Stock Control & Warehouse Software · Nairobi, Kenya
Know your exact stock. Stop losing profit quietly.
Eliminate spreadsheet chaos and unexplained stock loss. Track quantities across one or multiple branches, receive automatic WhatsApp alerts before items run out, and review gross profit margins from your phone.
Custom-engineered for retail stores, hardware shops, auto-spares, wholesalers, and pharmacies across Kenya.
Operational Vulnerabilities
Costly inventory problems we help you solve
In Kenya, retail and wholesale profit often leaks out unnoticed through unmonitored store rooms, overwritten spreadsheets, and delayed supplier reorders.
Unchecked Stock Shrinkage
Items go missing from the storeroom or shelf without any record of who moved them, forcing painful write-downs during month-end stock counts.
Surprise Stockouts
Discovering that your fastest-selling product is completely out of stock only when a customer stands at the counter ready to pay.
Multi-Branch Blindness
Operating shops in different locations without knowing who has excess stock and who is running out, leading to duplicate supplier purchases.
Excel Spreadsheet Chaos
Accidentally deleted formula cells, conflicting file versions on WhatsApp, and zero immutable audit trails of who changed stock numbers.
The Implementation Plan
How we set up your inventory system
Import your product catalogue
We migrate your existing Excel spreadsheets or notebook ledgers into a secure database, structuring SKUs, barcodes, unit costs, and categories.
Record sales, restocks & transfers
Staff scan barcodes or enter items at the counter. Inward shipments from suppliers and inter-branch transfers update stock levels instantly.
Receive alerts & profit reports
Get WhatsApp low-stock notifications before shelves empty. Review gross margins, dead stock, and daily branch revenues on your smartphone.
Need a clearer way to track your business stock?
We can demonstrate live multi-branch inventory tracking, barcode scanning, and low-stock alerts tailored to your shop’s exact workflow.
Features & Outcomes
Practical tools for Kenyan trade and distribution
Multi-Branch Stock Synchronization
See exact quantities in your main warehouse and retail branches simultaneously. Know where every item is before placing new orders.
- Live stock balances per location
- Inter-branch transfer sign-offs
WhatsApp Low-Stock Alerts
Automated notifications sent directly to your WhatsApp when fast-moving items reach reorder levels, preventing lost customer sales.
- Custom reorder thresholds per SKU
- Fast supplier reorder summaries
Barcode & Mobile Scanning
Scan existing manufacturer barcodes or generate custom printable barcode stickers for unbranded items using hand-held or smartphone scanners.
- Speed up counter checkout queues
- Fast, paperless physical stocktakes
Supplier Restock & Purchase Orders
Log incoming delivery notes, record supplier purchase invoices, track payment status, and monitor unit cost changes over time.
- Supplier debt and payables tracking
- Historical purchase price audits
Role-Based Staff Permissions
Protect sensitive company data. Cashiers cannot see profit margins or edit stock; only authorized managers can apply manual stock adjustments.
- Immutable digital audit trails
- Individual staff logins & shift logs
True Profit Margin & Dead Stock Reports
Know exactly how much money you make after cost of goods. Identify dead capital tied up in items that have not moved in 90 days.
- Daily, weekly & monthly gross margin
- Fast-moving vs slow-moving analytics
Suitability
Who this system is designed for
Hardware & Building Supplies
Businesses managing thousands of fasteners, paints, cement bags, tools, and pipes with varying units of measurement.
Auto-Spares & Parts Dealers
Shops tracking specific part numbers, compatible car models, OEM brands, and fast-moving service filters.
Wholesale & FMCG Distributors
Depots managing carton-to-piece conversions, batch numbers, supplier reorders, and fleet dispatch logs.
Multi-Branch Retail Chains
Owners operating branches in Nairobi CBD, Westlands, Eastlands, or upcountry who need unified control.
Questions & Answers
Frequently asked questions
How do low-stock WhatsApp alerts work?
For every item in your catalogue, you set a minimum safety threshold (reorder level). When stock dips below this number due to sales or transfers, the system automatically sends a WhatsApp or SMS alert to the shop manager or owner with the exact quantity remaining.
Can the system handle multiple shops or a central warehouse?
Yes. You can manage a central warehouse alongside multiple retail branches or godowns. The system tracks stock by location, manages inter-branch transfer requests, and enforces dual sign-offs (dispatched and received) so stock never goes missing in transit.
Does the system work with barcode scanners and receipt printers?
Yes. Our inventory system integrates with standard USB and Bluetooth barcode scanners for fast stock takes, receiving, and counter sales. It also supports thermal receipt printing and digital paperless WhatsApp receipts.
Can we restrict what cashiers and storekeepers can see?
Yes. Role-based access control (RBAC) ensures cashiers can only view selling prices and ring up sales; warehouse staff can only record inward deliveries; and only the business owner or verified managers can adjust stock counts, view supplier purchase costs, or edit historical entries.
How do we migrate our existing stock list from Excel?
We handle the migration for you. You provide your current product list in Excel or CSV format (item name, SKU/barcode, unit cost, selling price, current quantity), and our engineering team cleans, formats, and imports it directly into your database.
How much does a custom inventory management system cost in Kenya?
We build inventory software on a transparent, one-time development fee with complete code ownership and zero monthly foreign currency SaaS subscriptions. Scoped setups typically start from KES 45,000 based on your branch count and workflow requirements.
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Online Stores with M-Pesa Integration →
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Stock Guide
Spreadsheets vs Custom Inventory Software →
Detailed analysis of why growing Kenyan retail shops outgrow Excel sheets.
Ready to take control of your business inventory?
Talk to our software engineering team in Nairobi. We will audit your current stock recording method and show you how a custom management system prevents stock loss and saves hours of manual work.
Engineering studio based in Nairobi · Transparent quotes with zero recurring software lock-in