Learn how StockBold works

Create a product manually, complete the five required fields, and choose whether to include it in inventory.

Create and approve a purchase order, record its delivery, and find the received stock and its value in your inventory.

A warehouse is a place you hold stock. StockBold records every quantity against a warehouse, so the same product can be plentiful at one site and out of stock at another.

Create an organisation in three steps: enter company details, add suppliers and other lists, and invite your team. Learn what StockBold creates and what happens when setup is complete.

Where to read the Terms of Service, Privacy Policy and Data Processing Agreement, what you accept when you sign up or create an organisation, and what happens when a new version is published.

The Getting started list on the dashboard takes you through the first six steps and ticks them off by itself. The welcome tour shows the main screens, and the help button at the bottom right brings both back.

What the dashboard shows: the four figures at the top, products running low, the stock forecast, incoming shipments, quick actions and your latest notifications, and why some of it may be missing for you.

Use an adjustment to correct an overstated stock-out. Adjustments only add units and are subject to yearly limits and a shared limit with found inventory.

Use Settings, then Import, to create products or suppliers from a CSV file, with opening stock for new products. Covers the file, the checks, the switches, the results and the permissions you need.

Initial stock records what you hold when you start using StockBold, and the unit cost you enter prices it permanently. Found inventory puts back written-off stock that turned up, carries no cost of its own, and is capped by how much went out.

Find and filter the record of every stock change, understand movement types, and learn which movements you can edit or delete.

Use an API key to read shelf positions, move units between shelves, and specify shelves for stock-outs and transfers. Set up shelves and switch tracking on in the app.

For a product tracked by shelf, stock-outs, transfers and deliveries ask for shelves, and editing or deleting them asks again. Stock counts ask per shelf. Adjustments, found inventory, initial stock, assemblies and supplier claims use Unassigned.

Move units of a tracked product between shelves of one warehouse, or between a shelf and Unassigned, from the product's page or the Shelves page. The move changes no stock quantity or value and does not appear in the movements list.

Add shelf codes to a warehouse, then rename or delete them as needed. Learn how shelf codes work, who can manage shelves, and which plans include shelf positions.

Switch on Track shelf positions to track a product's stock shelf by shelf. Learn what Unassigned means, where to see shelf quantities, and what happens when tracking or your plan changes.

Create a stock count for one warehouse, enter what you physically counted, recount products that moved meanwhile, and approve it so StockBold posts movements to bring your stock levels in line.

Record a stock-out from Movements, learn how to add stock without a purchase order, and check the limits that can prevent an entry.

Move units of one product between warehouses. A transfer records both sides at once without changing your total stock or inventory value.

A year lock freezes purchase orders, deliveries, inventory movements and value adjustments dated in that year. Learn what it blocks, what still works, and the permissions and plan needed.

Set a safety quantity and calculate a reorder point from consumption. Find low-stock products on Product Alerts, in a daily notice and on the Stock levels card.

Attach files to a product, use notes to communicate with colleagues, and find uploaded files across your organisation.

Learn what the Quick Preview and product page show, how to read stock levels, and how to choose your language and how products open.

View a warehouse's shelves, products and quantities, including units not yet on a shelf. Search, filter by product or supplier, and move units from the page.

Create a purchase order, submit it for approval and approve it. Learn who can take each action, who is notified and why approval may be refused if the order changes.

Set the currency and conversion rate on a purchase order, and learn how they affect stock value and reports.

Record shipping and additional costs on a purchase order and understand how they affect landed cost and stock valuation.

Set up payment terms, split them into instalments with due-date rules, and use them to forecast when each purchase order has to be paid.

Record each supplier invoice on the approved purchase order it belongs to, including partial invoices, so the payment forecast uses the real invoice dates.

Record supplier payments on a purchase order to see which instalments they cover and keep the payment status and forecast up to date.

Learn what each purchase order status means, how editing and reopening affect approval, and how Price Confirmed differs from approval.

Make a supplier inactive without deleting it. It drops out of everyday lists and dropdowns, while its purchase orders, products and documents remain unchanged.

Filter and sort the purchase orders list, export it as a CSV file, and download a purchase order as a PDF in the supplier's language.

Copy an order into a new draft with Duplicate PO, or delete an order you no longer need. Learn about permissions, restrictions and what is deleted.

Add a supplier, manage its details, and use its page. Learn how payment terms and Incoterms are managed and who can change them.

Attach invoices, packing lists and photos to a shipment. Search inside PDFs and images to find text in those files.

Record a purchase order across several deliveries, check what is outstanding, correct a delivery, and handle goods received in excess of the order.

Record what actually arrived against a purchase order. Saving the delivery is the step that adds the stock and gives it its cost.

A shipment is the receiving side of one approved purchase order: where you see what has arrived and who is responsible for it.

The Supplier inbox files your email with suppliers under each supplier, with their open orders and attachments beside it. Each person has their own inbox. Reading starts on Starter, replies from StockBold on Pro, and live mail on Business.

Create your personal StockBold address in Settings, then Supplier mail, and set a filter or rule in your mailbox that forwards supplier mail to it. Works with any mailbox, Microsoft 365 and Outlook.com included.

Connect your mailbox to import supplier mail and your replies, including past mail. On plans that include it, you can also reply from StockBold. Gmail, Yahoo, iCloud and Fastmail need an app password.

How the Supplier inbox is laid out: folders and suppliers on the left, conversations in the middle, the conversation with its supplier, purchase orders and attachments on the right. Search, Sent, read and unread, and unverified senders.

An email is filed under a supplier if an address or domain in its Email matching appears in it. Mail matching no supplier waits in Unmatched mail for 7 days. You can move a conversation to another supplier; deleted mail stays in Deleted for 30 days.

