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Real-time stock tracking Customer self-service portal Storefronts All features
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Features How It Works

How It Works — Real Business Workflows

Count My Boxes is built around three core workflows that every product business runs: buying stock, selling stock, and letting customers order on their own. Each one is tracked end-to-end so your inventory and profit numbers are always accurate.

1

The Inventory Lifecycle

Every unit you stock flows through a two-sided ledger. Buying adds to your inventory at cost. Selling depletes it at your selling price. The difference is your gross profit — tracked automatically on every transaction.

Buying — Stock Replenishment
Vendor
Purchase
Order
Receive
Goods
Stock ▲
Cost recorded
Warehouse Inventory
Real-time stock levels · Batch tracking · Multiple locations
Profit = Selling Price − Cost
tracked per transaction
Selling — Stock Depletion
Customer
Invoice
Payment due
Sales
Order
Stock ▼
Profit tracked

Why this matters: Because every purchase records a unit cost and every sale records a selling price, Count My Boxes can show you exact gross profit per item, per order, and per customer — without any manual accounting.

2

Sales Order Negotiation

Real orders rarely go exactly as requested. A customer wants 100 units but you only have 60 in stock. Here's how a salesperson handles that conversation inside Count My Boxes.

Customer
Count My Boxes
Sales Person
REQUEST
"I need 100 units of Widget A for our next production run."
1
2
ACTION
Opens a new Sales Order in Count My Boxes. Enters customer: Acme Corp. Adds line: Widget A × 100.
SYSTEM CHECK
60 units
available in stock
(100 requested)
3
RESPONSE
"We only have 60 units on hand right now. Can you work with that, or should we split the order?"
ACCEPTANCE
"OK, ship 60 units now and put us on backorder for the remaining 40."
4
5
UPDATES ORDER
Changes qty to 60, confirms the Sales Order. Converts to Invoice. Notes backorder for 40 on next PO.
ORDER COMPLETE
Invoice sent · Stock updated · Profit recorded

Why salespeople love this: The available quantity is right there on the sales order screen. No switching tabs, no calling the warehouse, no guessing. Negotiations happen faster and customers get accurate commitments.

3

Customer Self-Service via Storefront

With a storefront, customers place their own orders without calling your team. They see live available quantities — so they already know what's in stock before they order.

Customer
Step 1
Logs into the storefront portal
The customer visits your storefront link and signs in with their email. They land on their personalized catalog — the products and prices you configured for their account.
Each customer only sees their own catalog and price list.
System
Step 2
Shows product catalog with live stock levels
Every product card shows the available quantity in real time. If an item is low or out of stock, the customer sees that before adding it to their cart.
Available qty updates instantly — no stale data.
Customer
Step 3
Selects items and submits the order
The customer adds items to their cart, reviews quantities and totals, and submits. They can only order up to what's available — the system won't let them over-order.
Order confirmation email sent automatically.
System
Step 4
Creates a Sales Order automatically
The moment the customer submits, a Sales Order appears in your Count My Boxes dashboard. No re-keying. No email chains. The order is already in the system with the customer, items, quantities, and pricing filled in.
Stock is committed (reserved) immediately.
Sales
Step 5
Reviews and confirms the order
Your sales team reviews the incoming order in the dashboard, verifies details, and clicks Confirm. The Sales Order converts to an Invoice and the customer is notified.
System
Step 6
Stock level decreases automatically
When the invoice is created, the stock ledger updates. Available qty goes down. The cost and selling price are both recorded — so profit is calculated without any manual entry.
All changes visible in inventory reports immediately.

Why customers love this: They can see exactly how much stock is available before they order, so there are no surprises. No back-and-forth calls. Orders come in pre-validated and ready to confirm.

Ready to run these workflows in your business?

Count My Boxes is free while we're getting started. Import your catalog and be running real orders today.

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