Welcome to SmartStock 👋

A complete Inventory & Point-of-Sale (POS) management suite that turns your WordPress + WooCommerce store into a full business operations system — Contacts, Products, Purchases, POS Sales, Stock, Expenses, Accounting & Reports.

What you get

Requirements

Installation

Two easy ways to install — from the WordPress admin, or by FTP.

Method 1 — WordPress admin (recommended)

1. Download the plugin ZIP (smartstock.zip) from your CodeCanyon Downloads (choose “Installable WordPress file only”).
2. Go to WordPress Admin → Plugins → Add New → Upload Plugin.
3. Choose the ZIP, click Install Now, then Activate.
4. Make sure WooCommerce is installed & active (a notice will guide you if not).
5. You’ll see a new Inventory Management menu in the sidebar. 🎉

Method 2 — FTP

1. Unzip smartstock.zip → you get a smartstock folder.
2. Upload it to /wp-content/plugins/.
3. Go to Plugins and click Activate on “SmartStock – Inventory & POS Management”.

Quick Start — first 10 minutes

Follow this order once and your store is ready to sell.

1. Business info — go to Settings → Business & General and set your business name, address, phone, currency & VAT number (used on invoices).
2. Locations — add at least one Business Location (Settings → Business Locations). Stock is tracked per location.
3. Payment accounts — add a Cash / Bank account under Accounting → List Accounts.
4. Products — create WooCommerce products (Products → Add Product). SKU & barcode auto‑generate if left blank.
5. Opening stock — set current quantities per location under Products → Opening Stock.
6. Sell! — open Sales & POS → POS and make your first sale.

Dashboard Overview

Your business at a glance — the first screen after opening Inventory Management.

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The SmartStock dashboard with KPI cards and the left navigation.

• 1 Top navigation bar — brand mark, breadcrumb of the current screen.
• 2 App sidebar — every module (Contacts, Products, Purchases, Sales & POS, Transfers, Adjustments, Expenses, Income, Accounting, Store Staff, Reports, Settings).
• 3 KPI cards — Total Sales, Total Purchase, Total Expense, Suppliers, Customers, Inventory Products & WooCommerce Products, calculated live.
• 4 POS button — jumps straight into the full‑screen register from anywhere.

The dashboard reads directly from your WooCommerce orders and the SmartStock ledgers, so the numbers always match your reports.

Contacts — Suppliers & Customers

A single place for everyone you buy from and sell to, each with a running financial ledger.

Customers list — search, due balance, and per‑row Actions.

Two contact types

List columns & buttons

• Search — filter by name, phone or contact ID.
• Due Balance — the customer/supplier’s current outstanding amount.
• Actions ▾ — View Profile, Pay, Statement (PDF/Print), Edit, Delete.

Add or Edit a Contact

Click Add Customer / Add Supplier and fill the form:

• Name (required), Mobile, Email, Address.
• Opening balance — a starting due, if the contact already owed you (or you owed them) before using SmartStock.
• Customers are also mirrored into WooCommerce customers when they have an email, so online + offline history unifies.

Ledger, Pay & Statement

View Profile

Opens the contact’s complete history: profile details, totals (sold / paid / due), a list of every sale & purchase (each reference links to the order/invoice), and a payment history.

Pay

Record a payment against the contact. The amount is allocated FIFO (oldest unpaid invoice first); any leftover becomes an advance. Choose the payment account the money goes into — it posts to your ledger automatically.

Statement (PDF / Print)

Generates a printable A4 statement of the contact’s account for a period — hand it to the customer or supplier.

All Products

Your catalogue — these are your WooCommerce products, enriched with SmartStock stock & POS data.

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Products list with toolbar, columns and the row Actions menu.

• 1 Add Product — opens the WooCommerce product editor (with the SmartStock inventory panel).
• 2 Toolbar — “Show N entries”, export to CSV / Excel, Print, and column‑visibility, plus a live search.
• 3 Actions ▾ — Print Labels, View, Edit, Add/Edit Opening Stock, Product Stock History, Delete.
• 4 Stock column — total quantity from the SmartStock ledger (or an In Stock badge when stock management is off).

