Complete product guide
Run MyTabulon without hunting around.
A compact map of every major workspace surface: setup, plans, search, AI, memory, automations, CRM, inventory, operations, files, invoices, payments, payouts, payroll, analytics, accounting, integrations, mobile, security, and troubleshooting.
Fast path
Open the dashboardStart from the live business overview, then use search or the sidebar to jump.Finish company setupLogo, currency, contact details, social links, billing, payout, and deletion safety live in settings.Check plan limitsFree, Plus, Pro, and Max control capacity, AI, storage, recurring rules, approvals, payroll fees, and payouts.Use global searchFind features and records across clients, leads, invoices, deals, tasks, files, expenses, team, and AI chats.Ask Maximo AIUse chat, voice, files, tools, memory, sources, and session organization when the work needs help.
Start here
The core operating loop
MyTabulon is designed so each module feeds the next one: company setup brands the workspace, plans set capacity, search finds work, CRM creates revenue context, inventory feeds invoices, operations and files prove delivery, payments feed accounting, payroll handles staff money, and Maximo AI plus memory help operate across the full system.
From lead to paid client
From inventory to delivery
- 1Create stock items with cost, sale price, supplier, and low-stock threshold.
- 2Review Inventory AI reorder, margin, reservation, and dead-stock signals.
- 3Create purchase orders or reserve stock for invoices and projects.
- 4Use items on invoice lines so stock moves when invoices are paid.
- 5Track the delivery work inside Operations.
From project to organized proof
From employee to payroll run
From question to AI-assisted action
Command center
Dashboard Overview
The dashboard is the first operating view after login. It pulls business health, activity, plan state, navigation, notifications, and quick access into one compact workspace.
- Use the desktop sidebar or mobile menu to move between AI, Money, Operations, People, and Admin areas.
- Watch the top navigation for global search, notifications, guide access, profile controls, and company context.
- Dashboard widgets summarize revenue, invoices, clients, inventory, operations, and recent activity.
- Plan-required or plan-limit screens point to Plan & Billing instead of failing silently.
- Employee Viewer accounts get a reduced workspace focused on assigned tasks, profile settings, and personal notifications.
Find anything
Global Search
Search is a fast command surface in the dashboard header. It returns matching feature destinations and business records that belong to the active company.
- Press Ctrl K or click the search field to open the search panel.
- Feature results include Dashboard, Maximo AI, Automations, Inventory, Leads, Clients, Customers, Pipeline, Operations, Tasks, Files, Invoicing, Accounting, Team, Billing, and Settings.
- Record results include clients, leads, inventory, invoices, quotes, deals, projects, tasks, files, expenses, team members, and AI chats.
- Use arrow keys, Enter, and Escape for quick keyboard navigation.
- Search is company-scoped and subscription-aware, so records from another company or inaccessible workspace will not appear.
Workspaces
Companies, Registration & Recovery
A MyTabulon user can own or access multiple business workspaces depending on plan capacity. Company records carry identity, plan, access, and deletion state.
- Register a company, verify its email, choose a username, and complete the setup flow before operating.
- Use Companies to switch, create, or manage additional business accounts when the plan allows it.
- Company capacity is plan-gated: Free and Plus include 1 business account, Pro includes 3, and Max includes 10.
- Business deletion is protected by confirmation and has a recovery window before permanent removal.
- Recover Business handles businesses scheduled for deletion when recovery is still available.
Access and limits
Plans, Billing & Workspace Access
Plans define the amount of business the workspace can hold. They control team capacity, storage, invoices, active payment links, recurring invoice rules, CRM records, operations, accounting, memory, AI, voice, payout fees, and payroll fees.
- Free includes one owner workspace, 1 GB storage, basic CRM, invoices, inventory, accounting, projects, tasks, and text-only Maximo AI with DeepSeek models.
- Plus adds 10 GB storage, two team members, recurring invoice rules, stronger business capacity, attachments, and shared voice minutes.
- Pro adds three business accounts, ten team members, 100 GB storage, approvals, exports, higher recurring rules, and much larger AI limits.
