In Ziira: it reads everything Ziira holds, live. This is the deepest mode.
On a system you keep: Ziira reads it, keeps a copy, and runs checks on the copy. It never changes your system. In the app this is the Connected systems page.
Only complete days are judged. A statement that ends early never makes a quiet day look bad.
Looking only. Ziira sends requests to look, never to change. You give a separate user or approval, not your own login, and you can take it back at any time.
Uploaded files are read, and their lines are kept. The file itself is not.
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How much can run on what is connected today.
One card per area.
A padlock means a check is waiting for a connection.
What Ziira can check today, and what would switch more on (demo data).
A hand-made accounting entry is a perfectly round amount, which real transactions rarely are.
Example A manual entry for exactly 50,000.
Reads
Ziira: accounting
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 30
Round figures are multiples of this: 1000.00
Smallest round figure worth flagging: 10000.00
Prepared and approved by the same personInside ZiiraUsually medium
One person both prepared and approved a hand-made entry or an expense.
Example The same user wrote and approved a 75,000 journal.
Reads
Ziira: accounting
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 30
Bank reconciliation left openInside ZiiraUsually low
A bank reconciliation (ticking your records off against the bank statement) was started and never finished.
Example The February reconciliation of the main account has been open for 41 days.
Reads
Ziira: accounting
Ends
Closes by itself when the problem clears
Limits you can change
Days a reconciliation may stay open before it is flagged: 30
Old unreconciled bank linesInside ZiiraUsually low
Money that moved through a bank account is still not matched to a line on the bank statement after a long time.
Example 6 entries on the main account are older than 45 days and still unmatched.
Reads
Ziira: accounting
Ends
Closes by itself when the problem clears
Limits you can change
Days old before an unmatched entry is flagged: 45
How many days back to look: 180
Unusually large expenseInside ZiiraUsually medium
A branch spent much more on one kind of expense in a day than it normally does.
Example Branch B spent 8,400 on repairs on Tuesday; it usually spends about 900 in a day.
Reads
Ziira: accounting
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 7
Smallest amount worth flagging: 500.00
How many times the usual daily spend counts as unusual: 2.0
Days of history needed to know what is usual: 14
An expense far above its category's normalConnected systemUsually medium
One expense is much bigger than the usual expense in the same category.
Example A 45,000 vehicle repair, when vehicle repairs usually cost 6,000.
Reads
Expenses
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 7
Smallest amount worth flagging: 1000.00
A manual journal entry worth a lookConnected systemUsually medium
An entry typed into the books by hand looks worth a second look: it is large, a perfectly round figure, made at night, dated in the past, or created and approved by the same person.
Example A round 500,000 journal made at 23:40 and approved by the person who wrote it.
Reads
Journal entries
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 14
Amount above which a hand-made entry counts as large: 100000.00
Round figures are multiples of this: 10000
Smallest round figure worth flagging: 10000
Hour work normally starts (24-hour clock): 6
Hour work normally ends (24-hour clock): 22
Days earlier than entry date that counts as back-dated: 7
People and payroll 8
Is anyone being paid in a way that looks odd?
New people or pay changes just before payrollInside ZiiraUsually high
Someone was added, had their pay raised, or had their bank or mobile-money details changed shortly before a payroll that paid them.
Example A new employee was added two days before payroll and paid in full.
Reads
Ziira: people and payroll
Ends
Stays open until a person deals with it
Limits you can change
Days before a payroll run that count as just before: 14
How far back to look for payroll runs: 90
Leave requests waiting too longInside ZiiraUsually low
A leave request has waited too long for a decision.
Example A leave request has waited 8 days for approval.
Reads
Ziira: people and payroll
Ends
Closes by itself when the problem clears
Limits you can change
Days a request may wait before it is flagged: 5
How many days back to look: 180
Paid with no attendance or leaveInside ZiiraUsually medium
An employee was paid in a payroll run with no attendance and no approved leave for that period, while most others paid in the same run do have records.
Example Employee C was paid a full month with no attendance recorded, though 9 of 10 colleagues have it.
Reads
Ziira: people and payroll
Ends
Stays open until a person deals with it
Limits you can change
Share (in %) of people who must have attendance for this check to apply: 50.0
How many days back to look: 90
Pay changed with no recorded reasonInside ZiiraUsually medium
An employee's pay changed by a lot from the last payroll, and nothing recorded (a pay change, overtime, unpaid leave, a part month) explains it.
Example Employee B's gross pay rose 38% with no recorded reason.
Reads
Ziira: people and payroll
Ends
Stays open until a person deals with it
Limits you can change
How big a change (in %) is flagged: 20.0
How many days back to look: 90
Pay changes approved by the person who proposed themInside ZiiraUsually high
A person's pay terms or payment details were approved by the same person who proposed them.
