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Sample price$12per location, per month
For one café, studio or clinic store.
- Up to 300 items
- Lots, use-by dates and reorder levels
- Requests and counts for up to 5 people
Stop guessing what's left on the shelf.
Tallybin tracks every delivery by lot and use-by date, shows what's actually usable, and puts a name on everything that leaves the stockroom.
Stock goes missing in small ways, every week.
Nobody plans to bin a case of milk or run out of cups on a Saturday. It happens because the shelf and the records drift apart.
- 01
Expired stock hides at the back
New deliveries go in front. The older lot expires behind them and is found when it's already a write-off.
- 02
Stockouts are found by customers
The last sleeve of paper cups goes out on a Friday. Nobody wrote it down, so nobody reordered.
- 03
Nobody knows who took what
Stock leaves for a class, an event or another room with no note. At month end the numbers don't add up and there's no one to ask.
How it works
Four habits the app makes easy. Start with one shelf and add the rest when you're ready.
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01Receive with the lot and use-by date
When a delivery arrives, log the quantity, lot number and use-by date. An item that expires can't be saved without a date.
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02See what's actually usable
Stock shows the usable quantity, not just what was recorded. Expired lots stay on the books but can't be issued, and the oldest lot goes out first.
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03Put a name on every request
Stock leaves on a request: who asked, what it's for, and who handed it over. Approving takes one tap.
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04Count, review, close the month
Count a shelf on a phone. Differences go to review with a reason before stock changes, so the totals stay honest.
What's included
Both plans include everything below. The larger plan adds people, shelves and approvals.
- Lots and use-by dates
- Each delivery is its own lot. Warnings start as many days ahead as you choose.
- Oldest out first
- Requests suggest the oldest usable lot, so stock rotates without anyone having to think about it.
- Reorder levels
- Set a level per item. Low and out-of-stock items rise to the top of Today.
- Requests and approvals
- Ask, approve and hand over in three steps, each with a name and a time.
- Counts with review
- A second person reviews differences before they change stock, and the reason is kept.
- Locations and suppliers
- Front bar, back store, kiln room: stock lives where it really is, with the supplier on each item.
- Monthly report
- Opening, received, issued, corrections and closing for every item, ready for your bookkeeper.
- Roles
- Staff request, managers approve, owners see stock values. Each role sees only what it needs.
How it compares
Three common ways to keep track of stock, compared by approach. We don't name or rate other products.
| Question | Notebook or whiteboard | Spreadsheet | Tallybin |
|---|---|---|---|
| Knows what's expired | No: Only if someone checks the dates | Partly: If the date column is kept up | Yes: Per lot, with a warning before it happens |
| Shows what's running low | Partly: When someone notices the gap | Partly: With a formula someone maintains | Yes: Reorder levels, on Today |
| Who took what | No: Rarely written down | Partly: If everyone fills in a row | Yes: Every request has a name and a reason |
| Month-end count | Partly: By hand, then typed up | Partly: Typed in, differences unexplained | Yes: Counted on a phone, reviewed with reasons |
| Setup | Yes: None | Yes: A template and an afternoon | Partly: Add your items, or import a spreadsheet |
| Good for any list | Yes: Write anything | Yes: Any column you like | No: Built for stock only; keep other lists elsewhere |
Pricing
Priced per location. Both plans include lots, use-by dates and counts.
Team
Sample price$29per location, per month
For more people, more shelves, or a second room.
- Unlimited items and people
- Approvals, roles and a full history
- Monthly report and CSV export
Sample prices for this template. Replace them before you publish. Taxes may apply.
Questions
Anything else: [email protected]
Do we need barcodes or a scanner?
No. Items are found by name or code as you type. Shelf labels with a code help, but nothing depends on them.
Can we import our current spreadsheet?
Yes. Map the columns once: item, unit, location, supplier and reorder level. Lots and dates can follow with the next delivery.
What happens to expired stock?
It stays recorded but can't go out on a request. Write it off or return it, with a reason, and it leaves the books.
Does it work for a clinic store?
Yes, for consumables and supplies: lots and use-by dates work the same way. It is not a pharmacy or medicines system.
Can several people count at once?
Yes. Each person counts their own shelf on a phone. Differences go to one review before stock changes.
Can we try it first?
Yes. The trial lasts 14 days and needs no card. Start with one shelf.
Count one shelf this week and see what changes.
Start a free trial, add the items on one shelf, and receive your next delivery with lots and dates.