Add a Product (WooCommerce)

SmartStock does not keep a separate product table — it uses WooCommerce products, so you get variations, categories, images and pricing for free. When you add/edit a product you’ll find extra SmartStock fields:

Inventory tab additions

• Barcode — placed right under the SKU. Leave blank to auto‑generate.
• Barcode Type — Code 128 / Code 39 / EAN‑13 / EAN‑8 / UPC‑A (for label printing).
• Unit — the selling unit (defaults to Pieces).
• Business Locations — which locations stock & sell this product (new products default to all).
• Default Purchase Price — sits next to Regular/Sale price (for simple products & each variation) and pre‑fills purchase forms.

Opening Stock

Set your current quantities the day you start using SmartStock — per business location and per variation — so the ledger begins from a true baseline.

Open it from the product list → Actions ▾ → Add / edit opening stock, or the Opening Stock button on the product. The screen builds one row per simple product or per variation, with a quantity box for each business location and a single unit‑cost box.

On save, SmartStock writes one opening movement per location into the append‑only ledger and syncs the combined total back to the WooCommerce stock quantity. Re‑opening the screen shows your saved figures, so you can correct them any time.

Product Stock History

A complete, append‑only audit trail for any product or variation — every movement, in order, with a running balance you can trust.

Open it from the product list → Actions ▾ → Product Stock History. A summary panel at the top totals each movement kind, and the table below lists every individual move:

Use the location and variation filters to narrow the view — e.g. the exact history of one variation at one warehouse.

Units

Define the measuring/selling units your catalogue uses — Pieces, Kg, Litre, Box, Dozen, Metre and so on.

Open Products → Units. Add a unit with a name (e.g. Kilogram) and a short code (e.g. Kg) shown on invoices and lists. Existing units can be edited or deleted at any time. Assign a unit to a product from the Unit field on the product editor's Inventory tab; new products default to Pieces (or the default unit set in Settings → Products & Stock).

Barcode & SKU

Bulk‑manage codes across all products:

• Bulk generate SKUs — fills a unique SKU on every product/variation missing one (respects the prefix & minimum length).
• Bulk generate Barcodes — same for barcodes.
• Inline editing — click a code to edit & auto‑save.

Print Labels

Design & print barcode labels for shelves & products. Search products, pick what to show (name, price, business name, variation, packing date), choose a barcode source, and select a label sheet preset (20/30/32/40/50 per sheet or a roll). A live preview opens for printing. Barcodes are drawn locally (self‑contained Code 128) — no internet needed.

All Purchases

Every stock‑in from your suppliers, with payment status and per‑row actions.

Purchases list. Row Actions: View, Print, Edit, Labels, Add payment, View Payments, Purchase Return, Mark received/pending, Delete.

• Status — Received (stock added) or Pending. Toggling status re‑stocks / un‑stocks automatically.
• Payments — add supplier payments; the due updates and the account ledger posts.

New Purchase

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Creating a purchase order.

• 1 Supplier & Location — search a supplier by name/phone/ID, pick the receiving location, set the date.
• 2 Product search — type a name, SKU or barcode to add line items (works for simple & variable products). Set quantity, unit cost, lot number & expiry.
• 3 Totals & payment — net total, plus an optional payment on create (which posts to the chosen account).

Purchase Returns

Return goods to a supplier. Open a purchase’s Purchase Return action, enter the return quantity per line, an optional discount & return date — a live summary shows the total. The returns list gives full actions:

• View — the debit note with items, totals & supplier refunds.
• Edit — change quantities/discount/date; stock & ledgers are reversed and re‑applied correctly.
• Print — a professional debit note.
• Add Payment / View Payments — record supplier refunds (money back into your account).
• Delete — fully reverses stock, ledger and payments.

All Orders

Every sale — both POS and website orders — because WooCommerce orders are the single source of truth.