StockBold links a conversation to the purchase orders it names, shows where each conversation stands (Needs reply, Waiting on supplier, To update in StockBold, Done), and lets you save attachments to a purchase order's documents.

With a connected mailbox, on the Pro plan and above, send new emails, replies and forwards from your own address in StockBold; otherwise Reply and Forward open your mail app. Also purchase order emails, attachments and Undo send.

New supplier mail notifies you on the bell and, if you choose, with a pop-up and a sound. Your supplier mail is stored encrypted and readable only by you, and it is not part of the organisation export.

Only the owner can delete an organisation, from Settings, then Organization, under Danger Zone. You confirm from a link sent by email, valid for 24 hours, and the organisation's data and files are then erased. Export the data first if you need it.

Delete your StockBold account from Settings, then Profile, under Delete Account. First transfer ownership or delete any organisations you own.

The organisation owner can download everything the organisation holds as one ZIP file of CSV tables and uploaded files, from Settings, then Organization. Anyone can download their own personal data from Settings, then Profile.

Invite colleagues to your StockBold organisation, choose their access, and learn how invitations, existing accounts, and departments work.

Choose which notifications reach you in StockBold and by email, from Settings, then Notifications: what each one covers, who receives it, the pop-up for new supplier mail, and the emails that are always sent.

Roles provide a set of permissions. On Pro and above, you can also adjust permissions for each person. Learn where to change access and how to troubleshoot a missing feature.

What each of the five roles can do, how a role differs from the organisation owner, and how one person's permissions can be adjusted on top of their role.

Hand your organisation to another active member from Settings, then Organization, under Transfer Ownership. You confirm by email, the new owner accepts, and you stay on with your role.

Use departments to group products and suppliers, limit what people can see, and set default assignees for purchase orders.

Change your name, picture and password, reset a forgotten password, and protect your account with two-factor authentication from Settings, then Profile.

See what stock sold during a period cost under your costing method, grouped by COGS group, and how stock value moved from the start to the end of the period.

See how long stock has been on hand, grouped into age buckets, to find slow-moving and dead stock.

Find out what your stock was worth on a past date or what it is forecast to be worth on a future date. Learn how costing methods and report filters affect the result.

See what your stock was worth at the end of each month, what changes its value, and how the report differs from Inventory Valuation.

The payment forecast projects what you will owe each supplier, month by month, from your purchase orders and their payment terms.

Learn how to read the Product Turnover report, understand turnover and velocity bands, and see which stock movements are counted.

See which reports StockBold offers, which plans include them, and what you see when a report or its monetary amounts are unavailable to you.

Lists every delivery you received from suppliers in a period, line by line, with its cost at the purchase order's price plus landed costs, and adds the value up by supplier and category.

Rates each supplier on delivering on time, delivering in full and how long its orders take to arrive, over a period you choose.

Completing an assembly takes its assigned components out of stock, optionally adds one finished unit, and records the build's cost. Learn how to complete an assembly and resolve completion errors.

Learn how Required and Assigned quantities work, how to organize components into groups, and where stock is taken from when an assembled product is completed.

Learn how StockBold calculates assembled product costs, why estimates change, and how to add costs such as labour and overhead.

Learn how assembly work is organised into projects, batches and assembled products, how their statuses interact, and which plans and permissions include assembly.

Learn how to undo a completed assembly, what happens to stock, and when the undo is refused.

A template is a reusable bill of materials that fills an assembled product's component list in one go instead of adding every line by hand.

Discuss individual reorder list items, attach files, mention colleagues, and filter a team list to items you added.

Create a purchase order from a supplier's reorder list card, and see what happens to its items after you save.

Lead time and safety stock decide when to order; cover days decide how much. See examples of each, what the reorder list suggests, and how to choose cover days.

The Suggested Qnt uses available stock, approved purchase orders, the reorder point and cover days to suggest how many units to order. You can enter a different quantity in Qnt to reorder.

The reorder list is a shortlist of products marked for restocking, grouped by supplier. Learn how team and personal lists work, why products may be hidden, and what quantities and stock colours mean.

Correct units recorded as leaving, put back units reported as gone, or delete a claim raised by mistake. Corrections keep their original date.

Delete a supplier claim that should never have been raised, and understand what deleting reverses and when deletion is unavailable.

A supplier claim affects inventory value differently depending on whether the defective units have left your warehouse or are still held there.

Choose how to end a held claim before a replacement arrives, or record what happened to the faulty units after receiving the replacement.

Open a claim to see what was reported, add photographs, discuss it with colleagues, and review who did what and when.

Link a zero-value replacement purchase order to a supplier claim so the claim is drawn down when the replacement arrives and the correct cost is applied.

Claim a defective batch sitting on your shelf without removing it from stock. The units stay on hand, keep their value, and nobody else can use them.

Receive replacement units through Shipments. The linked claim draws down automatically when you save the delivery, and the units enter stock at the cost of the defective ones they replace.

Report faulty material from a received order and open a claim against the supplier. Choose whether the goods have left your warehouse or remain in stock.

Close a supplier claim when no replacement is coming, record the write-off against the claim, and understand why the units must have left your warehouse first.

A supplier claim records the replacement goods a supplier owes you for defective material, so the replacement enters stock at the original cost instead of the zero price on the replacement order.

Compare the five plans, their features and limits, and see where to find your plan and usage. Learn who can change a plan.

Find out what locks and limit messages mean, who can change your plan, and what happens to your data if you move to a smaller plan.

Create and manage API keys, check your plan's monthly API call and AI assistant question allowances, and learn what happens when they run out.