Complete Setup & Usage Guide
Everything you need to manage suppliers, track inventory, and create purchase orders in EZStock — from first install to receiving your first order.
How EZStock Works
EZStock connects your Shopify product catalog to your supplier network. Once you link products to suppliers and set reorder points, EZStock monitors your stock levels and tells you what to reorder, when, and how much — and lets you send the purchase order directly from the app.
Add your suppliers
Create a supplier profile for each company you reorder from. Include their lead time (how many days from order to delivery) — EZStock uses this to calculate when you need to reorder.
Link your Shopify products
Search your product catalog and link each product variant to the supplier you order it from. Set a reorder point (how low stock can go before you get an alert).
Create a purchase order
When products go low, EZStock pre-fills a purchase order with the products and suggested quantities. Review, adjust, and either download the PDF or email it directly to your supplier.
Receive and update inventory
When stock arrives, mark the quantities received in EZStock. On Growth and Pro plans, your Shopify inventory updates automatically — no manual entry needed.
Add a Supplier
A supplier must exist before you can search or track any products. Go to Suppliers → Add Supplier to create your first one.
Go to Suppliers in the sidebar
Click Suppliers in the EZStock navigation, then click Add Supplier in the top right.
Fill in the supplier details
Complete the form fields below. Only Supplier Name and Lead Time are required — the rest can be added later.
Click Save Supplier
The supplier will appear in your Suppliers list. You can edit any details at any time.
| Field | Required | Notes |
|---|---|---|
| Supplier Name | Required | The name shown on purchase orders and the dashboard (e.g. "Main Wholesaler") |
| Lead Time (days) | Required | How many days from placing an order to delivery. Used to calculate reorder timing. |
| Contact Email | Optional | Required if you want to email purchase orders directly from EZStock (Growth plan) |
| Contact Name | Optional | Used as the greeting in emailed POs |
| Phone | Optional | For your reference only |
| Currency | Optional | USD, EUR, GBP, CAD, AUD, CNY, HKD, INR. Used on PO cost totals. |
| Payment Terms | Optional | Net 15/30/45/60/90, COD, Due on Receipt, or None. Shown on PO. |
| Min. Order Qty | Optional | For your reference when creating POs |
| Website / Notes | Optional | For your reference only |
Track Your Products
Go to Products in the sidebar. Here you link your Shopify product variants to suppliers and set reorder points. EZStock only tracks products you explicitly add — your full catalog stays private until you choose to track a variant.
Click "Add product" to expand the search form
The search form is collapsed by default once you have tracked products. Click Add product in the top right of the card to open it.
Search by product name or SKU
Start typing in the search box — results appear as you type. Each result shows the product image, name, variant, SKU, and current stock level. Click a result to select it.
Set the reorder point
The reorder point is the stock level that triggers a low-stock alert. A good starting point is your average weekly sales. For example, if you sell 20 units/week and your lead time is 7 days, set the reorder point to 20.
Optionally set a cost price
The cost price (what you pay the supplier per unit) is used to calculate purchase order totals. Leave blank if unknown — you can add it later via Edit.
Select a supplier and click Link Product
Choose which supplier this product comes from, then click Link Product. The product appears in your Tracked Products table immediately.
Create a Purchase Order
Go to Purchase Orders → Create PO. EZStock pre-fills the PO with products linked to your chosen supplier and suggests reorder quantities based on your sales velocity and coverage days (Growth plan).
Click Create PO and select a supplier
Choose the supplier you're ordering from. The form immediately populates with all products linked to that supplier, showing current stock, days left (Growth+), and the suggested order quantity.
Review and adjust quantities
Each row shows the product, how many are currently in stock, how many days of stock remain, the unit cost, and a suggested order quantity. Edit any quantity directly in the table. Rows with urgent status mean you're at or below reorder point.
Add an expected delivery date and notes (optional)
The delivery date helps you track when stock is due. Notes are included in the PO email and PDF — use them for shipping instructions or special requirements.
Click Create Purchase Order
The PO is saved in Draft status. You can continue editing quantities, remove line items, or save and come back later.
