Match your stock-counting app to the device you use, the count you run, and who reviews the result.
Key takeaways
- Select software based on which devices your staff use, the counting methods available, and who approves final numbers.
- Square supports full and cycle counts on iOS and Android devices, including Square Register, Square Terminal, and Square Handheld, according to Square.
- Staff can use a compatible barcode scanner or the built-in camera on their device to scan items, according to Square.
- Sortly stock counts are fully functional across web and mobile, according to Sortly.
- This feature is available on Ultra, Premium, and Enterprise plans, according to Sortly.
Choose a stock-counting app by device, count method and review needs
Choose stock-counting software by matching your physical counting device, the type of count you run, and who reviews the results. Four documented workflows appear in official help pages: Square for Retail, Lightspeed Retail R-Series, Sortly, and Zoho Inventory.
The page does not imply free-plan availability. Square recommends counting every 90 days, but this is their suggestion, not a universal rule.
Lightspeed Retail POS R-Series states: You can count your inventory using a barcode scanner, printouts, or a spreadsheet import. The system records counts against specific locations. Zoho Inventory’s documentation says: You can count stock only using the mobile app. Stock Counting is only available under Advanced Warehouse Operations Add-on, according to Zoho.
How we compared: official count pages, methods, devices and limits
We evaluated the four documented workflows by reading their official support pages for count methods, supported devices, and stated limits. We focused on how each system handles uncounted items and cycle counts. For example, Square recommends using a cycle count to avoid having uncounted items set to 0 stock. This specific guidance applies to Square Plus and Premium subscribers and account owners or team members with item and inventory permissions. We did not assume free-plan availability or universal rules based on this single recommendation. We excluded prices, rankings, and hands-on testing results from our analysis. The comparison criteria include the counting device, the type of count (full or cycle), and the approval process. We treated missing features as UNKNOWN rather than absent. This approach ensures that every claim about a product’s behavior is traceable to its official source. Readers should verify current plan requirements and device compatibility directly with each vendor. The goal is to provide a clear, factual basis for choosing software that fits your shop’s specific counting needs.
Filled reference table: 4 publishers and their documented count workflows
The table below maps the four documented counting workflows to their specific device and plan requirements. Each row cites the publisher’s official help page for that specific product.
| Publisher | Counting Method | Device Support | Plan/Add-on Requirement | Approval/Review Location |
|---|---|---|---|---|
| Square | Use a compatible barcode scanner or the built-in camera on your device to scan the item, according to Square. | Full and cycle counting are available on iOS and Android devices, including Square Register, Square Terminal, and Square Handheld, according to Square. | Square Plus and Premium subscribers, according to Square. | UNKNOWN |
| Lightspeed | You can count your inventory using a barcode scanner, printouts, or a spreadsheet import, according to Lightspeed. | UNKNOWN | UNKNOWN | UNKNOWN |
| Sortly | Stock Counts, according to Sortly. | Stock Counts are fully functional across web and mobile, according to Sortly. | Stock Counts are available on Ultra, Premium, and Enterprise plans, according to Sortly. | Only Owners, Admins, or Creators can resolve discrepancies or update final quantities, according to Sortly. |
| Zoho | You can count stock only using the mobile app, according to Zoho. | You can count stock only using the mobile app, according to Zoho. | Stock Counting is only available under Advanced Warehouse Operations Add-on, according to Zoho. | Other actions like create, edit, and approval can only be done using the web app, according to Zoho. |
Check which device you hold during a count and which plan you currently use. Match those two details against the rows above to see which documented workflow fits your shop.
Scanner, camera and mobile counting: read the stated steps
The documented counting workflows differ primarily by the input device required for data entry.
When using the barcode Scan mode in Lightspeed Retail (R-Series), quantity entry follows specific steps for large volumes. If you have a large amount of the same item to count, click the Counted field next to the item on the list and enter a value from 1 to 99, according to Lightspeed. For values larger than 99, scan the item again and apply the extra count, according to Lightspeed. These steps apply specifically to the barcode Scan mode within the R-Series product and do not represent a total count size limit, according to Lightspeed.
Zoho Inventory restricts the counting action to a single device type.
Square’s documentation notes that the current page addresses Square Plus and Premium subscribers and account owners or team members with item and inventory permissions, according to Square. This qualifier means the described scanner and camera steps are documented for these specific subscription tiers and permission levels, according to Square. Zoho’s documentation states that the Advanced Warehouse Operations Add-on is required for the Stock Counting feature, according to Zoho.
