OneSpaceERP
DESKTOP ARCHITECTURE & DATA PRIVACY

YourBusinessDataRunsLocallyonYourWindowsPC

OneSpace is engineered as an offline-first desktop software. Your sales, batches, customer books, and accounting ledgers are stored locally on your machine, with clearly defined boundaries for external services.

Architectural Foundations

How OneSpace structures data security, multi-company separation, and audit logging

Local Database Storage

Core business data is stored locally on your Windows PC. Your daily sales, inventory levels, customer Udhaar records, and accounting vouchers reside in a local database on your machine.

  • Transactional records stay on your computer
  • No continuous cloud connection needed for billing
  • High counter speed without internet latency
  • Direct access to your local data files

Multi-Company Data Isolation

Separate stock, sales, ledgers and tax records by company. If you operate multiple trade entities on the same PC, records remain cleanly separated.

  • Row-level data isolation by company ID
  • Independent chart of accounts per business
  • Isolated stock valuations and batch counts
  • Separate GST tax calculations and reporting

Audit Trail & Change History

Audit trail with before-and-after transaction states. Whenever a bill or stock entry is modified or deleted, OneSpace maintains a traceable record.

  • Track who changed what, when, and how
  • Staff profile recorded on every modification
  • Before and after numerical values preserved
  • Protection against silent record tampering

Merchant-Controlled Backup

Because your database runs on your Windows computer, you retain full ownership of backup routines. You can make physical copies to USB drives or local backup folders.

  • Physical ownership of database files
  • No third-party data mining of your sales
  • Manual and scheduled export routines
  • Easy restoration on replacement hardware

Clear Boundaries: Local Operations vs. Online Services

We believe in complete technical transparency. Here is exactly what runs locally on your PC versus what communicates externally.

Stored Locally on Your PC

These core business operations run entirely on your local machine and do not require internet access:

  • All customer invoices, quotations, and counter sales
  • Product catalog, batches, expiry dates, and stock quantities
  • Double-entry journal vouchers, Day Book, and Trial Balance
  • Customer Udhaar records and supplier account balances
  • Sales returns, purchase returns, and audit modification logs

Online Supporting Services

These specific actions communicate externally over the internet when activated:

  • License Validation: Connects to our licensing server during application startup to verify subscription status.
  • WhatsApp Summaries (Optional): Transmits daily business summary metrics via Twilio API if configured.
  • Email Reports (Optional): Transmits report files via your configured SMTP mail service.
Recommended Operational Practices for Local Desktop Software

Because your data resides on your physical machine, protecting your business continuity is straightforward:

Regular USB BackupsCopy your database backup files to an external USB drive or secondary hard drive weekly.
UPS Power ProtectionConnect your billing PC to an uninterrupted power supply to prevent sudden shutdowns during peak rush.
Windows User PasswordsSet a secure password on your billing counter PC to prevent unauthorized physical access.

Have Questions About Desktop Architecture?

Speak directly with our technical team regarding hardware compatibility, installation, and data isolation.