Send the PO to your supplier
From the PO detail page, click Mark as Sent & Email Supplier (Growth plan, requires supplier email) or Mark as Sent (all plans) to change status to Sent. On Growth plan, you can also Download PDF to send manually.
(Daily Sales × Coverage Days) − Current Stock. Coverage Days is set in Settings (default: 60 days). Adjust it to match how far ahead you want to stock up.
Receive Stock
When your order arrives, open the purchase order and enter the quantities received. On Growth and Pro plans, EZStock updates your Shopify inventory automatically.
Open the purchase order
Go to Purchase Orders and click View on the order you're receiving. The PO must be in Sent or Partial status.
Enter quantities received for each line
For each product, enter how many units actually arrived. If a supplier ships partial quantities, enter only what arrived — the PO will move to Partial status.
Click Confirm Receipt
On the Growth plan, clicking Confirm Receipt automatically adds the received quantities to your Shopify inventory. On Starter/Free, the receipt is recorded in EZStock but you'll need to update Shopify inventory manually.
PO status updates automatically
If all line items are fully received, the PO moves to Received. If some items are still outstanding, it stays at Partial — allowing you to receive the remainder when it arrives.
Dashboard
The dashboard gives you a live view of every tracked product's stock status. Products are sorted by urgency — most critical items appear first.
The dashboard uses four status badges:
Stock is at or below your reorder point, or days of stock remaining is less than or equal to the supplier lead time. Order immediately.
Stock is below 1.5× the reorder point, or days remaining is less than 2× the lead time. Plan your next order soon.
No sales recorded in the last 30 days. EZStock can't calculate days remaining without sales data. Stock level is still monitored.
Stock is healthy. No action needed.
Suppliers Page
The Suppliers page lists all your suppliers with their contact details, lead time, currency, and how many products are linked to each one.
Edit a supplier
Click Edit on any supplier to update their details. The edit page also shows a sidebar with how many products are linked to this supplier and any open purchase orders.
Delete a supplier
Click Delete to remove a supplier. You cannot delete a supplier that has active (non-cancelled) purchase orders. Cancel or complete those POs first.
Create a PO directly from a supplier
When editing a supplier, click New Purchase Order in the sidebar to jump straight to a new PO pre-filled with that supplier.
Products Page
The Products page is where you manage which Shopify variants EZStock tracks and what reorder points they have.
Edit a tracked product
Click Edit on any tracked product to change its supplier, reorder point, or cost price. A modal opens with a form — changes save immediately on clicking Save.
Order Now button
Products with Order Now status show an Order Now button that jumps directly to a new PO pre-filled with that supplier. Use this for fast reordering when stock is critical.
Remove a product
Click Remove to stop tracking a product. This removes it from EZStock's dashboard and purchase orders but does not affect your Shopify inventory or product listing.
Purchase Orders
Purchase orders move through a fixed status lifecycle. Understanding each status tells you what actions are available.
Any status can also move to Cancelled using the Cancel PO button.
| Status | What it means | Available actions |
|---|---|---|
| Draft | PO created but not yet sent to supplier | Edit quantities, remove items, mark as sent, cancel |
| Sent | PO sent to supplier, awaiting delivery | Enter received quantities, cancel |
| Partial | Some items received, remainder outstanding | Receive remaining quantities, cancel |
| Received | All items fully received | View only (download PDF on Growth+) |
| Cancelled | PO cancelled | View only |
Settings
Configure your store information, purchase order numbering, and reorder calculation logic.
| Setting | Default | What it does |
|---|---|---|
| Business / Store Name | — | Shown on PO PDFs and emails so suppliers know who's ordering |
| Address fields | — | Printed on PO PDFs as the ship-to address |
| Reply-To Email | — | Where supplier replies land when they respond to your PO email |
| PO Number Prefix | PO | Prefix for auto-generated PO numbers. E.g. "PO" generates PO-0001, PO-0002, etc. |
| Default Supplier Currency | USD | Pre-selected currency when adding new suppliers |
| Coverage Days | 60 days | How many days of stock to aim for when EZStock calculates suggested PO quantities. Higher = larger suggested orders. |
| Low Stock Threshold (days) | 14 days | Products with fewer days of stock remaining than this value show a warning badge on the dashboard. |
Plans & Features
All paid plans include a 14-day free trial. No credit card required to start.
