Business Operations Suite
The Business Operations Suite is a set of four integrated tools designed to give Growth plan merchants full financial visibility and discipline, from day-to-day bookkeeping to pricing strategy, owner's pay, and a structured financial routine.
Growth Plan Feature
Smart Bookkeeping
Log income and expenses, view your P&L, track VAT, and monitor tax liabilities, all in one place
Pricing Intelligence
Build cost profiles for your products, calculate breakeven points, and price confidently for profit
Owner's Pay
Pay yourself first using a structured income split, set the cadence, and record each payment so it never gets skipped
Financial Routine
Build a daily bookkeeping habit with a streak, 30-day score, smart nudges, and an automatic quarterly AI Strategist review
Smart Bookkeeping
Smart Bookkeeping is your financial ledger inside Vaendora. Storefront orders are captured automatically as income entries. You can also log manual income from other revenue streams, services, consulting, wholesale, and more, alongside your business expenses.
What's Inside
Navigate to Business → Bookkeeping. The page is organised into tabs:
| Tab | What It Shows |
|---|---|
| Monthly | Income, expenses, gross profit, and net profit for the selected month. Your main day-to-day view. |
| Income Log | A chronological list of all income entries, auto-captured from orders and manually added. Filter by stream. |
| Expenses | All business expenses by category, COGS, packaging, marketing, staff costs, bank charges, and more. |
| Balance Log | A running log of opening balance, income, expenses, and closing balance by day. |
| Bank Accounts | Your registered business bank accounts used for reference when logging transactions. |
| Annual | A full-year summary showing monthly income, expenses, and profit side by side. |
| Multi-Year | Up to 5 years of annual data for long-term trend analysis. |
| Comparison | Compare any two periods, months or years, side by side. |
| Custom Range | Generate a P&L for any date range you define. |
| Sales Tax | VAT collected on sales and input VAT on purchases, with a net VAT liability summary. |
| Setup | Set your fiscal year start date and configure bookkeeping preferences. |
Logging Income
Vaendora order payments are automatically captured as income entries. For income from other sources, log entries manually:
Go to Income Log
Navigate to Business → Bookkeeping and select the Income Log tab.
Add Income Entry
Click Add Income. Enter the date, amount, income stream (e.g. Service Income, Consulting, Wholesale), and an optional description.
Save
The entry appears in your income log and is immediately reflected in the monthly and annual totals.
Logging Expenses
Go to Expenses
Navigate to Business → Bookkeeping and select the Expenses tab.
Add Expense
Click Add Expense. Select a category (e.g. Cost of Goods Sold, Packaging & Supplies, Marketing & Advertising, Salaries & Wages, PAYE), enter the date, amount, and a brief description.
Save
The expense is logged and deducted from your gross profit in the monthly and annual views.
VAT & Tax Liabilities
The Sales Tax tab tracks the VAT portion of your sales and purchases so you always know your current VAT liability. Use this when preparing your FIRS VAT filing.
Not a Substitute for a Tax Adviser
Pricing Intelligence
Pricing Intelligence helps you build a detailed cost structure for your products so you can price confidently, knowing your margins, breakeven points, and whether each product is actually profitable.
What You Can Do
- Cost Profiles, build a bill of materials for each product, including raw materials, packaging, labour, and overhead costs
- Inventory Costs, log your raw material prices and quantities so cost profiles stay accurate as prices change
- Breakeven Analysis, see the minimum units you need to sell each month to cover your fixed costs
- Depreciation Tracking, log business assets and calculate their depreciation over time as a business cost
Overhead Frequencies (Daily, Weekly, Monthly, Annual)
Overhead costs (rent, internet, salaries, market dues, generator fuel) rarely all bill on the same cadence. Each overhead line lets you record its natural frequency, daily, weekly, monthly, or annually, and Pricing Intelligence converts everything to a normalised monthly figure for breakeven and unit-cost calculations.
