# Business Suite — ERP, CRM, HR, payroll & POS | 4Ys Source: https://4ys.org/services # The systems behind the sale. The agent books the meeting. Then the quotation, the invoice, the stock movement, the payslip and the VAT return all have to happen somewhere. This is that somewhere. [Book a call](/contact)[Ask a question on WhatsApp](https://wa.me/96876003510) ## What running on one system changes The 4Ys Business Suite is the platform underneath the AI agents: finance, stock, manufacturing, procurement, HR, payroll, projects and the counter, deployed and operated by us rather than sold as a login. ### One database The agent writes where the business already runs. A lead, the quotation, the invoice and the delivery note are one record at four points in its life. Nothing is re-typed between tools, and nobody has to reconcile two systems that disagree about the same customer. ### Your data, your server Hosted by us, or handed over entirely. By default each client runs on infrastructure managed by 4Ys, kept separate from every other client, with daily automated backups. The alternative is a full deployment onto your own infrastructure, in any region, with handover documentation — the same system, your hardware, your keys. ### Written for Oman The local rules are in the software, not in a spreadsheet beside it. VAT return-ready reporting for the Oman Tax Authority. Gratuity and end-of-service benefits calculated under Omani labour law. An Arabic interface alongside English. A point of sale that keeps selling when the connection drops and syncs when it returns. ### Everyone in one place No per-seat maths before adding a person. Users are unlimited, so the warehouse and the accountant are in the same system as the sales team. Access is role-based down to the module, and every change carries an audit trail of who made it, when, and from where. EJ Real Estate, Muscat — five separate tools replaced by one system, and 200+ messages a day answered inside it. ## Everything the sale touches. 121 modules, on one database. The AI sales agent writes into the same system that runs your finance, stock, payroll and counter — so a lead, an invoice and a delivery note are the same record at three different points in its life. ### AI & Automation Work that continues when nobody is at a desk. 11 modules WhatsApp Automation Automated message flows, instant replies, lead qualification, appointment confirmations, follow-ups, and broadcast messaging - running 24/7 without human intervention. AI Chatbots (Multi-Channel) Conversational AI across WhatsApp, Instagram DMs, and email - answering FAQs, capturing leads, routing queries, and handling support autonomously. Midnight AI Agent A dedicated in-house AI agent that streamlines day-to-day operations, connects departments, surfaces insights, and automates repetitive tasks across your entire business. AI Receptionist / Voice AI AI-powered voice receptionist handling inbound calls, answering questions, and booking appointments automatically. Workflow Automation Trigger-based automation flows executing actions across CRM, finance, HR, and communication tools without manual input. Complex & Conditional Automation Multi-step, logic-based automation with branching conditions, so a process with exceptions in it still runs without someone shepherding each case. Business Process Automation Custom automations built around any area with inefficiencies - from stock reordering to client follow-ups, report generation, and staff alerts. Server Scripts & Scheduled Jobs Custom server-side scripts that run on schedules or triggers - automated report generation, data cleanup, recurring invoices, and system maintenance tasks. Webhooks & API Integration Connect to any external system via webhooks and REST APIs - payment gateways, shipping providers, government portals, and third-party tools. Document Auto-Generation Auto-generate contracts, offer letters, delivery notes, and custom documents from templates with merged data fields. Notification Rules Engine Configurable notification rules that alert the right people via email, SMS, WhatsApp, or system notifications based on any business event. ### CRM & Sales Every lead, from first message to signed order. 13 modules Lead Management Capture leads from web forms, WhatsApp, email, social media, and manual entry. Auto-assign to sales reps based on territory, product interest, or workload. Opportunity Tracking Full pipeline management with customisable deal stages, probability scoring, expected revenue, and close date tracking. Contact & Organisation Management Full customer profiles with communication history, linked transactions, notes, tags, and relationship mapping. Quote & Proposal Generation Create and send professional quotes and proposals directly from the CRM, with item tables, taxes, terms, and digital acceptance. Sales Order Management Convert quotations to sales orders with one click. Track order fulfilment, delivery schedules, and payment collection. Territory Management Define sales territories by region, city, or custom criteria. Assign targets, track performance, and manage territory-wise reporting. Sales Partner & Commission Tracking Manage resellers, agents, and referral partners with configurable commission structures and automated payout calculations. Sales Analytics & Forecasting Visual dashboards showing pipeline health, conversion