Example A salary increase was proposed and approved by the same payroll clerk.
Reads
Ziira: people and payroll
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 90
Payroll not finished after the pay dateInside ZiiraUsually medium
A payroll run is still not approved, or approved but not paid, days after its pay date.
Example Payroll for September was due on the 28th and is still unapproved on the 3rd.
Reads
Ziira: people and payroll
Ends
Closes by itself when the problem clears
Limits you can change
Days after the pay date before it is flagged: 3
How many days back to look: 120
Unusual overtimeInside ZiiraUsually medium
Overtime on a recent day is far above what that employee, or their branch, normally works.
Example Employee A worked 9 hours of overtime on Saturday; their usual is under 2.
Reads
Ziira: people and payroll
Ends
Stays open until a person deals with it
Limits you can change
How many recent days to look at: 3
Fewest extra overtime hours worth flagging: 2.0
A new user in the connected systemConnected systemUsually low
A new user was added to the connected system recently.
Example A new user called User X appeared in the ERP on Tuesday.
Reads
The list of users
Ends
Stays open until a person deals with it
Limits you can change
How many days back to look: 14
Controls and approvals 4
Is the system itself being used in a careful way?
Activity at unusual hoursInside ZiiraUsually low
Someone made many changes in the system outside working hours.
Example One user made 31 changes between 23:00 and 02:00 on Sunday.
Some checks use a fixed limit, such as a customer being late after 30 days. Many questions have no fixed answer. Is 14 cancelled sales a lot? It depends on the cashier.
So Ziira looks at your own last 90 days. For each cashier, branch, product and weekday, it works out the usual range. A figure is flagged only when it is well above that range.
There are 13 such measures, such as each cashier's share of cancelled sales, refunds and discounts.
It needs about two weeks of records before it judges a measure.
Expect some wrong alerts in the first weeks. They fade as you answer "Not a problem".
You set the limits. Every check can be switched off or changed in What Ziira watches.
Optional. It writes sentences. It never makes up numbers.
It is off until an Owner agrees. When on, it explains a thing to look at in plain sentences, puts the most urgent first, and answers your questions in English or Swahili. On WhatsApp it needs the WhatsApp add-on.
How an answer is made and checked.
It changes nothing. It can only read.
Numbers come from your records. If a number in an explanation is not in the facts, the sentence is dropped and you keep the plain text. An answer with unchecked figures is marked.
It sees only what you may see.
Consent: an Owner agrees in Settings > AI assistant. Switching it off works at once.
Never sent: phone numbers, emails, tax numbers, bank details, ID numbers or salaries. Names are replaced by labels such as Customer A.
A monthly limit caps its use, and every call is logged without its text.
What it can look up for you (16 lookups)
When you ask a question, Ask Ziira can only use these lookups. Each reads your own records, filtered to what you are allowed to see, and changes nothing.
Your key figures for a period (sales, voids, refunds, stock value, overdue balances), compared with the period before, for the business and by branch.
What a named customer owes, how much of it is late, and their credit limit.
Customers who are late paying, the biggest amount first.
Cash, bank and mobile-money balances, and what moved them.
Income, cost of sales, profit and expenses between two dates, from your books.
One alert in full: the facts, the figures and the records behind it.
The alerts you are allowed to see, the most serious first.
Products at or below their reorder level, the most short first.
How much of a product is in stock at each branch you can see.
How many employees are active, on leave or have left, by branch.
Leave requests waiting for a decision.
How many sales and their total between two dates, and how many were cancelled, by branch or by day.
Your best-selling products between two dates.
Cancelled sales between two dates: how many, their value and the latest.
Supplier bills that are late or due soon, the earliest first.
What you owe a named supplier and how much of it is late.
Watch, Ask, Prepare, Act for me. All 7 actions, listed.
Every business starts at Watch. Moving up is your choice. Each level includes the ones before it.
The four levels
Level
What Ziira does
Example
Who decides
Watch
Tells you. Changes nothing.
The daily summary and alerts
Anyone can read
Ask
Lets a manager ask a named person to explain.
"Please explain Saturday at Branch C"
Someone who manages these items
Prepare
Prepares drafts for a person to approve.
A draft purchase request
Owner turns it on; the right person approves each one
Act for me
Runs routine jobs that move no money, under your rules.
A reminder to customers over 30 days late
Owner only
There are 7 actions. 4 are routine messages that move no money, so they can run by themselves under a rule you set. The others always need a person: hold the customer's credit, draft a purchase request, update the selling price.
