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Pawn shop management software

PawnIT

Pawn shop software built for the way South African pawn shops actually work. Loans, the till, stock, lay-by, payroll, accounting and the registers you have to keep, connected in one web-based system instead of spread across paper, a separate POS and a spreadsheet.

  • Web-based
  • Single or multiple branches
  • Built for South Africa
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PawnIT dashboard for a Johannesburg branch showing today's sales, active loans and the amount out on loan, items for sale and their value, customers, and two loans due in the next seven days

In the shop

One system for the counter, the stock room and the books.

PawnIT covers the lending lifecycle, selling forfeited stock, and the registers and returns South African pawn shops keep.

Modules
Loans, point of sale, inventory, lay-by, payroll, accounting and more
Access control
22 permissions across 13 groups, with screens hidden where staff should not go
Branches
Inventory, customers, day-end and accounting across branches in one view
South Africa
SAPS Register, NCR Form 39, VAT returns and NCA disclaimers

What’s included

The work of a pawn shop, grouped the way it happens.

Lending and the shop floor

Pawn loan management

The full lending lifecycle: pack-out, part-capital payments, extensions, redemptions, forfeits and expired-loan tracking, with automatic interest and real-time payoff quotes.

Point of sale

Barcode scanning, card auto-calc, QR scan-to-cart, tax invoicing, split payments and receipt printing, for walk-in or registered customers.

Inventory and barcodes

QR and barcode generation, batch label printing, scanner search, condition tracking and supplier linking. Categories run from jewellery and electronics to tools, firearms and vehicles.

Lay-by

Deposits, instalments, extensions, cancellations and refunds across the full lay-by lifecycle, with a debtors view for outstanding balances.

Customers, staff and money

Customers and KYC

South African ID validation with a Luhn check, automatic date of birth and gender extraction, ID and photo capture, KYC status, a blacklist option and debtor tracking.

Payroll

Employee wages, South African tax brackets, UIF, staff loans, commissions and payslip generation.

Accounting

Double-entry general ledger, chart of accounts, income statement, balance sheet, expenses and inventory valuation.

Suppliers and procurement

Supplier records with contact and tax details, purchase orders and quotations.

Branches, reporting and controls

Multi-shop and branch support

A consolidated dashboard across branches, with inventory, customers, day-end and accounting in one view, and staff assigned to the branches they work in.

Reports

Sales, inventory, loans, customers and day-end reconciliation reports, exportable to Excel, CSV or PDF.

Registers and returns

SAPS Register, NCR Form 39 and VAT return exports, plus NCA disclaimers, ready when you need them.

Roles and permissions

Ready-made Admin, Manager, Cashier, Appraiser and Read-only roles, with 22 permissions across 13 groups.

Audit and backups

Full audit logging and automated daily backups.

Lending and retail

From the loan counter to the sales floor.

Appraise an item, issue a collateral loan, and follow it through redeem, renew or forfeit. Forfeited stock can then be sold through the built-in point of sale without capturing it a second time.

  • Real-time payoff quotes and automatic interest calculation
  • Barcode and QR scanning in both point of sale and inventory
  • Cash and card tracked separately for day-end reconciliation
  • Tax invoices and printed receipts

Compliance and control

Registers, forms and the right people seeing the right screens.

PawnIT helps you keep the registers, forms and disclaimers South African pawn shops work with, with role-based access so staff only see what they should.

These tools support your record-keeping. They do not replace checking your own obligations with the relevant authorities or your advisers.

  • SAPS Register, NCR Form 39 and VAT return exports
  • South African ID validation with automatic date of birth, gender and age extraction
  • 22 permissions across 13 groups, with interface elements hidden where they do not apply
  • Full audit logging and automated daily backups

Key features

The detail your staff work with every day.

  • Live shop dashboard

    Today’s sales, active loans and the amount out on loan, stock for sale and its value, your customer count, and the loans due in the next seven days.

  • Thorough item intake

    Record the category, condition, brand, serial number, storage location, appraised value, retail price and damage notes for every item.

    Add photos from several angles using a webcam, a phone camera or an uploaded file.

  • Stock that follows the loan

    Each item moves through clear statuses: held as collateral, redeemed, forfeited and in its hold period, for sale, and sold. You always know where an item stands.

