When a new user scans the QR code or taps the link, they start a six-step setup that takes about two minutes.

1. They receive a welcome message explaining what Datamartics does and what it does not do. 2. They receive a summary of how their data is handled and a link to the full privacy policy. They must reply YES to continue. Any other reply repeats the step. 3. They receive the pricing information — all three plans shown honestly, plus the free trial details. No action needed, just reading. 4. They are asked: "What should I call you?" They reply with their name. 5. They are asked: "What kind of business are you running?" Free text. Any answer works — "hardware shop," "freelance design," "my daily expenses," "not sure yet." All valid. 6. They receive an explanation of how logging works, when reports arrive, and what the AI can and cannot do. Their trial starts immediately after this step.

If a user disappears mid-onboarding and comes back, Datamartics shows them what they had already set up and asks if they want to continue or start again. If there is no activity for 7 days during onboarding, the setup resets and they start fresh.

The user sends a message in plain language — whatever they sold, spent, or received. No format required. The message is processed in two stages.

Stage 1 — A fast, rule-based system handles obvious cases instantly with no AI call. It recognises clear transaction patterns and routes them directly.

Stage 2 — If the message is ambiguous, an AI agent reads it, determines whether it is a transaction, a data query, or unclear, and assigns a confidence score. If the confidence is below the threshold, Datamartics asks the user to clarify rather than guessing.

Once classified as a transaction, an AI agent processes it in the background — extracting the category (sale, expense, or income), the amount, and what was sold or spent. The user never selects categories or fills in fields.

All messages are encrypted with a unique key per user before storage. The AI processes the content without seeing the user's identity or phone number.

The user sends a voice note. Datamartics downloads the audio, converts it to a compatible format, and sends it to a transcription service. The transcribed text is then processed exactly like a typed message — classified, categorised, and stored.

The user sends a photo — a receipt, a handwritten record, a screen of transactions. A vision AI agent reads the image and extracts the transaction information as text. That text is then processed exactly like a typed message.

The user sends a PDF or spreadsheet. Datamartics extracts the text content and processes it as transactions. Works for text-based PDFs and Excel files.

On Standard, the user texts "edit my last transaction." Datamartics shows the most recent entry and asks for the correction. The user replies with the corrected version. Datamartics updates the record and re-categorises it automatically.

On Premium, the user can edit any transaction — not just the last one. Datamartics shows a list of recent transactions for the user to choose from, then applies the correction and re-categorises the entry.

The user texts "delete transaction." Datamartics shows them their last five transactions numbered 1 to 5. The user replies with the number they want to delete. The transaction is soft-deleted — removed from reports and queries, but kept in storage until the user requests full account deletion.

Every Friday at 6pm Nairobi time, Datamartics checks which users are eligible for a weekly report. To be eligible, a user must have logged at least 3 transactions that week.

If eligible, the report is generated from their actual logged data and delivered to their WhatsApp. The report includes: total sales, total expenses, net earnings, best performing day, top products or services, a short narrative, and one concrete recommendation.

If a user has more than 100 transactions in the period, Datamartics pre-aggregates the data before sending it to the AI — so the quality of the report stays consistent and the cost stays flat regardless of how much the user logs.

Free plan users receive the weekly report only. They cannot request reports on demand.

The user texts "report." Datamartics acknowledges immediately — "On it, your report is coming shortly." — and generates the report in the background. It is delivered to WhatsApp within a few seconds to a minute depending on data volume.

The user asks a question in plain language: "show me my expenses this month," "what have I sold most this week," "compare this month to last month," "which client has paid me the most this year." An AI agent analyses their logged data and delivers a direct answer to their WhatsApp.

Users on Standard and Premium can track more than one business. To switch between them, they text "switch." Datamartics shows a numbered list of their businesses. They reply with the number. All logging from that point goes to the selected business.

Text "add business." Datamartics asks what kind of business it is. The user replies. A new business is created and set as active immediately.

Standard allows up to 2 businesses. Premium allows up to 5.

Text "add member." Datamartics asks for the WhatsApp number of the person to add. The user provides it. That person can now log transactions for the business.

Standard allows up to 2 members per business. Premium allows up to 5.

Text "remove member." Datamartics shows a numbered list of current members. The user replies with the number to remove. Done.

Text "pay." Follow the steps:

1. Choose your plan — Standard or Premium. 2. Choose your payment method — M-Pesa or card. 3. For M-Pesa via STK push: provide your Safaricom number (can be different from your WhatsApp number — the number is stored and never asked again). A payment prompt is sent to your phone. You have 5 minutes to enter your PIN. If the prompt expires, text PAY to try again. 4. For M-Pesa via Paybill: text SKIP when asked for your Safaricom number. Datamartics generates a unique 5-digit code. Pay to the Datamartics Paybill number using that code as the account number. The code is valid for 15 minutes. After it expires, text PAY for a new one. 5. For card: receive a secure payment link. Complete payment on the page. The link expires in 30 minutes.

Payment confirmation arrives on WhatsApp as soon as the payment is matched.

If you paid but did not receive confirmation, text "support" with your M-Pesa confirmation message. The support team will reconcile manually and activate your account.

When a paid subscription expires, users are not cut off immediately. They enter a 3-day grace period during which their full plan access continues. They receive a notification and can renew by texting "pay."

If they do not renew within 3 days, their account reverts to the free plan. Their data is never deleted for a missed payment.

Datamartics sends one proactive message per day maximum. Never more. Free plan users receive a maximum of one per week.

No message is sent until at least 10 minutes after the user's last WhatsApp message — to avoid interrupting an active conversation.

Urgent notifications (subscription expiring today, deletion warning active) take priority over everything else. If an urgent notification exists, nothing else is sent that day.

Informational messages — tips, plan information, reminders — are sent only when nothing more important is waiting. Each tip is sent once per user and never repeated.

The user texts "support" or "complaint." Datamartics asks them to describe the issue. Their message is stored and a notification is sent to the support team. The user receives confirmation that their issue has been passed on.

The user texts "delete my data." Datamartics shows a warning explaining what will be permanently deleted. The user must confirm with YES. Any other reply cancels.

After confirmation, a 7-day window begins. The user can cancel at any point by texting "cancel." If they do not cancel within 7 days, all data — transactions, reports, business records, account — is permanently and irreversibly deleted.