How the platform is built.

Platform Foundation

Before the modules, there is the platform. Every module in Cloudby is built on a shared set of cross-cutting capabilities. These are not module-specific — they apply everywhere.

User Identity & Access

Single Identity, Multiple Organisations

One user account provides access to multiple organisations without separate logins. Authentication is decoupled from the internal employee record — external users (accountants, auditors, consultants) can access the system without requiring a phantom HR or payroll record.

• One login per user across all assigned organisations
• External user access with scoped permissions
• No HR record required for non-employee users

Role-Based Permissions

Permissions are module-centric and additive. Users belong to one or more permission groups. Groups stack — a user in both the Sales group and the Inventory View group inherits all permissions from both without conflict.

• Additive group permission model
• No conflicting rule complexity
• Module-level permission boundaries

User Onboarding

Flexible invitation methods supporting direct email invites, domain-restricted auto-acceptance, and reusable access codes printable as QR codes for bulk onboarding.

• Email invitation
• Domain-restricted auto-accept
• QR code and URL-based access codes

Document Engine

Draft State and Serial Number Control

Every document can exist in draft before confirmation. In draft, the document has no serial number and makes no permanent ledger entry. Serial numbers are assigned only at confirmation — every confirmed number corresponds to a real, finalised transaction.

• Draft state with no serial number assignment
• Serial number assigned on confirmation only
• Gapless confirmed sequence guaranteed
• Draft documents visible in reporting via toggle

Serial Number Configuration

Formats fully configurable per document type. Supports sequential numbering, date-based components, prefix and suffix, and custom separators. Sequence position determined by document date, not entry date.

• Prefix, separator, length configuration
• Date-based index formats (YYYY, MM, DD)
• Sequential, alphanumeric, hexadecimal options
• Document-date-driven sequence assignment

Double-Entry Transaction Viewer

Every finance-related document carries a transaction viewer showing the complete double-entry posting in real time — even while the document is still in draft. Users verify the exact ledger impact before confirming.

• Real-time double-entry preview per document
• Visible in draft state
• Shows currency conversion amounts

Document Designer

A visual PDF design suite built into the platform. Creates branded, print-ready documents for any document type — invoices, delivery orders, payslips, purchase orders, work orders. No developer required.

• Visual WYSIWYG editor
• Supports any document type
• Print-ready PDF output

Universal Attachment Container

Every document supports file attachments — PDF, DOCX, XLSX, JPG, MP4 at gigabyte scale. Built-in viewer handles pan, zoom, swipe for images and PDFs, and native video playback.

Reporting Engine

Query Builder

A non-technical filter interface using selectable operators — is, contains, between, includes — to define filter logic against any field in any module. No SQL or technical knowledge required.

Multi-Dimensional Grouping

Groups report results into distinct sub-tables by any configured dimension — branch, project, customer, period — preventing undifferentiated data.

Matrix Report Builder

A cross-tabulation engine functioning as a native pivot table. Configurable row and column axes, multi-layer sub-grouping, and drill-down capability.

Excel Export

Two export modes: presentation-ready (styled layout for stakeholders) and pivot-ready (clean flat-table dataset for BI analysis). Currency fields output as true numerical values.

• Presentation-ready styled export
• Pivot-ready flat-table export
• Numerical currency values preserved

Custom Fields

Adds configurable data points to any document or record. Field types: free text, numeric, date, dropdown list. Custom fields are natively recognised by the reporting engine — filterable, groupable and exportable.

• Free text, numeric, date, dropdown field types
• Attachable to any document type or record
• Full reporting engine integration
• No system modification required

Country-Specific Template Deployment

Partners can deploy pre-configured field templates covering country-specific statutory requirements or industry-specific data points in a single bulk operation.

Process Coordination

Event-Triggered Task Templates

Reusable action plan templates triggered by system events — new employee joining, end of month close, customer onboarding. Each template defines a sequence of tasks assigned to specific roles with deadlines.