| Feature | Free | Starter $19/mo |
Growth $49/mo |
Pro $99/mo |
|---|---|---|---|---|
| Unlimited suppliers & products | ✓ | ✓ | ✓ | ✓ |
| Low stock dashboard | ✓ | ✓ | ✓ | ✓ |
| Purchase orders per month | 5 | Unlimited | Unlimited | Unlimited |
| Demand forecasting (Days Left) | ✗ | ✗ | ✓ | ✓ |
| Suggested PO quantities | ✗ | ✗ | ✓ | ✓ |
| Lost revenue panel | ✗ | ✓ | ✓ | ✓ |
| Payment tracking | ✗ | ✓ | ✓ | ✓ |
| Stocktakes with Shopify inventory sync | ✗ | ✓ | ✓ | ✓ |
| PDF purchase orders (create & email) | ✗ | ✗ | ✓ | ✓ |
| Auto-update Shopify inventory on receipt | ✗ | ✗ | ✓ | ✓ |
| ABC product grading | ✗ | ✗ | ✓ | ✓ |
| Stock On Hand report | ✗ | ✗ | ✓ | ✓ |
| Barcode scanning (scanner or camera) | ✗ | ✗ | ✓ | ✓ |
| Multi-location inventory support | ✗ | ✗ | ✗ | ✓ |
| Priority support | ✗ | ✗ | ✗ | ✓ |
Frequently Asked Questions
I added a supplier but the product search still isn't showing.
Refresh the Products page after adding your first supplier. The search form only appears once a supplier exists, and the page doesn't update automatically when you navigate back from the Suppliers page.
Some of my products aren't appearing in the product search.
Products that are already linked to a supplier are hidden from the search (to avoid duplicates). If a product you expect to see isn't showing up, check if it's already in your Tracked Products table. Also confirm the product is active and published in your Shopify admin.
What does "Days Left" mean and why does it show "—" for some products?
Days Left is calculated from your 30-day sales velocity: current stock ÷ daily sales rate. It shows "—" when there are no sales in the last 30 days (the No Sales badge), or when you're on the Free or Starter plan (demand forecasting requires Growth or Pro).
Can I change the reorder point for a product after linking it?
Yes. Click Edit on any product in the Tracked Products table to update the reorder point, cost price, or supplier assignment at any time.
Can I scan barcodes to count stock?
Yes, on the Growth and Pro plans (and free during your 14-day trial). Use a USB or Bluetooth handheld scanner, or your phone camera in the Shopify mobile app, to scan during a stocktake, while building a purchase order, and when receiving a shipment. EZStock matches each scan by barcode with a SKU fallback, so a scan jumps straight to the right product without typing. Make sure your product variants have barcodes set in Shopify — the Products page flags how many are missing one.
My Shopify inventory didn't update after I confirmed receipt.
Automatic Shopify inventory sync on receipt is a Growth and Pro plan feature. On Free and Starter plans, EZStock records the receipt for your records but doesn't push the update to Shopify — you'll need to update inventory manually in your Shopify admin.
How are suggested PO quantities calculated?
Suggested quantity = (Daily Sales × Coverage Days) − Current Stock. Coverage Days is set in Settings (default 60 days). If coverage days is 60, daily sales is 2, and current stock is 40, the suggested order is (2 × 60) − 40 = 80 units. Requires Growth or Pro plan.
Can I delete a purchase order?
Draft POs are deleted automatically if you remove all line items. Sent, Partial, and Received POs cannot be deleted — use Cancel PO to close them out while preserving the record.
I hit the 5 PO/month limit on the Free plan. What happens to my existing POs?
Existing POs remain active and you can continue to receive stock against them. You just can't create new POs until the next calendar month or until you upgrade. Upgrade to Starter or Growth for unlimited POs.
Need help with something not covered here?
Email us at [email protected] — we typically reply within a few hours.
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