- Max adds ten business accounts, fifty team members, 1 TB storage, high-volume limits, and the highest AI and voice capacity.
- Monthly and six-month billing are available, with checkout, renewal, upgrade preview, cancellation, and manage links handled through Plan & Billing.
- A 402 response usually means a plan, paid tier, or specific plan cap is blocking the action.
Identity
Business Setup
Business settings define how the company appears to customers and how internal records calculate money, brand documents, and route payments.
- Keep legal name, DBA, logo, email, phone, address, website, social links, currency, and company contact details current.
- Logo and social details appear on public payment pages, PDFs, emails, and customer-facing records.
- Default currency affects invoices, inventory values, accounting, analytics, payment links, and payroll availability.
- Business settings include subscription snapshot, billing links, payout setup, social media, and secure deletion controls.
- Owners and administrators can edit business details; restricted roles should use profile settings for personal updates.
Personal settings
Profile Settings
Profile settings handle the signed-in user identity separately from the company identity. That distinction matters for owners, team members, and employee viewers.
- Update personal name, phone, contact email, job title, profile photo, and personal social links.
- Team members use their team profile data for job title and role display.
- Owners and administrators can also update company contact fields from profile settings when allowed.
- Profile photos upload separately from company logos.
- Employee Viewer accounts can always reach profile settings even when other business modules are restricted.
Alerts
Notifications & Preferences
Notifications keep business activity visible without forcing users to watch every module. Preferences control in-app, email, WhatsApp, Telegram, and push behavior where configured.
- Open notifications from the top navigation or mobile header to review recent business events.
- Preferences can be edited by category, including operational activity, customer activity, payments, reminders, team, automations, and system notices.
- Push subscription support lets supported browsers receive alerts after permission is granted.
- WhatsApp and Telegram delivery depends on connected messaging accounts and enabled preferences.
- Mark individual notifications or all notifications as read to keep the feed tidy.
Connections
Google Calendar, WhatsApp & Telegram
Integrations connect MyTabulon work to calendars and messaging channels so appointments, notifications, and AI handoffs can leave the browser when needed.
- Google Calendar connects from Settings > Integrations with OAuth, calendar selection, sync settings, import, manual sync, and disconnect controls.
- Calendar sync can move MyTabulon appointments into Google Calendar and import external events when enabled.
- WhatsApp and Telegram link flows validate a token, ask the user to accept terms and privacy, then attach the messaging account to a company.
- Messaging connections can be paused, linked, disconnected, and used by notification delivery when backend credentials are configured.
- Terms and Privacy pages are part of public onboarding for integration consent and user trust.
AI operator
Maximo AI Chat, Voice, Files & Tools
Maximo AI is the business assistant inside MyTabulon. It can chat, use model-specific reasoning controls, work with attachments, run workspace tools, cite sources, create shares, and organize sessions.
- Choose available models based on plan: DeepSeek, Maximo Pandora, GPT-5.5, Gemini, and voice options appear when unlocked.
- Reasoning effort controls balance speed and depth; preferences are saved by model.
- Attach supported images, PDFs, text files, audio, video, and other documents when the plan allows attachments.
- Voice sessions use the shared voice pool and per-period limits shown in AI usage.
- Session tools include pin, rename, delete, branch from a message, move into projects, rate responses, and submit feedback.
- Shared chat links can expose a selected turn or conversation snapshot without giving dashboard access.
- Tool events show when Maximo reads, creates, updates, deletes, calculates, searches, or works across MyTabulon records.
Company context
Business Memory
Business Memory stores durable facts, preferences, style notes, and source-backed context so Maximo can reason with company knowledge instead of starting from zero each time.
- Create manual memory with title, content, type, visibility, review status, tags, importance, retention, and expiry.
- Memory can be company-visible or private, approved or pending review, pinned or normal, active or forgotten.
- Auto-captured and source memories can come from chats, clients, invoices, files, operations, and customer activity.
- Review pending memories before they become trusted context.
- Conflict detection highlights contradictory memory so the business can resolve what Maximo should trust.
