Fill counts and update costs from supplier documents

Stockroom AI reads the documents your suppliers already send - packing slips, invoices, and price lists - and turns them into filled-in receive counts or ready-to-review cost updates. Every Stockroom AI card gives you three ways in: drop a file, click to browse, or email the document to your store's own address. Nothing applies to your store until you confirm it.

Open the purchase order and start receiving - a draft has to be marked as ordered before it can be received. The Stockroom AI card sits at the top of the receive flow: Fill counts from a packing slip or invoice.

Drop the document (or a photo of it) on the card. After a few moments the receive counts fill in - matched by SKU first, then by the supplier part numbers you've recorded in Stockroom, and always clamped to what's still outstanding on the order. You'll see a "Counts filled!" toast, and the card reports anything it couldn't place: lines that didn't match the order, or a warning if the document references a different PO number.

Review the counts like any manual entry, adjust if needed, and receive as normal.

Filling counts only fills items that are already on the purchase order. Document lines that aren't on the order are reported back to you - "2 document lines didn't match this PO" - and nothing else happens. Stockroom never adds them to the order for you.

So if the supplier sent something the order doesn't list, add it to the order first, then fill counts again. While the order is still a draft, use Browse products, Add custom line or Import or paste. Once it has been marked as ordered, use Add items - you can add to an order at any time, but the lines that were already on it lock at that point, so correct anything wrong while the order is still a draft.

If the item is on the order and still didn't match, the document is using a code Stockroom doesn't have on file. Record that supplier part number against the product and the next document will match it.

Re-running the same document is safe. It is read from scratch every time, so nothing is duplicated - and nothing is received until you confirm the counts.

On any product page, the card reads Update costs from a supplier price list. Drop the price list and Stockroom opens Review price list: changed prices show old and new with a checkbox, new items are listed, rows that match the current list are counted, and skipped rows are explained (no match or an ambiguous SKU).

Confirm with Save price list and the prices are saved to that supplier's price list, in the document's own currency - no exchange rate needed, whatever currency the list is in. Quantity breaks on the document (1+ at one price, 12+ at another) are captured as breaks, and a Takes effect date lets an announced increase wait until its day arrives. If the document arrived without a supplier attached, the review asks which supplier it belongs to.

Items on the current price list that the file does not mention are kept by default - partial lists are common. Tick This file is the complete list - remove them when the file really is everything the supplier sells you.

Ticking Also update Shopify costs additionally pushes the new costs to Cost per item in Shopify, where they show in cost history. This replaces whatever cost is there - including an averaged cost, if that is what you keep in that field - which is why it is a separate choice. That push is the one place a foreign-currency list needs an exchange rate: without one on file, the checkbox is held back with a note, while saving the price list itself still works.

Every Stockroom AI card shows your store's forward-to address (it looks like yourstore-a1b2c3@in.stockroom.app), and you can copy it from Settings > Stockroom AI + MCP under Email documents in.

Forward a document from your inbox and it arrives parsed: a packing slip that cites one of your open PO numbers appears as a banner on that purchase order (and on Home) with a Fill counts button, a price list offers the cost review, and anything unmatched can be dismissed. See Email documents into Stockroom for the full flow: Email documents into Stockroom.