rates, sales velocity, rep leaderboards, and AI-powered revenue forecasting. Multi-Currency Support Handle transactions, quotes, and invoices in multiple currencies with real-time exchange rate management. Activity Scheduling Log and schedule calls, meetings, tasks, and follow-ups tied directly to contacts and deals with calendar sync. Client Communication Hub A unified inbox bringing together WhatsApp, email, and SMS interactions into one place for your team. Customer Segmentation Segment customers by industry, value, geography, purchase history, or custom attributes for targeted outreach. Subscription Management Recurring billing, subscription plans, auto-invoicing, and renewal tracking for service-based businesses. ### Finance & Accounting From a journal entry to a board pack, in one ledger. 17 modules General Ledger & Chart of Accounts Multi-level chart of accounts with configurable account types, cost centres, and profit centres. Full double-entry accounting. Accounts Receivable Customer invoicing, payment tracking, ageing reports, dunning letters, and automated payment reminders. Accounts Payable Vendor bill management, payment scheduling, early payment discounts, and three-way matching (PO, receipt, invoice). Sales & Purchase Invoicing Professional invoices with line items, taxes, discounts, terms, and multi-currency support. Linked to inventory and CRM. Payment Processing & Reconciliation Record payments against invoices, handle partial payments, advances, and automatic bank reconciliation. Bank Integration & Reconciliation Import bank statements, auto-match transactions, and reconcile accounts with configurable matching rules. Tax Management (VAT/GST) Configurable tax templates, automatic tax calculation, tax category mapping, and VAT return-ready reports for Oman Tax Authority compliance. Fixed Asset Management Asset register, depreciation schedules (straight-line, WDV, double-declining), asset movement, disposal, and revaluation. Cost Centre & Profit Centre Accounting Track profitability by department, project, branch, or any custom dimension with multi-dimensional accounting. Budget Management & Variance Analysis Create budgets by account, cost centre, or project. Track actuals vs budget with variance alerts and approval workflows. Financial Statements & Reports Profit & Loss, Balance Sheet, Cash Flow Statement, Trial Balance - customisable templates with drill-down to transactions. Multi-Company Consolidation Manage multiple legal entities with inter-company transactions, consolidated financial statements, and elimination entries. Period Closing & Year-End Automated period closing vouchers, closing stock adjustments, and year-end profit/loss transfer to balance sheet. Deferred Revenue & Expense Automatically amortise revenue and expenses over defined periods with journal entries created on schedule. Journal Entries & Adjustments Manual journal entries for accruals, provisions, corrections, and reclassifications with approval workflows. Document & Records Management Store and manage contracts, invoices, receipts, and business documents in a structured digital archive with version control. Expense Claims & Advances Employee expense claim submission with receipt upload, multi-level approval, and reimbursement tracking. ### Marketing & Campaigns Campaigns that leave a record in the same CRM. 11 modules Email Campaigns Design, schedule, and send targeted campaigns. Track open rates, clicks, and engagement in real-time with A/B testing. SMS Campaigns Broadcast SMS for promotions, reminders, and announcements directly to your audience with delivery tracking. WhatsApp Broadcasting Send targeted broadcast messages to your entire contact base directly from WhatsApp. Announcements, promotions, and follow-ups - delivered instantly. AI Marketing Module AI-powered content generation - post copy, image creation, caption writing - combined with scheduling and publishing to Instagram and Facebook. Landing Pages & Website Builder Drag-and-drop builder for professional landing pages and mini-websites to capture leads and showcase offers. Web Forms & Lead Capture Embeddable forms connected to your CRM that automatically pull in leads from your website or landing pages. Email & SMS Notifications Automated transactional and operational notifications sent to clients and staff based on triggers like appointment reminders and order updates. Unified Inbox Your sales team can message and reply across WhatsApp, Instagram, and email - plus handle internal team chats - all from a single inbox. Newsletter Management Manage subscriber lists, design newsletter templates, track engagement metrics, and automate drip sequences. Campaign ROI Tracking Attribute leads and revenue back to specific campaigns. Measure cost per lead, cost per acquisition, and return on ad spend. Social Media Integration Schedule posts, monitor engagement, and respond to comments across Facebook, Instagram, and LinkedIn from one dashboard. ### HR & Payroll Hiring, payroll and leave under Omani labour law. 14 modules Employee Master & Lifecycle Comprehensive employee records - personal info, emergency contacts, educational background, work history, and document management from onboarding to exit. Recruitment & Applicant Tracking Job openings, application tracking, interview scheduling, offer letters, and onboarding checklists - all in one