Goods in and out to record
Stock comes in and goes out every day, and every movement has to be written down somewhere.
Warehouse and ecommerce
When WooCommerce is no longer enough, the warehouse needs its own system.
The online shop sells, but the warehouse needs more: goods in and out, real stock levels, suppliers, orders to prepare. We build a custom web-based system that works behind the shop and keeps it up to date on its own.
“You stood out from over 60 candidates because you had a clear plan. You explained exactly how you would tackle the problem.” Verified client, supplier selection for a software project · translated from Italian
- Real case: the system of an online shop
- Goods in and out with barcodes
- Your online shop stays as it is
- IN-0412 Goods in from supplier · scanned with the gun +48 pcs recorded
- OUT-0977 Web order 5531 · 40 mm bracket -2 pcs recorded
- OUT-0978 Web order 5532 · 2 m profile, last piece -1 pcs recorded
- CNT-0031 Stock count shelf B3 · hinge -1 pcs to verify
- PO-F118 Screw 5 × 40 below minimum stock 60 pcs order to approve
Availability updated on the website 124 products
on every movement
2 minutes to book in 50 pieces with the scanner, instead of 15 by hand
108 hours a year saved with two deliveries in a day
One place for orders, stock, suppliers and customers, instead of scattered files
Reference values for an online shop with two deliveries of 50 pieces a day, 250 days a year.
Free check
Free check of your warehouse
Tell us how goods come in and go out today. We check whether a custom system saves you time on goods in, goods out and order preparation, and tell you how much.
Ask for the check Free, with no commitment.
What it costs today
Put your own numbers in. See what the barcode scanner is worth.
Pieces booked in every day times the time to record each by hand: with the scanner every piece takes a couple of seconds. The difference is time back to the warehouse.
By hand a piece means finding the code, typing the quantity and checking. With the scanner you read the code and that is it.
Try it with your numbers
An estimate: set it yourself, including contributions and overheads
a year of work back to the team
Let us talk about these numbersHow the sum works
The sum: pieces a day times seconds per piece, over 250 days. With the scanner a piece takes about 2.4 seconds. Orders, stock counts and website availability are not included.
The problem
The online shop sells. The warehouse is managed somewhere else.
A growing online shop soon ends up with two worlds: the website that sells and the warehouse that gets by with files, sheets and memory.
Availability to update
When the warehouse changes, the website has to know straight away, before it sells what is not there.
Plugins piling up
Every new need becomes one more plugin, and the shop struggles more and more to keep up.
More people, same data
Whoever receives the goods, prepares the orders or runs the office has to see the same information, each for their own part.
How goods move
Six moments when the warehouse needs its own system.
The online shop sells well. It is everything that happens before and after the sale that calls for a tool of its own.
Goods in with the scanner
Goods arrive, the scanner reads the barcode and the quantity updates. Nobody copies numbers from a delivery note.
For exampleBooking in 50 pieces with the scanner takes about 2 minutes, by hand it takes 15: with two deliveries a day that is over 100 hours a year.
Goods out from orders
Every shop order reduces stock in the system, and every warehouse movement updates availability on the website.
For exampleWith 80 orders a day, that is 80 updates nobody has to make by hand any more.
Stock counts
Counting is done shelf by shelf, with the scanner, and every difference is recorded with date and reason.
For exampleCounting one shelf a day, instead of the whole warehouse once a year, keeps stock right without stopping shipments.
Orders to suppliers
Below a minimum stock the system proposes the order to the right supplier, with the quantity really needed.
For exampleSelling 6 pieces a day on average with a 10 day supplier lead time, the reference minimum stock is 60 pieces.
A login for everyone who works
Whoever receives goods, prepares orders or runs the office logs in with their own account and sees the sections of their own job.
For exampleThe warehouse sees goods in and out, the office also suppliers and invoices, the owner everything.
The website always up to date
The shop stays WooCommerce. The system works behind it and sends it the availability.
For exampleA product that sells out in the warehouse at 15:02 shows as sold out on the website straight after, not in the evening.
A day in the system
Every movement recorded, every availability updated.