All Orders. Channel column shows POS vs Website. Actions: View/Edit, Print Invoice, Packing Slip, Payments, Sell Return, Delete.

The Paid figure comes from the SmartStock payment ledger (not just WooCommerce’s paid flag), so editing or deleting a payment anywhere stays accurate.

POS Register

A fast, full‑screen touch register that creates real WooCommerce orders.

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The POS register in full‑screen kiosk mode.

• 1 Product search & grid — scan a barcode or type name/SKU; tap a product to add. Categories on the left filter the grid.
• 2 Customer & carts — search/create a customer; run several parallel carts (Cart 1, 2, 3…).
• 3 Cart actions — Note, Discount and Coupon buttons; edit line quantity/price/discount in a popup.
• 4 Checkout — Draft (hold), Multiple Pay or Cash. The pay popup lists your Payment Accounts, supports multi‑payment and prints the invoice on submit.

POS Sales

The same list as All Orders but filtered to POS‑only sales (website/WooCommerce orders are hidden) — handy for cashiers and shift supervisors to review just the register’s takings.

• Same columns & actions — Invoice No, Date, Customer, Location, Total, Paid/Due, Status, plus View/Edit, Print Invoice, Packing Slip, Payments, Sell Return and Delete on each row.
• Location scope — staff who have Assigned Locations only see POS sales from those locations; unrestricted users see every location.
• Everyday use — reprint a receipt a customer lost, add a missing payment, or start a return without wading through website orders.

Sell Return

Refund/return items from any sale with correct stock, ledger and customer‑due effects.

Sell Returns (credit notes) list with full Actions.

Creating a return

From a sale’s Sell Return action you’ll see the header (Invoice No, Date, Customer, Location), each sold line with a Return Qty field, a live summary (subtotal, discount, total return), an optional discount (fixed/percent), a settable return date & time, and an optional cash refund from an account.

Managing returns

• View — the credit note with lines, totals & refunds.
• Edit — safely change quantities/discount; stock & ledgers reverse & re‑apply.
• Print — a professional credit note.
• Add Payment / View Payments — record refunds to the customer.
• Delete — reverses restored stock and refunds everywhere.

Stock Transfers

Move stock between your business locations.

Stock transfers list.

Click Add Stock Transfer and complete these fields:

On Save Transfer, SmartStock records a transfer_out at the source and a matching transfer_in at the destination. The company‑wide total is unchanged — only the per‑location balances move — and WooCommerce stock stays in sync. Editing or deleting a transfer reverses both sides cleanly.

Stock Adjustments

Correct stock for damage, loss, theft or counting differences.

Stock adjustments list.

Click Add Stock Adjustment and complete these fields:

On Save Adjustment, SmartStock writes signed adjustment movements to the ledger (negative for Subtraction, positive for Addition) and updates the WooCommerce quantity. This is exactly how you fix “Variable product qty not going minus” situations — pick the variation, choose Subtraction, save.

Expenses

Expenses list.

Click Add Expense and complete these fields:

Expense Categories — a sub‑screen to create, rename and delete categories. Every category feeds the category breakdown in the Expense Report.

Income

Extra business income list.

Record money that isn't a product sale — services, rent received, interest, scrap sales. Click Add Income:

Income Categories — manage the category list exactly like expense categories.

Payment Accounts

Cash & bank accounts where money flows in and out.

List of payment accounts with balances and per‑account ledger.

Every sale payment, purchase payment, expense, income and refund posts to an account, so each account’s balance is always live. Create an account with Add Account (Name, optional Account Number, opening balance & note); then manage it with the row actions below.

Link Account

Reconciliation helper: any payment recorded without an account appears here so you can attach it to the correct account in one click. When empty, all payments are already linked.

Balance Sheet · Trial Balance · Cash Flow · Account Report

• Balance Sheet — assets (account balances, stock value) vs liabilities.
• Trial Balance — debits & credits per account, proving the books balance.
• Cash Flow — money in vs out over a period.
• Payment Account Report — pick an account and see its full ledger & balance.

Staff & POS Access

Turn WordPress users into cashiers / store staff and control exactly what they can do.