pipeline. Attendance Management Clock-in/out tracking via biometric, mobile, or web. Late marks, early departures, and attendance regularisation requests. Leave Management Configurable leave types (annual, sick, maternity, compensatory), leave allocation, carry-forward policies, and manager approval workflows. Shift Management Define shift patterns, assign employees to shifts, handle shift swaps, and manage overtime rules. Payroll Processing Configurable salary structures with earnings, deductions, and statutory components. Bulk payroll processing with payslip generation. Gratuity & End of Service Benefits Automated gratuity calculation based on Oman labour law. End-of-service benefit tracking and provisioning. Loan Management Employee loan applications, approval workflows, EMI deductions from salary, and outstanding balance tracking. Employee Tax & Deductions Configurable tax slabs, social insurance deductions, and statutory compliance for Oman and GCC regulations. Training & Development Training event management, employee skill mapping, training feedback, and certification tracking. Performance Appraisal Goal setting, self-assessment, 360° feedback, KPI tracking, and appraisal cycle management. Organisational Charts Auto-generated org charts based on reporting hierarchy. Department-wise headcount and span of control analysis. Employee Self-Service Portal Employees can view payslips, apply for leaves, submit expense claims, update personal info, and access company policies. Fleet & Vehicle Management Track company vehicles, assign to employees, manage fuel logs, maintenance schedules, and insurance renewals. ### Analytics & Reporting The numbers, without exporting anything first. 8 modules Query Builder & Data Explorer Build custom queries visually without SQL. Drag and drop fields, add filters, create calculated columns, and explore your data freely. Dashboard Builder Create unlimited custom dashboards with charts, KPIs, heatmaps, and data tables. Pin the metrics that matter most. AI Insights Engine Intelligent, AI-generated insights surfaced in your dashboard - highlighting trends, anomalies, root causes, and actionable recommendations. Standard Report Library 200+ pre-built reports covering sales, finance, inventory, HR, and operations - ready to use out of the box. Custom Report Builder Script-based custom reports with grouping, filtering, charting, and drill-down for complex business logic. Scheduled Reports & Alerts Auto-generate and email reports daily, weekly, or monthly. Set threshold alerts for KPIs that need attention. Exportable Reports Download and share reports in PDF, Excel, and CSV formats for presentations, accountants, or stakeholders. Real-Time Data Sync Dashboards and reports update in real-time as transactions happen - no batch processing delays. ### Projects & Operations Projects, branches and brands in one place. 8 modules Project Management Create projects with milestones, task breakdown, Gantt charts, dependencies, and resource allocation. Track progress and profitability. Task Management Assign, track, and manage tasks with deadlines, priorities, owners, status updates, Kanban boards, and time logging. Timesheet Management Log billable and non-billable hours against projects and tasks. Auto-calculate billing amounts and integrate with payroll. Project Costing & Profitability Track project costs (labour, materials, expenses) against budgets. Real-time profitability analysis per project. Multi-Location Management Centrally manage operations, staff, inventory, and performance across multiple branches with location-wise P&L. Multi-Brand Support Operate and manage multiple business brands or entities from within a single unified system with separate branding. Appointment Booking System A client-facing or internal booking system for scheduling appointments, linked to staff calendars and automated notifications. Quality Management Quality inspection checkpoints, non-conformance tracking, corrective actions, and quality assurance procedures. ### Buying & Procurement Requests, quotes and suppliers, with an audit trail. 8 modules Purchase Requisition Internal purchase requests with budget validation, multi-level approval workflows, and automatic conversion to purchase orders. Request for Quotation (RFQ) Send RFQs to multiple suppliers, compare responses, negotiate terms, and select the best vendor systematically. Purchase Order Management Raise purchase orders with item details, delivery schedules, terms, and automatic receipt tracking. Supplier Management Maintain supplier master with contact details, payment terms, tax IDs, quality ratings, and transaction history. Supplier Scorecard Rate and rank suppliers based on delivery performance, quality, pricing, and responsiveness with automated scoring. Landed Cost Calculation Include freight, customs duties, insurance, and handling charges into product valuation for accurate costing. Blanket Orders & Contracts Long-term purchase agreements with fixed pricing, quantity commitments, and automatic order scheduling. Subcontracting Send raw materials to subcontractors, track work-in-progress, receive finished goods, and manage subcontractor billing. ### Inventory & Warehouse What you hold, where it is, and what it cost. 13 modules Stock Management Track stock levels across warehouses with real-time visibility, reorder points, safety stock