- Retention tools can forget expired memories and reindex stored memory chunks.
- Plan caps limit how many memory items the business can keep.
Proactive work
AI Automations
AI Automations monitor business signals, schedule workflows, prepare drafted actions, run background AI jobs, and keep approval gates visible.
- Automations are paid-plan features; Free users are sent to Plan & Billing when they try to create or run workflows.
- Overview shows live signals, active workflows, recent runs, awaiting approvals, drafted actions, and AI jobs.
- Workflows can be built from monitors, schedules, frequency, weekday, time, and action templates.
- Runs and approval gates let humans approve sensitive automated work before execution.
- Background AI jobs run outside live chat and return durable analysis records.
- Use automations for reminders, low-stock checks, invoice follow-up, delivery signals, and other repeatable business attention.
Permissions
Team Board & Role Access
The Team Board manages people who can operate inside the business workspace. Roles control who can administer the company, manage records, and invite others.
- Invite team members by email and track pending invitations.
- Assign roles such as Owner, Administrator, Manager, Member, and Viewer according to the access model.
- Edit job titles, change roles, resend invites, and remove members from the Team Board.
- Team capacity follows plan limits: Free has owner-only access, Plus has 2 members, Pro has 10, and Max has 50.
- Team invite acceptance happens through the public Accept Invite flow, then the user joins the company workspace.
- Employee Viewer accounts remain restricted until promoted by an administrator.
Staff directory
Employees & Onboarding Links
Employees are the internal staff directory and the bridge into payroll readiness. They can exist as records, invited employee viewers, or promoted team members.
- Track employee name, email, job title, status, onboarding state, invite state, and activity.
- Send or resend onboarding links from the Employees page.
- Filter by active, invited, suspended, or removed status and search by name, email, or job title.
- Edit employee profile details and promote eligible employee viewers when they need broader access.
- Payroll profiles attach salary and bank details to employee records before payroll runs.
Prospects
Leads
Leads capture prospects before they become customers, clients, or pipeline opportunities.
- Create leads with name, company, email, phone, source, stage, priority, expected value, owner, and notes.
- Filter by stage and priority, search the list, and watch summary metrics for open leads, pipeline value, weighted value, and hot leads.
- Managers and administrators can assign leads broadly; members can work records they own.
- Convert qualified leads into clients when the relationship is ready.
- Lead activity also appears in the Customers timeline view.
Deals
Sales Pipeline
The Sales Pipeline turns opportunities into a visual board of deals, stages, probabilities, values, owners, and next steps.
- Create deals directly or seed them from a lead.
- Move deals between stages and update probability, status, expected close date, and value.
- Create, edit, reorder, and delete stages when the role and plan allow it.
- Pipeline stages can be default or custom and are capped by plan.
- Use the board to see where revenue is stuck before converting work into invoices or operations.
Lifecycle
Customers & Activity Timeline
Customers gives a unified lifecycle view across leads and clients so follow-ups, reminders, notes, meetings, and history stay reachable.
- Search customers by person, company, email, or phone.
- Filter by lifecycle status and see due reminders from customer activity.
- Open a customer to edit profile fields, lifecycle status, source, tags, and next reminder.
- Log calls, emails, meetings, notes, reminders, and completed activities.
- Customer activity feeds notifications and business memory when relevant.
Accounts
Clients, Notes, Attachments & History
Clients are customer accounts used by invoicing, payment history, activity logs, notes, attachments, and relationship context.
- Create, edit, delete, search, filter, import, export, and open client detail records.
- Store tax IDs, addresses, lifecycle stage, source, tags, owner, and contact details.
- Add client notes and attachments where the plan allows.
- Client detail pages show invoice history, payment history, notes, attachments, and activity.
- Invoices reuse client data so billing details, emails, and public payment pages stay consistent.
Stock
Inventory & Stock Movement
Inventory tracks items, SKUs, suppliers, quantities, cost, sale prices, low-stock thresholds, and stock status while feeding invoices and operations.
- Create items with SKU, category, tags, quantity, unit, low-stock alert, supplier, notes, cost price, and sale price.
