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.
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.
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. Don’t worry—you can rename a team at any time.
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, go to Item List and click the Add Item button.
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 (Required): 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 (Required): 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
Generateto 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, and size)
Pricing
Cost & Price (Optional): Set a default unit cost and selling price for your items. These values will autofill in purchase and sales orders.
These fields are for reference only. They do not calculate profit margins or track historical price fluctuations.
Initial Quantity
Save time: You can upload an Excel file to add items in bulk.
View Items
You can search for items in the Item List or organize them in folder-style categories.
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
In the left sidebar, go to
Stock InorStock Out.Select a location.
(Optional) Select a partner, such as a supplier or customer.
Choose the item and enter the quantity.
(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
In the left sidebar, go to
Adjust Stock.Select a location.
Select the item and enter the new quantity.
(Optional) Add a reason or reference (e.g., loss, damage, count difference) and attach any supporting documents or photos.
Move Stock
In the left sidebar, go to
Move Stock.Select the source location (From) and the destination location (To).
Choose the items and quantities to move.
(Optional) Add a reference or note if needed.
The Move Stock feature is only available when you have 2 or more locations set up.
View Transaction History
Use the
Transactionsmenu 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 theExport to Excelbutton to download your inventory records.
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
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.
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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