Karyosa

Cloud-based Business Management System
for Malaysian SMEs

Payroll, staff, part-timers, stock, statutory deadlines and monthly business health.
All in one place, so it stops living in your head.

Request a demo See what is inside
The Karyosa Home screen on a phone: today’s date, a welcome, and how the team is doing today and this month.

This is the actual Home screen, not a drawing of one.

Why it exists

Built by a business owner, for business owners.

Karyosa started inside a working dental clinic. Payroll, staff, stock and company deadlines were all being managed by hand, and every small mistake cost time or money. Each module was built to solve a real problem we faced ourselves.

What it does

Seven modules. One place.

In the same order as the app. Each one has its own section below. Anything waiting for you shows on Home, and a step-by-step guide shows new staff around.

1. Scorecard & tasks

Set daily tasks for your staff and track them every day. Reviews and pay raises are based on clear records, not memory.

2. Payroll & attendance

Staff clock in by phone. Leave, overtime and payslips are handled for you, with EPF, SOCSO, EIS and PCB calculated accurately.

3. Inventory

Track stock levels, costs, supplier payments and expiry dates. You are alerted before items run out.

4. Compliance

Every SSM, LHDN and licence deadline for the year, worked out from your registration date and financial year end. You are reminded before each one is due.

5. Return on opex

See what your business spends and what it earns back each month, with a simple grade that shows how the month went.

6. Locums & part-timers

Locums and part-timers log the days they work. Karyosa turns them into one monthly invoice at the rates you set.

7. Staff Files

Company policies that staff tick and sign, and private letters: offer, warning, show cause and more.

1Scorecard & tasks

The staff

Train once. Karyosa handles the daily reminders.

Every business has daily routines that should never be skipped: cleaning the counters at opening, counting the cash, switching off equipment before closing. When these rely on memory, they are done on most days and missed on others, and the gap only shows when something goes wrong. At review time, there is little on record to go on.

Karyosa turns your standing instructions into a short daily checklist that staff complete and sign before they go home. The rules stay the same, but now there is a record. A task that must be ticked off gets done.

Need proof? Ask for up to five photos, taken on the spot.

At the end of the month, the scores are ready. Pay reviews are based on clear numbers you can both see, which is fairer for your staff and easier for you.

A staff member’s daily checklist on a phone: what to fill in before going home.

The tasks

Assign it once. Track it until it is done.

A job often comes to mind late at night, so it gets sent as a message straight away before it is forgotten. By morning, staff face a long chat with no order and no deadlines, and there is no easy way to see what has been done.

With Karyosa, you write the task once. It goes to the right person with a due date and stays on their list until it is done. Staff can see their own progress, and for jobs that need proof, you can ask for a photo before the task counts as complete.

  • Given to one person, not lost in a group chat.
  • Ask for a photo when a job needs proof.
  • A count on the app until it is done.
  • By the next morning, you know what was done and what was not.
The team’s tasks on a phone: who each task is for, when it is due, and which are late.

2Payroll & attendance

Pay, and who gets to see it

Payroll that stays private and accurate.

In many small businesses, one admin handles the payroll, so one member of staff can see what everyone earns. This makes pay rises harder to manage, especially when the person preparing the payroll is also being compared with others.

In Karyosa, each staff member sees only their own payslip. They sign to confirm they received it before they can download it. Only the people you choose can see payroll for the whole business, and this is protected by the system’s security rules, not just by hiding a button.

  • EPF, SOCSO, EIS and PCB calculated with the official rates and rounding rules, already used to pay a real clinic’s staff every month.
  • Every amount is exact to the sen, so the payslip and the EA form always match.
  • EA forms, Form E and the C.P.8D listing are prepared from the same figures you paid.
  • Salary and EPF, SOCSO, EIS flow straight into Return on Opex.
  • You set your own public holidays, because they differ by state and many dates change each year.
  • Staff save their payslip as a PDF, A5 or A4, straight from their phone.
A staff member’s own payslips on a phone, month by month, each ready to sign.

The hours

Clock in by phone. See attendance live.

Punch cards and fingerprint machines record attendance, but someone still has to collect the cards or export the data with a pendrive. By the time you check, the month is over and it is too late to act.

With Karyosa, staff clock in on their own phones, within the area you set, and you can see attendance as it happens. Early finishes and late stays are both recorded, and you can check the month’s running balance at any time.

Late, even by a minute? Staff give a reason, and you accept or reject it. Lateness is counted for you, and leave, MC and off days show on the clock-in screen.

The clock-in screen on a staff member’s phone: today’s date, the time, and a Clock in button.

3Inventory

The shelf

Know what is running low before it runs out.

Staff usually notice an item has run out only when they reach for it and it is not there. By then, the customer is waiting, the new order takes days to arrive, and you are the last to know.

With Karyosa, you set a minimum level for each item. Anything at or below that level shows on the dashboard before the stock runs out. Upload the supplier’s invoice and Karyosa reads the items for you, so you know exactly how much you spent on stock this month and this year.

  • Your stock spending this month and this year, and what is still unpaid.
  • If the count is higher than what you bought, Karyosa flags it, so you can check for a miscount or a missing invoice.
  • Keep track of money owed to staff who paid for items with their own money.
  • Every supplier invoice in one list, with its photo or PDF attached. Mark a whole invoice paid in one tap.
  • Logging a purchase? Type a few letters to find the item.
  • Tap a low item on the overview to count it straight away.
The inventory overview on a phone: counted this month, what needs re-ordering, what was bought, and what is running low.

