stockflow
Start for free

How StockFlow works

Short steps per feature. The numbers in each screen match the steps.

Quick start

  1. 1Add productsBy hand or import a spreadsheet.
  2. 2Set reorder pointsGet warned before you run out.
  3. 3Record stock in & outFrom the Dashboard or by scanning.
  4. 4Invite your teamGive each person the right access.

Get started

Dashboard

Your daily overview: what your stock is worth and what needs action.

Open Dashboard
  1. 1

    Read the tiles: Stock value at cost, Retail value, Units on hand and SKUs.

  2. 2

    Work through Needs attention. Each row has its own button, such as Restock or Fix.

  3. 3

    Use Stock in and Stock out (sale) for a quick movement without leaving the page.

Use Customize (top right) to choose which cards show.

Warehouses

Everything in StockFlow belongs to a warehouse: stock, products and orders.

Open Warehouses
  1. 1

    Your first warehouse is created at sign-up. Rename it or click Add warehouse for a second site.

  2. 2

    Switch warehouse with the picker at the top of the sidebar. Every page shows the selected warehouse.

Product or order missing? Check that the right warehouse is selected.

Go toLocations

Locations

Areas and shelves inside a warehouse, so you know where each item sits.

Open Locations
  1. 1

    Locations are optional. Skip them if one stock number per product is enough.

  2. 2

    Pick the warehouse at the top of the sidebar. Locations always belong to the selected warehouse.

  3. 3

    Click Add Location: an Area groups shelves, a Shelf is one position (e.g. A-01). Then Print labels.

Importing products? A Location column with codes like A-01 creates the locations for you.

Go toPrint labelsScan to move stock

Inventory

Products

The items you buy, build, hold and sell. Every other feature uses them.

Open Products
  1. 1

    Click Add product. A name and the current stock are enough to start.

  2. 2

    Set a Minimum level. Without one, StockFlow cannot send low-stock alerts.

  3. 3

    Already have a spreadsheet? Use Import. You see a preview before anything is saved.

The item type decides what a product can do. Only manufactured items, finished goods and sub-assemblies can have a Bill of Materials.

Go toAdd productImportCategoriesCustom fields

Categories

Group products so lists, filters and reports stay clear.

Open Categories
  1. 1

    Click Add Category and give it a name, such as Chairs or Fasteners.

  2. 2

    Use the arrows to set the order. Products follow this order in lists.

  3. 3

    Assign a category on the product. View products shows everything in a category.

Deleting a category never deletes its products. They just lose the category.

Go toProducts

Custom fields

Extra product fields of your own, like expiry date, colour or condition.

Open Custom fields
  1. 1

    Open Settings from the menu under your name (bottom left), then Custom fields under Products.

  2. 2

    Click Add custom field, name it and pick a type: Text, Number, Date, Yes / No or Dropdown.

  3. 3

    Tick Required if every product must have a value. The field now appears on every product form.

Go toAdd product

Assets

Tools and equipment you lend out and get back, rather than sell.

Open Assets
  1. 1

    Click Add asset with a name and serial or tag number.

  2. 2

    Use Check out when someone takes it and Check in when it comes back.

  3. 3

    Open Readiness to see overdue returns and maintenance due.

Go toAdd assetReadiness

Stock in & stock out

The quickest way to change a quantity: a delivery in, or a sale out.

Open Dashboard
  1. 1

    Choose Stock in for goods received or Stock out (sale) for goods leaving.

  2. 2

    Enter the Quantity. Supplier or customer, date and a description are optional.

  3. 3

    Confirm. The movement is saved in Stock history right away.

Ordering from a supplier? Use a purchase order instead, so you can see what is still due.

Go toProducts

Scan barcodes

Use a phone camera or a handheld scanner to book stock in or out.

Open Scan
  1. 1

    Open Scan and allow camera access. A handheld USB or Bluetooth scanner also works.

  2. 2

    Point the camera at a barcode. A known product opens. An unknown barcode can become a new product.

  3. 3

    Choose Add or Remove, check the quantity and confirm.

On iPhone or iPad, use Safari for the most reliable camera access.

Go toPrint barcodesMobile App

Stock counts

Compare what is on the shelf with what StockFlow expects, and fix the difference.

Open Stock counts
  1. 1

    Click New Stock Count and add the products. Expected is filled in for you.

  2. 2

    Type what you counted in Counted. Variance shows the difference.

  3. 3

    Click Approve & Apply. Stock is corrected for every line with a variance.

Draft is normal while you count: nothing changes until you approve. After approval the count is read-only.

