Bill BitesPOS user guide

Bill Bites POS 0.7.2 · Windows

Run restaurant service with confidence.

A practical guide to billing, tables, reservations, kitchen tickets, products, reports, users, and workstation settings.

Start here Open daily billing guide
3 staff roles 9 current screenshots 13 task areas
Keep accounts private. Use an assigned username and password. Never include passwords, database credentials, device keys, or payment details in screenshots sent to support.
Order and billing workspace
01

Get started

Install and sign in

Bill Bites sign in
  • Server computerHosts the Bill Bites background service and MySQL connection. It provides the address used by Client workstations.
  • Client computerConnects to the company Server. It does not store the MySQL password and may need device approval.
Access expiry warning

If the sign-in page shows an access expiry date, contact your Bill Bites support administrator before that date.

Removing a server installation

The uninstaller preserves managed MySQL data by default. Select the optional MySQL/data removal checkbox only when the restaurant records and local configuration must be permanently erased; Windows asks for a second confirmation.

02

Know your workspace

Roles and access

A

Admin

Full management and operational access.

  • All service modules
  • Products, accounts, and users
  • Rooms, tables, printers, tax, currency, and server settings
S

Salesman

Front-of-house service access.

  • Billing and takeaway
  • Tables and reservations
  • KOT view and sales register
C

Chef

Focused kitchen access.

  • View station tickets
  • Update preparation status
  • No finance, product, user, or settings access
Use least privilege

Create one account per person. Use Salesman for front-of-house staff and Chef for kitchen staff. Create another Admin only when management access is required.

03

Front of house

Create and complete an order

  1. Choose the order type.For dine-in, open an available table from Tables. For takeaway, select Takeaway in Billing or New takeaway from Tables.
  2. Add menu items.Search or filter the menu, then select the plus button on each product.
  3. Review the current order.Check guest count, quantities, preparation notes, subtotal, tax, and total.
  4. Send required KOT changes.When KOT is enabled for the order type, send all pending kitchen changes before payment.
  5. Take payment.Select Pay, choose Cash, Card, or UPI, confirm the payment, and print the receipt when required.
Hold an order

Hold keeps an unfinished order available so staff can return to it. It does not complete payment.

Billing for dine-in and takeaway orders
Tax and currency

Both come from Settings and apply to new bills. Paid bills keep the values recorded when payment was completed.

04

Dining room

Manage tables and reservations

Dining room and table states
Available

Can accept a new order or reservation.

Occupied

A dine-in order is active. Payment releases the table.

Bill requested

The guest is ready for the bill.

Reserved

A future or due reservation is assigned.

Disabled

Temporarily unavailable for service or reservations.

Reserve or cancel

  1. Select Reserve table.Choose a table and enter guest name, guest count, date, time, and an optional note.
  2. Resolve conflicts.Choose another table or time if capacity or an overlapping reservation blocks saving.
  3. Cancel when needed.Open the reserved table, select Cancel reservation, and confirm.

Create, edit, or disable

  1. Open Manage rooms.Add rooms and create tables with a unique label and 1–30 seats.
  2. Edit an existing table.Change its label, room, or number of seats, then select Save table.
  3. Disable instead of deleting.Disabled tables keep their history. Active orders or reservations must be cleared before disabling or removing a table.
05

Kitchen workflow

Process kitchen order tickets

New→Preparing→Ready→Served
Kitchen order queue
  1. Choose a station.Select All stations, Main Kitchen, Beverage, or Dessert.
  2. Start preparing.Open a New ticket and advance it when work begins.
  3. Mark it Ready.Use Ready only when every listed item is complete.
  4. Mark it Served.Complete the ticket after the order leaves the kitchen.
  5. Print manually if required.Use the printer icon for an additional ticket copy.
New order

The kitchen sees only items newly sent from Billing.

Added quantity

A modified KOT contains the added quantity.

Reduced quantity

A change ticket identifies the removed quantity.

When KOT is disabled

The KOT Queue and KOT controls are hidden, and orders can be paid without creating kitchen tickets. Dine-in and takeaway KOT can be controlled separately.

06

Administrator

Maintain the product catalogue

  1. Select Create product or Edit.Use the create button or the pencil action on an existing row.
  2. Enter the product details.Set name, category, selling price, cost price, KOT station, and active status.
  3. Add an image.Use JPEG, PNG, or WebP through the image action.
  4. Save and verify.Confirm the product appears under the expected category and station filters.
  5. Delete carefully.The delete action removes the item from the live catalogue after confirmation. Paid bills keep their historical snapshots.
Export only

Export Excel creates a spreadsheet of the current catalogue. The product page has no import feature.

Product catalogue and row actions
07

Administrator

Review profit and loss

Profit, expenses, payment methods, and performance
Choose the period

Use Today, This week, This month, Custom, All time, or Complete history.

Review performance

Compare net sales, gross profit, expenses, net profit, paid orders, and average bill value.

Record expenses

Select Add expense, enter date, category, amount, and description, then save. Recent expenses can be edited or deleted.

Accounting scope

This is a management profit-and-loss view based on paid orders and recorded expenses. It is not a tax ledger or a full double-entry accounting system.

