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Calcrum
Launch App
D2C & Omnichannel Financial Enginev2.0 Spec

Calcrum User Onboarding Guide

Welcome to Calcrum (https://app.calcrum.com). Calcrum replaces spreadsheet bookkeeping and fragmented ERP workflows with an autonomous, double-entry financial operating system.

Open Production AppCal WhatsApp Operator Setup →

1. Executive Overview & Architecture

CORE PILLARS

Calcrum operates on four non-negotiable financial engineering principles to provide absolute monetary truth for high-velocity D2C brands:

Command Center & Real-Time Telemetry
CFO TERMINAL
Exact Mathematical Invariance

Every transaction posts balanced double-entry vouchers in 64-bit integer paise (₹1.00 = 100 paise). Floating-point rounding errors (IEEE-754) are mathematically banned across the engine.

Autonomous 3-Way Triangulation

Continuously matches Storefront Order (Shopify/Amazon) ↔ Gateway/Courier Remittance ↔ Bank Credit UTR to eliminate reconciliation leakage.

Cal on WhatsApp (09:00 AM Briefing)

Your 24/7 AI operator delivering morning pulses, answering cash/profit queries in Hinglish, tagging suspense debits, and dispatching audited PDFs.

MCA Rule 3(1) & 1-Click Tally Prime

Every entry is cryptographically forward-hashed with SHA-256. Generate Schedule III Balance Sheets, GSTR-2B reconciliations, and 1-click Tally XML exports.

2. Accessing the Web App & First-Time Setup

ONBOARDING

Open your browser and navigate to https://app.calcrum.com.

Authentication Modes

Google Workspace OAuth

Click "Sign in with Google Workspace" for 1-click single sign-on with company email domains.

Work Email & Password

Switch to "Create Brand Account", enter brand legal name, choose role (CFO, Ops, Auditor), and click Create Ledger.

Simulation Fast-Pass

Click "Fill Yogesh CFO" on the login screen to explore pre-seeded Gyros Farms financial telemetry without credentials.

3. Brand Settings & Connected Rails

CONFIGURATION

In the web app, navigate to Settings in the left rail. All configurations are organized into four dedicated management tabs:

Connected Rails & CA Auditor Access
SYSTEM CONFIG
Tab 1: Brand Legal Profile & Tax Registry
  • • Legal Entity: Registered company name for Schedule III statements.
  • • 15-Digit GSTIN: Used for automated CGST/SGST vs IGST split classification.
  • • Place of Supply: e.g., 07 - Delhi.
  • • Primary Bank (1010): Operating account receiving settlements.
  • • Sync Email: Dedicated address (brand.books@sync.calcrum.com).
Tab 2: E-Commerce & Logistics Rails
  • • Shopify: Domain + read-only Admin Access Token (shpat_...).
  • • Gateways: Razorpay/Cashfree Key ID, Secret, and settlement webhooks.
  • • Logistics: Delhivery/Shiprocket token + contracted weight rate cards.
  • • Marketplaces: Amazon SP-API credentials for MTR ingestion.
Tab 3: Cal WhatsApp Operator

Displays paired phone number (PAIRED & ACTIVE), 1-click QR code re-pairing, and the 45-minute Suspense Window Rule (parks unclassified bank debits to Account 2099 if not tagged via WhatsApp within 45 minutes).

Tab 4: Team & CA Auditor RBAC

Strict role separation: CFO / Founder (full controls & sign-offs), Finance Ops (settlement ingestion & dispute filing), and Statutory Auditor (strictly read-only Schedule III and 1-Click Tally XML export).

4. Connecting Your Bank Account

BANKING APIS
Does the user need to do anything from their side? Yes, the business owner must authorize access once because the Reserve Bank of India (RBI) prohibits any third-party software from reading corporate accounts without explicit consent. Calcrum operates on strictly read-only scopes and can never move money or initiate debits.
Option 1 (Recommended: 60 Seconds)
RBI Account Aggregator (AA) Rail

Zero technical setup. On app.calcrum.com, enter your mobile number linked to your Current Account. You receive an RBI OTP on SMS from your bank's licensed Account Aggregator (Setu / Anumati / Finvu). Approve read-only consent and bank feeds sync automatically.

Option 2 (Enterprise API)
Connected Banking (ICICI CIB / HDFC SmartHub)

Log into your bank's Corporate Internet Banking portal as an Administrator. Go to "Connected Banking / ERP Integration", approve Calcrum, and copy your Corporate Client ID into Calcrum Settings. Encrypted bank webhooks activate immediately.

Option 3 (Instant: Zero Approvals)
Automated Bank Email Alert Forwarding

Create a simple rule in Google Workspace or Outlook: forward credit notification emails from your bank (e.g. alerts@hdfcbank.net) to your private address yourbrand.books@sync.calcrum.com. Calcrum's parser extracts the UTR and amount in milliseconds.

Option 4 (Audit Fallback)
Drag & Drop Bank Statement (CSV / MT940)

Drop your standard bank statement file directly into Operations → Bank Feeds. The adapter automatically parses narration strings and extracts UTR numbers using Indian banking regex patterns.

5. 3-Way Reconciliation & UTR Triangulation

RECONCILIATION

A UTR (Unique Transaction Reference) is the 12-to-22 character alphanumeric code (e.g., CMS2938472910, HDFCN260908123) generated by RBI for fund transfers. Calcrum captures the UTR from both sides to verify cash realization:

3-Way Reconciliation & Laser Weight Disputes
RECON HUB
SIDE 1: Intermediary (Razorpay / Delhivery)

Gateway or courier advises Calcrum via webhook or settlement batch:
"We settled ₹1,80,516 to your account under UTR CMS2938472910."

