Getting started

1. Create your account & company

Open the app, register with your email, then create a company. A company (your organization) is the SaaS equivalent of one Invent.mdb file — all your items, documents and stock live inside it. Set your currency and decimal places up front.

2. Add warehouses & team

In Settings → Locations, add each warehouse, store or storage room. Stock is tracked per location, and you can transfer between them. In Settings → Team, invite colleagues by email and give each a role: Owner, Admin, Manager, Sales, Warehouse, or POS-only.

3. Add or import items

Under Items, create products and services. Each item has a code, descriptions, cost, list and sale prices (manual or computed by markup / margin / discount-from-list), a barcode, a department, min/target/max reorder levels and a preferred vendor.

Have a spreadsheet? Click Import and upload a CSV or Excel file, then map your columns. Duplicates (by item code) are skipped, so re-running is safe.

4. Receive opening stock

To load the quantities you already have, create an Item receipt (under Receiving) with no vendor — that's your opening balance. Approving it puts stock on hand and sets each item's cost.

5. Purchasing & receiving

1. Create a Purchase order for a vendor and approve it — the quantities show as ordered in Stock.
2. When goods arrive, open the PO and click Receive →. Adjust quantities for a partial delivery; each PO line tracks its received progress.
3. From the Dashboard, the Create PO button drafts purchase orders for everything below its reorder point, grouped by preferred vendor.

6. Selling

The classic flow, with one-click conversions at each step:

1. Estimate → convert to a Sales order or straight to an Invoice.
2. Sales order allocates stock (without depleting it) and converts to an Invoice.
3. Invoice / Sales receipt depletes stock; email it as an attachment or print it.
4. Record Payments — one payment can settle several invoices; partial payments and on-account credit are supported, and statements show a running balance.

Point of sale

Open POS for a full-screen touch till: tap items from the department grid, scan with a USB scanner or your camera, take cash (with change) or card, and print the receipt. Every sale updates stock immediately.

7. Online quote approval

Let customers approve estimates themselves — no login required. Open an approved Estimate and click Share to mint a private link. The customer opens it, reviews the quote, and clicks Accept or Decline. Accepting records who approved it and when, and automatically creates a sales order from the quote. Use Unshare to revoke the link any time.

8. Work orders (assemblies)

For products you build: set an item's type to Inventory assembly, then define its bill of materials on the item page. Create a Work order for the quantity to build — approving it consumes the components and puts the finished assemblies into stock at their computed build cost.

9. Reports & labels

Fixed reports cover stock on hand, valuation, reorder, overstock, sales and purchases by item or party, and AR/AP aging — each exportable to CSV. To print shelf or product labels, select items in the Items list and click Print barcode labels (three sheet sizes). The format is auto-detected per item: a valid 13-digit code prints as EAN-13, a 12-digit code as UPC-A, and anything else as Code 128.

Need something the fixed pack doesn't cover? Switch to the Custom builder: pick a data source, choose your columns, add filters and run it. Save named reports to re-run later, and Export CSV.

10. Printing, PDF & branding

Every document can be printed, saved as a server-generated PDF, or emailed. In Settings → Document branding, add your logo, colors and a footer that appear on all documents. Create reusable print templates to control how each document type prints: a translated title (e.g. FACTURA, Rechnung), the tax label (VAT / IVA), which columns show, and the paper format — full A4 / Letter or a 58 mm / 80 mm thermal receipt. Pick the template when you print.

11. Working offline

Golden Inventory is offline-first — once loaded it keeps working with no connection. Sales, receiving, invoicing and POS all run offline using data cached on the device; each change queues in a local outbox with a provisional number and shows a pending badge on the status chip. When you reconnect, the queue drains automatically and provisional numbers become final document numbers.

12. Migrating from Golden Inventory desktop

Already run the classic desktop app? Go to Settings → Import from Golden Inventory and upload your Invent.mdb file. We import your locations, vendors, customers, items, bills of materials and opening stock in one pass. Opening stock arrives as a draft item receipt for you to review and approve. Duplicates are skipped, so it's safe to re-run.

13. Reorder automation

Open Reorder from the sidebar — a single screen listing every item below its minimum, grouped by preferred vendor, with a suggested order quantity calculated from your target, on-hand and open purchase orders. Edit the quantities, uncheck lines you don't need, and click Create draft PO(s) — one purchase order per vendor lands in your drafts to review and approve.

14. Labor & service billing

On estimates, sales orders and invoices, click + Add labor to insert a labor line. Pick a service item for the rate, enter the hours and the technician's name. Labor lines bill as hours × rate, survive conversions, and print with the technician on the document. Run the Labor by Technician report to see revenue and hours per technician over any date range.

15. Per-line quote acceptance

When sharing an estimate, check Let the customer accept individual lines. The public acceptance page shows checkboxes next to each line — the customer picks what they want, and only the accepted lines become the sales order. Accept all lines as before by leaving the option off. Each line's accept/decline state is recorded on the estimate for later review.

16. Card terminal support

At the POS, switch between Cash and Card. For card sales, enter the terminal's receipt or authorization code in the optional reference field — it appears on the payment record and on walk-in receipts. Run the Day Summary report for a cash-register close-out (Z-report / Kassenbericht) grouped by payment method.

17. Serial & lot tracking

Set an item's tracking to Serial or Lot on its edit page. Receiving creates lot/serial records with optional expiry dates; selling with lot allocations deducts per-lot stock via FEFO (earliest expiry first). Use Find serial to trace a serial number to its current location, receiving document and last sale. The Expiring lots list shows batches approaching their expiry within any day window.

18. Recipe costing & back-flush

For assembly items that represent recipes or meal kits, turn on the Back-flush flag and set Yield % per component on the bill of materials. When you sell the assembly — whether via POS or invoice — the BOM ingredients are automatically deducted from stock instead of tracking the assembly itself. Cancel the sale and the ingredient stock is restored. Check BOM cost on the item page to see the per-unit recipe cost including yield-adjusted wastage.

19. Customer assets & vehicles

Enable Track customer assets in Settings to attach vehicles, equipment or machines to estimates, sales orders and invoices. Each asset records make, model, identifier (plate / VIN / serial), and a meter reading (odometer, operating hours). The asset's Service history lists every document it appears on — built for garages, HVAC contractors and equipment rental.

20. Public API

Integrate Golden Inventory with your other tools. In Settings → API keys, generate a key (rol e-capped to what it can do) and use it to query items, parties, stock and documents via the REST API v1 at /api/inv/v1. Set up Webhooks to receive signed HTTP callbacks when documents are created or approved, payments are recorded, or estimates are accepted — no polling needed.