08

Administrator & sales staff

Find completed sales

Sales register and payment breakdown
  1. Choose the period.Select Today, This month, or All time.
  2. Apply filters.Filter by cashier, payment method, or order type.
  3. Search completed bills.Search by bill number, table, cashier, or payment.
  4. Reconcile totals.Review sales before tax, tax collected, total collected, average bill value, cash collected, payment breakdown, and cashier summary.
No matching sales

Clear the filters or choose a wider period before treating an empty result as a service problem.

09

Administrator

Create staff accounts

  1. Select Create user.Enter a display name and unique username.
  2. Choose the role.Select Salesman, Chef, or Admin.
  3. Set a temporary password.Use at least 10 characters and provide it through a secure channel.
  4. Verify access.Ask the new user to sign in and confirm that only the intended navigation is visible.
User management and role access
10

Administrator

Configure workstation settings

Settings save automatically across connected workstations
Company details

Name, phone, and address appear on receipts, KOTs, and exported reports.

Tax and currency

Select any supported ISO currency. Enable tax when required and set a percentage from 0 to 100 with up to two decimal places.

KOT behaviour

Control the master KOT switch, automatic printing, dine-in/takeaway rules, 58/80 mm paper, and one to three copies.

Printer routing

Refresh Windows printers, map each station and Customer receipt, then use Test. Virtual PDF, XPS, fax, and OneNote devices are excluded from silent receipt routing.

Server connection

The Server displays LAN addresses and port for Client setup. A Client address change submits a new approval request.

Registration

Validate registration now refreshes the current device lease and status.

Application updates

Check the installed/latest version and update source. Select Check for updates at any time; the application also checks once each day in the background.

11

Application maintenance

Update or uninstall Bill Bites

Install an update

  1. Open Settings.Under Bill Bites updates, select Check for updates. If neither the company Server nor Bill Bites cloud can be reached, the app shows Update service is not available.
  2. Review the release.Optional updates show a confirmation and may be postponed. A minimum-version conflict locks normal startup until the compatible release is installed.
  3. Select Download and install.The signed manifest and installer checksum are verified. The app then closes, updates in place, and reopens without changing MySQL data or workstation settings.

Uninstall safely

  1. Open Windows Installed apps.Select Bill Bites POS, then Uninstall.
  2. Choose whether to preserve data.Leave the MySQL/data option clear for a normal uninstall or reinstall.
  3. Confirm permanent removal only when intended.Selecting the optional checkbox removes Bill Bites-managed MySQL, restaurant transactions, users, product images, configuration, backups, and device registration. Customer-managed MySQL is never removed.
Server/client compatibility

The company Server distributes a verified cached update to LAN Clients when available. Clients fall back to the Bill Bites Linux update service. If a release raises the minimum compatible version, outdated workstations are blocked from billing but retain access to the update recovery screen.

12

Daily routine

Operating checklist

Before service
  • Confirm the Server is on and every workstation shows MySQL online.
  • Power on receipt and kitchen printers and check paper.
  • Review reservations, disabled tables, and any unfinished order.
  • Confirm products, prices, tax, and currency.
During service
  • Use one account per person.
  • Send required KOT changes before payment.
  • Watch the KOT badge for new tickets.
  • Cancel reservations that will not arrive.
After service
  • Clear occupied or bill-requested tables.
  • Review totals by payment method and cashier.
  • Record expenses and export required reports.
  • Sign out; keep the Server running while Clients need access.
13

Resolve common issues

Troubleshooting

MySQL is offline or the service cannot complete the request

Wait briefly and restart Bill Bites. On the Server, verify that the Windows service named PlateFlowService and MySQL are running. On a Client, check the configured server address, port, private network, firewall rule, and device approval.

The sign-in page says the service is not running

Restart the app. If the message returns, restart the background service or the Server computer, then reopen the Client.

Access expires soon or the device is locked

Connect to the internet and select Validate registration now. Contact Bill Bites support if the warning remains or the device has been revoked.

The username or password is invalid

Check spelling, letter case, and keyboard state. Ask an administrator to confirm that the account exists and is active. Do not use another person’s account.

A reservation cannot be saved

Read the conflict warning. Choose a table with enough seats and a time that does not overlap another reservation.

A KOT button or the KOT Queue is missing

An Admin must enable kitchen orders in Settings and then enable Dine-in KOT or Takeaway KOT for the required order type.

A printer is missing or the receipt goes to the wrong place

Install and power on the physical printer in Windows, refresh the printer list, map it again, and select Test. Leave Customer receipt on the Windows print dialog if no physical printer is installed.

Sales or profit data is empty

Choose a wider period, clear filters, and refresh after completing a bill. Accounts and Sales register are based on paid orders.

The update service is not available

On a Client, first confirm that the company Server is online and reachable. Then check internet access so the workstation can fall back to Bill Bites cloud. Retry from Settings. Required updates continue blocking only when the installed version is below the signed minimum compatible version.

What to send support

Provide the Bill Bites version, whether the computer is the Server or a Client, the exact message and time, the module and action, and a screenshot with passwords, database credentials, device keys, and payment details removed.

Bill Bites POS 0.7.2

Ready for service.

Use this guide for daily operation and the Word manual for a printable, page-based reference.

Back to the beginning