Go toNew stock countStock take results

Pick lists

Tell the person on the floor what to collect and where to find it.

Open Pick lists
  1. 1

    Click New Pick List, add the products and assign a person.

  2. 2

    Follow progress in the list: Pending, In Progress, Completed. Stock is deducted as items are picked.

You can also create a pick list straight from a sales order.

Go toNew pick list

Stock history

Every change in quantity: what changed, why and when.

Open Stock history
  1. 1

    Movements lists every quantity change with its type: purchase order, sales order, adjustment and more.

  2. 2

    Activity shows who did what. Use it when a number looks wrong.

Movements are recorded automatically. There is nothing to create on this page.

Go toActivity

Sales & purchasing

Sales orders

Record what a customer orders. Fulfilling the order takes the stock off the shelf.

Open Sales orders
  1. 1

    Create the order: choose the Customer and add products with Quantity and Unit price.

  2. 2

    Save it as Draft or Pending. Stock does not change yet.

  3. 3

    Click Fulfill items when the goods ship. This reduces stock. The order turns Fulfilled when every line has shipped.

Assemble to order? Turn on Build on ship in Settings › General: shipping then uses the BOM components instead of finished stock.

Go toNew sales orderImport orders

Purchase orders

Order from suppliers and book the delivery when it arrives.

Open Purchase orders
  1. 1

    Create the order: choose the Supplier and the quantity per product.

  2. 2

    Set the status to Ordered once you have sent it.

  3. 3

    Click Receive items when the delivery arrives. Stock goes up. A partial delivery is fine.

Short on stock? Create purchase order on the Dashboard fills in the low-stock items for you.

Go toNew purchase order

Customers & suppliers

Save contacts once and pick them on every order.

Open Contacts
  1. 1

    Click New contact and choose customer or supplier.

  2. 2

    Filter with the tabs. The same contacts show up when you create an order.

Go toCustomersSuppliers

Expenses

Costs that are not on a purchase order, like insurance or software.

Open Expenses
  1. 1

    Click New expense and enter the amount and category. Mark it recurring if it repeats.

  2. 2

    Expenses are included in the Profit & loss report.

Make

Bill of Materials

The recipe for one finished product: which components, and how many.

Open Bill of Materials
  1. 1

    Choose the finished product under Product.

  2. 2

    Add each component with the quantity needed. Components must already exist as products.

  3. 3

    Set Output quantity if one run makes more than 1 unit, then click Save BOM.

A BOM on its own does not move stock. Nothing is used until you record a build.

Go toCreate BOMImport BOMs

Record a build

Professional

Turn components into finished goods in one step.

Open Build
  1. 1

    Choose the Finished product and the Quantity to build.

  2. 2

    Check the components. Short means there is not enough stock.

  3. 3

    Click Complete Build: components go out and the finished product comes in.

Go toBill of Materials

Work orders

Professional

Plan builds ahead, then track runs, lots and yields.

Open Production
  1. 1

    Click Create work order with the product, planned quantity and due date.

  2. 2

    Click Release when work starts.

  3. 3

    Click Complete when it is done. Stock moves exactly as with a build.

  4. 4

    On the Production page, click Start run to add a Serial number, Lot number or Batch to a production run.

Go toCreate work orderPlanningProcessesLotsYields

Reports

Reports & export

Stock value, sales, profit and slow movers in one place.

Open Reports
  1. 1

    Start with the main reports: valuation, sales, profit & loss, dead stock and turnover.

  2. 2

    Open More reports for sales tax, value on a past date, stock take results and more.

  3. 3

    Use Export data to download your data for Excel or your accountant.

Reports with a lock icon need a paid plan.

Go toInventory valuationSales performanceProfit & lossDead stockTurnoverExport data

Team & settings

Team & roles

Invite colleagues and decide what each person can do.

Open Users
  1. 1

    Click Invite User and enter their email.

  2. 2

    Choose a role. Staff scans stock in and out. Admin manages products and the team.

  3. 3

    Click Invite. You can change each person’s rights at any time.

Give your accountant free read-only access under Settings › Accountant.

Go toAccountant

Settings

Set these once. Click a tile to open it.

GeneralCurrency, stock alerts, scanning and fulfilment rulesCompany detailsName, address and logo on documentsIntegrationsShopify, Square, Octopus and moreMobile AppInstall StockFlow on your phoneProfileYour name, email and passwordPlan & BillingPlan, invoices and payment method

Still stuck?

  • Most pages have a ? Help button that explains that screen.
  • A number looks wrong? Check Stock history
  • Send us the exact error message and what you were doing.
Go to the Help Center