alerts, and stock ageing analysis. Serial Number Tracking Assign unique serial numbers to items for individual tracking through the entire supply chain - from purchase to customer delivery. Batch Tracking & Expiry Track items by batch/lot number with expiry date management, FIFO/LIFO enforcement, and shelf-life alerts. Warehouse Management Multi-warehouse support with bin/shelf location tracking, putaway rules, and pick list generation. Stock Entry & Movement Material receipt, issue, transfer, manufacture, and repack - all tracked with full audit trail. Material Requirements Planning (MRP) Automated MRP combining sales forecasts, delivery schedules, lead times, and current stock to generate planned purchase and production orders. Bill of Materials (BOM) Multi-level BOMs with operations, routing, scrap management, and cost estimation for manufactured items. Manufacturing & Production Work orders, production planning, job cards, workstation management, and production tracking with real-time capacity utilisation. Quality Inspection Incoming, in-process, and outgoing quality inspections with configurable parameters, readings, and pass/fail criteria. Delivery Note & Packing Generate delivery notes, packing slips, and shipping labels. Track dispatch and delivery confirmation. Stock Reconciliation Physical stock count reconciliation with variance reports and automatic adjustment entries. Item Variants & Attributes Manage product variants (size, colour, material) with configurable attributes and variant-level pricing. Price Lists & Pricing Rules Multiple price lists for different customer groups, regions, or currencies with quantity-based discounts and promotional pricing. ### Point of Sale The counter, including when the internet drops. 5 modules POS Terminal Full-featured point-of-sale with barcode scanning, payment processing, cash drawer management, and receipt printing. Multi-Counter & Multi-Location POS Scale the POS system across multiple counters and locations with centralised reporting and inventory sync. POS Offline Mode Continue processing sales even without internet. Transactions sync automatically when connectivity is restored. Customer Loyalty & Rewards Points-based loyalty programs, discount coupons, gift cards, and customer reward tracking integrated with POS. POS Closing & Cash Reconciliation End-of-day closing with cash count, card settlement reconciliation, and shift handover reports. ### Infrastructure & Support Hosting, permissions and backups — ours to keep running. 13 modules Dedicated Cloud Hosting Fully managed, secure cloud environment on a dedicated VPS - no shared hosting, no servers to maintain. Daily Automated Data Backups Your data is backed up every single day with point-in-time recovery capability. Role-Based Access Control Granular permissions system with roles, user profiles, and module-level access control. Restrict data visibility by department, branch, or hierarchy. Audit Trail & Activity Logs Complete audit trail of every change - who changed what, when, and from where. Version history for all documents. Custom Print Formats Design professional print templates for invoices, quotes, delivery notes, payslips, and any document with HTML/Jinja support. Email Integration Connect business email accounts so threads, replies and tracking sit next to the customer record. Mobile-Responsive Interface Access and manage everything from any device - desktop, tablet, or phone with a modern, responsive UI. Custom Fields & Forms Add custom fields to any document type without coding. Create custom doctypes for unique business requirements. Workflow Engine Visual workflow builder for document approval chains - purchase approvals, leave requests, expense claims, and any custom process. Data Import & Export Bulk import data from spreadsheets. Export any report or dataset to CSV, Excel, or PDF. Multi-Language Support Full interface translation support - available in English, Arabic, and 40+ languages for global teams. Unlimited Users No per-seat fees. Your entire team can be onboarded at no extra cost. Dedicated Customer Support Priority support to resolve issues, onboard your team, and keep everything running - with a team that knows your business. ## Beyond the modules Some of what a client needs isn't in the catalogue yet. We build it anyway, inside the same system and on the same standard of support. ### Custom AI models Not a general model with a wrapper on it. We fine-tune on your data, your voice and your product catalogue, and it runs under your name. ### 3D modelling & simulation Property walkthroughs, site planning and spatial analysis, built as AI-assisted 3D for architects, developers and infrastructure teams. ### Infrastructure diagnostics Vision models that read pipes, roads, façades and networks, and flag a weak point before it becomes an expensive one. ### Real estate analytics Price signals, demand patterns and portfolio performance in one dashboard, with answers you can act on. ### Custom apps, built for your process Invoicing, dispatch, field operations, HR — apps built to your process, not adjusted to fit somebody else's. ### Your own infrastructure Run it on infrastructure we manage, or in your own data centre. You keep the keys, and you keep the data. Ask about a custom build. A good number of our projects started as a WhatsApp message asking, “can you build us…”