SIDE 2: Corporate Bank Feed

Bank feed or email alert confirms credit:
"Credit of ₹1,80,516 with narration CMS2938472910."

Deterministic Triangulation (0 Drift)

When Settlement.bankUtr === BankCredit.utr and net amounts match down to zero paise, funds move from Clearing (1020/1030) to Bank Cash (1010). If gateway fees deviate by even 1 paisa from your contracted rate card, an MDR Fee Drift Exception is quarantined.

6. Cal on WhatsApp (24/7 AI Finance Operator)

WHATSAPP

Cal is your 24/7 AI financial operator. It uses a deterministic financial intent engine wired directly to your double-entry ledger—meaning zero hallucinations and exact rupee-and-paise accuracy.

Pairing Cal via QR Code:

  1. Log into https://app.calcrum.com.
  2. Go to Settings → Cal WhatsApp Assistant.
  3. Open WhatsApp on your mobile phone → Settings → Linked Devices → Link a Device.
  4. Scan the pairing QR code displayed on screen. Cal is now linked!

WhatsApp Command Dictionary:

Key / PromptWhat Cal DoesSample Output
1 or "Bank balance"Live consolidated bank balance"Bank Cash: ₹14,20,500.00 (HDFC Bank Current A/c **1234)"
2 or "Trapped cash"Money pending in T+2 gateway and T+7 COD cycles"Total Money Waiting: ₹3,99,600 (Delhivery COD: ₹1.84L, Razorpay: ₹2.15L)"
"Kyu?" or "Why"Explains operational drivers of trapped float"Razorpay weekend batch is held: Friday orders settle today at 2 PM..."
"Orders dikhao" / "AWB"Shows tracking IDs of courier weight slab jumpsASCII table with billed weight vs catalog deadweight and extra charges
"File dispute" / "Kar do"Submits courier dispute recovery claim"Claim #DEL-DISP-8921 submitted on Delhivery portal for 18 shipments."
4 or "Unit economics"Live CM1, CM2, and CM3 margin waterfallGross: 68.5% (CM1) → Logistics: 44.2% (CM2) → Net Cash: 22.8% (CM3)
6 or "Send books"Dispatches official 3-page audited PDF statementDelivers Calcrum_Daily_Books.pdf with Trial Balance, P&L, and Audit Trail
Real-Time Suspense Classification (Account 2099)

When an unknown bank debit occurs (e.g. ₹8,500 at a supplier), Cal messages you on WhatsApp:
“❓ Bank account se ₹8,500 debit hua hai ('POS-PRINTS-DELHI'). Ye kisme tag karna hai? (Packaging, Freight, CAC, ya Drawings?)”
You reply “Packaging”. Cal posts a double-entry voucher: debits 5010 COGS - Packaging, credits 2099 Suspense, and confirms your books remain 100% balanced.

7. Unit Economics & Courier Disputes

MARGIN PROTECTION
Contribution Margins & Sensitivity Simulator
UNIT ECONOMICS
Volumetric Slab-Jump Caliper

Compares your catalog deadweight against the courier's laser-scanned billed volumetric weight. Discrepancies below ₹2,000 are formatted and auto-filed. Claims of ₹2,000+ are held for CFO 1-click approval.

Pre-Shipment COD RTO Risk Scoring

Evaluates customer phone history, address quality, and pincode return rates before dispatch. High-risk orders ($S \ge 70$) are flagged for prepaid conversion tokens before shipping freight is wasted.

8. Statutory Books & 1-Click Tally Prime Export

AUDIT READY
Continuous Schedule III Ledger & 1-Click Tally Prime Export
AUDIT READY
  • • 1-Click Tally Prime XML Export: Download compliant XML vouchers that import directly into Tally Prime with all ledger heads, GST tax splits, and bank UTRs intact.
  • • Schedule III Statements: Live Balance Sheet and Profit & Loss accounts formatted to Indian Companies Act standards.
  • • GSTR-2B vs 3B ITC Reconciliation: Ingests government GST portal data to catch vendor tax leakage and maximize Input Tax Credit.
  • • MCA Rule 3(1) Cryptographic Hash Audit: Every journal entry is forward-chained with SHA-256 hashes to guarantee non-repudiation.

9. Daily Operating Cadence (5-Minute SOP)

CADENCE
Time (IST)WhoAction to Take
09:00 AMFounder / CFOReview 09:00 AM WhatsApp pulse. Check realized profit, ad spend CAC, and money in transit.
11:00 AMFinance OpsLog into app.calcrum.com. Verify morning gateway settlements matched. Click "Approve" on courier weight claims.
06:00 PMFinance OpsCheck the RBI 18:30 IST Cutoff Clock to ensure all supplier RTGS payouts clear before banking cutoffs.
Month-EndStatutory CAOpen Statutory Books tab, click "Export Tally XML", and download certified Schedule III statements.

10. Frequently Asked Questions (FAQ)

FAQ
Do I or my team need to install any local software?

No. Calcrum is a 100% cloud-hosted web application accessible from any modern browser at https://app.calcrum.com.

Can Calcrum initiate payments or move money from my bank account?

No. Calcrum connects via strictly read-only scopes. It has zero ability to move funds, initiate debits, or authorize transfers.

How does Calcrum prevent floating-point rounding errors?

All financial arithmetic is calculated in 64-bit integer paise (₹1.00 = 100 paise). IEEE-754 floating point numbers are mathematically banned across the engine.

How do I get priority support?

Reach out via the in-app chat bubble at https://app.calcrum.com or email support@calcrum.com.

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