The complete Stockout guide

Stockout is team-based: your team can have as many member accounts as you need — each teammate signs in with their own login and role, all sharing the same live inventory. Whoever signs up first creates the team and becomes its Owner with full access, then invites teammates who each get their own account. Every new team gets a 30-day free trial of the plan you choose.

The dashboard is the screen you land on after signing in. It shows summary cards for your total stock value and unit counts, plus a grid of tiles that jump straight into each module. Tiles for features your plan doesn't include show a lock icon with an upgrade prompt.

Stockout is built around locations: every item, kit, piece of equipment, checklist, folder, and work order belongs to one. Each device has an active location, and switching it filters your whole view to that site. Suppliers and customers are shared team-wide, and label templates are shared across all locations.

Import brings a spreadsheet into Stockout: a CSV, TSV/TXT, or Excel (.xlsx/.xlsm) file of inventory items, suppliers, customers, or equipment. You choose the file, then decide what each of your columns means — Stockout suggests a field for each column from its header and remembers your choices for next time. Before anything is saved you see every row: what will be added, what will be updated (with the exact before → after changes), what needs fixing, and what's a duplicate. You choose what happens when a row matches something already in Stockout, and rows that can't be imported download as a CSV with the reason on each row, so you can fix them and import that file again. Afterwards, Undo this import removes what the import added and puts back what it changed, as long as nobody has changed those records since — on the device that ran it, for 7 days.

Open it from Settings → Data Management → Import Data and tap Import. A green NEW pill marks the row until you've opened it once on that device or browser. When your Inventory, Suppliers, Customers, or Equipment list is completely empty, an Import from a spreadsheet link appears there too. Only Owners and Admins can import — the same rule as Restore.

Undo this import removes what an import added and puts back what it changed, as long as nobody has changed those records since. Anything changed after the import that has reached Stockout — stock sold or counted, details edited — stays as it is. Undo covers only your latest import, only on the device or browser that ran it, for 7 days at most — starting another import, signing out, or switching to another organization ends it sooner. The record of what the import changed is kept on that device and never synced.

The Inventory module is your item catalog with quantity tracking, stock alerts, and per-location storage. Every item shows a live status — Out, Low, In Stock, Near Capacity, or Max Capacity — based on the thresholds you set. Items can be counted as plain units or measured (weight, length, volume).

Every list in Stockout — Inventory, Kits, Equipment, Customers, Work Orders, and more — shares the same controls. Search, filters, and bookmarks are instant and device-local, so there's nothing to set up.

Kits group several inventory items into one package — a workstation bundle, safety kit, or starter pack. Building a kit deducts the component stock; unmaking returns it; selling a built kit ships it out without touching the recipe. Kits are location-specific and synced across all your devices.

Folders are location-scoped collections that reference items, kits, equipment, checklists, labels, suppliers, customers, and work orders. Think of them as digital bins — removing an entry or deleting a folder never deletes the underlying thing.

The Equipment Log manages shared company gear — tools, machinery, devices — that people sign out and return. The app records who has what, how many, and when, and derives the available count from the log so it's always accurate.

Checklists are routines you create once and run many times — opening/closing procedures, safety checks, and so on. They don't affect stock; each completed run is logged with the employee's name, progress, and completion time.

Work orders are location-scoped jobs. Each tracks planned vs. actual materials, deducting stock as you fulfill them, and a job-costing card shows planned cost, retail value, quoted price, and profit. Orders are auto-numbered (WO-1001…) and can be linked to a customer.

Customers is an organization-wide directory (shared across all locations) of the people and businesses you do work for. Each record holds a name, contact person, phone, email, address, and notes, and can be attached to work orders.

Suppliers is an organization-wide vendor directory shared across every location. Each supplier has a name, one or more ordering-portal URLs, and a list of contacts. Link items to the suppliers that carry them so you always know where to reorder.

The Printing section lets you design a label template once and reuse it across your inventory. Templates can stack item fields, custom text, and auto-generated QR codes or barcodes, and are shared team-wide. Labels export as PNG files ready to print or share.

Stockout scans two ways: the device camera on Android, and a USB/Bluetooth reader on Windows and the web. A scan looks items up by SKU and can add or remove stock in one tap, with a live history of every scan.

Stockout gives you full control of your data from Settings → Data Management. A backup is a single JSON file that's interchangeable between the app and the web, restore merges without deleting anything, and sample data loads a full demo catalog to explore.

Stockout has a read-only HTTP API that hands your own data back as JSON — items, kits, equipment, checklists, folders, suppliers, customers, work orders, label templates, and the stock-movement ledger, 24 collections in all. You mint an API key in Settings → Developers → API Keys, send it as a bearer token, and get the same snake_case fields the backup file uses. It is the same door Zapier, Make, and n8n come through: point their generic HTTP action at a Stockout URL. Included on every plan. See the full API reference for base URLs, parameters, field lists, and worked examples.

Each team has multiple member accounts and exactly one Owner. Owners and Admins invite teammates and assign each a role — Owner, Admin, User, or Viewer — that controls their access. Permissions are enforced on the server, not just hidden in the app. See the Roles & Permissions page for the full capability table.

The Settings page personalizes how Stockout looks and behaves — default item values, currency, date format, appearance, and notifications. Low-stock and capacity alerts (mobile push and email) are a Team-plan feature.

Stockout is priced by devices, not seats: $12 per device per month, and your device count is the maximum number of devices that can be signed in at the same time — not how many are actively in use. Each app signs in on its own, so the Android app, the Windows app, and the web app each take one slot while signed in. The minimum is two so you can stay signed in on your phone and on your desktop or browser at the same time without signing out to switch. Signing out frees a slot immediately; a device unseen for 30 days releases its slot automatically. There are no feature tiers — unlimited items and locations, alerts, checklists, kits, folders, labels, equipment, work orders, suppliers, customers, analytics, and backup & restore are all included for every customer. Add or remove devices any time from the Pricing page; billing prorates. Annual billing is $120 per device per year, which works out to $10 per device per month.

Stockout runs on Windows, Android, and in the browser, all sharing one cloud account. The Windows and Android apps are offline-first — they keep a local copy and sync when connected — while the web app runs online. Changes you make appear on your teammates' devices within seconds.