Before your Shopify inventory count
Prepared by Webin Studio, the developer of Webin Stocktake. This checklist follows the app's current workflow and limitations. It is not evidence of a customer result.
Check your built-in workflow first
Shopify already provides stock-count planning, review and approval in Shopify admin. Check which counting workflow is available in your store before adding an app. Counting on POS devices requires a POS Pro location and Shopify POS version 11.16 or later.
Read Shopify's admin stock-count guide and POS counting guide. If that workflow meets your needs, an additional counting app may be unnecessary.
For Webin Stocktake, check these operating requirements before you start a trial:
- One location, up to 5,000 tracked items and an English interface.
- Sales, shipments, transfers and other stock-changing processes stay paused through counting and applying.
- The store owner reviews and applies adjustments. Check the app's recount notes and CSV records against the records your team needs.
Review and approval are also available in Shopify's native workflow. This checklist explains Webin Stocktake's own process; it is not a claim that those steps are exclusive to our app. Native options checked October 8, 2026.
Set the counting window
- Choose one Shopify location and a scope of up to 5,000 tracked items.
- Pause sales, fulfillment, transfers and other app processes that change stock at the location. Keep them paused through counting and application.
- Assign who counts, who recounts discrepancies and which store owner will approve adjustments.
- Check the app's current access and subscription requirements before starting the count.
Start your first stocktake in the app
- Open the installed Webin Stocktake app in Shopify admin. The store owner must approve and apply counts. If Shopify shows a plan selection page, review the current price and trial before approving the subscription.
- Enter a stocktake name, choose an active location and confirm that stock movement is paused. Select Create stocktake. The app captures the location's tracked physical inventory; gift cards and untracked items are excluded.
- Enter a physical count for every item, including zero when appropriate, and select Save count on each row. A typed draft is not a saved count. Use Refresh saved counts to see other staff members' saved changes.
- Select Send for owner review after every item has a saved count. The owner recounts each variance, records its reason and selects Confirm recount, then Approve reviewed counts. Approval alone does not change Shopify inventory.
- Keep stock movement paused. The owner uses Apply / resume next batch to check and apply up to 10 items per batch. Check every item status and the completed result before resuming stock movement. Use Export CSV for the records you need.
If the app asks you to authenticate again, reopen it from Shopify admin. If subscription verification fails, retry shortly; saved counts are preserved. For a partial or unknown application result, read the full operating instructions before retrying.
Choose the right CSV for the job
For bulk quantity updates, Shopify's native inventory CSV may meet your needs. Its All states format includes On hand (current) and On hand (new). Keep the current values: Shopify compares them with inventory at import and rejects affected rows if stock has changed. Clearing the current column skips that check. The simpler Available format does not provide this protection.
Webin Stocktake's Export CSV produces a count report with these 17 columns:
- Count and item: Stocktake, Location, Status, Product, SKU, Barcode.
- Quantities: Original on hand, Counted, Variance. A blank Counted value means not counted; zero means a saved count of zero.
- Staff identifiers and times: Counted by, Counted at, Reviewed by, Reviewed at, Approved by, Approved at.
- Review and application: Note, Apply status.
This report is not formatted for Shopify's inventory CSV importer. Apply approved counts from inside Webin Stocktake. Adjustment receipt identifiers appear in the app's item status and activity records; retain them separately, as they are not columns in this CSV.
Choose the records your team needs before starting a trial. CSV export and overwrite checks are also available in other workflows. Native CSV documentation and Webin export source checked October 8, 2026.
Record and review
- Keep uncounted items distinct from items counted as zero. A blank count does not confirm zero stock.
- Search by product, SKU or barcode text and record the physical count. Check the selected variant and location before entering a quantity.
- Review variances and record a reason when recounting.
- Have the owner review and approve the adjustments. Approval and application are separate steps.
Apply and check the result
- Confirm stock movement is still paused.
- If Shopify stock has changed since the count, investigate the conflict before attempting another adjustment.
- Review the applied adjustment records and receipts. Keep the count history and any CSV records you need.
- If the result is partial or unknown, follow the current help instructions before retrying. Do not assume a failed screen means no items were updated.
- Resume stock movement after you have checked the completed adjustments.
Current product: USD19/month with a 14-day trial; English interface. Installation details · Full operating instructions.
Read the current help page for exact retry and retention limits. Checklist updated October 8, 2026.