• Event-triggered template activation
• Role-assigned task sequences
• Deadline tracking per task
• Permanent completion record

Cross-Departmental Task Routing

A single workflow distributes tasks across departments. Each department sees only its assigned tasks while the overall workflow progress is visible to the coordinator.

Unit of Measure Engine

Built on six physical dimensions: Count, Time, Length, Area, Volume and Mass. Pre-configured global library of ISO/UNECE codes. Factor-based conversion logic handles complex relationships — one pallet = 48 cases = 576 units — without manual calculation.

• Six-dimension physical framework
• ISO/UNECE pre-configured library
• Factor-based conversion logic
• Per-SKU UOM override across all documents

System Administration

Posting Reviewer

A supervisory queue showing all newly posted documents across modules. Senior finance staff review classification accuracy from a single screen without navigating individual sub-ledgers.

Super Admin Override

High-level administrative access for emergency structural corrections — bypassing standard locks where necessary. Every override captured in an unalterable audit trail.

Deployment Presets

A library of pre-configured templates covering chart of accounts structures, tax profiles, statutory HR frameworks. Applied through a single-click interface. Partners can store private preset libraries.

• One-click modular deployment
• Standard preset library (regional tax, statutory HR)
• Partner private configuration library

Finance

A full-set double-entry accounting system. Every other module posts into Finance automatically. The general ledger is the single source of financial truth for the entire business.

Chart of Accounts

A setup wizard builds the chart of accounts through additive selection of pre-configured industry and regulatory templates. Templates can be layered — a core Malaysian business structure with an additional service industry overlay, for example.

• Template-based COA construction
• Additive template layering
• Industry and regulatory preset templates

Fiscal Calendar & Period Control

Supports custom month-end dates and arbitrary financial year ends. Non-standard 12-month cycles, stub periods and extended fiscal years all configurable. Periods can be opened, closed and locked.

• Custom financial year end (including 15-month support)
• Monthly period open, close and lock
• Period lock prevents modification of finalised entries
• Authorised override available for locked periods

Audit Journal Entries (AJE)

A specialised mechanism for year-end audit adjustments targeting closed fiscal periods. AJE entries are flagged with a persistent toggle. Fiscal reports for prior years can be generated to include or exclude these adjustments without re-opening the prior year’s books.

• AJE toggle on journal entries
• Closed-period adjustment without re-opening
• Adjusted vs unadjusted fiscal report generation
• Prior year ledger remains locked and immutable

Real-Time MyInvois Submission

Every invoice is submitted to the LHDN MyInvois portal at the moment of confirmation. E-invoicing is an invisible native part of the billing workflow, not a separate step.

• Submission at point of confirmation
• No separate upload workflow required
• Real-time validation response

E-Invoice Path Control

Four path options per document: Create (issues a standard e-invoice), Attach (links to an existing portal record), Defer (marks for later processing), Consolidate (flags for month-end batch).

Batch Consolidation & Portal Sync

A month-end utility that harvests all Consolidate-marked transactions into a single review and bulk submission to the MyInvois portal. Bi-directional sync listens for status updates, cancellations and validations from the portal and mirrors them in the internal record immediately.

• Consolidated review environment
• Bulk portal submission
• Bi-directional real-time sync
• Portal cancellation and validation mirroring

Exchange Rates

Every document carries its own spot exchange rate. Rate handling is determined by document class.

Custom Currency Support

Custom currencies can be defined with their own symbols and shorthand codes. Precision to 12 decimal places supports crypto asset transactions.

Period-End Revaluation

At period end, the system revalues open currency positions and posts the adjustment. Interim revaluation entries reverse automatically at period close — posting at 23:59:59 of the closing period and reversing at 00:00:00 of the opening period — in line with IFRS IAS 21 and US GAAP ASC 830.

• Automatic period-end revaluation posting
• Automatic reversal at period close
• IFRS and GAAP compliant behaviour
• GL footprint preserved for audit

Accounts Receivable & Payable

Centralised Settlement Hub

Processes both customer receipts and vendor payments through a single consistent workflow. Establishes a reliable audit trail for every cash movement.