- Search by name, SKU, category, supplier, or notes and filter by category or stock state.
- Watch item count, stock value, low stock, and out-of-stock summary metrics.
- Attach inventory items to invoice lines to reuse descriptions and sale prices.
- Paid invoices reduce linked stock and record movement history.
- Plan caps limit the number of inventory items a company can create.
Stock intelligence
Inventory AI, Purchase Orders & Stock Controls
Inventory AI adds operational stock intelligence on top of the item list, helping teams act on reorder, supplier, reservation, margin, dead-stock, and count signals.
- Review reorder recommendations, reserved stock, incoming units, open purchase orders, dead stock, disputes, and average margin.
- Create purchase orders from recommendations or manually, then receive purchase orders when stock arrives.
- Reserve stock for manual holds, invoices, or projects so availability stays honest.
- Record stock counts and resolve discrepancies with or without applying stock adjustment.
- Review supplier performance, margin health, dead stock, and discrepancy signals from the Inventory AI panel.
- Reservations, purchase orders, stock counts, and AI signals depend on inventory data and plan capacity.
Delivery
Business Operations
Operations tracks the work that delivers revenue: projects, jobs, work orders, tasks, appointments, notes, documents, approvals, budgets, and audit history.
- Create projects for internal initiatives, service work, client jobs, and billable delivery.
- Track status, priority, owner, linked client, linked deal, linked invoice, budget, location, start date, due date, and completion.
- Use appointment calendar or list view for meetings, calls, site visits, reviews, and delivery windows.
- Attach documents, capture notes, request approvals, and review audit logs from the operations area.
- Operations APIs allow employee viewers to read and update assigned task work while restricting broader workspace tools.
- Plan caps apply to projects, open tasks, notes, appointments, documents, and approvals.
Assigned work
Tasks
Tasks give each person a focused view of assigned work, priorities, due dates, status, and task notes.
- Create tasks from Operations or use the Tasks page to focus on assigned work.
- Track task status, priority, owner, project context, due date, and notes.
- Employee Viewer accounts can access assigned tasks and task notes without receiving full business access.
- Task updates can feed notifications and operational audit history.
- Open-task capacity is controlled by plan limits.
Documents
File Manager
File Manager is built on operation documents and gives the business a searchable place for specs, contracts, receipts, deliverables, reference files, and handoff material.
- Upload files, create folders, preview supported formats, rename items, move items, and bulk-move selected files.
- Filter by project and search by file name, notes, project name, or category.
- Use folder breadcrumbs to keep documents organized without losing project context.
- File icons identify images, videos, audio, PDFs, text, Word documents, spreadsheets, presentations, folders, and other uploads.
- Storage usage is calculated from active files and compared with the current plan limit.
- Uploads require subscription access and are blocked when they would exceed storage allowance.
Billing
Quotes, Invoices, Tax, Discounts & Recurring Billing
Sales and Revenue covers the customer billing path from quote to paid invoice, including documents, links, receipts, refunds, credit notes, tax, and recurring profiles.
- Create quotes and convert accepted quotes into invoices.
- Create, edit, cancel, email, and download invoice PDFs.
- Add line items, inventory items, purchase order numbers, due dates, notes, terms, tax, and discounts.
- Configure Tax/VAT settings so new invoices can inherit default rates.
- Create recurring invoice profiles for weekly, monthly, quarterly, or yearly billing where the plan allows it.
- Record partial payments, refunds, credit notes, and receipt PDFs.
- Invoice AI insight can summarize collection risk and next steps for an invoice.
Collections
Payment Links & Activity Tracking
Payment links create secure customer-facing payment pages for invoice collection. The invoice number is a business reference; the long token in the link is the access key.
- Generate or copy a payment link from Invoicing by clicking the link action or opening an invoice.
- NGN payment links initialize Paystack checkout; other currencies initialize Dodo Payments checkout.
- Customers see company branding, logo, DBA, website, social links, invoice details, and payment reference.
- Track opens, visitors, time spent, pay clicks, checkout starts, provider redirects, social clicks, and verified payments.
