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Complete User Guide

Full reference for all SBMS features

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Overview

The Service Based Management System App is a business management platform designed to streamline your operations from quote to payment. Whether you're managing clients, creating proposals, tracking work across bookings and projects, or analyzing finances — the SBMS App keeps everything organized in one intuitive platform. Access the app at https://sbms.nakelgreen.com.ng.

Who uses SBMS?

  • • Entrepreneurs and solopreneurs
  • • Consultants and freelancers
  • • Small to medium businesses
  • • Service-based organizations

Core workflow

Client → Quote → Booking → Invoice → Payment → Financial Reporting

All Modules

Understanding SBMS modules

Each module handles a specific part of your business workflow.

Dashboard

Your business overview at a glance. See revenue, bookings, invoices, and key metrics.

Revenue summaryQuote to booking conversionInvoice and payment statusCash flow snapshot

Clients

Manage customer records, contact details, and communication history.

Create and edit clientsTrack client detailsView client historyArchive inactive clients

Services

Define your offerings and pricing. Reuse services across multiple quotes.

Create services with pricingManage descriptionsUpdate pricesArchive unused services

Quotes

Build professional quotes and send them to clients for approval.

Create quotes with servicesTrack quote statusSet expiration datesConvert to bookings

Bookings

Confirmed work orders for a single client. Track progress, schedules, and linked invoices.

Create and manage bookingsTrack progress statusAssign resourcesLink documents

Projects

Multi-client work packages. Link two or more clients to a single quote and manage collective delivery, billing, and invoices.

Create multi-client projectsAttach multiple clients to one quoteTrack shared scope and milestonesGenerate consolidated invoices

Invoices

Auto-generated from bookings, projects, or created manually. Track payment status and send to clients.

Auto-created from bookingsPost to General LedgerSend to clientsTrack payment status

Payments

Record incoming and outgoing payments. Link to invoices and track reconciliation.

Record payments receivedLink to invoicesTrack payment methodsMonitor outstanding balances

Finance Overview

Deep financial insights. Revenue, profitability, cash flow, and comprehensive reporting.

Revenue trendsProfitability analysisCash flow monitoringGeneral ledger accessExport reports

Core Workflows

Quote → Booking → Invoice

The most common workflow: propose work with a quote, get approval, then convert to a booking or a project depending on whether the work involves one client or multiple clients. Invoices are generated automatically from the confirmed work.

Step 1: Create quote with services and pricing

Step 2: Change quote status to "Accepted" when client approves

Step 3: Choose "Convert to Booking" for a single client, or "Convert to Project" when the quote includes two or more clients

Step 4: Review the booking or project details

Step 5: Post invoice to General Ledger (if accounting is required)

Recording Payments

Track money received from clients against invoices.

Step 1: Go to Finance → Payments

Step 2: Click "+ Record Payment"

Step 3: Link to invoice, enter amount, date, method

Step 4: Invoice status updates (Partially Paid → Paid)

Financial Reporting

Monitor business health and generate reports.

View: Dashboard → See real-time revenue, bookings, invoices

Analyze: Finance → Overview → Review detailed metrics

Export: Reports → Download CSV/PDF for external use or accounting software

Guidelines

Best practices for SBMS

Proven strategies for clean data and smooth workflows.

✅ Do

  • • Use consistent naming for clients and services
  • • Set quote expiration dates
  • • Save work before leaving a page
  • • Review totals before sending quotes
  • • Attach supporting documents
  • • Reconcile payments regularly
  • • Archive old records instead of deleting

❌ Avoid

  • • Creating duplicate client records
  • • Leaving drafts unsaved
  • • Mixing currencies in one workflow
  • • Deleting history (use archive)
  • • Recording payments without invoice links
  • • Ignoring overdue invoices
  • • Skipping GL posting if required for accounting

Frequently Asked Questions

Can I create multiple quotes for one client?

Yes, create as many quotes as needed. Each quote can be tracked independently and converted to bookings separately.

What happens when I post an invoice to GL?

The system creates accounting entries (double-entry bookkeeping). Debit to Accounts Receivable, Credit to Sales Revenue. Balances are automatically maintained.

Can I edit an invoice after posting?

No, posted invoices are locked. Create a credit note or adjustment instead for corrections.

How do I track partial payments?

Record each payment separately. Invoice status updates to "Partially Paid" until the full amount is received.

Can I bulk import existing data?

Yes, contact support or your admin for bulk import assistance. CSV import is available for most modules.

Where do I see overdue invoices?

Go to Finance → Invoices and filter by status "Overdue" to see past-due amounts.

Troubleshooting

Can't convert quote to booking

Solution: Quote must be in "Accepted" status. Ensure at least one service is added. Check that client is selected.

Invoice amount incorrect

Solution: Verify all services have prices entered. Check quantities are correct. Ensure no taxes or discounts changed the total.

Payment won't record

Solution: Ensure invoice is linked. Payment amount must be positive. Check date is not in the future.

Lost access to page

Solution: You may need additional permissions. Contact your organization administrator to grant access.

Page loads slowly or times out

Solution: Clear browser cache. Try a different browser. Use wired internet. Retry during off-peak hours.

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