Stockroom
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What A9 Stockroom does, the four ideas behind it (locations, folders, items and movements), and where to go next whether you are a tech, a manager or an owner.

For: Techs · Managers · Owners

Last updated for A9 Stockroom, October 17, 2026

A9 Stockroom keeps track of the parts and supplies your maintenance team uses. It tells you what you have, where it is, what each job used, and what is running low, on a phone that works in a basement with no signal.

A tech scans a label and takes a part for a job. A manager sees the count drop, the job's cost add up, and the reorder list grow before the shelf is empty. The owner decides who is on the team and what the company calls things.

The Home screen on a phone: the company and location, the alerts bell, the Scan button, three quick actions and what is running low.
Home on a phone: a tech's first screen.

What it does#

  • Counts your stock, by location and by folder, and keeps the count right as people take and return parts.
  • Lets a tech scan a QR label or a barcode with the phone's camera, then take or return a part in a few taps.
  • Charges every part taken to a job (a work order), so you know what the job cost.
  • Warns you when something falls under its minimum, and suggests what to order.
  • Keeps working with no signal, and sends your changes when the phone is back online. See Working without signal.
  • On the Pro plan: purchase orders and suppliers, tools you check out to people, and reports of spend. See Your plan.

The four ideas#

Everything in A9 Stockroom is built from four things. Learn these and the rest follows.

Locations#

A location is a separate stockroom: a building, a site, a store or a yard. Each location has its own counts and its own minimums. A company can have one location or many. (What your company calls them is up to you: see Pick your word for a location.)

Folders#

A folder is a place inside a location where stock sits: a shelf, a bin, a cabinet, a truck. Folders can hold other folders, so "Plumbing" can hold "Faucets". When you take a part, you take it from a folder.

Items#

An item is a kind of thing you stock: a toilet wax ring, a 16x25 air filter, a drill. It has a name, a code (the SKU), the unit it is counted in (each, box, gallon), a cost and a minimum. The same item can sit in folders at more than one location. Its stock is the total.

Locations, folders and itemsYour company has locations. Each location has folders, and folders can hold folders. Items sit in folders with a quantity. The same item can be in folders at more than one location, and its stock is the total. Your company Location: Maple Court Folder: Plumbing Folder: Faucets Kitchen faucet 3 on hand Aerator 18 on hand Folder: Truck 1 Kitchen faucet: 1 Location: Cedar Annex Folder: Annex shelf A Kitchen faucet 2 on hand Wax ring 6 on hand The Kitchen faucet is in three folders in two locations: 3 + 1 + 2 = 6 in all. Minimums are set per item, and can be set for each location too.
Locations, folders and items
Describe this diagram

Your company has locations. Each location has folders, and folders can hold folders. Items sit in folders with a quantity. The same item can be in folders at more than one location, and its stock is the total. Minimums are set per item, and can be set for each location too.

Movements#

A movement is any change to a count. Stock never changes any other way. When a delivery arrives, that is a receive. When a tech uses a part on a job, that is a take. Leftovers going back are a return. Checking the shelf and fixing the number is a count. Moving stock from one folder to another is a move, and sending it to another location is a transfer. Every movement is one line in Activity: what, how many, who and when. Because of that, the numbers can always be explained.

How stock movesStock arrives from a delivery with Receive and lands in a folder. Take moves it from the folder to a job. Return moves unused parts from the job back to the folder. Transfer moves stock from a folder in one location to a folder in another location. Location: Maple Court Location: Cedar Annex Delivery from a supplier Folder a shelf, bin or truck Job a work order Receive Take Return Transfer to another location Another folder stock arrives here Count and Adjust fix a wrong number in place. Every change is one line in Activity.
How stock moves
Describe this diagram

Stock arrives from a delivery with Receive and lands in a folder. Take moves it from the folder to a job. Return moves unused parts from the job back to the folder. Transfer moves stock from a folder in one location to a folder in another location. Count and Adjust fix a wrong number in place. Every change is one line in Activity.

Where to go next#

If you are a tech#

  1. Read Your first day: accept your invite, find an item, scan it and take it for a job.
  2. Put the app on your phone: Install on your phone or computer.
  3. Learn the screen you will use most: The Home screen, then Scanning and Taking stock for a job.
  4. Read Working without signal before your first basement.
  5. Print and keep the one-page card: Your first day, to print.

If you are a manager#

  1. Read Roles and permissions to see what you and your techs can do.
  2. Set up what techs will scan: Items, Folders and Labels and printing.
  3. Set minimums so the app can warn you: Minimums and reordering and Low stock.
  4. Order and receive: Purchase orders.
  5. Print and keep the one-page card: Your first week, to print.

If you are an owner#

  1. Work through the checklist: Setting up your company.
  2. Name your company and choose your word for a location: Company settings.
  3. Bring in your people: Team.
  4. Coming from Sortly? Moving from Sortly.
  5. Know what you are paying for: Your plan.

If you are a viewer#

You can look at what you are allowed to reach, and print labels. Roles and permissions says exactly what that covers.

If you just need an answer#

Press / to search the manual. Words like "bin", "shelf" and "truck" find folders, and "part" or "SKU" find items. The most common problems are in Troubleshooting.

Pick your word for a location#

Not every company says "location". A company that looks after apartment buildings may want another word than a warehouse or a chain of stores does. The owner chooses the word once, and every screen, email and report uses it from then on. There are six to choose from, and they are listed in the Glossary.

To change it, the owner opens Settings, then Company, and chooses a word under What do you call your locations? The steps are in Company settings, and every term in the app is explained in the Glossary. This manual says "location" throughout. Read it as your own word.