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Staff list with the POS Staff master switch.

• 1 Actions — View Profile, Assign Locations, Assign Accounts, Edit User.
• 2 POS Staff switch — the master access gate. Yes = the user can use the plugin (per their role caps); No = fully blocked. Administrators are always enabled (the switch is locked on).

Assign Locations & Payment Accounts

Assign Locations

Tick the business locations a staff member may access. Assigned → they only see those locations’ stock & orders; none assigned → all locations.

Assign Accounts

Tick the payment accounts a staff member may take/manage payments on. Assigned → they only see & use those accounts (POS, order payments, everywhere); none assigned → all accounts.

Roles & Permissions

Create custom roles (optionally cloned from an existing one) and tick a granular capability matrix — view/add/edit/delete per module (Contacts, Products, Purchases, Sales, Accounting, Reports…). Assign the role to a user, flip their POS Staff switch on, and they get exactly the access you granted.

Reports

12+ built‑in reports, each with a date‑range filter and export.

Profit / Loss report.

Stock report with valuation.

Settings — Business & General

Business & General settings — the identity used across invoices, labels and the POS.

This is the first screen to complete after activation. Every field here feeds invoices, barcode labels, the POS header and the accounting reports, so fill it in fully before you start trading.

Settings — Business Locations

Multi‑location / multi‑warehouse manager — stock is tracked separately per location.

SmartStock is multi‑location from the ground up. Every stock figure — opening stock, purchases, sales, transfers and adjustments — is held per location. Create one location per shop, warehouse or outlet. Purchases, the POS, transfers and reports all let you pick which location a movement belongs to.

The list below the form shows every location with its city, mobile, status and Edit / Delete actions. A prefix (default BL) auto‑numbers each location — change it under Reference Prefixes.

Settings — Tax

Tax registration names/numbers + WooCommerce‑native rate calculation.

SmartStock reuses WooCommerce’s native tax engine for all rate calculation, so you never maintain two tax tables. The POS reads the WooCommerce tax class on each product and computes tax per line — correctly handling both inclusive and exclusive prices. This screen adds the registration identifiers that print on documents.

Actual rates (standard/reduced/zero and per‑class percentages) are managed in WooCommerce → Settings → Tax; the screen links straight there via “Manage in WooCommerce”.

Settings — Products & Stock

Auto SKU/barcode generation, default unit, WooCommerce sync & bulk stock tools.

Bulk Stock Tools

Apply stock settings to your entire catalogue in one click (each asks for confirmation first):

• Enable Manage Stock on all products — turns on WooCommerce stock management for every product & variation retroactively.
• Disable Manage Stock on all products — turns it off everywhere and marks everything In Stock (unlimited/untracked). Use only if you intend to stop tracking quantities.
• Sync all quantities to WooCommerce — pushes every SmartStock per‑location quantity total back into WooCommerce in one pass — the fix if the two ever drift apart.

Settings — Contacts

Defaults applied to new suppliers & customers. Contact IDs are auto‑generated and are also assigned to customers created from website (WooCommerce) orders, so every buyer gets a ledger.

Settings — Orders & POS

POS behaviour + automatic inventory deduction on order status change.

Automatic Inventory Deduction

You can always override deduction per order from the WooCommerce order panel.

Settings — Invoice & Receipts

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Invoice designer with Standard (A4) & Slim (80mm thermal) layouts.

• 1 Layout tabs — switch between Invoice Settings, the Standard (A4) design and the Slim (80mm thermal) design; each keeps its own logo/header/footer.
• 2 Per‑layout design — company logo (from the WordPress media library), logo size, custom header/footer text, date format and the full set of feature toggles.

Global invoice options

Feature toggles (Invoice Features → Select All)

Each switch shows/hides one block on the printed invoice: Show Order ID, Show Warehouse Info (from‑location address), Show Note, Show Previous Due, Show Amount In Words, Show Footer Text, Show Barcode, Show VAT Registration Number, and Show Tax breakdown. Everything renders locally — the barcode is drawn self‑contained with no external HTTP calls, so invoices print even offline.

