Physical inventory count software for barcode scanners
Scan the bin. Scan the part. Key the count.
The physical inventory count your accountant wants, on the Zebra scanners you already own, watched live by the supervisor, exported to the system you run. Priced per count, not per year — built for the business that counts once at year-end.
Also called a stocktake, stock count, full count or wall-to-wall count.
From US$69 a count · gets cheaper the more scanners you count with · unlimited operators · no subscription
How a count runs
Three stages. Only the middle one is on the day.
Before Load the parts
- Export a part list from whatever you run — QuickBooks Online or Enterprise, NetSuite, Fishbowl, Business Central, Shopify, a spreadsheet.
- Two CSVs, parts and bins — Parts are part number, barcode and description; bins are a location and a description. A header row is optional. The portal previews what it read before anything is saved.
- Create your sites. If the racks aren't labeled yet, we'll tell you what to specify and where to have them made.
- Add operators — a short username and a PIN, as many as you like.
On the day Count
- Scan the bin, scan the part, key the quantity. Three actions, then the next one. Piles of the same thing? Scan/Increment mode — every trigger pull adds one.
- An unknown barcode is rejected at the point of scan — not discovered next week.
- Every count carries the user, the device and the time.
- Needs Wi-Fi or a hotspot where you count — that is what makes the portal live. Dead spot? The scanner tells the operator on the spot and nothing is silently lost.
- The supervisor watches the portal fill in by bin and by operator, and sends someone back for a recount before anyone goes home.
After Export and post
- Totals by bin, or by part across the whole count. Gaps: bins and parts nobody scanned.
- One CSV with every field an accounting or ERP import asks for, leading zeros intact.
- Withdrawn counts stay visible, so the audit trail is complete.
- Post it, and you're done until next year.
The same three actions, on a Zebra MC3400 — about eleven seconds, start to saved.
| Site Name | Bin Location | Part Number | Barcode | Part Description | Count | User Name | Date | Time | Withdrawn |
|---|---|---|---|---|---|---|---|---|---|
| Warehouse 2 | C-02-01 | 0363-5556 | ="0363555664340" | Filter, oil, spin-on | 40 | Sam | 12/31/2026 | 10:42:15 | |
| Warehouse 2 | A-03-02 | 4402-118 | ="0112345678907" | Bearing, 6204-2RS | 24 | Maria | 12/31/2026 | 10:41:52 | |
| Warehouse 2 | A-03-02 | 4402-118 | ="0112345678907" | Bearing, 6204-2RS | 22 | Maria | 12/31/2026 | 10:39:10 | Y |
Why this, and not…
Four things you could do instead, and what each one costs you.
…a count service
A crew turns up with their scanners and their software and counts your stock for a few thousand dollars a night. You get a number; they get the data. With Stocktakes Online your own people count on your own scanners, you watch it happen, and a five-scanner count costs US$310.
…an inventory system's count feature
Fishbowl starts at US$229 a month for two users, billed annually, and Cin7 at US$349 a month for five — both read off their own pricing pages in October 2026. NetSuite doesn't publish a price at all; you ask for a quote. Counting is usually included; what is not is the people. Every counter needs a user license, and the entry plans cover two and five. Nobody licenses ten people for a Saturday. For a business that counts once at December 31, that is twelve months of rent for one night's work. Stocktakes Online charges for the night.
…a scanner-to-spreadsheet app
Cheap, and fine for two hundred lines. At two thousand lines across forty bins and six counters, nobody knows what has been counted, what has been missed, or who scanned the wrong shelf. Stocktakes Online knows, live, on the portal.
…phones with a camera
A camera reads a barcode in about a second, in good light, held still. A Zebra reads it the instant the trigger is pulled, in a freezer, with gloves on, all night. Most warehouses already own one. Use it.
And if you already run a full warehouse system with counting built in — keep it. Stocktakes Online is for the business that doesn't.
Pricing
You count once a year. You pay once a year.