Multi-Source Knock-Off

A single settlement can combine multiple funding sources — bank payments, credit notes, advance deposits — applied against any outstanding balance. Simplifies complex reconciliations into a single atomic action.

• Multiple source types in one settlement
• Applicable to any system entity
• Deposit utilisation and contra within one operation

Advance Deposit Management

Unearned revenue and pre-paid expenses held in isolated sub-ledgers, preventing commingling with active trade balances. Systematic utilisation against future invoices or direct refund processing.

Bank & Cash Management

Bank Reconciliation

A persistent reconciliation framework using two-stage validation: automated matching followed by a narrative discrepancy log. Unmatched items carry forward as open across periods until resolved — the reconciliation never resets monthly.

• Persistent carry-forward of unmatched items
• Automated matching stage
• Narrative discrepancy log
• Auditor-ready chronological history

Financial Reporting

Live-to-Date Reporting

Reporting aggregates live transactional data from all sub-ledgers into the general ledger continuously. P&L and cash flow are always current — no month-end batch required.

Interactive Financial Tree

An expandable multi-level tree interface for the trial balance, P&L and balance sheet. Any figure can be expanded to reveal the accounts within it, then expanded further to the individual source document.

• Expandable tree for TB, P&L and balance sheet
• Drill-down to individual source documents
• Any-point-in-time period view

Multi-Year Comparative Analysis

Maps historical data into a side-by-side view covering up to five fiscal years. Handles different chart of accounts structures across periods.

Staff & Director Expenses

Claims pass through four validation stages: staff submission, managerial acceptance, finance verification, GL posting. Reimbursements can be settled as standalone payment vouchers or consolidated into payroll batches. Director claims can be processed immediately.

• Four-stage approval chain
• Standalone payment voucher option
• Payroll-integrated settlement option
• Priority processing for director claims

Error Management

Sequential Reversal Enforcement

A downstream document must be voided before its upstream source can be cancelled. Prevents broken document chains and orphaned ledger entries.

Ledger Account Reassignment

Corrects the target ledger account of a posted entry without voiding the entire transaction. Strictly governed by period lock status.

Quotation Management

A single document interface supports three modes: Standard Quotation, Estimate (lighter commitment language), and Pro-forma Invoice (advance deposit collection — carries no tax liability). Any quotation converts to a confirmed sales order in a single action; the quotation locks on conversion.

Change Orders

Post-confirmation amendments handled through a formal change order document. Accepts negative quantities (covering both additions and reductions). Confirmed sales orders are never silently edited.

• Three quotation modes per document
• One-click quotation-to-order conversion
• Formal change order document type
• Immutable amendment trail

Order Processing

Allocation Tab

SKU-level stock management workspace. Bundled products decompose into individual component SKUs. Four action columns per row: reserve from inventory, release to inventory, raise purchase requisition, raise manufacture order. Header dropdowns pre-fill quantities intelligently.

Invoicing Tab

Two modes: Item mode (invoices by quantity — supports partial delivery and partial invoicing) and Lump sum mode (arbitrary amount input — supports progressive billing toward 100% of order value). Credit notes supported in both modes.

Delivery Tab

Raises a delivery order by quantity. The sales order remains open until the delivery order is marked complete.

Margin & Live Cost Baseline

Every quotation line has access to a live cost reference sourced from a priority lookup chain: purchase price history first, live inventory valuation second, sales product cost as fallback (Growth tier and above). The cost baseline is internal — it does not appear on customer-facing documents.

• Three-source priority lookup chain
• Internal visibility only
• Real-time margin calculation during quote preparation

Customer Management

Full operational and commercial profile per customer — contact persons, billing and delivery addresses, payment terms, currency, credit limit and category assignment. Multiple contact persons per customer with independent portal access.

Price Books

Tiered pricing structures managed centrally — per customer, per customer category, or per volume threshold. Applied automatically at point of quotation.

