Connecting with other businesses

If your customer or supplier also runs on Kaalchakra, you can work together directly: message each other, share catalogues, and send documents that land in their workspace ready to accept — no PDFs over email, no retyping on the other side.

Connecting works like a messenger

1. 1

   Find the business

   Open Organisation → Connections and search by the business's short name on Kaalchakra.

2. 2

   Connect and say hello

   Connecting opens the conversation immediately — there is no approval queue. Your first message simply arrives, marked as a first contact.

3. 3

   They reply — or block

   A reply activates the business relationship. If they'd rather not engage, they can block the conversation; blocking freezes the chat but keeps its history.

What unlocks once both sides engage

• Party accounts — each side gets the other set up as a party in their masters automatically.
• Document exchange — invoices and orders you send appear in their Incoming page for review.
• Catalogue sharing — let a counterparty browse the items you offer, with full control over which organisation sees what.
• Item matching — map your item names to theirs so exchanged documents translate cleanly.
• Order drafts — a received document can become a draft purchase order on the other side.
• Statement of account — let a counterparty view a live, read-only statement of their dealings with you.

Sharing your catalogue — organisation by organisation

Open the settings (gear) button in the Messages header to manage everything you share. You set a default rule that applies to every connected organisation, then give specific organisations their own rule when you want them to see something different. For each organisation you can share your entire catalogue, only selected item groups, only selected items, or nothing at all — so a regular customer can see your full range while a one-off buyer sees just a couple of groups. You also choose which item details are visible (name and price always show; your cost is never shared) and whether buyers may filter by group.

Importing items a counterparty shared

When a supplier shares their catalogue with you, open their chat and use Import items to browse what they offer. Tick several items and import them all at once, or pick a group and import the whole group in one go — each item is copied into your own catalogue and linked so the supplier's future documents line up with your items automatically. Items you already have are skipped, so you can import again safely. Their price to you is filled in as your purchase price; you set your own selling price.

Showing documents you raised before you connected

When you connect with a business today, only the documents you raise for them from now on appear in their chat. If you already billed them — or raised orders and estimates — before you connected, open their chat and use Share past forms to show those too. Pick the account that represents them, tick the sales, purchases, orders or estimates you want to share, or choose Share all not shared in one go. Each one lands in their Incoming page exactly like a new document, and they still approve every one before it reaches their books.

Sharing a statement of account

You can let a customer or supplier see exactly where their account stands with you. Turn on Share statement of account for that organisation in the sharing settings, and they get a live, read-only statement — the same transactions and running balance you see for their account in your books. They only ever see their own account with you, never any other account, and they cannot change anything. To view a statement someone has shared with you, open their chat and use the Statement button.

Previewing a document before you approve

Every document that arrives in a chat has a View button. It opens the document exactly as the sender designed it — in their own print format, with their letterhead and totals — so you can check it before deciding. Until you approve it, the preview is clearly marked as not yet approved by you; once you approve, that mark disappears. You can view a document you sent the same way, to see precisely what the other side sees.

The Incoming page

Organisation → Incoming is your review desk for documents other businesses send you. Approve a document to bring it into your books, or set per-counterparty auto-accept once you trust the flow. Nothing enters your records without that approval policy saying so.