Stock count

Use the names your staff already know.

Supplier invoices often use long product names, such as COMPOSITE RESTORATIVE SYRINGE A2 SHADE 4G. Your staff simply call it Composite A2, so that is the name they see when counting stock.

The supplier’s name is still saved with each item, so your records match the invoices when your accountant needs them.

  • Anyone can record a count. Once saved, only a manager can change it.
  • Export the year-end count for your accountant and auditor.
  • Each item has its own unit: tablet, strip or box.
  • A photo of each item, and of where it is kept, so a new staff member finds it on the first day.
The inventory overview for a dental clinic on a phone: each item with its photo, the name the team uses, and what is left.

Expiry

Catch expired stock before it becomes a problem.

Karyosa records the expiry date of every batch you receive. It shows you what has already expired and what will expire soon, with the item name, quantity and supplier.

A spreadsheet can store the same dates, but it will not warn you. Karyosa tells you straight away when expired stock on the shelf needs attention.

  • Expired in red, expiring soon in amber, the soonest first.
  • Mark a batch Used up or Thrown away in one tap, and it leaves the list.
Expiry on a phone: batches already out of date and batches expiring soon.

4Compliance

The deadlines

Every deadline for the year, in one calendar.

Running a business in Malaysia comes with a year of statutory duties: the annual return, accounts lodged with SSM, Form E, CP204, and licences that quietly expire. Most owners were never taught them, and a missed date usually means a penalty.

Enter your registration date and financial year end, and Karyosa sets out the whole year for you: every duty, its due date, where it goes, and the law behind it. You are reminded before each deadline, not on the day.

  • Sdn Bhd, LLP, partnership and enterprise each get their own list of duties.
  • Licence renewals are shown alongside your statutory deadlines, so nothing expires unnoticed.
  • If a date cannot be worked out, Karyosa tells you and keeps it on the list, so nothing is quietly left out.
  • Coming up first: what is due soon and what is overdue, then the calendar.
  • Add your own dates too: a loan, rent, insurance.
  • Every tick is kept: who did it, when, and their reference, ready to download.

Karyosa reminds you what is due and when. It does not file anything for you, and it does not replace your company secretary or accountant.

The compliance screen on a phone: what is coming up and what is overdue, with the date and the law behind it.

5Return on opex

The money

Know if your business is healthy, every month.

Return on Opex answers one question: for every ringgit you spend to run the business, how much do you earn back? You get one figure and a grade, while the month is still happening, plus your cash after commitments.

Salary and EPF, SOCSO, EIS fill in from payslips, and stock from the purchase log, so you never key them twice. Not yet paid shows what you still owe: bills, suppliers and staff claims.

Only you can see your turnover. Managers and staff cannot open this module, and this is protected by the system’s security rules, not just hidden on screen.

Return on Opex on a phone: the month’s business health grade, sales, operating expenses and cash after commitments.

Tax estimate

Know your tax before the year ends.

Fewer surprises at filing time.

  • Built from what you already record.
  • Big items claimed as capital allowances, year by year.
  • Follows your financial year.
  • Spending that cuts your tax, like zakat, in plain words.

An estimate to plan with, not a tax computation. Your tax agent still prepares the return.

Tax estimate on a phone: profit, capital allowances, chargeable income and the estimated tax.

6Locums & part-timers

Locums and freelancers

One invoice a month. Proof of every day worked.

Locums and freelancers record each working day on their phone: the hours worked and, where their fee is a share, the sales or collections. At the end of the month, Karyosa turns those days into one invoice at the rates you agreed, and they sign it on their phone.

The invoice is proof of the work done, day by day. Once you mark it as paid, it becomes their payment record, which both of you can print and keep. If the agreement says “whichever is higher”, the invoice shows both amounts and which one applies.

  • They can correct a day within 24 hours. You can correct it at any time.
  • Only you can add a bonus, when you mark the invoice as paid.
  • If you change the rates, they sign the new agreement before the next invoice.
A locum’s work log on a phone: a calendar of the days worked this month.

7Staff Files

Policies and letters

Policies signed. Letters kept private.

Put your handbook and rules in one place, as text, pictures or a PDF. Each staff member ticks and signs that they have read it, and you see who has.

  • Offer, confirmation, show cause, warning, suspension and inquiry letters, in Malaysian wording.
  • You sign, they sign, and every letter stays in their file.
  • Only the person, you and the managers you choose can open a letter.
  • Staff write and sign their own resignation. Karyosa works out the notice.
  • A count on the app shows what is still to sign.
  • Repeated lateness? The show cause letter comes with the dates filled in.
Staff Files on a phone: company policies, each waiting for the staff member’s signature.

For every business

Built in a clinic. Made for any business.

Karyosa started in a dental clinic, but it works for any business. A restaurant counts rice, oil and chicken on the same stock screen, and its staff clock in the same way. The statutory deadlines are the same, whatever you sell.

The inventory overview for a dental clinic on a phone: each item with its photo, the name the team uses, and what is left.
A dental clinic’s shelf.
The inventory overview for a restaurant on a phone, showing chicken, onions, rice and chillies.
A restaurant’s, on the same screen.

In use at Klinik Pergigian Dr Jana and Ayam Gepuk Rawang.

Also set up for GP, physio and vet clinics, cafés, bakeries and caterers, salons and spas, shops, workshops, tuition centres, gyms and offices: each with its own roles, daily lists, stock and licences.

Have a look

Request a demo.

Message us on WhatsApp. We will walk you through it and answer anything you want to ask.