Everything StockPilot does, and how to use it

Getting started

StockPilot is a point of sale and stock system for shops. It runs in the browser on any phone, tablet or computer, and every screen updates live, so a sale at one till shows up on the dashboard and in stock straight away.

Create your shop

1. Go to Start free and enter your name, business name, email and a password.
2. Business: add your address, phone, currency and tax rate (Nigeria VAT is 7.5%). Tax is applied at checkout.
3. Features: choose what your shop needs, such as Customers, Purchasing, HR, Payroll, Accounting, Reports, Barcode Labels or the SKMRT Agent. You can change this any time.
4. Launch: pick a first step, like adding products or opening the POS.

Sign in

Everyone signs in at Sign in with the email and password the owner gave them. StockPilot then opens the first screen their role can use: the dashboard for managers, the POS for cashiers, and so on.

Dashboard

The dashboard is a live picture of the business: revenue, orders and customers, an orders chart you can switch between 7 days, 30 days, 90 days and 12 months, recent sales as they happen, today's takings by location, and products running low.

Who can use it: owners, managers, supervisors and accountants, or any role with "Dashboard".

Point of sale

The register is built for speed on a phone or at a counter. Products sit in a grid you can filter by category, and the order builds up on the right (on a phone, in a bar at the bottom).

Make a sale

1. Open POS. Check the location in the dropdown; stock and the sale are recorded there.
2. Tap products to add them, or type in Search or scan a barcode. A USB or Bluetooth barcode scanner types into this box, and pressing Enter adds the product.
3. Change quantities with − and +. Optionally attach a customer, add a discount (as % or an amount) or change the tax rate.
4. Press Charge (or F9). Choose Cash, Card, Transfer or Credit.
5. For cash, type what the customer gave you or tap a quick amount; StockPilot shows the change. Press Complete sale.
6. Print or share the Receipt, then tap New sale.

Today lists this till's sales for the day, so you can reprint a receipt without leaving the POS.

Who can use it: anyone with "Use the POS". Only roles with "Take payment" can charge; others send the order to a cashier.

Cashier queue

In shops where sales staff build orders and a cashier takes the money, a salesperson presses Send to cashier instead of Charge. The order waits in the Cashier queue, and its stock is held so nobody else can sell it.

1. The salesperson builds the order on the POS and taps Send to cashier.
2. Cashiers get a live notification. They open POS → Cashier queue and pick the order.
3. The cashier takes payment as usual, or voids the order, which releases the held stock.

Who can use it: cashiers and supervisors (anyone with "Take payment").

Inventory

Inventory holds your products and their stock at every location. The cards at the top show active products, low stock, out of stock and the value of your stock at cost. Search and the filters work together, and Export downloads the list as CSV.

Add a product

1. Press Add product. Tap the photo tile to take or choose a picture, give the product a name, and pick a category. Choose + New category… to create one on the spot.
2. Under Pricing, enter the selling price and what it cost you. StockPilot shows your profit on each one and the margin, and warns you if you'd be selling at a loss.
3. Under Stock, enter how many you have now and at which location, when to warn you it's running low, and how it's sold (pieces, kg, packs…).
4. Under Codes, scan or type the barcode. Leave SKU blank and one is made for you.
5. Size, colours, dimensions, a serial number, specifications and a description are optional, under More details.
6. Press Save product, or Save & add another to keep going.

Editing a product uses the same form, with its stock at each location and its recent stock movements alongside.

Stock levels, transfers and counts

• Stock Levels shows how many of each product you have at each location, with a reorder level that triggers low-stock alerts.
• Transfer moves stock from one location to another, for example from the warehouse to a shop.
• The adjust icon (the arrows) on a product adds, removes or sets its quantity at a location, with a reason, for deliveries, damages or a stock count.
• Stock Log is the full history: every sale, refund, delivery, transfer and adjustment, and who did it.
• Categories lets you add several categories at once and rename them.

Bulk upload

To add many products at once, use Bulk Upload with a CSV or Excel file. Download the template, fill it in, and upload it. You'll see every row with any errors before anything is saved. Uploading a file with SKUs you already have updates their prices and adds (or replaces) stock.

Who can use it: "See inventory" to view; "Manage products" to add and edit; "Adjust & transfer stock" for counts and transfers.

Barcode labels

Print price labels with Code128 barcodes on standard A4 label sheets for shelves and swing tags.

1. Open Labels and choose how many labels you want for each product.
2. Press Print. The sheet opens in a new tab, ready for your printer.

Locations

Locations are your shops, branches and warehouses. Each has its own stock, sales and staff. Staff can be tied to one location, and unless their role includes All locations they only see and sell from there.

Who can use it: owners and managers ("Manage locations").

Sales, receipts & refunds

Sales lists every order from every till, with filters and CSV export. Open a sale to see its items, payments, the cashier and the customer.

Receipts

Receipts come in two layouts: an 80mm till slip for thermal printers, and an A4 invoice for office printers and PDFs. Choose the default in Branding & receipts, or switch on the receipt itself. On a phone, Share sends the receipt link by WhatsApp, SMS or email.

Refunds

Open the sale and press Refund. The sale is marked refunded, the items go back into stock, and the stock log records it.

Who can use it: staff see their own sales; "See all sales" shows everyone's. "Refund sales" is needed to refund.

Customers & credit

Keep a directory of your customers with their purchase history. Customers move up membership tiers automatically as they spend: Bronze, Silver, Gold and Platinum.

Credit accounts

1. Edit the customer and set a credit limit and payment terms (for example 14 days). The account must be active.
2. At the POS, attach the customer and choose Credit when charging.
3. When they pay you back, open the customer and record a repayment.
4. Statement prints their account: every credit sale, every payment, and the balance due.