Every action
Ask for the reconciliation to be finished
Can run by itself at level 4
Sends a message
Asks the people who can reconcile the bank to finish a reconciliation that has been open too long.
Example The main account's reconciliation has been open 41 days. The finance team gets a reminder.
Someone allowed to manage alerts (for example the owner or a finance manager)
Moves money?
No. Ziira never moves money.
Hold the customer's credit
Always needs a person
Prepares a change
Lowers a late customer's credit limit to what they already owe, so nothing more can be sold to them on account until they pay. It always needs a person, because credit is money.
Example Customer C is 60 days late. Ziira proposes dropping the limit from 200,000 to the 150,000 they owe.
Sends your usual payment reminder to a customer who is late, about their oldest overdue invoices (at most three). Customers who asked not to be contacted are never messaged.
Example Customer A is 45 days late on two invoices. A reminder goes out by SMS or email, the way you normally remind customers.
Someone allowed to manage what customers owe (for example a branch manager or an accountant)
Moves money?
No. Ziira never moves money.
Draft a purchase request
Always needs a person
Prepares a draft
When a product has run out or is low at a branch, Ziira writes a draft purchase request: enough to get back to your reorder level or cover a month of sales, whichever is more. Your usual suppliers are noted on it. Nothing is ordered until a person sends it.
Example Cement is out of stock at Branch A. Ziira drafts a request for 120 bags and notes the two suppliers you buy from most.
Someone allowed to create purchase requests for that branch
Moves money?
No. Ziira never moves money.
Update the selling price
Always needs a person
Prepares a change
When a supplier raises a cost and your margin shrinks, Ziira works out a new selling price that gives the new cost the same margin the old cost had. It takes effect from tomorrow, and only after a person approves.
Example Cement now costs 17% more. Ziira proposes raising the price from 850 to 975 so the margin stays at 12%.
Ziira never moves money. No action pays, refunds or transfers anything.
A person approves anything about money, prices, credit or stock.
An action runs as the person who approved it, with only their permissions.
Every action is recorded: who approved it, and when.
Each automatic rule has a daily limit, and only the Owner can create one.
A failed action is shown and not retried.
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The first level is where every business starts.
The last level: routine jobs by themselves, under your rules.
The promise: Ziira never moves money.
You choose how far Ziira may go (demo data).
With the WhatsApp add-on, a suggestion arrives with Approve, Reject and Why? buttons. A tap from a verified number counts as that person. Without the add-on, suggestions wait in the app. See WhatsApp.
In Ziira: live, every part of the business, all four levels.
On your existing system: daily or when you upload, only what the source records, Watch and Ask.
If you move to Ziira later, the Move to Ziira tool carries over products, customers, suppliers, opening stock and what is owed, from what Ziira has already read. It shows a preview first, and you can undo the opening balances. Nothing is deleted automatically. See connect your system.
While both run, the old system's check for that area stays quiet at that branch. The app asks whether to pause the old connection or keep both.
No. It reads business records such as sales, stock and payments. It does not use cameras or tracking. A thing to look at is a question, not an accusation, and your staff's explanation is saved.
Can it be wrong?
Yes, especially in the first weeks. Mark it Not a problem and it is not raised again. You can change any limit or switch a check off.
Does it work offline?
The till keeps selling offline and sends each sale once when the internet returns. Intelligence checks those sales once they arrive. You need a connection to read your items.
What does the AI cost?
The AI helper is optional and off until an Owner agrees. A monthly limit caps it and every call is logged. See pricing for what your plan includes.
Can I turn it off?
Yes. Switch off one check, turn off urgent alerts, switch off the AI, go back to Watch, or disconnect a system.
Does it work with my country's tax and payments?
Currency, tax codes, payroll rules and phone codes are entered by your business. Services specific to a country are added separately.
How long until it is useful?
Checks with a fixed limit, such as late customers, work on day one. Checks against your normal need about two weeks of records. When you connect a system, Ziira reads the past months first.
Do I have to replace my system?
No. Ziira can watch Odoo, ERPNext, Zoho Books, QuickBooks Online, statements and exports without changing them. See using it with your existing system.
Who sees the items?
People whose role covers that branch. Payroll items reach only people allowed to see payroll.
Will it change my records, prices or stock?
No, unless you allow it. Every business starts at Watch. At higher levels a person approves each change, and only routine messages can run by themselves. Ziira never moves money.
Will it message my customers by itself?
Only at Act for me, with a payment-reminder rule you set. It sends up to a daily limit and skips anyone who asked not to be contacted.
Is my data used to train the AI?
The agreement says data sent through the AI service is not used to train its models. Names are replaced with labels, and contact details and salaries are never sent.