Count limits, approvals and what uncounted items do
Stock counting workflows vary by plan tier, device capability, and user role. Verify which restrictions apply to your specific subscription and account permissions before starting a count.
Square: plan scope and multi-device rules The documentation addresses Square Plus and Premium subscribers, as well as account owners or team members holding item and inventory permissions. Do not assume these features are available on free plans. Square recommends conducting a cycle count for each item variation at least once every 90 days; this is a vendor recommendation, not a universal schedule. Regarding device usage, stock counts with multiple devices can only be done with Full counts, according to Square.
Lightspeed: location lock For Lightspeed Retail POS R-Series, the location selection is fixed once items are added. According to Lightspeed, once you add items to the count, you can't change the selected shop. This restriction applies specifically to the R-Series. Plan your count by shop before adding line items to avoid being locked into the wrong location.
Sortly: line item caps and role-based approvals Stock Counts are available on Ultra, Premium, and Enterprise plans, according to Sortly. Limited Access users are excluded from these workflows. Each stock count can include up to 250 line items, according to Sortly. A line item is not a unit of merchandise; it refers to the distinct product entries in the count sheet. Permissions are strictly role-based. Only Owners, Admins, or Creators can resolve discrepancies or update final quantities, according to Sortly.
Zoho Inventory: add-on requirement and web-only approval Stock Counting in Zoho Inventory is only available under the Advanced Warehouse Operations Add-on, according to Zoho. If you do not have this add-on, the feature is not accessible. The workflow splits between mobile and web interfaces. Other actions like create, edit, and approval can only be done using the web app, according to Zoho.
Handling uncounted items For Square, the documentation states that uncounted items are set to 0 stock, and it recommends using a cycle count to avoid this, according to Square. The pages for Lightspeed, Sortly, and Zoho do not state a rule for items left out of a count. Check the specific "uncounted items" or "missing items" section in each product’s help center to understand how your inventory records will be treated for items you do not scan.
Illustrative example of a 4 count month
A shop runs 4 counts in a month. A sheet lists 10 lines. A line shows 90 units, so the clerk records 90. Another line shows 10 units, so the clerk records 10. 2 staff share 1 device, and 1 person reviews the sheet the same day. These figures are illustrative round numbers for practice.
Choose today: list your count method, devices and review needs
Write down your counting device, whether you need full or cycle counts, and who approves changes. Compare those needs with the four linked help pages before creating any account. This free step aligns your shop’s workflow with the documented capabilities of each platform.
Start by identifying the hardware you will use. Note if you rely on a handheld scanner, a smartphone camera, or a tablet. Some platforms specify which devices support their counting steps, so matching your existing equipment to the documented requirements prevents later confusion. Record whether your team prefers a single device or multiple staff members contributing to the same session.
Next, define your count type. Determine if you perform full inventory counts or cycle counts for specific items. Square recommends conducting a cycle count for each item variation at least once every 90 days, according to Square. Do not assume this schedule applies to other platforms or free plans.
FAQ: choosing stock-counting software for a small shop
Can I count stock with my phone camera instead of buying a scanner?
Yes, for the retail inventory counts described in the Square Support Center, you can use the built-in camera on your device to scan items. The documentation states to "Use a compatible barcode scanner or the built-in camera on your device to scan the item" according to Square. This option applies to the specific retail count workflows documented on that page.
Can several staff devices contribute to the same count?
Multi-device counting is restricted to full inventory counts in the Square retail environment. The support documentation notes that "Stock counts with multiple devices can only be done with Full counts" according to Square. If you plan to use partial or cycle counts, this multi-device capability is not documented as available for those specific count types.
What happens to items I leave out of a count?
Items not included in a full count may be set to zero stock, which is why the Square documentation recommends using cycle counts. The page advises: "In order to avoid having uncounted items set to 0 stock, we recommend using a cycle count" according to Square. This recommendation helps manage the inventory status of items excluded from a specific counting session.
Which count-size, plan and device restrictions should I check?
Check for specific line-item limits and plan requirements before starting a count. Sortly states that "each stock count can include up to 250 line items" and that "Stock Counts are available on Ultra, Premium, and Enterprise plans" according to Sortly. Additionally, Zoho Inventory requires the Advanced Warehouse Operations Add-on for stock counting features according to Zoho.
Can I count on mobile but approve the result on the web?
Yes, Zoho Inventory separates the counting action from the approval process by device type. The documentation specifies that "You can count stock only using the mobile app" while noting that "Other actions like create, edit, and approval can only be done using the web app" according to Zoho. This workflow requires a mobile device for the physical count and a web interface for finalizing the data.