From stock levels to your next order.

01 / STOCKROOMPILOT

Import and check your stock

1. Open your workspace

   In Shopify Admin, open Apps → StockroomPilot. Use Plans → View in Shopify to review plan options and Shopify’s approval screen. On a phone, tap Menu to see the workspace pages.

2. Import Shopify stock

   Choose Import Shopify stock. In Overview, check Snapshot health and the last successful refresh. Confirm that the products and locations are the ones you expect.

3. Set sensible thresholds

   Open Stock & reorder, find a product or SKU and check its location. Expand the reorder quantity to see the explanation and settings. Enter the low-stock threshold, restock target, pack size and minimum order, then choose Save stock settings.

4. Choose what to monitor

   Use the monitoring-exclusion controls for items, products, vendors or collections you do not want in shortage alerts or reorder suggestions. Exclusions do not hide physical stock or remove historical records.

02 / STOCKROOMPILOT

Set up email or Slack alerts

1. Verify an email recipient

   In Alerts, the owner requests a verification code for an address that has agreed to receive operational messages. Enter the code in the app, confirm consent and verify the recipient. Codes expire after 15 minutes; use a fresh request if needed. Keep codes private.

2. Create your stock warning

   In Add an alert rule, choose the condition, location, verified recipients and schedule available on your plan. Check whether the rule is enabled. New rules can include current shortages, so select recipients carefully.

3. Connect Slack if useful

   With an eligible plan, use the Slack controls in Alerts. Authorise your shop’s own workspace and select its channel on Slack’s permission screen. Connecting alone does not enable automatic alerts: include Slack in the alert rule you want to use. The app posts to that channel; it does not read conversations.

4. Check delivery, then adjust

   Review Notification history and the destination inbox or channel. “Accepted” means the provider accepted the message, not that an email arrived. Pause unwanted rules or pause/revoke recipients from Alerts. Messages already being sent cannot be recalled.

03 / STOCKROOMPILOT

Plan a reorder with evidence

1. Add suppliers and lead times

   On Pro or Complete, open Suppliers, add a supplier, then open their details to set contact information and default currency. Assign products and locations to the appropriate supplier. Adding a supplier does not send an email.

2. Review sales-history assumptions

   In Reports, configure the supported recent sales-history period. You can use a rolling 1–59-day window or eligible complete calendar days in the shop’s timezone. Fixed dates stay fixed; update them when they age out. Review lead times, any location allocation and seasonal multiplier assumptions.

3. Check the suggestion before buying

   Return to Stock & reorder and expand a suggested quantity. Check available and incoming stock, pack size and minimum order. Missing history is not zero demand, and your location allocations are assumptions, not measured location sales.

04 / STOCKROOMPILOT

Prepare and send a purchase order

1. Create a draft on Complete

   In Stock & reorder, select the items you want, then choose Create draft purchase orders. Drafts are grouped by supplier. Open Purchase orders and review quantities, delivery details, prices and currency.

2. Check currency and document lines

   Use the supplier’s actual currency, including GBP, EUR or USD. Changing an unissued draft’s currency clears prices so you can enter new amounts; it does not convert them. Optional custom lines are document-only items and never create Shopify stock.

3. Issue only the reviewed document

   When the details are correct, choose Mark ordered · no email. Use the download or Print / save PDF controls as needed. Marking an order does not email a supplier, pay them or change inventory.

4. Review supplier email separately

   The owner can review an issued order’s exact recipient and printable HTML/CSV attachments. Sending requires a verified, enabled recipient and separate confirmation. Check the address, order and delivery history; never blindly resend a message marked uncertain.

05 / STOCKROOMPILOT

Record deliveries and count stock

1. Record what arrived

   For an issued purchase order, enter Received now and choose Record receipt. This tracks the delivery; it does not change Shopify inventory. If it is wrong, use the unposted receipt-correction workflow and give a reason. Applied or uncertain postings require reconciliation.

2. Create and assign a count

   On Complete, use Stock counts to prepare a count. The owner can grant existing Shopify staff Counter or Manager access in Team access; they also need the required Shopify permissions. Counters see assigned open or paused counts without expected quantities or costs.

3. Review before posting

   Save counted quantities and notes, then review the differences. Saving a count does not change stock. An authorised owner must separately review and confirm a posting to Shopify. Check the product, location and current quantity before confirming.

06 / STOCKROOMPILOT

Exports, access and plans

Use Stock & reorder or Reports to export stock CSVs. Barcode exports provide data for your label software, not a printer driver; they require distinct, nonempty Shopify barcodes. Custom document-only lines are excluded.

Team access is for owner-managed staff roles; revoke access when it is no longer needed. API access is a separate page for optional private, scoped connections. Only the owner can create or revoke keys. Do not paste keys into emails or public guides.

Plans shows subscription access. Starter covers monitoring and basic alerts; Advanced adds advanced alert controls; Pro adds sales-history forecasts, suppliers and replenishment reporting; Complete adds purchasing, counts and reviewed adjustments. Shopify handles subscription billing separately from purchase-order currencies.

Eligible shops get one trial of up to 14 days. Changing plans or reinstalling does not extend the saved cutoff. A downgrade retains saved data, but higher-tier actions can be restricted.