Settings — Barcode & Labels

Defaults for the label printer used by Products → Print Labels. Choose the symbology, the label sheet, what each label shows and how big each element prints.

Settings — Reference Prefixes

Every document type auto‑numbers with a short prefix. Change any of them to match your existing numbering scheme — new records pick up the change immediately.

Settings — Email & Notifications

Email (SMTP), SMS & WhatsApp notifications with template shortcodes.

Notify customers automatically on New Order and Order Status Change, across three independent channels. Each channel has its own driver settings and its own message template.

Email (SMTP)

SMS

Pick a SMS Provider — Twilio, Vonage (Nexmo), Plivo, MessageBird, Infobip or a Custom Provider — and set the Sender ID / From Number. The custom provider exposes Endpoint URL, Method, Content‑Type, HTTP Headers (one Header: value per line) and a Request Body template, so any HTTP SMS gateway works.

WhatsApp

Choose Meta WhatsApp Cloud API (set Phone Number ID + Access Token) or a Custom API (Endpoint URL, HTTP Headers, and a JSON Request Body using the {to} and {message} placeholders).

Templates & shortcodes

Each channel has a New Order and Status Change template. A click‑to‑copy shortcode palette inserts dynamic values such as {order_number}, {customer_name}, {order_total}, {order_status} and more. Email messages are auto‑wrapped in a smart, invoice‑style HTML design; use Preview invoice design to see it. A toggle also lets you attach the sale invoice as a PDF to order emails.

Settings — License

Activate your CodeCanyon (Envato) purchase code to receive one‑click updates and support. The plugin is fully functional out of the box — activation only governs automatic updates and clears the “please activate” reminder notice at the top of the screens.

WooCommerce Order Screen Panel

On every WooCommerce order edit screen, SmartStock adds an Inventory & POS panel: choose the Business Location, tick Deduct from inventory (subtract the ordered quantities), print the Invoice / Packing Slip, jump to Add Return / Customer Ledger, view the order’s payment history and add payments, and see a per‑location stock summary of the ordered products.

Automatic Stock Deduction

Enable it in Settings → Orders & POS. When a website order reaches a selected status (e.g. Completed), SmartStock automatically deducts the ordered quantities from the default (or the order’s) business location — no manual step. You can still toggle deduction manually per order.

PDF Invoice in Order Emails

Turn on Attach the sale invoice as a PDF in Settings → Email & Notifications. Every order email then carries a clean, self‑generated PDF invoice (no external service). Use Preview invoice design to see exactly what customers receive.

Frequently Asked Questions

Do I need WooCommerce?

Yes. SmartStock uses WooCommerce products & orders as its foundation. The plugin will prompt you to install it if missing.

Does the POS create real WooCommerce orders?

Yes — every POS sale becomes a genuine WooCommerce order, so your online reports, stock and emails stay in sync.

Is stock tracked per location?

Yes. SmartStock keeps its own append‑only stock ledger per product/variation/location and syncs the total to WooCommerce.

Can I limit what cashiers can do?

Absolutely — use Roles & Permissions, the POS‑Staff switch, and per‑staff location/account scoping.

Are invoices printable on thermal printers?

Yes — choose the Slim (80mm) layout for thermal receipt printers, or Standard (A4).

Does anything call an external server?

No — barcodes and PDF invoices are generated locally. Only optional SMS/WhatsApp/Envato features you configure yourself use their own APIs.

Support & Changelog

Getting support

For help, open a ticket on our support portal or reach out through your CodeCanyon item’s Comments. Please include your WordPress & WooCommerce versions and a description of the issue.

🛟 Open a Support Ticket   🖥️ Live Demo

Before contacting support

• Make sure WordPress, WooCommerce and SmartStock are up to date.
• Temporarily deactivate other plugins to rule out conflicts.
• Enable WP_DEBUG and share any relevant log lines.

Changelog

See readme.txt in the plugin for the full version history. Current version: v1.0.0.