The system brings together goods in, goods out and stock counts, and sends the shop the right quantity.
| Time | Movement | Item | Quantity | On the website | Result |
|---|---|---|---|---|---|
| 08:40 | Goods in from supplier | 40 mm bracket | +48 | 60 | Recorded with the scanner |
| 09:15 | Web order 5531 | 40 mm bracket | -2 | 58 | Taken off from the order |
| 11:02 | Web order 5532 | 2 m profile | -1 | 0 | Sold out on the website too |
| 14:30 | Stock count shelf B3 | Hinge | -1 | 23 | Count difference, with reason |
| 16:10 | Below minimum stock | Screw 5 × 40 | 12 | 12 | Supplier order to approve |
Real case
The project behind this page.
A custom management system built behind a WooCommerce shop, without changing the shop.
An online shop sold through WooCommerce, but the warehouse needed a tool to record goods in and out. We built a web-based management system that worked behind the shop: it held orders, stock, suppliers, customers, invoices and shipments, and updated availability on the website on its own.
What was needed What the system did
Recording goods in and out of the warehouse Goods in and out with the barcode scanner
Correct availability on the online shop The system updated the website on its own
Orders, suppliers and customers in one place One web-based system, behind the shop
Plugins or a custom system
A plugin solves one piece. A custom system follows your warehouse.
Plugins are fine while the warehouse is simple. When more people, more suppliers and more movements come in, a tool built around how you work pays off.
Plugins and spreadsheets
- A different plugin for every need
- The warehouse handled separately, often on files
- Designed for every shop
- Updates to keep an eye on all the time
A system built for you
- One tool for the warehouse
- Goods in and out with barcodes
- Built around your products and steps
- Your online shop stays as it is
Data stays in the company
Customers, suppliers and stock stay yours.
This is the information that keeps the shop going. The system can run where you decide, next to the systems you already have.
- Where you decideThe system runs on the server you choose, next to the shop and the programs you already have.
- Access by roleEveryone logs in with their own account and sees the sections of their own job.
- The data is yoursOrders, customers and movements sit in a database of your own, exportable whenever you want.
Before you write
If you have only a few products, you don’t need it.
It makes sense if
- You run a real warehouse, with stock coming in and going out every day
- The online shop alone no longer keeps track of stock and movements
- Several people work in the warehouse
- You want the website to always show real availability
You don’t need it if
- You have few products and update them in a few minutes
- An existing plugin already does exactly what you need
- You are looking for a ready-made program to install today
What clients say
Sebastiano is a true professional. He fixed some problems on my website with great precision and technical expertise. The communication was excellent, and the results were flawless. If you need someone competent to handle complex issues, he is the right person. Highly recommended!
Verified review, anonymised for privacy.
Frequently asked
Questions on this topic.
Do I have to leave WooCommerce?
No. In the project we built, WooCommerce stayed as the shop: the system worked behind it and updated availability on the website.
Does it work with a barcode scanner?
Yes. In the warehouse, goods are booked in and out by scanning the barcode, without typing.
Do I need a special scanner?
No. The most common scanners behave like a keyboard: they read the code and type it into the right field. We test the one you have before you buy another.
Can the system also handle invoices and shipments?
If you need them, yes. In the project we built, the system also handled invoices and shipments, as well as orders, stock, suppliers and customers.
Can it be used from a tablet in the warehouse?
It is a web app: it opens in the browser, so also on a tablet connected to the warehouse network.
What if I use Shopify or another ecommerce platform?
It can be done if the platform lets you update availability from outside, as WooCommerce and Shopify do. We check it at the start.
Can we start from the warehouse only?
Yes. We start from the piece you need most, and the rest is added later on the same system.
Who can use it?
Everyone logs in with their own account and, when needed, sees only the sections of their own job.
Start with the problem
Tell us how your warehouse works.
We will tell you whether you need a custom system or whether connecting what you have is enough.
- The first check is free and commits you to nothing
- Every message gets read, there is no call centre
- Fixed price and payment by milestone
- Italian and English, VAT invoices
- No phone call unless you want one
- If nothing should be built, we will say so
Prefer to write directly? [email protected]
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