- Use Refresh in Payment Link Tracking after sharing a link to pull the newest events.
- Subscription payments for MyTabulon itself are separate and live under Plan & Billing.
Bank transfers
Payouts To Bank
Payout settings help the business move collected money into a bank account while accounting for thresholds, fees, OTP finalization, and transfer status.
- Connect payout bank accounts by resolving the bank and account number through Paystack.
- Choose a default payout account and remove old accounts when they are no longer used.
- Set minimum threshold and auto-payout behavior.
- Decide whether Paystack collection fees, transfer fees, stamp duty, and MyTabulon payout fees are absorbed by the business or passed through.
- Run payout manually, finalize OTP-protected transfers, and refresh transfer status.
- Payout fee caps depend on the plan tier.
Salaries
Payroll, Funding & Salary Runs
Payroll handles Nigerian salary operations from employee profile readiness to funding, transfer fees, salary adjustments, approval rules, and accounting entries.
- Payroll is built around employee profiles with salary, bank, tax, pension, notes, and enabled state.
- The page checks access, country, and NGN currency requirements before payroll tools can run.
- Fund a dedicated payroll balance through Paystack before sending salaries.
- Run payroll for all ready employees or selected employees with period start, period end, and pay date.
- Create fines, bonuses, deductions, and allowances as employee adjustments.
- Configure auto-pay rules, owner approval rules, frequency, default payment day, and payroll merchant status.
- Payroll creates accounting entries and uses plan-based MyTabulon fee caps per employee transfer.
Insight
Analytics & What-if Planning
Analytics turns business records into performance snapshots and scenario planning so owners can see trends, risks, and cash choices before acting.
- Review overview analytics by weekly or monthly period where the data is available.
- Use revenue, client, sales, operations, inventory, and cash signals to understand business direction.
- Run what-if scenarios to model changes like revenue shifts, cost changes, salary assumptions, and other planning levers.
- Use analytics alongside accounting for a practical view of money and operating health.
- Analytics is company-scoped and requires subscription access.
Finance
Accounting, Expenses, Cash Flow & Reconciliation
Accounting connects money movement to invoices, payroll, expenses, receivables, payables, budgets, accounts, transactions, tax categorization, reports, and reconciliation.
- Review revenue, expenses, profit, cash flow, receivables, payables, and financial intelligence.
- Create expenses manually or from receipt text when the plan allows receipt extraction.
- Manage chart of accounts, finance accounts, transactions, exchange rates, budgets, and variance.
- Paid invoices and payroll runs create finance transactions for cleaner records.
- Use reconciliation tools to match, review, and mark accounting transactions.
- Export accounting reports on Pro and higher plans.
Responsive work
Using MyTabulon On Mobile
The mobile layout keeps the same operating system usable in smaller spaces, with compact navigation, touch-friendly controls, and installable PWA assets.
- Use the top-left menu button to open dashboard navigation on mobile.
- Use the guide icon from the mobile header when you need help.
- Open notifications from the mobile header to review business updates.
- Forms, invoices, clients, inventory, operations, files, billing, settings, and chat collapse into mobile-friendly sections.
- The app ships web manifest, icons, service worker bootstrap, and PWA assets for install-like behavior where supported.
- If a table feels dense on mobile, use search, filters, cards, or record detail views instead of trying to scan every column.
External surfaces
Public Pages, Sharing & Legal Pages
Public pages are built for people outside the dashboard: prospects, invitees, payment recipients, shared chat viewers, integration users, and legal readers.
- Landing and pricing pages explain the product before login.
- Payment pages let customers pay invoices without receiving dashboard access.
- Shared chat pages show selected Maximo AI content without exposing private workspace navigation.
- Accept Invite lets team members join through a verified invitation token.
- WhatsApp and Telegram connect pages validate link tokens and handle consent.
- Privacy and Terms pages support registration, integration consent, and trust.
Trust
Security, Access & Safe Sharing
MyTabulon separates internal workspace access from customer-facing links and public pages. That separation protects business records while still allowing payments, invites, and shares.
