Ebelsha Trade System Documentation

Ebelsha Trade System is an enterprise-grade business management platform built specifically for wholesale stores, hardware stores, furniture stores, crop produce stores, building material suppliers, pharmacies, distributors, warehouses, and growing multi-branch businesses in Uganda and East Africa.

The system gives business owners a single, unified platform to manage their entire operation: stock inventory, sales recording, staff management, activity logs, financial reports, and store projections — all accessible from a web browser, a Windows desktop application, and an Android mobile app.

It provides real-time data synchronization across all devices, ensuring your business records, stock balances, and financial reports remain consistently updated and instantly accessible.

Ebelsha Trade System is built for business owners and their staff in the following types of operations:

• Wholesale and bulk goods distributors
• Hardware shops and building material stores
• Agrovet and agricultural supply shops
• Electronics and phone accessories dealers
• Motor vehicle spare parts shops
• Produce and food wholesale businesses
• Pharmacies, distributors, and warehouses
• Any trade business managing physical stock and staff

The system is designed for businesses with 1 to 50+ staff members, one or more branch locations, and a need to track stock and sales accurately without relying on paper or spreadsheets.

After onboarding, the business is configured with their product catalogue, staff accounts, and store setup. Staff use the desktop app or web platform to record every sale and stock movement in real time. Owners monitor the live dashboard from anywhere.

Daily flow

• Staff open the desktop app or web platform at the start of the shift
• All sales are recorded with product, quantity, price, and staff attribution
• Stock levels update automatically after every sale
• Low-stock alerts fire when items drop below the configured threshold
• End of day: the system auto-generates a daily summary — revenue, stock movements, cash totals, staff performance
• Owner reviews the live dashboard remotely at any time

14-day free trial

New businesses get a 14-day free trial with full access to all features. No credit card required. At the end of the trial, a custom monthly rate is agreed based on the business size.

Web application

The web application is built with Next.js and React, hosted on Cloudflare. It provides the owner dashboard, reports, staff management, and remote monitoring — accessible from any browser on any device. Authentication is handled via Firebase Auth with role-based access control.

Desktop application

The Windows desktop application is built with Electron and React. It runs as a native Windows application for fast counter point-of-sale operations, barcode scanning, and receipt printing. The app connects securely with the cloud database (Supabase/PostgreSQL) to keep all business records synchronized in real time.

Mobile application

The Android mobile application is built with React Native and Expo. It provides staff with a mobile interface for recording sales and checking stock, and gives owners mobile access to reports and the dashboard, synchronizing in real time with the cloud.

Backend and cloud

The backend API is built with Node.js and TypeScript, deployed on cloud infrastructure. The primary cloud database is PostgreSQL (via Supabase), providing real-time data sync across all devices. Firebase is used for authentication and push notifications.

Every device — desktop, web, and mobile — seamlessly communicates with the central cloud database to ensure all stock levels, sales, and reports stay synchronized across your entire business in real time.

How data synchronization works

• All counter sales and stock adjustments are instantly recorded and transmitted to the central cloud database
• Each record is securely authenticated and stamped with a timestamp and user ID
• Live updates automatically reflect on the owner dashboard and connected branch terminals
• Conflict resolution ensures transactional integrity across high-volume sales counters
• Automated cloud backups preserve historical ledger records and daily summaries
• Secure API endpoints guarantee low-latency transaction processing across all devices

The system uses a role-based access control (RBAC) model. Every user is assigned a role that determines what they can see and do.

Available reports

• Daily sales summary — total revenue, number of transactions, top products
• Weekly summary — week-over-week revenue comparison
• Monthly report — full month breakdown with trends
• Stock movement report — what was sold, restocked, or adjusted
• Staff performance report — sales per staff member per period
• Low-stock report — products at or below reorder threshold
• Cash reconciliation — total cash vs mobile money vs other payment methods

Store projections

Based on historical sales data (minimum 30 days), the system calculates expected revenue for future periods. Projections factor in day-of-week patterns, seasonal trends, and recent performance. These are shown on the owner dashboard and in the monthly reports.

• All passwords are hashed using bcrypt — never stored in plain text
• All API communication is over HTTPS/TLS
• Authentication uses Firebase Auth with JWT tokens
• Role-based access control — staff can only access their permitted features
• All actions are logged with timestamp, user ID, and IP address
• Sessions expire after inactivity
• Admin functions require re-authentication
• Database backups run daily to off-site storage
• No sensitive data is permanently stored on unencrypted local devices
• File uploads (EXE/APK) are validated for type and size server-side

Businesses with multiple locations operate each branch as a separate environment within the same Ebelsha account. Each branch has its own stock, staff, and transaction history.

• Each branch maintains its own inventory and staff roster
• The owner dashboard shows a consolidated view across all branches
• Branch managers see only their own branch data
• Stock transfers between branches are recorded and logged
• Reports can be filtered per branch or shown in aggregate
• Each branch operates independently with its own localized counters and inventory

The Ebelsha Trade System is deployed as a multi-tenant cloud application. Each business gets its own isolated data environment (schema-level isolation in PostgreSQL).

Infrastructure

• Web frontend: Next.js on Vercel/Cloudflare Pages
• API backend: Node.js on cloud VPS or serverless (Cloudflare Workers)
• Database: PostgreSQL via Supabase (cloud) with real-time replication
• Auth: Firebase Authentication
• File storage: Supabase Storage or Cloudflare R2
• CDN: Cloudflare for static assets and edge caching

Desktop app distribution

The Windows desktop app (.exe installer) is distributed via the Ebelsha website downloads page. Updates are pushed via the built-in auto-updater (Electron Squirrel). New versions are uploaded through the admin CMS and published to the public downloads page.

Mobile app distribution

The Android app (.apk) is distributed via the Ebelsha website downloads page (sideload). Future versions may be distributed via the Google Play Store. Updates are managed through the admin CMS.

The Ebelsha website includes a downloads page at /downloads where users can download the latest Windows and Android apps.

As the owner, you can

• Upload a new EXE or APK file via the admin CMS at /admin
• Set a version number and release date
• Add release notes and installation instructions
• Mark a release as 'latest' — it appears as the main download
• Publish or unpublish releases (drafts are invisible to users)
• Delete old releases and their files
• View file sizes and upload dates for all releases

Admin access

The admin CMS is protected by a password set in the ADMIN_PASSWORD environment variable. Change this to a strong password before deploying to production. Access the admin at /admin.

Every new Ebelsha Trade System customer goes through a structured onboarding process before going live.