This means you can log a ₦500 daily market levy, a ₦15,000 weekly cleaner, monthly rent, and an annual insurance premium side by side without doing the maths yourself.
Accessing Pricing Intelligence
Go to Business → Pricing in your dashboard. From here you can manage your inventory cost library, build product cost profiles, run breakeven analysis, and track asset depreciation. Each sub-tab has an “About this tab” guide at the top, open it the first time you visit a tab to learn what the numbers mean and how to act on them.
Know Your Real Margins
Owner's Pay
Owner's Pay is the structured system for paying yourself a regular salary out of the business. It is built on a simple principle: your pay is the first allocation, not what is left after expenses. Most owners pay themselves last and end up working for free; Owner's Pay flips that order.
The Income Split
Every time money lands in the business, it is mentally (or actually) split into three buckets:
- Owner's Pay, your personal salary. Transfer it to your personal account and live on it. This is what stops you “borrowing” from the business when rent is due at home.
- Expenses, everything the business needs to run: stock, rent, staff, fuel, software, marketing. If a cost can't fit, it's a signal to renegotiate, cut, or raise prices.
- Tax & Savings, park this in a separate account you don't touch. It funds VAT and income tax, plus a buffer for slow months and one-off investments.
A typical starting split for a comfortable business is 30% / 60% / 10%; for a tight one, 20% / 60% / 20%. You can change the percentages at any time as the business grows or the season shifts.
Setting Up Owner's Pay
Navigate to Owner's Pay
Go to Business → Owner's Pay in your dashboard. The setup wizard walks you through the four steps below.
Choose your calculation mode
Pick how each payment is calculated, a fixed amount, a percentage of last period's revenue, or a percentage of last period's profit.
Set the cadence
Decide how often you pay yourself (weekly, fortnightly, monthly, or quarterly) and on what day. Vaendora reminds you when each payment is due.
Record each payment
When the reminder fires, click Review Payment. The amount is calculated for you; confirm and record it. The entry is saved to your bookkeeping under the Owner Drawing category (the standard accounting term for an owner taking money out of the business).
Record-Keeping, Not a Payment Processor
Why ‘Owner Drawing’ Is the Saved Category
Financial Discipline Routine
The Financial Discipline Routine is your financial fitness tracker. Just as a workout app tracks whether you trained today, this page tracks whether you kept your bookkeeping current, because in business the owners who win are the ones who do the small, boring tasks consistently.
Daily entries cost five minutes; monthly catch-ups cost five hours and miss things. Logging on the day means your records reflect reality, your VAT position is accurate, and your pricing decisions are made on real numbers, not guesses.
What the Routine Tracks
- Streak, the number of consecutive days you've logged at least one entry. Aim for 7+.
- 30-Day Score, the percentage of the last 30 days with at least one entry. Above 80% means it's a habit.
- 30-Day Activity Calendar, a green/grey heatmap of the last month so you can spot patterns (e.g. always skipping Saturdays).
- Owner's Pay reminder, surfaces when your next scheduled payment is due so you don't skip a month.
The Four Nudges
- Daily expense reminder, pings you after 6 p.m. WAT if no expenses are logged for the day.
- Weekly review, every Monday, surfaces last week's income and expense totals so you start the new week with a clear picture.
- Gap warning, fires when you've gone 7+ days without an entry, before the gap becomes irrecoverable.
- Annual summary, opens at the start of each new year so you can compare last year vs the year before across income, expenses, profit, and VAT.
Quarterly AI Strategist Review
On the first Monday of each quarter, your AI Business Strategist automatically receives a financial briefing, last quarter's revenue, top expense categories, net profit, and walks you through a structured quarterly business review the next time you open a Strategist conversation. This converts your daily discipline into strategic decisions every 90 days.
Accessing the Routine
Go to Business → Routine in your dashboard. The page opens with a collapsible “About the Financial Discipline Routine” guide that explains every metric and nudge, read it once, then collapse it.