Set up a new organisation

An organisation holds your products, stock, warehouses, suppliers, orders and team. Everything you record in StockBold belongs to one. You set up the first one when you start, and you can set up more later.

If you do not belong to an organisation yet, StockBold shows Welcome to StockBold after you sign in. Select Create your organization to start. To create another organisation later, open the menu that lists your organisations in the top bar and select Create New Organization.

How setup works

Setup has three numbered steps: Your company, Suppliers, categories and warehouses, and Your team. Each step shows its parts one at a time, with a counter such as 1 of 4. Select Continue to move on or Back to go back.

A finished step folds to a one-line summary with an Edit button. Nothing is saved until you select Create Organization at the end, so you can go back and change anything first.

Step 1: Your company

1. Enter an Organization name of at least two characters. This is the name your team sees in StockBold, and you can change it later.
2. Choose a Default currency (required). The currency that suits the language you use StockBold in is already selected; change it if your business works in another one. Inventory values and reports are shown in this currency.
3. Choose a Valuation method (required): FIFO (First In, First Out), LIFO (Last In, First Out) or Average cost. FIFO is marked Recommended, and each option has a line explaining it. The method decides how the value of your stock and the cost of what goes out are calculated.
4. Optionally, enter Company details: company name, tax ID, address, city, ZIP, state and country. These are printed on your purchase orders. You can fill them in now or later in Settings, then Organization.

You can change the method later in Settings, then Organization, under Inventory Method. Only the organisation owner can edit organisation settings. The method cannot be changed while any year is locked: unlock the year first in Settings, then Year Lock.

Until the company name, address, city and country are filled in, the owner sees Complete your organization setup at the top of the dashboard. It names only the fields still missing and has a Complete setup button that opens Settings, then Organization.

Step 2: Suppliers, categories and warehouses

The four lists are optional: Suppliers, Categories, Units of measure and Warehouses. To add an entry, type a name and press Enter or select the add button. The entry appears below; select the small cross beside it to remove it. Adding the same name twice is refused with a message.

With nothing added, the button reads Skip. If you typed a name but did not add it, the button reads Add and continue and adds it for you.

Whatever you skip, StockBold is usable straight away. If you add no category, StockBold creates one called General. If you add no unit, it creates one called pcs. If you add no warehouse, it creates one called Main warehouse. These names are created in the language you use StockBold in, and each step's note tells you what will be created if you skip it.

Suppliers is the one list with no fallback. If you skip it, your supplier list starts empty. Add suppliers here or later from Catalog, then Suppliers.

A new organisation starts on the Free plan, so setup has to fit it. Free includes 1 warehouse, 20 suppliers and 2 users (you and one colleague). If you add more, setup says so; you can move to a larger plan once the organisation exists.

Step 3: Your team

Add the email addresses of colleagues who should join and choose a role for each one. The role starts on Operator, and you can change it for each address in the list before the organisation is created. Departments are not set here; assign them afterwards in Settings, then Users.

Invitations are sent once the organisation exists. An address you typed but did not add is added for you when you select Create Organization.

Accept the Data Processing Agreement on behalf of the organisation. Create Organization stays greyed out until the box is ticked. See Terms of Service, Privacy Policy and Data Processing Agreement.

What StockBold creates for you

You are the owner of the new organisation, with the Admin role. Your first warehouse, whether it is Main warehouse or the first one you typed, is the default warehouse.

StockBold creates four payment terms for purchase orders: On receipt, 30, 60 and 90 days from invoice. It also creates five incoterms: EXW, FOB, CIF, DAP and DDP.

A single tax called No Tax, at 0%, is created and set as the default. This gives purchase orders something to select before you enter your real rates in Settings, then Taxes.

The organisation and everything created with it are made in one go. If any part fails, nothing is kept, so there is no half-built organisation to clear up before trying again. Invitations are sent afterwards; a failed invitation does not undo the organisation. The summary lists any address that could not be invited; invite it again from Settings, then Users.

When it is ready

The card shows You're All Set! and Your organization is ready, with a summary: Organization, Company, Currency, Valuation method, Suppliers, Categories, Units, Warehouses and Invitations. Select Go to dashboard, or select Add your first product to open the new product form straight away.

Go to dashboard starts a short welcome tour the first time. The dashboard's Getting started list takes you through the first steps: suppliers, products, current stock, a purchase order, a delivery and your team. See Getting started checklist, the welcome tour and the help button.

A second organisation

There is no limit on how many organisations you can own. However, while you already own an organisation on the Free plan, the next one you create has to be on a paid plan.

In that case, the last button reads Choose a Plan instead of Create Organization. It carries everything you entered to the plans page, where Free is not available and the Data Processing Agreement box is in the confirmation.

With a paid plan, the organisation is created when you confirm. It stays read-only until its payment is confirmed, and you go straight on to paying for it. If the plans page says Payments are not available yet, a paid plan cannot be chosen and nothing is created.