Snooker Club Management System Live Table Board, Frame and Time Billing, Canteen, Advances and Cash Shifts
See every table on one board, start a game by frames or by the minute, record who won and who pays, add tea and cigarettes from the canteen to the same customer, settle everything in one slip with a discount if you like, hand over the cash drawer between shifts, and know at the end of the night which table, which customer and which counter earned what. Built by Xelent Solutions for snooker clubs in Pakistan.
Is the Counter Boy's Notebook Still the Only Record of Who Owes What?
Most snooker clubs in Pakistan run on a notebook per table, a tally of frames in the margin, a separate page for the canteen and a cash box that changes hands at midnight. It works until the regular who "has frames left" disagrees with the number, the night shift cash does not match, and the owner asks which table actually makes money.
A regular insists he has four prepaid frames left; the notebook says two; the counter boy who wrote it has gone home
Two friends play eight frames, loser pays each one, and the counter adds it up on a calculator three times and gets three answers
The tea and cigarettes for table 5 are on a separate page, forgotten at settlement, and paid for by the club
A group moves from table 2 to table 6 halfway through the night and the frames before the move are lost
The night shift hands over the cash box with "it's all there"; the morning count is Rs 1,500 short and nobody can say when
The owner wants to know whether the new table paid for itself this month, and the answer is a shrug
Everything hangs off the customer.
Table → Game (frames or minutes) → Winner & Loser → Advance Frames Used → Canteen Items → One Settlement → Cash Shift → Reports → Archive
Every Table, Who Is On It, Since When and What They Owe — on One Screen
The board is the counter's whole night. Each table shows its running game with the customer, the game type, the frames played or the clock running, the canteen items added for that customer and the amount so far. Start a game, add a frame, record the result, move a group to another table when theirs is needed, add tea from the canteen, or settle — all from the card. Tables have a per-frame rate and a per-minute rate, and a table can be switched off for maintenance without deleting its history.
- Every active table on one board with its running game, customer, frames or clock and amount so far
- Per-frame rate and per-minute rate on each table; switch a table off for maintenance without deleting history
- Start a game, add frames, record the result, settle or move to another table from the card
- Canteen items for the same customer shown on the table card and included in the settlement
- Customer search by two letters, with their advance frame balance offered automatically
- Reset all tables at closing time: open liabilities are preserved, not wiped
Hamza Ali vs Bilal K.
Singles · 7 frames · Hamza 4 – 3 Bilal · loser pays
Usman Tariq
Clock since 22:18 · 52 min · practice
—
Last game settled 22:40 · Rs 900 cash
Saad & Ali vs Zain & Taha
Doubles · 6 frames complete · losers Zain & Taha · Rs 600 each
Farhan M.
Moved from Table 3 at 22:41 · 3 frames before, 2 after
—
Inactive since 14 Oct · history kept
Six Steps From "Table 3 Is Free" to a Balanced Cash Drawer
Each step writes to the same customer and game record. The counter never re-adds the frames, the canteen never re-writes the tea, and the morning shift never re-counts last night.
Start the Game
Pick the table, type two letters of the customer's name, choose singles or doubles and frames or time. If the customer has advance frames, the board offers them.
Table → Running · clock or frame count started
Record Each Frame
After every frame, mark the winner and the loser. The loser's share is recorded against that player; advance frames are deducted as they are used.
Each player owes exactly their frames
Add Canteen
Tea, cold drinks, cigarettes or snacks are added to the customer by name at list price and show on their table card.
One customer, one running total
Move or Continue
Move a running game to another table when needed; the earlier frames and the previous table stay on the record.
Nothing lost in the move
Settle in One Slip
Everything open against the customer comes up together: frames, minutes, advances used, canteen. Apply a discount, take cash or online, add a note.
Games closed · advance balance updated
Close the Shift
The counter checks out with the counted cash; the cash report compares it with settlements in the shift. The owner reads it in the morning.
Drawer and records agree
Ten Modules. One Customer Record.
Games, canteen sales, advance frames and settlements all attach to the customer, every rupee lands in a shift, and every change is logged. Nothing is written twice.