Credit Control

When a customer’s outstanding balance approaches their credit limit, a warning appears on the document header. When the limit is breached, invoice creation is blocked. Relief requires direct modification of the customer profile — no document-flow bypass.

Product Configuration

Every sales product has a delivery mode: Service (intangible, no stock), Fee (charge only, no delivery), Inventory (connected to stock system).

Stock Types (Inventory Mode)

Requisition & Approval

Starting point for any planned procurement. Raised manually by staff or triggered automatically from a sales order allocation or service plan procurement item. Follows the standard manager approval workflow — green approve or red reject with mandatory rejection reason.

Vendor Sourcing

Request for Quotation

Formal vendor sourcing document sent to vendors. Vendor responses recorded as quotation received documents capturing pricing, terms and lead times for reference.

Purchase Order

Formalises the vendor commitment. Tracks ordered, received and outstanding quantities per line across multiple deliveries. Vendor catalogue pre-fills pricing and lead time estimates.

Goods Receiving

Five statuses govern the receiving lifecycle:

• Multiple partial deliveries against one PO
• Serial number entry at Inspecting stage
• Financial posting on Complete only
• Immutable Cancelled record

Purchase Invoicing

Three-Document Matching

Vendor bills raised against accepted purchase receipts, creating a connected chain: purchase order → goods receipt → vendor bill. Discrepancies resolved with the supplier before posting through revised invoices or purchase debit notes.

Purchase Debit Notes

Handle returns, price disputes and corrections. The original invoice amount is never altered. Vendor net balance = total invoices minus total debit notes.

Vendor Management

Full operational and commercial profile — contacts, payment terms, default currency, banking information. Vendor catalogue stores vendor-specific SKU codes, pricing and lead times per item.

• Payment terms and currency per vendor
• Vendor catalogue with SKU code mapping
• Lead time and pricing per catalogue entry

Stock Visibility — Stock Finder

A dedicated stock location and visibility interface. Opening view shows each SKU with physical, available and reserved quantities plus location, category, class and value context. Selecting an item opens a detail panel with four tabs: location breakdown, group breakdown, reservation register (with force release), and the dynamic explorer.

Dynamic Stock Explorer

The user defines column breakdown order using a configurable multi-select list — arranging results by location, group, attribute, variation or any combination. Result is a generated permutation table of all matching stock positions.

Stock Groups

Stock availability determined by group state, not just quantity. Standard groups: Available, B-Stock, Return for Repair, Disposal, Kept for Other Use. Only Available group stock is accessible to sales, service and procurement. Other groups require deliberate action to move stock back into circulation.

An optional Staging Group moves stock into a staging state without changing physical quantities — removes from available without a document reservation. Used for incoming inspection and outbound pick staging.

Stock Operations

All stock operations are variants of a universal stock transformation document (IEN series). Supports any combination of stock in and stock out across any locations and groups.

Stock Count

Three count modes: Blank counting (operators scan what they find, system calculates variances after), Offline counting (no live connectivity required), Perpetual continuous counting (rolling cycle count programme). Variances reviewed internally before financial posting.

Shopping Cart Accumulation

A persistent cart that accumulates SKU selections as the user navigates the Stock Finder. When the user enters a stock operation, cart contents load directly as the stock selection.

Traceability

Serial Number Tracking

Assigns a unique identifier to each individual unit. Every movement — receipt, transfer, sale, consumption, return — recorded against the serial number. Explicit pick list selection.

Batch and Lot Tracking

Groups items received together under a shared batch identifier. Every movement of the batch recorded collectively from receipt through delivery or consumption.

Expiry Date Tracking and FEFO

Records expiry date per batch. At pick and pack, generates a pick list based on first expiry first out policy. Multi-bin environments direct picking to the most time-critical bin first.

Custom Attribute Tracking

Each attribute defined on the SKU master becomes a trackable, filterable and reportable dimension. Supports colour, size, grade, condition or any business-specific property.