Most businesses count once or twice. A subscription charges you for the other eleven months. Stocktakes Online is sold per count: open one, count it, close it, export it. Nothing recurring, nothing to cancel.
How the price works — sites, the scanner pool, what is included, and three worked examples →
- One licenseUS$69
- Five licensesUS$310
- Ten, where the rate drops againUS$550
- TwentyUS$960
Charged in US dollars, settled to an Australian bank — so a few US cards add their own foreign transaction fee. Most charge none.
Counting with nine? Buy ten — it’s the same US$550, and you get the spare license. Eighteen or nineteen? Buy twenty, for the same reason. More than fifty? Call us.
Not sure how many licenses? Call or email first — we would rather get it right than sell you the wrong number.
Accounts are set up by hand: we email your sign-in details by the next US business day, usually much sooner.
If it fails on the night, you do not pay. If Stocktakes Online stops you counting and we cannot get you going that night, we refund the licenses — the whole count. And the printable count sheet is already on this site, free, so the paper fallback is in your hands before you start rather than something we promise to find for you at eleven at night.
Count a real aisle before you pay anything. A free trial is a real portal account for fourteen days — load your parts and bin locations, add your operators, and count on the Zebra scanners you already own. We set it up by hand and email you the sign-in, the same as a paid account; there is no self-service sign-up. No card, and nothing to cancel.
It counts for real, and it stops short in one place. A thousand scans per count, and every report shows twenty rows — on screen, printed, and in the CSV alike. The totals beside them are the real ones, so you read 20 of 347 rather than a number we invented for the demo. What the trial cannot do is let you take the answer away, which is the part you are paying for. If fourteen days is not enough, ask and we will extend it.
Reports
The supervisor's questions, answered while the count is still running.
Totals
By bin, by site, by company. The number the accountant wants, at any moment.
Gaps
Bins and parts that nobody has scanned yet. This is how you know you're finished — not by hoping.
Empty bins
Locations checked and found empty. Either it's true or someone missed a shelf.
Scans by user
Who counted what, how fast, and when. Useful for pay, useful for training, useful for arguments.
Withdrawn counts
A recount replaces a count; it doesn't erase it. The trail stays.
Raw export
Every scan, every field, one CSV. Import it, pivot it, archive it.
Scanners
Runs on the Zebra scanners you already have.
An Android app for Zebra rugged scanners, from the compact TC22 to the cold-store MC9400. You can check yours in two minutes: open the browser on the scanner and load app.stocktakesonline.com. If the sign-in page appears, the app will run on that device.
Works with
Anything that can export a part list and import a count.
Which is everything. QuickBooks Online is the one worth naming: its inventory adjustment screen takes a quantity typed one line at a time, so a scanner count has to arrive as a file. These all export a part list and take a count file back:
Tell us which one you run and we'll get the export into the shape it wants. If you are on something not listed, it almost certainly still works — ask.
Questions
Asked before every count.
Do I need new scanners? What happens if the Wi-Fi drops mid-count? Someone scanned the wrong shelf — now what? Who do I call on the day? Fifteen questions, answered →
Since 2008
Not a new product. A rebuilt one.
Your data is held in New York. The company is Australian; the portal your scanners talk to all day runs in the United States on its own database — separate from the Australian one, in the same country as the warehouse counting into it. That matters on a count: every scan is a round trip, and a Pacific crossing is felt on each one.
Stocktakes Online started life inside ScanTrack Systems, the hosted stock system Barcode Datalink has run for customers since 2008. This is that counting product rebuilt for Android scanners, by the same people, who have spent thirty-five years getting things scanned in warehouses. An Australian company, built for American warehouses — same software, same method, on a server in New York.
Contact
When is your count?
Tell us the date, how many people will be counting, and what system the numbers go back into. You'll get a set-up call the week before. Counting at year-end? Book by mid-December.
5pm to midnight Eastern · 2pm to 9pm Pacific · outside those hours, leave a message and we call back · how support works