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For the complete documentation index, see llms.txt. This page is also available as Markdown.

Getting Started

Learn how to get started with BoxHero for effective inventory tracking. Our step-by-step guide covers creating teams, adding items, managing transactions, inviting team members, and more.

Sign Up

You can sign up with your email or use a Google, Apple, or Kakao account — or log in instantly by scanning a QR code. You’ll get a free 30-day trial of the Business Plan, with no commitment or payment required.

BoxHero Sign In Screen with Social Logins and QR Code

Note: If you don’t start a subscription, your account will automatically move to the free Personal Plan when the trial ends. Premium features will no longer be available.

Create a Team

Once you’ve signed up, your first step is to set up a Team.

Think of a team as a shared workspace where you and your colleagues can manage inventory, track items, and control user access in one place.

BoxHero New User Getting Started Screen

Best Practices

  • Keep it Simple: Most businesses only need one team.

  • Stay Organized: If you need to strictly separate departments or locations, you can create additional teams.

  • Name it Right: We recommend starting with your business name. You can rename a team later.

Need help with these terms? Check out our terminology guide for clear definitions and explanations of key concepts in BoxHero.

Add Items

Items are the basic units of inventory you manage in BoxHero.

  1. To add an item, go to Item List and click the Add Item button.

  2. Then, fill in your item details and click Submit at the end.

Basic Info

  • Item Photo — Upload an image for quick identification (Max: 3 MB).

  • SKU* — A unique identifier for the item. BoxHero generates one automatically, or you can enter a custom "Stock Keeping Unit." Must be unique, so duplicates aren't allowed.

  • Item Name* — The primary name used to identify the item or product.

  • Barcode — Adding a barcode allows for instant lookup via scanning.

    • Existing Barcode: Type it in manually or use a scanner (USB or mobile camera).

    • No barcode? Select Generate to create a random 13-digit number. You can print this onto labels after saving the item.

Attributes

  • Attributes — Add any custom details you need to help categorize and filter your inventory. (Examples: brand, manufacturer, color, or size)

Pricing

  • Cost & Price (Optional) — Set a default unit cost and selling price for your items. These values will autofill in your purchase and sales orders.

    • Unit cost and selling price are for reference only.

    • They do not calculate profit margins or track historical price fluctuations.

Initial Quantity

  • Quantity (Optional) — You can save an item with a zero balance and add stock later.

    • If you have multiple storage sites, you can assign specific quantities to each location.

Save time: You can import an Excel file and upload a spreadsheet to add items in bulk.

View Items

Search for items in the Item List, or organize them into folder-style categories using the Group by function. Sort items by quantity (high to low) or in alphabetical order.

In the Data Center, you can:

  • View your items in a table

  • Sort items by any column

  • Select multiple items to edit or delete at once

Inventory Transactions

After you add items, update quantities with the Stock In, Stock Out, Adjust Stock, and Move Stock menus. Each transaction updates on-hand quantities and is recorded in the item history.

  • Stock In: Add inventory.

  • Stock Out: Reduce inventory.

  • Adjust Stock: Correct or modify stock levels (loss, damage, counting difference).

  • Move Stock: Transfer items between locations.

Stock In & Stock Out

  1. In the left sidebar, go to Stock In or Stock Out.

  2. Select a location.

  3. (Optional) Select a partner — a supplier for Stock In, or a customer for Stock Out.

  4. Choose the item and enter the quantity.

  5. (Optional) Add a reference, note, or attachment (invoice, packing list, photo).

The "location" option only appears if you're using more than one location. New teams start with a free 30-day trial of the Business Plan, which includes multi-location support.

Quick Shortcuts: Use Import from Excel or Scan Item Barcode to add multiple items or quantities at once.

Adjust Stock

  1. In the left sidebar, go to Adjust Stock.

  2. Select a location.

  3. Select the item and enter the new quantity.

  4. (Optional) Add a reason or reference (e.g., loss, damage, count difference) and attach any supporting documents or photos.

Move Stock

  1. In the left sidebar, go to Move Stock.

  2. Select the source location (From) and the destination location (To).

  3. Choose the items and quantities to move.

  4. (Optional) Add a reference or note if needed.

The Move Stock feature is only available when you have 2 or more locations set up in your team.

View Transaction History

  • Use the Transactions menu to review every inventory action and find the details you need for reconciliation or audits.

  • Set a Date Range, + Add Filter, or Export to Excel to download your inventory records.

More Actions:

  • Print a summary

  • Download a PDF of the transaction

  • Print labels for items in that transaction

  • Export that single transaction to Excel

  • Edit or delete the transaction

Stock transactions sync across all devices in real time.

Invite Team Members

Go to Settings > Members to invite or remove team members. Invite anyone who will help manage your inventory so you can test features together.

Get the Mobile App

Use the BoxHero mobile app to manage inventory on the go — sign in with your account to access your team, scan barcodes, and record stock transactions from your phone.

Subscribe

If you decide to continue after the free trial, go to Settings > Billing to start your subscription.

You can find more details about payments and billing here.

About your data: Any data you enter during the free trial stays in your account after the trial ends. If you subscribe to the team you used for testing, you can continue using it without interruption.

If you want to start fresh: You can reset your test team in one of the following ways:

  • Delete all items in the team and contact Support to reset your transaction history.

  • Or create a new team and start with a clean setup.

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