SKU Master

Six-tab SKU record: Basic information, Product associations, Properties (costing method, serial number enablement), Attributes (type-configurable tracking dimensions), UOM override (per-SKU conversion), Production settings (BOM configuration).

• Costing method per SKU (FIFO or weighted average)
• Serial number tracking per SKU
• Attribute type library
• Per-SKU UOM conversion override

BOM & Assembly

Select finished product SKUs and specify quantities, locations and groups. System displays complete component requirements and current availability. Single-action assembly consumes components and adds finished goods. Single-action disassembly reverses the transformation.

Ticket Management

Every customer conversation lives in a forum-style thread — not an email chain, not a live chat window. Internal notes and customer-visible replies sit in the same thread with clear separation. Each ticket carries an SLA clock that applies the correct response and resolution targets based on the customer’s active entitlement contract.

• Forum-style threaded conversation
• Internal and customer-visible reply separation
• Per-ticket SLA clock (entitlement-aware)
• Ticket merging, priorities, email notification

Service Order — Command Centre

The Service Order is the single record coordinating the entire job. Five tabs: Service Plan (planned work), Work Orders (dispatched site visits), Processing (quotations, purchase orders, deposits), Billing (invoice preparation), History (chronological status and document event log).

Service Plan

A hierarchical task list inside the Service Order. Each line item carries a predefined and customisable type. Types determine two sets of flags:

Predefined types: General Task, Remote Support, On-Site Support, Hardware Supply, Software Supply, Procurement, Preventative Maintenance, Invoice, Quotation.

Work Orders

Created from Service Plan items flagged for on-site execution. Mobile-optimised interface for technicians. Records parts used, labour performed and field additions. Field additions held for admin review before reaching the billing tab — nothing reaches the invoice without sign-off. Customer digital sign-off captured on completion.

Billing & Entitlement

The billing tab presents every billable Service Plan item. Before quantities are applied, entitlement is checked and the correct contract rate applied. Overages billed at the overage rate. Single action raises a draft invoice with all rates and entitlement adjustments pre-applied.

Contract Entitlement Types

Credit-based, hour-based, flat fee and incident-based contract types. Balances tracked in an immutable ledger. Multiple entitlement types stackable per customer.

Customer Portal

Per-contact person login. Pre-authenticated URL access — an obfuscated unique URL printable as a QR code on service manuals or equipment labels. Customer scans and enters the portal directly without credentials.

Portal capabilities: raise tickets, respond to threads, view job status, approve quotations, sign off work orders digitally, view invoices and download documents.

AI Knowledge Assistant

Plain language query against the internal knowledge base. Vector-based search with LLM-formulated answers — synthesises a direct response rather than returning a list of articles.

The assistant also has access to live system data. Staff can query customer entitlement balances, registered assets at a site, and customer contact profiles from the same interface.

Before committing to an approach on a live job, a technician describes the proposed solution and the assistant checks it against compatibility data, past resolutions, and the customer’s specific asset and entitlement profile.

• Plain language knowledge base query
• Live entitlement balance and asset profile retrieval
• Solution validation against customer context
• Internal staff access only

Payroll Run

Cut-off date defines the pay period. Employee scope selection (department, branch, job category or any configured group) narrows the batch. Single process action generates the batch. Draft batch opens with a master summary table — each row is an individual payslip viewable in detail with mock payslip display, adjustment tab and worksheet debugger.

• Cut-off date selection with employee scope
• Single-action batch generation
• Per-payslip adjustment tab during draft
• Worksheet calculation debugger
• Deterministic recalculation — same parameters always produce the same result

Payroll Items

Effective Date Configuration

Each employee’s payroll configuration is a table of entries with effective dates and terminal dates. Changes add new rows rather than overwriting existing records. The system applies the configuration active at the cut-off date. Full configuration history permanently preserved.

Proration

Triggered automatically whenever an employee’s effective or terminal date does not align with the pay period start or end. Divides the monthly amount by the number of days in the month and applies the correct proportion. Handles dual proration — a staff member joining mid-month and leaving the following mid-month is calculated correctly across both runs.