Who can use it: "See customers" to view; "Manage customers & credit" to edit accounts and record repayments.

Purchasing

Order stock from suppliers and receive it straight into inventory.

1. Add your Suppliers with their contact details.
2. Create a purchase order: pick the supplier, where it's delivered to and the expected date, then the products, quantities and unit costs.
3. When the delivery arrives, open the order, choose the location it goes Into, and press Receive. Stock goes up and the log records the delivery.

Replenish

Replenish lists everything at or below its reorder level, with a suggested quantity. Tick what you need and press Create order for selected to start a purchase order.

Who can use it: storekeepers, managers and owners ("Purchasing").

Accounting

Accounting builds a simple profit & loss from your sales, cost of goods sold and expenses, and shows expenses by category.

• Expenses: record rent, fuel, salaries and other costs. Each one posts to the ledger automatically.
• Ledger: every journal entry from sales, refunds, purchases, repayments and expenses.
• Trial balance: account balances you can print for your accountant.

Who can use it: accountants, managers and owners ("Record expenses", "Accounting").

HR & attendance

Keep staff records (position, employment type, salary, contact details) and link an employee to their StockPilot login.

Daily attendance

1. Open HR → Attendance. Use the arrows to move between days.
2. Set each person's status (present, late, absent or on leave) and their check-in and check-out times, or press Mark all present.
3. Press Save attendance. The last seven days show as coloured letters beside each name.

Who can use it: "Employees & attendance".

Payroll

Payroll runs monthly from your employees' base salaries. It needs the HR feature.

1. Open Payroll and start a run for the month. A draft payslip is made for every active employee.
2. Add allowances and deductions, then press Save draft.
3. When everyone is paid, press Mark as paid. The run is locked and posted to expenses.
4. Open any payslip to print it. Payslips carry your logo and business details.

Who can use it: "Payroll".

Reports

Six reports, each for the period you choose, printable and exportable to CSV: Sales over time, Product performance, Sales by category, Sales by staff, Sales by location and Stock valuation.

Who can use it: "Reports".

SKMRT Agent

The SKMRT Agent is an AI assistant that works inside StockPilot. Ask it questions in plain language ("which items are running low?", "how did we do this week?"), or have it do things for you: record a sale, restock, transfer stock or log an expense. It only does what your role allows, and every action it takes is logged.

Ask and act

1. Open Agent and type what you need, or tap a suggestion like Low stock alerts or Weekly charts.
2. The pill above the answer shows what the agent did (for example "Searched products, checked stock levels"). Tap it to see each step.
3. Answers can include tables and charts. Follow up in the same chat; it remembers the conversation.

Receipts and invoices

Press + (or Tools → Scan a receipt / invoice) and add a photo, PDF or text/CSV file, or paste an image. The agent reads it and makes the entries: a supplier invoice becomes a restock, a receipt becomes an expense. Tools also has ready-made prompts for recording a sale, restocking, transfers and expenses.

Fast or Deep Think

Use Fast for quick checks and everyday updates, and Deep Think for analysis and reading complex documents.

On every page

The sparkle button in the corner of every page opens the agent right there, with suggestions for that page. Use the pen icon to start a new chat, or the expand icon to continue on the full Agent page.

Chat history

Every chat is saved, from the Agent page and from the bubble on other pages. Use the new chat and history icons at the top of the Agent page to start fresh or reopen an old conversation, search your chats, or delete one or all of them. Your chats are private to you.

Who can use it: anyone with "SKMRT Agent". The agent can only do what the person's role allows.

Team & roles

Give every member of staff their own sign-in with a role that decides exactly what they can see and do. StockPilot comes with these roles, and you can edit them or make your own:

Owner

Full access to everything, including billing-level settings.

Manager

Runs the business day to day across every location.

Supervisor

Leads a location: sells, takes payment, refunds and keeps stock right.

Cashier

Sells and takes payment at their location.

Salesperson

Builds orders at the POS and sends them to a cashier for payment.

Storekeeper

Looks after products, stock counts, transfers and deliveries.

Accountant

Sees the numbers: sales, expenses, reports and the books.

Add a team member

1. Open Business settings → Team & roles and press Add team member.
2. Enter their name and sign-in email, choose a role and a location (or All locations), and set a temporary password.
3. Share the password privately. They can change it under My profile.

Custom roles

Press New role, name it (for example "Shift lead") and tick what it can do. Permissions are grouped into Selling, Stock, Customers, Money, People and Admin, and each one says what it unlocks.

Who can use it: owners and managers ("Team & roles").

Settings & branding

Business

Your business details (name, type, address, phone, email, currency) and how sales work: the tax rate, whether prices already include tax, the default low-stock level for new products, and your time zone.

Branding & receipts

1. Upload your logo and pick a brand colour. Add a tagline, website, RC/BN number and social handles.
2. Choose the receipt layout: 80mm till slip or A4 invoice, and write a footer such as your returns policy.
3. Watch the preview update as you type, then press Save branding.

Your logo then appears in the app's sidebar, on receipts and invoices, payslips, statements and printed reports.

Features

The feature store lists everything StockPilot can do. Add a feature to your shop in one tap. Removing one hides it from the menu but keeps all its data, so you can bring it back later.

My profile

Everyone has a profile: tap the picture to take or choose a photo (or use the business logo), update your name and phone, change your password and sign out. Staff can also see what their role allows.

On your phone

StockPilot is made for phones first. The main screens sit in a tab bar at the bottom, Menu opens everything else, and dialogs slide up from the bottom of the screen.

Install it like an app

1. Open StockPilot in your phone's browser and sign in.
2. Android (Chrome): open the ⋮ menu and choose Add to Home screen. iPhone (Safari): tap Share, then Add to Home Screen.
3. StockPilot now opens full screen from your home screen, like an app.