Management for retail shops
Everything behind the counter, in order.
Your team clocks in with the QR code at the entrance, vacations are approved against a balance, supplier invoices read themselves and the office talks to every shop. Your POS keeps taking payments at the counter.
QR clock-inVacation with balancesSupplier invoices read automaticallyOne price per company
The shutter goes up At the entrance, the “QR codes” screen in projection mode; the code is about to expire.
Everyone, with their own phone Laura and David point their own phones at the code: “Clock-in recorded”.
The code expires It expires and a new one appears, valid for 30 seconds: an older photo no longer works.
Clock-in recorded Marta clocks in with the new code. Every clock-in is sealed with its SHA-256 fingerprint.
At a glance
UTILIA OS for retail, on one page.
UTILIA OS is behind-the-counter management for shops in Spain with a team: the time record the law requires, with a QR code at the entrance; vacation with balances; supplier invoices read by AI and chat with every shop. It is not a POS: it works alongside yours.
What happens before opening and after closing, in one place. What happens at the till, on your POS.
UTILIA OS
Behind-the-counter management
- Who it is for
- From 1 shop Retailers with one shop or several that already take payments with their own POS, whether you run it alone or with a team.
- What it is not
- Not a POS It works alongside yours: it does not take payments at the counter, close the till, print sales receipts or manage stock. It does not build shift rotas either.
- What it includes
- 19 modules QR clock-in, vacation and leave with balances, supplier invoices and receipts read automatically, standard and simplified invoices, chat and training; each plan includes its own.
- Several shops
- 1 department per shop With its own schedule and clock-in method; and, if you invoice from each one, its own invoice series.
- Where
- Web Mac, Windows and mobile The same UTILIA OS in the browser, in the desktop app and in the mobile app for iPhone and Android, which people can also clock in from.
- Made in
- Canary Islands By UTILIA SERVICIOS IA S. COOP. CAN., a cooperative based in Las Palmas de Gran Canaria.
- Price
- €99.00 a month Professional, with time tracking and leave, paid yearly; Essential, 49 €. Per company, excluding taxes. See the three plans.
- Trial · 14 days
- €0.00 No card. If you do not save one, nothing is charged when it ends.
Total today€0.00
No card
Behind the counter
What runs on paper and messages today, in one place.
What happens before opening and after closing is the shop too.
- Today, Paper: A paper sign-in sheet next to the till now, HR: Clock-in with the QR code at the entrance, sealed and kept for four years
- Today, Group chat: August vacations, negotiated in a group chat now, HR: Each person requests their days and you see who is out each week
- Today, Shoebox: A shoebox of supplier invoices now, Finance: Upload them or take a photo and they read themselves
- Today, By hand: The same invoice entered twice now, Finance: A possible-duplicate warning before saving it
- Today, Group chat: Office notices mixed with personal messages now, Chat: A channel per shop in the company chat
- Today, Word of mouth: Explaining everything to new starters by word of mouth now, Training: Video courses and each person’s progress
Supplier invoices
Supplier invoices, read automatically.
Upload invoices and receipts, or take a photo with your phone. The AI reads each one and creates the expense; if you already had it, it asks before saving it twice.
- As PDF, image or straight from the phone camera
- Possible-duplicate warning
- Approval before paying
Expenses come in as drafts or approved, depending on your permissions, and are marked as paid when you record the payment.
Team vacations
August, with no surprises.
Each person requests their days. Before saying yes, you see on the team calendar who else is out that week; once approved, the balance updates on its own.
- Balance per person and year
- Approval on one or more levels
- Everyone else sees “Out”, without the reason
UTILIA OS does not build shift rotas.
Time tracking
The time record the law requires, at the shop door.
No time clocks: a screen with the code and each person’s phone. It is sealed, kept and exported for the Labor Inspectorate.
30s
is how long the QR code lasts: a photo cannot clock in for someone else
SHA-256
the fingerprint that seals every clock-in
9
incident types detected automatically, such as a missing clock-out
80h
annual overtime cap from article 35, with an alert at 80%
4
formats for the Inspectorate: PDF, Excel, CSV and XML
4years
of retention, with no way to turn it off
And more
The rest of the shop, in the same place.
Several shops
Each shop, a department with its own schedule, clock-in methods and, if you want, the location people clock in from.
Invoices for businesses
Standard or simplified, with VAT or IGIC, the equivalence surcharge or the IGIC retailer regime, and one series per shop if you want it.
Chat with the office
A channel per shop, threads and voice and video calls. Voice notes are transcribed automatically.
Training for new starters
Courses with videos and documents and each person’s progress, lesson by lesson. No certificates.
Professional
Raise the shutter with everything in order.
Professional 99 € a month per company, paid yearly. Excl. taxes.
Time tracking, leave and training come with Professional. Invoices, expenses, suppliers and chat already come with Essential.
Message us on WhatsApp9:00 a.m. to 7:00 p.m., Canary Islands time- Trial14 days, no card
- Users included5 · +15 € per extra user
- Paid yearlysave 360 € a year
- Month to month129 € a month
What shops usually ask
You show the UTILIA OS QR code on a screen or tablet at the entrance, and each person clocks in with their own phone when they arrive, when they leave and for breaks. The code expires after 30 seconds, so a photo cannot be used to clock in for someone else. Every clock-in is sealed with its SHA-256 fingerprint, kept for four years and exported for the Spanish Labor Inspectorate.
No. UTILIA OS is not a point-of-sale system: it does not take payments at the counter, close the till or print sales receipts. It works alongside the POS you already have and runs what happens behind the counter: the team, time tracking, suppliers, invoices for business customers and your conversations with each shop.
No. UTILIA OS does not manage a shop’s stock or inventory today. Keep using the tool you already have for that.
Yes. Each shop can be a department with its own schedule, its clock-in methods and, if you want, the location people clock in from; time records can also be exported by department. If you invoice from each shop, each one can have its own invoice series.
Each person requests their days in UTILIA OS and the approver decides, on one or more levels. Vacation, personal days and compensatory rest carry a balance per person and year, and the team calendar shows who is out each week; everyone else sees “Out”, without the reason. It does not build shift rotas.
Yes. When you invoice you choose a standard or simplified invoice, with Spanish VAT or IGIC. In the tax settings you can choose the equivalence surcharge regime or, in the Canary Islands, the IGIC retailer activity, and your supplier invoices also record the surcharge. If you are unsure which regime applies to you, ask your advisor.
No. A screen or tablet showing the code at the entrance and each person’s phone are enough. People can also clock in from the browser or the mobile app. No fingerprints and no facial recognition.
Time tracking, leave and training come with Professional: 99 € a month per company paid yearly or 129 € month to month, with 5 users included and 15 € a month per extra user. Invoices, expenses, suppliers and chat already come with Essential, from 49 € a month. Excluding taxes. You can try it for 14 days with no card.