office and enter the code in the required field.

Once the verification code is accepted, the reset process will proceed. Your item stocks will be deleted from your account.

Reminder: Before proceeding, make sure you have reviewed and saved any item stock records you may need for future reference. This action is irreversible.

To use this feature, login in to your Kahero App and go to General Settings under Settings.

In General Settings, go to Register Tab and look for Barcode Embedded Weight then Click to turn it on and save.

Also, your items should have the sold by weight option and already have a barcode to use or scan the barcode with an embedded weight.

Kahero POS can only use weighted barcodes in the following formats: EAN 13 and UPC-A.

Embedded weight barcodes format should follow this pattern AABBBBBCCCCCD.

• AA - prefix, by which the system determines that it is a weight embedded barcode. It must be “20” or “02” for EAN-13 and “2” for UPC-A.
• BBBBB - this will be your item's Barcode (note that it has to be programmed as five digits, for example "10823" or "00010").
• CCCCC - the weight (quantity) of item in grams. For example "02050" = 2.050kg
• D barcode checksum

The below is a sample of barcode with embedded weight.

• EAN-13

• UPC-A

Part 1: Complete a Sale

1. On the Register screen, punch the items you want to sell (for example, Coke and Fried Chicken).

2. Tap Payment.

3. Enter the payment amount, then tap Confirm Payment.

4. When the Payment Successful message appears, tap Start new sale.

Part 2: Open the Receipt to Refund

5. Open Menu, then select Receipts.

6. Find and select the receipt for the sale you just made.Check the transaction details to make sure you selected the correct receipt.

7. Tap Refund at the bottom of the receipt screen.

Part 3: Select Items and Confirm the Refund

8. On the refund screen, select the specific item(s) you want to refund. If you need to refund every item on the receipt, choose Select All.

9. Review the selected item(s) and refund amount carefully.

10. Tap Confirm Refund to complete the refund.

Changing User with Ongoing Shift

Step 1: On the left-side navigation bar, click the Menu to access the available options. Locate and click Shifts to expand the options. Then select Open & Close Shifts.
Step 2: You will be directed to the Shifts page, where the current ongoing shift is displayed.
Step 3: Once you have reviewed the shift summary, click End Shift.
Step 4: A pop-up window will appear, prompting you to enter the Actual Amount counted in the cash drawer. Enter the correct amount, then click End Shift to confirm.

After the shift ends, you will be automatically logged out of the current user account and redirected to the Select User page. Before selecting another user, wait for the shift reports to finish syncing.

Important Reminder: Always end the current shift properly and allow the reports to sync before switching users to help ensure accurate shift records and reporting.

Once the reports have synced, you can proceed to select and log in to the next user account.

Step 5: On the Select User page, click Select User to display the list of available user accounts. From the list, select the user account you want to log in to, then click Select to proceed.
Step 6: Enter the 4-Digit PIN Code
Step 7: You will be redirected to the Shifts page, where you can start a new shift for the selected user.

Step 8: On the Shifts page, enter the Opening Amount — the amount of cash available in the cash drawer at the beginning of the shift. Click Open Shift to confirm and start the new shift.

Start Your Shift!

Changing User with no Ongoing Shift

If there is no ongoing shift, you can switch to another user directly. Follow these steps:

Step 1: Click the Menu on the left-side navigation bar. Click the padlock icon beside the user's name to log out.
You will be redirected directly to the Select User page.
Step 2: Click Select User and choose the user account you want to log in to, then click Select to proceed.
Step 3: Enter the 4-digit PIN code.
After successfully logging in, you will be redirected to the Shifts page.

From here, you can proceed with opening a new shift if needed.

How to Logout in KaHero POS without Shift Management feature enabled

For those who haven't enabled the Shift Management feature, you can follow the process of the "Changing User with no Ongoing Shift"

Step 1: Login to your newly registered KaHero account and click on the "Go Pro With KaHero"

Step 2: Choose Your Subscription Plan
Open the KaHero subscription page. Under “Choose your KaHero plan,” select your preferred billing option. You can choose between Yearly and Monthly plans.

• Yearly: ₱1,250 per month per device, billed annually at ₱15,000 per device per year. This option offers savings compared to monthly billing.
• Monthly: ₱1,800 per month per device, billed monthly.

Click the plan you prefer. The selected plan will be highlighted with a checkmark.

Step 3: Choose the Number of Devices
On the right side of the page, under Devices, select how many devices you want to subscribe to.
You can click the + button to increase the number of devices or the − button to decrease it. You may also select one of the available device-count options below.

Step 4: Click Continue to payment at the bottom-right corner of the page.

Step 5: Review Your Subscription Details and Continue to Payment.

Step 6: You'll be directed to a payment link and you can choose your payment choose. Process payment and your account will be activated to PRO subscription.

Subscribe to PRO now!

Step 1: Log in to your KaHero Back Office account using your credentials.

Step 2: Click your admin account located at the bottom-left corner of the screen. The account options will expand. Select Account.

Step 3: Locate the Danger Zone

You will be redirected to the Account Settings page, where you can view your profile information. On the right side of the page, you will find the Danger Zone section.

Important: The Danger Zone contains critical account actions. Proceed with caution, as resetting transactions is a permanent action. Once the transactions are deleted, they cannot be retrieved.

Step 4: Select Reset All Transactions

Step 5: A confirmation pop-up will appear. Review the prompt carefully, then click Reset Transactions to proceed.

Step 6: Verify Your Account Using the 6-Digit Code

You will be asked to enter a 6-digit verification code sent to the email address associated with your KaHero account.

1. Open your registered email inbox.
2. Find the email containing the verification code.
3. Copy the 6-digit code.
4. Return to Back Office and enter the code in the required field.

Once the verification code is accepted, the reset process will proceed. Your sales transactions and receipts will be deleted from your account.

Reminder: Before proceeding, make sure you have reviewed and saved any transaction records you may need for future reference. This action is irreversible.

You can choose your preferred date and time and discuss the specific topics you need help with, whether it’s inventory management, deep dive on a particular feature, or addressing technical issues with your POS. Our team is here to help you better understand and maximize your KaHero system.

Here's how to do it!

Step 1: Select you preferred Date & Time.

Step 2: Fill up the contact information then click BOOK.

Book your FREE online coaching session here: Coaching Link

We look forward to assisting you!

Enable the Open Tickets feature in KaHero POS so customers can stay on open tickets

1. Menu.
2. Go to Settings & Preferences.
3. Select Features.
4. Scroll down to the Sales & Orders section.
5. Turn on the Open tickets toggle. Make sure the toggle is enabled.

Step 1 — Punch Items and Save

1. Punch or select the items for the order.
2. Tap Save.
3. In the ticket selection window, tap + Add custom ticket

Step 2 — Fill In the Custom Ticket Details

1. Enter the Ticket name.
2. Add a note in the Comment field if needed (optional).
3. Tap Handled by and select the staff member.
4. Tap Use to save the custom ticket details.
5. Tap Order to view the saved order.

Step 3 — Open the Saved Order & Print the Bill

1. In the Open tickets window, locate the custom ticket you saved.
2. Tap the three-dot menu beside the ticket.
3. Select Print bill.