  • Tax invoices at the till

    VAT is calculated automatically, change is worked out from the cash tendered, and every sale produces a tax invoice you can print straight away. Sell to a walk-in or a registered customer.

  • Lay-by and debtors

    See every lay-by as active, completed, cancelled or expired, with the total, deposit, balance and expiry date, and follow up outstanding amounts in a separate debtors view.

  • Staff and payroll

    Employee records with banking details, payslips, staff loans, commissions and a wages summary. Link an employee to a user account to give them access to the system.

  • Organisation portal for branches

    Switch between shops, compare sales and active loans per branch, review day closures, and see consolidated accounting and payroll. Manage shops and assign staff to the branches they work in.

  • Roles for every job

    Ready-made roles for administrators, managers, cashiers, appraisers and read-only users, so each person sees the screens they need.

  • Exports when you need them

    Export loans, lay-bys, stock and reports to Excel, CSV or PDF for your accountant, your records or an inspection.

Technical details

Runs in a browser, on your own server.

Staff use PawnIT in a web browser, so the counter, the back office and the owner can all work on the same system at the same time.

Platform
Web-based, used in a web browser
Installation
Windows or Ubuntu Linux, using Docker and the included installer
Database
PostgreSQL
Branches
One shop or several branches under one organisation
Currency and VAT
South African Rand and 15% VAT by default, both configurable
Shop settings
Shop name, invoice logo, default interest rate, loan term, grace period, hold period and record retention
Display
Light and dark mode
Created by
Kabusoft

Inside PawnIT

A look at the daily screens.

See how PawnIT runs the shop day to day, from issuing and tracking pawn loans to selling stock, managing lay-bys and comparing branches.

Shop operations

The counter and the till: what is due, what is out on loan and what is selling today.

  1. PawnIT dashboard for a Johannesburg branch showing today's sales, active loans, items for sale, customers and two loans due this week View full size

    Live dashboard

    Today’s sales, active loans, stock for sale and customers at a glance, with the loans due in the next seven days.

  2. PawnIT pawn loans list showing loan numbers, customers, principal amounts in rand, monthly interest rates, due dates and active status View full size

    Pawn loans

    Every loan with its principal, interest rate, due date and status, with a separate view for expired loans.

  3. PawnIT point of sale with a completed sale and its tax invoice showing three items, 15% VAT, cash tendered and change View full size

    Point of sale

    Scan or tap items into the cart. VAT and change are calculated for you, and the tax invoice prints in one click.

  4. PawnIT point of sale with three items in the cart, a selected customer, 15% VAT, cash tendered and change View full size

    Point of sale cart

    Items in the cart with VAT, the customer, cash tendered and change worked out before you charge.

Inventory and retail

Getting stock captured properly, then onto the shelf and out on lay-by.

  1. PawnIT Add Inventory Item form filled in for a smartphone, with customer, description, damage notes, category, condition, serial number, storage location and values View full size

    Item intake

    Capture the category, condition, serial number, storage location, values, damage notes and photos for each item.

  2. PawnIT lay-by agreements list showing references, customers, totals, deposits, balances, expiry dates and status filters View full size

    Lay-by

    Each lay-by’s total, deposit, balance and expiry date, filtered by status, with a debtors view for follow-ups.

Business management

Branches, staff and the books, in the same system as the counter.

  1. PawnIT organisation portal with consolidated sales, active loans, items for sale and customers, and a per-shop breakdown for Pretoria, Johannesburg and Cape Town View full size

    Organisation portal

    Sales, active loans and stock across every branch, with a per-shop breakdown.

  2. PawnIT payroll employee list showing names, positions, departments, monthly base salaries in rand and status View full size

    Payroll

    Employees with their positions, departments and salaries, plus payslips, staff loans, commissions and a wages summary.

  3. PawnIT accounting income statement showing sales revenue, interest income, cost of goods sold, gross profit and net income View full size

    Accounting

    An income statement built from the shop’s own sales and costs, with the balance sheet, ledger and valuation a tab away.

See it with your shop in mind

Want to walk through PawnIT for your shop?

Tell us how you work today. We can show you the parts that matter, from loans and the till to stock and compliance, and you can decide whether it fits.

Enquire About PawnIT Call Kevin