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 or Log In

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 Your Team

After you sign up, set up your first Team.

A Team is a shared workspace where you and your team can add items, track inventory, and manage access.

Most businesses use one team, but if you need to keep items or departments separate, create additional teams. You can rename a team at any time. We recommend starting with your business name.

BoxHero New User Getting Started Screen

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. To add an item, follow these steps:

  1. Go to Item List and click the Add Item button.

  1. Fill in the item details:

Basic Info

  • Photo: Upload an image for quick identification (max file size: 3 MB).

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

  • Item Name: Required. The name you use to identify the item.

  • Barcode: When you add a barcode to an item, you can identify and pull it up quickly by scanning it.

    • Already have a barcode? You can type it in or scan it with a connected scanner on your computer. In the mobile app, you can scan the barcode with your camera.

    • Don't have a barcode? Select Generate to create a random 13-digit number starting with 20. After saving the item, you can print the barcode and add it to your labels.

Attributes

  • Attributes: Add any custom details you need to help identify and filter items. For example, this could include: brand, manufacturer, color, and size.

Pricing

  • Optional. The Cost and Price fields are the item’s default unit prices. You can leave them blank if you don’t track pricing.

  • These values autofill in purchase and sales orders, but they don’t track price changes or calculate profit.

Initial Quantity

  • Quantity: Optional. You can still add an item without entering an initial quantity.

  • If you store inventory across multiple sites, you can add locations and set the quantity for each one.

Save time: You can upload an Excel file to add muItiple items at once.

  1. Click Submit to register the item.

View Items

You can search for items in the Item List or organize them in folder-style categories.

In Data Center, you can view items in a table, sort them by any column, and 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.

Inventory Transactions

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, such as a supplier or customer.

  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.

Make sure your locations are set up first in the Data Center.

View Transaction History

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

  • You can set a Date Range, click + Add Filter, or use the Export to Excel button 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

Invite Your Team

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

During the free trial, there are no limits on your team's usage (items, members, or locations).

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 transactions from your phone.

Subscribe

After you’ve tried the features during the free trial and decide to continue, go to Settings > Billing to start your subscription. You can find more details about payments and billing on our pricing page.

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 history.

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

If you have any questions during the trial, feel free to contact us at [email protected]. We’ll get back to you as quickly as possible.

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