Malaysian Statutory Compliance

EPF, SOCSO, EIS and PCB contributions calculated automatically per employee per run. Rates and categories maintained per Malaysian statutory requirements. Employee-specific status managed through the effective date entry model — historical runs always reproduce correctly.

Statutory Submission Files

Output & Privacy

Payslips accessible through the Workplace module immediately on batch confirmation. Bulk PDF download available.

Privacy segregation: HR configures payroll items without seeing processed payslip amounts. Finance sees per-run GL totals only — individual compensation is never visible to Finance. Bank payments output as a single bulk amount or per-bank formatted file.

SCM Dashboard

A coordination and visibility layer connecting Purchase, Inventory and Sales. Consistent daily visual layout — bar charts, colour-coded indicators, trend lines across inbound pipeline, stock health, outbound commitments. Designed to communicate operational state through visual pattern change.

Five tabs: Overview (daily summary), Inbound (PO status, receive stages, vendor value), Stock Position (available/reserved/incoming per SKU), Outbound (sales order fulfilment, delivery orders), Constraint Signals.

Constraint Signals

Seven signal types monitored across all operational areas. Each signal shows affected document or SKU, constraint nature, financial implication and drill-through link.

Employee Records

Base record captures personal details, employment details, emergency contacts and statutory information. Additional fields added through the custom field system. Country-specific field templates deployable in bulk.

Payroll Configuration

Salary values, allowances, deductions, recurring payroll items and statutory status entries configured per employee. Effective date driven entry model. HR configures without payslip visibility — individual compensation amounts are not visible to the HR team.

Lifecycle & Organisation In Development

Planned: Department and team management, reporting line configuration, job grade definition, and approval routing connection. Onboarding and offboarding event-triggered checklists. Time and attendance with table-based entry, Excel import, hardware API integration, and AI-assisted image interpretation for physical attendance sheets.

Asset Acquisition

Passive detection scans posted financial documents — purchase invoices, bill payments, reimbursements, journal entries — for ledger entries hitting fixed asset accounts. Surfaces detected entries as acquisition candidates within a reasonable time window.

Grouped Asset Management

Multiple identical assets registered as a single profile. Group carries a single depreciation schedule and net book value. Individual serial numbers tracked within the group. Partial disposal removes a subset without affecting remaining units.

Depreciation

Works like a payroll batch. Cut-off date selected, system checks each asset against its last depreciation date. Mature assets appear as line items with calculated amounts. Amounts adjustable before confirmation. Posts to GL on confirmation. Reversal supported.

• Cut-off date driven run
• Calculated amount with override before confirmation
• Straight line depreciation (current); additional methods planned
• Automatic GL posting

Disposal & Write-Off

User enters disposal proceeds. System calculates gain or loss based on net book value at disposal date. Posts result to P&L. Clears accumulated depreciation and asset cost from balance sheet in a single confirmed document. QR code and barcode generation for physical asset tagging.

Workplace

The employee-facing layer of Cloudby. Current release: expense reimbursement (four-stage approval workflow, dual settlement path) and payslip access (immediate on batch confirmation, individual-only visibility).

In development: Operational dashboard and to-do list, manager team view, leave management, timesheet, group communication, corporate culture and announcements.

Project

Current capability: aggregates sales and purchase documents linked to a project and produces a project-level profit and loss from the aggregated document values. Task management, milestone tracking, resource allocation and milestone-based billing are in development.

Production

The Production module is in active development. The Manufacturing Order tracks total required versus total produced in real time, coordinating material allocation, sub-assembly dependencies, batch scheduling and financial cost in one document.

Batch execution supports internal and sub-contract modes. Three cost layers post to finished goods on batch completion: material cost (FIFO or weighted average), labour cost (timesheet-driven), and overhead absorption (fixed or variable rate). Real-time WIP valuation maintained on all open manufacturing orders.

Roadmap Summary

Capabilities in development or planned. Subject to change.