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Quick add & add from invoice ​

▶ Watch — a quick walkthrough of quick add & add from invoice

Quick add (/inventory/quick-add) is the fastest way to add a single product: take photos or scan its barcode, check the details, enter your prices, and save. From invoice (/inventory/from-invoice) adds many products at once: photograph or upload a supplier invoice, and Retailer OS reads each line and its unit cost for you. Both are designed for a phone or tablet, but they work in any browser.

Where to find them ​

  • Inventory → Quick add in the sidebar.
  • Inventory → Items, then Quick add or From invoice at the top of the list.

Who can use them ​

TaskWho can do it by default
Quick add, including barcode scanningOwners, Admins, and Managers (anyone allowed to create and edit items)
Reading photos with AI, and AI: find barcode, price & detailsOwners, Admins, and Managers
From invoiceOwners, Admins, and Managers

NOTE

The AI steps (reading photos, finding product details on the web, and reading invoices) need an AI plan, which starts at $19.99/month. Scanning or typing a barcode and entering details by hand work without one.

Add one item with Quick add ​

Quick add has three steps (Capture, Details, and Prices), shown at the top as Step 1 of 3.

Step 1: Capture ​

  1. Tap Take product photos and take up to 6 photos of the product and its label. AI reads them and fills in the name, brand, category, barcode, and description it can see. The photos become the item's images.
  2. Or tap Scan barcode and point your camera at the barcode. Retailer OS looks the code up in a product catalog and fills in what it finds, including a suggested retail price when one is on record.
  3. Tap Next. No photos handy? Just tap Next and type the details yourself.

If your photos don't show a readable barcode, Quick add also searches for the product by name to find its barcode and a price.

Step 2: Details ​

  1. Check the Name (the only field you must fill in) and correct anything that's wrong.
  2. To fill gaps, tap AI: find barcode, price & details. AI searches the web by the product's name and brand. It only fills in a barcode it could verify.
  3. Fill in or correct Brand, Category, Barcode, Item code, Unit (ea, box, kg…), and Description. Next to Barcode, use the camera button to scan or the search button to look the code up.
  4. Tap Next.

Leave Item code empty and Retailer OS makes a SKU from the product name.

Step 3: Prices ​

  1. Enter your Cost price and Retail price. AI can't know what you paid, so prices are always yours to enter. The profit percentage shows next to each price as you type.
  2. If a suggested price was found and Retail price is still empty, you can tap Suggested $… — tap to use to fill it in.
  3. Optionally, enter a Wholesale price and Starting stock.
  4. Tap Save item. The new item opens so you can add anything else, such as variants or online settings.

Duplicate warnings ​

As the details fill in, Quick add checks your catalog:

  • Already in your inventory: an item with the same barcode exists. Open it instead of adding a duplicate. If you save anyway, you're asked to confirm first.
  • Similar items you already have: items with a similar name, so you can check whether you already stock the product.

Add many items from a supplier invoice ​

  1. Open Inventory → Items and click From invoice.
  2. Tap Photograph or upload an invoice and take a photo, or choose an image or PDF. AI reads the supplier, each line, its quantity, and its unit cost.
  3. Review the lines:
    • Lines that match an item already in your catalog start unticked and are marked Already in catalog, so you don't create a duplicate.
    • Edit any name, Cost, Retail, or Qty. Untick lines you don't want, or remove one with the bin icon.
  4. To price everything at once, enter a Markup % (it starts at 40) and click Set retail from cost. Each line's retail price becomes its cost plus that markup.
  5. If you have more than one location, choose where the stock goes in Stock into.
  6. Click Add N items. Each line's quantity becomes the new item's starting stock, and you return to Items.

Click Start over to discard the lines and read a different invoice. If some lines can't be added, the confirmation tells you how many were skipped.

TIP

From invoice creates new items. To restock items you already carry, receive the delivery on a purchase order instead.

Common questions ​

Q. Do I need an AI plan? A. Only for the AI steps: reading photos, AI: find barcode, price & details, and From invoice. Scanning or typing a barcode and entering details by hand work without one. See AI plans.

Q. Why is the retail price still blank after scanning? A. Lookups never set your prices. When the product catalog has a price on record, it's offered as a suggestion you can tap to use.

Q. The invoice lines came out wrong. What can I do? A. Every line is editable before you add it. For better results, photograph the invoice flat and in good light, or upload the PDF. If nothing is found, you'll see No line items found on that image — try a clearer photo.

Q. Why can't my teammate use the AI lookup or From invoice? A. Those are limited to Owners, Admins, and Managers, even if a teammate's role lets them edit items.