Stock-taking is traditionally a nightmare of paper sheets, manual entry, and calculation errors. It doesn't have to be. By switching to a digital workflow, you can cut the time in half and eliminate the data entry entirely.
This guide walks you through the 7-step process to run a full physical inventory using the Mobile Inventory app. It looks like a lot, but most steps take less than a minute.
Step 1: Assign the Team
Decide who is counting. If you need 100% accuracy (e.g., for a high-value audit), assign two independent teams to count the same zone. You can compare their digital files later to spot discrepancies.
Step 2: Prepare Your Database
Start with clean data. Prepare an Excel file with your current product list (SKU, Name, Barcode). You can use our template or your own export.
Share this file with your counters via email, Dropbox, or Google Drive so everyone is working from the same "truth."
Step 3: Get the Right License
For a one-off annual count, you don't need a monthly subscription. We recommend the Premium license (one-time payment). It unlocks unlimited items and export capabilities forever.
You don't need the SYNC license for a stock-take. Each user can count offline on their device, and you can merge the Excel files at the end. It's often faster and requires less coordination.
Step 4: Load the Products
Have every team member:
- Create a new inventory named "Year-End Count" (type: Stock-take).
- Import the Excel file from Step 2.
Now everyone has the full product list in their pocket, ready to scan.
Step 5: START COUNTING
This is the hard part—the physical work. But the app makes it smoother:
Count a box of 12, then a loose pile of 3. Type `12+3` and let the app do the math.
See `Book Value` vs `Counted Value` in real-time. If you are missing 10 units, you know immediately.
Add tags like 'Damaged' or 'Open Box' to specific entries for better reporting.
Step 6: Export the Data
When the shelves are done, don't type anything. Have each user tap Export and send the Excel file to the manager.
Step 7: Aggregate and Analyze
You now have 5 files from 5 different counters. Don't copy-paste. Use our Merge Tool to combine them into a single master report.
Congratulations. You just finished your stock-take without printing a single sheet of paper.