- Dashboard pages require authentication and company access.
- Team roles and employee viewer restrictions limit sensitive business tools.
- Payment links use long random tokens; invoice numbers are references, not secrets.
- Share payment links, PDFs, receipts, emails, invites, or chat shares with customers instead of dashboard URLs.
- Keep payment, AI, email, calendar, WhatsApp, Telegram, and storage secrets in backend environment variables only.
- Plan-gated APIs verify company access, subscription state, plan tier, and plan caps before mutating records.
- File uploads and operation documents count against plan storage allowance.
Help
Common Issues & What To Check
When something feels stuck, start with the workflow area and the dependency most likely to be missing: plan, company access, role, provider setup, currency, storage, or record ownership.
- A 401 means the session needs login again; a 403 usually means the role or company access is not allowed.
- A 402 means a plan, paid tier, or plan cap is blocking the action.
- If records do not appear, confirm the selected company, active subscription, search query, and ownership filters.
- If checkout fails, confirm Paystack, Dodo Payments, email, and backend payment environment variables are configured.
- If payroll is unavailable, confirm the business is in Nigeria, uses NGN, has employees with payroll profiles, and has enough payroll balance.
- If Google Calendar, WhatsApp, Telegram, or notifications do not work, confirm the integration is connected and backend credentials are configured.
- If upload fails, check file size, file type, plan storage, active subscription, and operation document caps.
- If Maximo cannot use a file or model, check plan attachment limits, AI model access, token usage, and file size.
Fast answers
Easy FAQs
What should I do first after creating a business?
Open Business Settings, complete the company profile, set the currency, upload the logo, confirm billing, then add clients, inventory, or leads depending on what the business sells.
Why do I see a plan or upgrade message?
The app checks plan tier, subscription state, and usage caps before opening or changing protected records. A 402 response usually means the plan is free, inactive, or has reached a limit for that feature.
Which records can global search find?
Global search can find feature pages plus clients, leads, inventory, invoices, quotes, deals, projects, tasks, files, expenses, team members, and AI chats within the active company.
When should I use Leads, Customers, and Clients?
Use Leads for prospects, Customers for lifecycle and activity timeline across leads and clients, and Clients for billing-ready accounts used by invoices and payment history.
How do payment links stay safe?
Payment links use long random tokens. Share the generated link, receipt, PDF, or email with customers, not a dashboard URL. The invoice number helps the business identify a document but is not the secret.
Why is payroll not available for my business?
Payroll requires the right workspace access, Nigeria/NGN business setup, payroll-ready employee profiles, Paystack funding, and enough balance for salaries and fees.
What is Business Memory used for?
Business Memory stores durable company knowledge for Maximo AI: facts, preferences, style, source records, private notes, approved memories, retention rules, and conflict checks.
What is the difference between Maximo AI chat and AI Automations?
Chat is live, conversational work. Automations are proactive monitors, scheduled workflows, approval-gated actions, and background AI jobs that keep running outside a live chat.
How should I organize files?
Use File Manager for active business documents, folders for structure, projects for context, and file notes for meaning. Storage usage counts against the company plan limit.
How do inventory reservations work?
Reserve stock manually or against an invoice or project when availability must be protected. Reservations keep available quantity honest until released or fulfilled.
Where do Google Calendar settings live?
Open Settings, choose Integrations, then connect Google Calendar. From there you can choose calendars, save sync preferences, import, sync, disconnect, or remove imported events.
Can employees access the whole dashboard?
Not by default. Employee Viewer accounts can access profile settings, assigned tasks, and personal notifications until an administrator promotes them to broader team access.
Where do payouts go?
Payouts go to the connected default bank account in Business Settings. Manual and auto payout behavior depends on threshold, fee settings, OTP finalization, and Paystack transfer status.
What should I check when uploads fail?
Check subscription access, file size, storage usage, operation document caps, supported type, and whether the business still has room under its plan allowance.
Keep moving
Go back to the workspace with context.
Use the dashboard for the work itself, and return here when a user needs a fast explanation, a workflow map, or the right page link.