Getting started with Warehouse Icon

1. Create your account

Go to Get started and sign up with your email address and a password. You’ll go straight to business setup.

2. Set up your business

Enter your business name and your first location — for example “Main store”. You can add more locations (warehouses, trucks, trailers, boats) later under Settings. Each business’s data is completely separate.

Want to explore first? You can load a demo business with sample products and sales. Demo records are clearly labeled.

3. Add products

Open Products and choose Quick add. Enter a name, SKU (or let Warehouse Icon generate one), quantity, price, cost if you know it, and the location. Save — that’s it.

• Need more detail? Open the product to add a description, category, brand, barcode, supplier and reorder settings.
• Selling something similar? Use Duplicate on an existing product.
• Have a barcode scanner? Scan into the search box to find a product instantly. On supported phones and tablets you can scan with the camera.

The starting quantity is recorded as an initial stock movement, so your history begins on day one.

4. Import from CSV

Moving from a spreadsheet or another system? Use Import on the Products page:

1. Upload a CSV file.
2. Match your columns to Warehouse Icon fields (name, SKU, barcode, category, supplier, price, cost, quantity, location).
3. Review validation errors and possible duplicate SKUs.
4. Preview the result, then confirm the import.
5. Download a report of any rows that couldn’t be imported, fix them and re-import.

You can also import historical sales so your reports include past years. Imported sales are labeled as imported and don’t change current stock.

5. Set reorder points

On each product, set a reorder point (the quantity at which you want to be warned) and optionally a reorder quantity. When available stock drops to the reorder point, an alert appears under Alerts and on the overview. When you restock, the alert resolves on its own.

Available stock means on-hand stock minus anything reserved. Items on an open purchase order aren’t counted as available until they’re received.

6. Add suppliers

Under Suppliers, add the companies you buy from with contacts, payment terms and lead time. Link products to a supplier and record the supplier’s SKU so it appears on purchase orders.

7. Create purchase orders

Open Purchase orders and create a new order, or start from reorder suggestions, which lists items at or below their reorder point, grouped by supplier. Choose the destination location and expected arrival date, adjust quantities and costs, and save as a draft.

When it’s ready, mark it ordered (or submit it for approval if your business requires approval). Use Print to produce a copy for your supplier.

8. Receive deliveries

When a shipment arrives, open the purchase order and choose Receive. Enter the quantities received, plus any that were damaged or rejected. Only good stock is added to inventory. You can receive the rest of the order later in another receipt; the order shows what’s still outstanding.

Each receipt is recorded once — refreshing the page or clicking twice won’t add the stock again.

9. Record sales

Use Sales to open the register. Scan or search products into the sale, apply any discount, and record the payment as cash or another method. Stock is removed from the chosen location immediately.

Choose how the customer paid: cash, “Card (external)” for a card taken on a separate terminal, or “Other”. To refund, open the sale and choose which items to refund and whether to return them to stock.

10. Adjust and transfer stock

From Inventory, adjust a quantity and pick a reason: damaged, lost, theft or shrinkage, count correction, or manual adjustment. Use Transfer to move stock between locations. Every change appears in the product’s movement history with who made it and when.

11. Use reports

• Sales history: choose a date range and location, compare to the previous period or last year, and see top products, categories, suppliers and gross margin.
• Inventory aging: choose 30, 60, 90 or 180 days to see stock that hasn’t sold, its value and days since last sale. New and seasonal stock are shown separately.
• Valuation: what your stock is worth at current cost, by location.
• Reorder: suggested quantities based on stock, incoming orders and recent sales.

Every report can be exported to CSV with the filters you’ve applied.

12. Invite your team

Under Team, invite people by email and choose a role: owner, manager, inventory, purchasing, cashier or viewer. Viewers can see but not change anything; cashiers record sales.

Can’t find what you need? Contact us or read the FAQ.