STUDIO8022 / STOCKROOMPILOT

Help, without the guesswork.

Current development status

StockroomPilot is not yet released publicly. The test installation can monitor imported stock and prepare purchasing records. Owners can review and confirm stock posting. Email delivery requires a verified, enabled recipient. A saved order, receipt or count is not a Shopify stock change.

Getting started

  1. Open the installed app from Shopify Admin → Apps using the shop owner account.
  2. Choose a plan through Shopify. Review Shopify’s price and trial confirmation before approving.
  3. Import Shopify stock and check the snapshot time, products and locations.
  4. Set low-stock thresholds and targets in Stock & reorder. Choose what to exclude from monitoring.
  5. Add suppliers before creating suggested purchase-order drafts. Review quantities, currency and costs before marking an order issued.

If a snapshot is stale or an import fails, check Shopify’s current inventory before acting. A failed import retains the previous records; it does not mean stock is zero.

Stock monitoring and forecasting

How often is stock refreshed?

The background worker normally refreshes every 15 minutes, with Shopify stock notifications requesting earlier refreshes. This is not a guaranteed real-time service. The workspace displays its last successful snapshot and warns when it is stale.

How are reorder quantities calculated?

Min/max suggestions compare available plus incoming stock with your threshold and target, then apply minimum orders and pack sizes. Pro and Complete can use net eligible sales over a rolling 1–59-day window or selected complete calendar days within the supported recent-order period. Fixed dates use your shop timezone and stay fixed during daily refresh; choose new dates when the range ages out. Older-order permission is not requested. Test, cancelled and unpaid orders are excluded. Missing history is not treated as zero demand.

Multi-location demand allocation and seasonal multipliers are merchant-entered assumptions, not measured location sales or automatic predictions. Native Shopify bundle component lines are counted once when present in order history. Third-party parent-only bundle adapters and dates outside the supported recent-order period are not available.

What do monitoring exclusions do?

Product, vendor, collection and individual stock exclusions stop shortage alerts and reorder suggestions. They do not hide physical stock, counts, historical purchase records or valuation. Collection membership updates during stock import. Shared inventory is excluded if any associated product matches.

Purchasing, currency and counts

Does recording a delivery change Shopify inventory?

No. Purchase orders and receipts are tracking records. Stock adjustments use a separate owner-reviewed workflow. Only a confirmed posting changes Shopify stock. Never record the same physical delivery in both systems as if two deliveries happened. To fix an unposted receipt, open its receipt history and enter the correct total with a reason. The original is retained, pending posting drafts are cancelled, and applied or uncertain postings block correction. Linked cost entries must be reversed first; closed orders need reconciliation.

Can I use GBP, EUR or USD?

Yes. Set a supplier’s default currency or change an unissued draft’s currency. Changing a draft’s currency clears prices so you can enter the supplier’s actual amounts; no exchange rate is assumed. Issued orders retain their currency. Shopify controls app-subscription billing separately.

What are custom document lines?

Add packaging, services or other supplier items to an unissued purchase-order draft. They contribute to the document total and can be edited or removed before issue. They never create Shopify products, stock receipts, inventory adjustments or barcode labels.

How do staff counts work?

The owner grants Counter or Manager access to an existing Shopify staff account with the required Shopify permissions. Counters see only assigned open or paused counts, without expected quantities or costs. Every entry is attributed; another counter’s entry needs manager review. Saving and reviewing a count do not change Shopify stock. Revoking access removes assignments.

Can I send orders or print labels?

You can download order CSVs and use Print / save PDF. Owners can review an issued order’s exact recipient and generated printable HTML/CSV attachments. Sending requires a verified recipient and separate owner confirmation; accepted does not prove inbox delivery, and uncertain messages are never automatically resent. Barcode exports are CSV data for your label tool, not a printer driver. They require distinct nonempty Shopify barcodes and exclude custom document-only lines.

Alerts and Slack

Email is available for this shop’s verified, enabled recipients. A provider status of “accepted” does not prove inbox delivery; check spam filters and the destination inbox. An uncertain send is not automatically retried. Definite invalid-recipient responses block future emails. Owners can report delayed bounces or complaints in Alerts and restore corrected recipients; cancelled messages are not resent.

Each shop authorizes its own Slack workspace and selected channel. Connecting does not enable automatic alerts, and StockroomPilot does not read Slack messages. The owner can pause or disconnect that shop’s connection from Alerts. Our internal test channel is not a shared merchant destination.

Verify and manage email recipients

When email sending is enabled, the shop owner can request a verification code from Alerts for an address that has agreed to receive operational messages. The recipient shares the eight-digit code with that owner; it expires after 15 minutes and locks after five incorrect attempts. Wait at least five minutes between requests. Verification is specific to one shop and is not Shopify account access.

Pause or revoke recipients from Alerts to cancel their queued stock alerts and supplier messages. Messages already being sent cannot be recalled. Restoring delivery does not replay old messages; review and save an existing alert rule again to include current shortages. Uninstalling revokes verification, so reinstalling cannot silently restart email delivery. Purchase-order emails still require separate owner review and confirmation.

Verification codes are stored only as hashes, cleared after use or expiry, and verification-attempt records are retained for up to 30 days for abuse prevention. StockroomPilot does not read the recipient’s inbox. Verification codes can be requested from the installed app’s Alerts page.

Plans and access

Eligible shops receive one trial of up to 14 days. Changing plans or reinstalling does not restart the saved trial. Use Plans → View in Shopify to upgrade or downgrade. Existing data is retained when a plan changes, but higher-tier actions can be restricted.

After reinstalling, check the verified access message and Shopify’s billing screen. A plan marked “Current” alone does not prove a cancelled subscription has resumed. If access cannot be verified, paid actions are blocked rather than guessing.

Need a hand?

Email support@studio8022.com with your shop domain, the screen involved and an approximate time. Do not send passwords, API keys, Slack webhook URLs or customer records. Never repeat an uncertain stock adjustment without checking Shopify’s inventory history first.

Privacy and data handling explains what we store, how connections work, retention and deletion requests.