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 upgrade to the Business Plan after the free trial, your account will automatically switch to the free Personal Plan. 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 fields:

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

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

  • Barcode: Scan an existing barcode or type it in manually. If the item has no barcode, BoxHero can generate one.

  • Photo: Upload an image for quick identification. Maximum file size: 3 MB.

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

  • Pricing: Optional. You can leave pricing blank and add or update it later.

  • Quantity: Set the initial quantity. You can update this later with inventory transactions.

  1. Click Submit to register the item.

Save time: You can upload an Excel file to add muItiple items at once instead of adding them one by one.

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

How to Create 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 Transactions 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 Team Members

Collaborate by inviting others to your team so they can help manage items and transactions. The free trial includes full access, so your team can try everything during the first 30 days.

Note: Roles control what each person can see and do. Choose permissions carefully for admins, managers, and viewers.

Members

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.

Note: Data you add during the free trial won't be deleted.

After the trial ends, you can keep your data on the free Personal Plan (limited features) or upgrade to the Business Plan to keep premium features.

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