stoklyst documentation

stoklyst is an inventory management platform that connects real-time stock control, multi-channel sales, client operations, and supplier management — all in one place. This guide covers everything from account creation to advanced features.

Quick start

Get from zero to full stock control in three steps:

1. Create your account Sign up at stoklyst.com/register. The Starter plan is free — no credit card required. You'll be guided through naming your business and setting your first location.
2. Add your products Go to Products and start adding items. You can import from a spreadsheet (CSV) or add them one by one. Set minimum stock thresholds so stoklyst can alert you before you run out.
3. Register your first stock Go to Stock → Register entry and record your current inventory levels. From this point forward, every movement (sale, purchase, waste) is tracked automatically.

Account setup

Business profile

After registering, complete your business profile under My account → Overview. You can set:

• Company name — displayed throughout the platform and on exports.
• Country & language — stoklyst adapts date formats, currency display, and tax labels.
• Billing company — used for subscription invoices (separate from your operational company name).

Locations & work areas

Every stock movement in stoklyst is scoped to a location (a physical site — store, warehouse, kitchen) and optionally a work area within it (cold storage, prep zone, showroom floor).

Set up your locations under Locations in the main menu before adding stock.

Inviting your team

Go to Users to invite team members. Each user gets a role that defines what they can see and do. stoklyst ships with three base roles:

• Administrator — full access.
• Manager — can manage stock and operations, cannot change billing or users.
• Operator — can register stock movements and record sales only.

You can create custom roles with granular permission sets from Settings → Roles.

Plans & limits

Adding user licenses

Need more users without changing plan? You can add individual user licenses as a monthly add-on (€9/user/month) from My account → Plans → User licenses. Extra licenses renew with your subscription automatically.

Real-time stock

stoklyst tracks every unit of every product across every location and work area in real time. Stock is never estimated — it's calculated from the sum of all recorded movements.

Registering stock entries

Use Stock → Register entry to add units to a location. This is used for:

• Initial stock loading when you first set up a product.
• Receiving goods from a supplier (if not using Purchase Orders).
• Manual corrections after a physical count.

Stock withdrawals

Withdrawals deduct units from a location. They happen automatically when a sale is recorded via POS or manual sale. You can also record manual withdrawals for internal use (samples, consumption, etc.).

Stock transfers

Move stock between locations or work areas with Stock → Transfer. Units are deducted from the source and added to the destination atomically — no double-counting.

Inventory counts

Schedule a physical count from Inventory → New count. Assign it to a location and optionally a specific work area. Your team counts physical units and enters them; stoklyst calculates the discrepancy versus the system stock and lets you apply an adjustment.

Waste & shrinkage

Record waste from Stock → Waste. Each entry logs the product, quantity, reason (spoilage, damage, expiry, etc.), and the user who recorded it. This data feeds into the Waste report available on the Professional plan.

Stock movements

Every change to stock — entries, withdrawals, transfers, sales, waste — is recorded as a stock movement. You can view the full history per product, per location, or per user from Stock → Movements.

Point of sale (POS) Professional

The stoklyst POS is a full-screen touch-optimized interface for recording in-person sales. Every item sold automatically deducts from the active location's stock.

Opening a session

Go to Sales → POS and select the location. Each session tracks the total sold, items, and any discounts applied.

Closing a session

Closing a POS session generates a summary report and locks the session. Stock levels are already updated in real time during the session.

Manual sales Essential+

Record a sale without opening the POS — useful for phone orders, one-off transactions, or quick entries. Go to Sales → Manual sale, select the products and quantities, and confirm. Stock deducts immediately.

Client catalog Essential+

The catalog lets your clients browse your products and place orders from their own device. You control what each client segment can see and at what price.

Setting up a catalog

1. Create a catalogGo to Catalog → New catalog and name it (e.g. "Wholesale clients").
2. Add productsSelect which products and variants to include. Set per-catalog pricing if different from your base price.
3. Assign to clientsGo to a client record and assign the catalog. They'll see it when they open the stoklyst client app.

Order management Essential+

All orders — whether placed by a client through the catalog app or created manually by your team — appear in Orders. Each order goes through statuses: pending → processing → fulfilled → delivered.

Fulfilling an order deducts the ordered units from your stock automatically.

Purchase orders Essential+

Create a purchase order to a supplier from Purchases → New PO. Select your supplier, add the products and quantities ordered, and send. When the goods arrive, mark the PO as received — stock updates automatically.

Partial receipts

If a supplier sends part of the order, you can do a partial receipt — stoklyst adds only the received units and keeps the PO open for the remaining items.

Client registry Essential+

Manage your B2B clients from Clients. Each client record stores contact info, billing address, assigned catalogs, and full order history.

Locations & work areas

Locations represent physical sites. Work areas are zones within a location (e.g. cold storage, prep, showroom). Stock is tracked independently per location/area combination.

Manage from Locations. On the Starter plan, 1 location is included. Essential: 3. Professional: 10. Enterprise: unlimited.

Users & roles

Invite team members from Users → Invite user. Each user is assigned:

• A role — defines what actions they can perform.
• Access to specific locations — they only see and act on their assigned locations.

You can create fully custom roles with per-permission control from Settings → Roles.

Reports & analytics Professional

The reports module gives you visibility into:

• Stock movements — what moved, when, and who did it.
• Sales performance — revenue by product, location, and channel.
• Waste analysis — top waste items, total losses, trends over time.
• Supplier performance — lead times, fill rates, and order history.

All reports can be exported to CSV or PDF.

Audit trail Professional

Every action in stoklyst is logged: who did it, when, from which device, and what changed. The audit log is immutable and can be filtered by user, action type, resource, and date range.

Access from Settings → Audit.

AI assistant Professional

The stoklyst AI assistant helps you make sense of your operational data. Ask it questions like:

• "What are my top 10 products by stock movement this month?"
• "Which location had the most waste last week?"
• "Suggest a reorder for products below their minimum threshold."

The assistant has access to your account's stock, sales, and supplier data — responses are grounded in your real numbers, not generic advice.

Billing & subscription

Manage your plan and billing from My account → Plans.

Upgrading your plan

Click Actualizar a [plan] on any plan card. You'll be taken to the stoklyst checkout (powered by Paddle). Upgrades take effect immediately — you're charged a prorated amount for the remainder of the current billing period.

Adding user licenses

From the Licencias de usuario card, click Añadir licencia. Each additional user seat costs €9/month and is added to your next invoice.

Downgrading or canceling

Contact hello@stoklyst.com to downgrade or cancel. Data is retained for 90 days after cancellation.

Invoices

All invoices are generated and sent by Paddle (our payment provider and merchant of record). They include VAT calculated for your country. You can access your invoice history from My account → Billing.