Game Board
- All active tables with running games, customers and amounts
- Start, add frames, record result, move table, settle from the card
- Reset all tables at closing while preserving open liabilities
Tables & Rates
- Per-frame rate and per-minute rate on each table
- Activate or deactivate a table for maintenance
- Table history retained for reports
Games & Players
- Singles or doubles; frames or time
- Winner and loser per frame; loser-pays liability per player
- Negative frame offsets and original price kept for corrections
Customers & Advances
- Name, phone, email, notes, active flag and credit balance
- Advance frames as a ledger: earned, used, restored, with the game
- Balance offered automatically when a game starts
Canteen & Products
- Products with price and active flag
- Sales to a named customer at list price
- Included in the customer's settlement
Settlements
- One settlement per customer across games and canteen
- Total due, discount, amount paid, cash or online, note
- Recorded against the user and the shift
Shifts & Handover
- Check in with opening balance and who handed over
- Check out with closing balance
- Cash report per employee and period
Expenses
- Category, description, amount, date and recorded by
- Export to Excel
- Alongside the cash report for the real night
Reports & Archive
- Table, canteen, customer and cash reports with date range
- Excel export on each
- Archive a period's games so the counter cannot alter them
Users, Roles & Audit Log
- Roles with per-route permissions
- Users can be deactivated; login rate-limited
- Audit log with user, event, old and new values, IP
Singles or Doubles, Loser Pays or Split — One Slip Settles the Table and the Tea
A game is singles or doubles, billed by frames at the table's frame rate or by the clock at its per-minute rate. Each frame records the winner and the loser, and the loser's share becomes a liability on that player, so two friends who played six frames each owe their own amount, not a lump. Advance frames a regular bought earlier are offered automatically and deducted as they are used. When the customer is leaving, everything open against them — frames, minutes and canteen items — comes up in one settlement with a discount field, cash or online, and a note.
Frames or minutes, at the table's rate
Frame games bill each frame at the table's frame rate; time games bill the elapsed minutes at its minute rate. The original price is kept even if a correction is applied.
Loser pays, per player
In singles or doubles, each frame's loser carries that frame. Two players leaving separately each settle their own liability; a group can settle together.
Advances deducted as they go
Prepaid frames are used first and written to the ledger with the game they covered; the balance after is on the slip.
Canteen, discount, payment, done
Canteen lines for the customer join the slip; the counter applies a discount if allowed, takes cash or online, and the games close in one transaction.
0300-1234567 · regular · advance balance before: 8 frames
Table 1 · singles vs Bilal K. · lost 3 of 7
3 frames × Rs 150 · loser pays
Rs 450
Table 5 · time game · 22:41 – 23:05
24 min × Rs 10 · moved from Table 3
Rs 240
Table 3 · singles vs Farhan M. · lost 5 of 9
5 frames × Rs 150 · before the move
Rs 750
Table 4 · doubles · lost 3 of 6
3 frames × Rs 200 · shared with Zain
Rs 460
Advance frames used
5 of 8 prepaid frames applied to Tables 1 and 3
− Rs 750
2 × tea, 1 × Dunhill, 1 × cold drink
Canteen · 22:30 and 22:55
Rs 620
Advance balance after · payment
3 frames · cash · shift: Kashif
Bought 10 frames
2 Oct · cash Rs 1,500 · shift Kashif
Won 2 frames off the house
4 Oct · Table 2 · game #1181
Used in game #1192
6 Oct · Table 1 · 4 frames
Game #1192 corrected
6 Oct · frame re-recorded · by manager
Bought 8 frames
12 Oct · online Rs 1,200 · shift Adeel
Used in games #1244, #1247
16 Oct · Tables 1 and 3 · 5 frames
Earned
20
Used
18
Restored
1
Prepaid Frames Are a Ledger, Not a Number Someone Remembers
Regulars buy frames in advance; some win frames off the house. Every one of those is a transaction — earned, used or restored — against the customer, with the game it was used in, so the balance on the board is always the sum of its history and a disputed count can be settled by reading the ledger. Customers have a name, phone and notes, and are found by typing two letters at the counter. The canteen sells products at their list price to a named customer, and those lines ride on the same settlement as the table.
- Advance frames as transactions: earned, used and restored, each tied to a customer and, where relevant, a game
- Balance on the board is the sum of the ledger; a disputed count is settled by reading it
- Customers with name, phone, email, notes, active flag and credit balance; searched by two letters
- Canteen products with price and active flag; sales to a named customer at list price
- Canteen lines appear on the customer's table card and in their settlement
- Customer report shows games, frames, canteen and payments per person for any period
The Drawer Changes Hands With a Number, Not a Nod
A counter employee checks in with the opening balance and the name of whoever handed it over; at the end they check out with the closing balance. Every settlement in between belongs to that shift, so the cash report shows expected against counted per person. Expenses — electricity, cue tips, cloth, tea supplies, staff wages — are logged with a category and the person who recorded them. When the month is done, the owner archives the period's games: they stay in the reports, but nobody at the counter can touch them again.
- Check in with opening balance and the name of the person handing over; check out with closing balance
- Every settlement belongs to the shift in which it was taken
- Cash report: expected against counted per employee, exportable to Excel
- Expenses with category, description, amount, date and who recorded them
- Archive a period's games: still in reports, locked at the counter
- Users can be deactivated instead of deleted; login attempts are rate-limited
Opened with Rs 4,000 handed over by Adeel. 23 settlements so far, Rs 18,760 expected in drawer plus opening.
Closed 18:00 with Rs 26,350 counted against Rs 26,550 expected. Flagged on the cash report for the owner.
Category: maintenance. "Table 6 re-clothing, Ahmed Billiards." Recorded by the owner on 14 Oct.
