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BoxHero

website·Indexed 34 days ago

https://docs-en.boxhero.io/docs/

An inventory tracking and management platform for small businesses. BoxHero provides tools for managing items, locations, and attributes, as well as recording inventory transactions (In, Out, Move, Adjust). Key features include barcode scanning and printing, low stock alerts, purchase and sales order management, and custom analytics with an AI Assistant. The platform supports team collaboration, webhook notifications, and Slack integration.

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What's inside BoxHero

  1. Overview of BoxHero Inventory Counting

    Inventory counts are used to reconcile discrepancies between actual physical inventory and the quantities recorded in the system. The process supports multiple simultaneous users, integrates with barcode scanners, and is compatible across desktop and mobile devices. Users can perform either full or partial inventory counts.

  2. Overview of BoxHero Locations

    Locations in BoxHero represent physical storage areas (e.g., warehouses, stores, stockrooms) or logical groupings based on item status (e.g., 'Ready for sale', 'Defective', 'Refurbished'). This feature allows users to track and manage stock quantities across multiple sites.

  3. Overview of BoxHero Inventory Management

    BoxHero is a cloud-based platform designed for small businesses to track, manage, and organize inventory. It provides real-time stock updates across multiple locations, barcode scanning and printing (compatible with standard and thermal printers), team collaboration with role-based permissions, low stock alerts, and inventory counting to resolve discrepancies. It also includes reporting and analytics tools, including an AI Assistant for report generation.

  4. Overview of Product Bundles in BoxHero

    Bundles allow you to group multiple items together and sell or purchase them as a single unit. Each bundle consists of a fixed set of component items with specified quantities. Inventory is always tracked at the individual item level; when a bundle is processed in an order, BoxHero automatically updates the stock quantities for each component item. Bundles are commonly used for gift sets, starter kits, wholesale packages, and combo offers.

  5. Overview of Barcode Scanning capabilities in BoxHero

    BoxHero uses barcode scanning to automate data entry and accelerate inventory workflows. Key supported tasks include:

    • Adding new items to inventory
    • Searching for existing products
    • Processing Stock In and Stock Out transactions
    • Moving stock between locations or warehouses
    • Adjusting inventory levels
    • Conducting inventory counting and tallying

  6. Overview of BoxHero Print Links

    Print Links allow you to share a label-printing screen with external parties (e.g., suppliers, factories, or print shops) so they can print item barcode labels directly from their browser. Recipients do not need a BoxHero account to use the link. For security, on-hand stock quantities are never shared via these links, keeping your inventory levels private.

  7. Overview of BoxHero Inventory Reports

    Inventory Reports allow you to generate custom reports from inventory and sales data, filter results by location or date range, and export data to Excel. Access these reports via the sidebar: Reports > Inventory.

    Critical Caveat: Inventory reports use the current cost and price of an item, not the values at the time of the transaction. Changing an item's price will cause past reports to recalculate using the new price. For point-in-time accuracy, use Purchases & Sales or perform regular exports.

  8. Share inventory details with external users using Inventory Links

    BoxHero's Inventory Link allows you to share inventory details with people outside your team, such as clients, partners, and other stakeholders. You can generate multiple unique links for different individuals or organizations, selecting specific items to share and controlling which information is visible to external users.

  9. Connect BoxHero to external platforms

    BoxHero provides several ways to connect with other tools in your stack:

    • Slack: Receive real-time notifications for Stock In, Stock Out, Adjust, and Move transactions.
    • Webhooks: Push real-time events from BoxHero to your own external systems.
    • Open API: Full programmatic access to build custom integrations.
    • Zapier: Use Zapier as middleware to connect BoxHero to thousands of other third-party applications.

  10. Connect BoxHero to Slack for inventory notifications

    Integrate BoxHero with Slack to receive real-time notifications for inventory activities such as Stock In, Stock Out, Adjust, and Move. This allows teams to stay informed about inventory updates directly within a Slack workspace without switching platforms.

  11. Manage inventory using BoxHero transaction types

    BoxHero provides four primary transaction types to record changes to inventory levels. Using these specific functions ensures accurate record-keeping for inventory management:

    • Stock In: Used for items entering inventory, such as new purchases or returned items.
    • Stock Out: Used for items leaving inventory, such as sales, shipments, or disposals.
    • Move Stock: Used to transfer inventory between one or more locations. (Note: Locations must be configured in the Data Center first).
    • Adjust Stock: Used to correct errors or reflect changes like damaged or lost items. This function allows attaching files (e.g., photos or invoices) and adding notes in a memo field.

  12. Understand the difference between Teams and Locations in BoxHero

    In BoxHero, a Team is a virtual workspace where all inventory is managed collectively. A Location is a specific physical or logical place within a team (such as a warehouse, retail store, or storage area) where items are stored.

    Key constraints:

    • Each team has its own separate inventory.
    • The Business Plan includes up to 3 locations per team; additional locations can be added for a cost.