Archived 1 Oct by the owner. Table and customer reports still include them; the board and counter cannot edit them.
Clears the board at closing. Any unsettled player liabilities are kept on the customer for the next visit instead of being wiped.
Game #1247 end time changed by Kashif 23:02 (old 22:58, new 23:05); discount Rs 70 on Hamza's settlement; product price update.
Which Table, Which Customer, Which Counter — by Day, Week or Month
Four reports cover the whole club, each filtered by date range and exported to Excel, and an audit log records who changed what, from the same records the counter works on.
Table Report
Revenue, frames and minutes per table for the period, so the owner knows which table earned its keep and which needs re-clothing.
Canteen Report
Sales by product and by customer, quantity and value, for the period.
Customer Report
Games, frames, canteen, advances and payments per customer; who the regulars are and what they spend.
Cash Report
Expected against counted per employee and shift, with settlements by cash and online.
Expenses
Expenses by category and date, exported to Excel beside the cash report for the real result.
Audit Log
Who changed what and when, with the old and new values, for games, settlements, products and users.
Permissions per screen and action
Roles are built from route-level permissions. A counter user can start and settle games; deleting a game, giving a discount, resetting tables, archiving and exports are granted separately.
Every report exports
Table, canteen, customer, cash and expense reports export to Excel for the accountant or the partner who is not on site.
History the counter cannot rewrite
Archived games are locked, deleted records are soft-deleted, and the audit log keeps the before and after of every change.
Built for Clubs Where the Counter Is Busier Than the Notebook
The same system runs a four-table neighbourhood club with one counter boy and a twenty-table lounge with a canteen, a night shift and an owner who is rarely there. Roles decide who sees what.
Neighbourhood Clubs
Four to eight tables, one counter, tea and cigarettes. You need the board, frame billing, advances and a cash count that ends the argument.
- Game board on the counter PC
- Frame and minute rates per table
- Advance frames ledger
Snooker Lounges & Sports Bars
Ten to twenty tables, a proper canteen, doubles tournaments on weekends and two shifts. You need per-player liabilities, canteen on the slip and shift handover.
- Doubles with loser-pays per player
- Canteen on the same settlement
- Shifts, expenses and cash report
Owners Who Are Not on Site
You have a manager at the counter and want to know the night's numbers from your phone, with history nobody can quietly edit.
- Table, customer and cash reports
- Audit log and archive
- Roles that limit who can discount or delete
Roles included out of the box
Permissions are granted per screen and per action — starting a game, deleting one, giving a discount, resetting all tables, archiving, exporting a report or editing a user are separate abilities. Login is rate-limited and every change is in the audit log with the user, the old value and the new one.
Opening a new club or adding tables?
Set the tables with their frame and minute rates, load the canteen price list, and start the first night on the board instead of the notebook.
Frequently Asked Questions
What club owners ask us first.
Can tables be billed by frames and by time?
Yes. Each table has both a per-frame rate and a per-minute rate. When a game starts the counter chooses frames or time. Frame games bill each frame at the table's frame rate and record the winner and loser; time games bill the minutes between start and end at the table's minute rate. Both kinds appear on the board and settle the same way.
How does "loser pays" work with doubles?
A game can be singles or doubles. For every frame the winner and loser are recorded, and the loser's share of that frame is held as a liability against that player. When players leave, each settles only their own frames, or a group settles together. Unsettled liabilities survive a reset of the board and come up the next time the customer is at the counter.
How are prepaid or advance frames tracked?
Advance frames are a ledger per customer, not a single number. Buying frames, winning frames off the house and corrections are "earned" or "restored" entries; frames consumed in a game are "used" entries linked to that game. The balance shown on the board is the sum of the ledger, so any dispute is settled by reading the entries, and the balance is offered automatically when the customer's next game starts.
Does the canteen go on the same bill?
Yes. Canteen products are sold to a named customer at list price and appear on that customer's table card. At settlement, the games and the canteen lines come up together with a discount field, cash or online payment and a note, and the settlement is recorded against the user and the shift.
How is cash controlled between shifts?
A counter employee checks in with the opening balance and the name of the person who handed it over, and checks out with the closing balance. Every settlement in between is tagged to that shift. The cash report compares what was expected with what was counted per employee and period, and exports to Excel.
Can the counter staff change old records?
Only within their permissions, and never silently. Roles are built from per-screen, per-action permissions, so deleting a game, giving a discount, resetting the board, archiving and exporting can each be restricted. Every change is written to the audit log with the user, the old value, the new value and the IP address. Closed periods can be archived, after which the games remain in reports but cannot be edited from the board.
Know Tonight's Table Revenue, Canteen Sales and Cash Position From Your Phone
Bring your table rates, your canteen price list and last week's notebook. We will load them into a demo instance and walk you from the first frame to a closed shift in under an hour.
Built and run by Xelent Solutions in Faisalabad — a PSEB-registered software house.
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