Low-stock software choice depends on alert timing, recipients, and location needs. For example, low-stock alert emails are sent 90 minutes after each location's configured closing time according to Square.
Choose low-stock software by alert timing, recipients and location needs
Timing determines when you see a shortage. Recipients determine who gets the warning. Location needs determine if one alert covers all stores or if each store gets its own. These three factors shape which software fits your shop better than feature lists or brand names.
Square documentation for the United States states that with low stock alerts, if an item’s in-stock quantity count falls below the set threshold, an alert is generated according to Square. This defines the trigger condition. The timing is specific: low-stock alert emails are sent 90 minutes after each location's configured closing time according to Square. This means the warning arrives after the shop has closed for the day, not during trading hours.
If you have multiple locations, you receive a separate alert email for each location, timed to that location's business hours according to Square. This separates the warning stream by store. One shop’s low stock does not mix with another shop’s alert. Each location’s closing time controls when its specific email goes out.
Setup location is also a constraint. You can only create low stock alerts from your Square Dashboard according to Square. Low-stock alerts can only be created from the Square Dashboard.
Do not assume that all software works the same way. One product may send alerts instantly when stock hits zero. Another may send a daily summary. Another may send weekly reports. The timing changes what you can do with the information. The recipients change who is responsible for acting. The location handling changes how you manage multiple stores. These are the three things to check first.
Key takeaways for Which retail apps help me spot low stock, and how do their warnings work?
- Square sends low-stock alert emails 90 minutes after each location's configured closing time, according to Square.
- Sortly allows you to set quantity alerts from desktop or mobile, choose exactly who gets notified, and check active alerts in the desktop app's Alerts section, according to Sortly.
- Zoho Inventory lets you set a default number of days for replenishment reminders to trigger after enabling the option, according to Zoho.
- Zoho Inventory checks an item’s stock level based on a frequency you set, such as every 1 day or 3 weeks, according to Zoho.
- Map your shop's closing time and review frequency to Square's 90-minute send time, Sortly's chosen recipients, and Zoho's check frequency before selecting a tool.
How we compared: official alert and reorder pages, timing, setup and scope
We examined official documentation to understand how each product defines low-stock triggers and who receives notifications. For Sortly, the "Quantity Alerts" page explains that you can create quantity alerts on individual items or in bulk to notify you or your team when stock reaches a certain threshold, like a low stock warning, according to Sortly. The same documentation specifies that quantity alerts are available on Advanced, Premium, Ultra, and Enterprise plans, according to Sortly. This plan restriction is a documented limit that affects which accounts can access the feature.
For Lightspeed Retail R-Series, the official support article titled "Setting reorder points and desired inventory levels" describes a specific calculation method for determining when to buy more stock. The page provides an example where you may decide that you want to buy more t-shirts whenever you have only five remaining, according to Lightspeed. The documentation is specific to the Retail R-Series product line, which distinguishes it from other Lightspeed offerings.
Filled reference table: 4 publishers and their low-stock workflows
The following table summarizes the documented low-stock workflows for four retail applications, based strictly on their official documentation.
| Publisher | Documented Alert Mechanism | Setup Constraint or Scope |
|---|---|---|
| Square | An alert is generated if an item’s in-stock quantity count falls below the set threshold, according to Square. | Square documentation for the United States. |
| Sortly | You can create quantity alerts on individual items or in bulk to notify you or your team when stock reaches a certain threshold, like a low stock warning, according to Sortly. | Quantity alerts are available on Advanced, Premium, Ultra, and Enterprise plans. |
| Zoho | It lists low-stock items under the Pending Replenishments section in the Replenishments module, according to Zoho. | Zoho Inventory documentation. |
| Lightspeed | For example, you may decide that you want to buy more t-shirts whenever you have only five remaining, according to Lightspeed. | Lightspeed Retail R-Series only. Example 15-unit calculation assumes a reorder point of 10, desired level of 20, five on hand and none incoming. |
Review each row against your current shop setup to identify which documented constraints apply to your specific plan and location configuration.
Compare threshold setup, recipients and location handling
Threshold setup determines when the system triggers a warning, while recipient selection controls who receives it. Location handling dictates whether alerts are consolidated or separated by store. Each product documents these mechanics differently, so your setup must match your operational structure.
Square: Location-specific email alerts Square documentation states that if you have multiple locations, you receive a separate alert email for each location, timed to that location's business hours according to Square. Alert emails go out 90 minutes after that location's configured closing time, once the shop has closed. The source is United States documentation, so verify if your region’s setup mirrors this behavior. The recipient list for these emails is not detailed in this specific quote, so you must check the broader setup guide to confirm who receives these location-specific messages.
Sortly: Condition-based triggers and recipient choice Sortly allows you to set a quantity alert using a condition like "greater than" or "greater than or equal to" according to Sortly. The documentation provides an example: if you have 3 chairs in stock and 2 more on order, you can set an alert for "greater than or equal to 5" to be notified once the total reaches 5 according to Sortly. Note that this example illustrates the condition logic, not a recommended stock target for your shop. You can set these alerts up from desktop or mobile and choose exactly who gets notified according to Sortly. After setup, you can check in anytime on the Alerts section of the desktop app to see what's active according to Sortly. This gives you direct control over the recipient list, unlike systems that may default to specific roles.
Zoho Inventory: Reorder point checks and notifications Zoho Inventory documentation explains that if an item falls below the reorder point during a check, a notification will be sent according to Zoho. This notification allows you to quickly create a Purchase Order or Transfer Order to avoid stockouts according to Zoho. The specific recipients for these notifications are not defined in this quote, so you must review the user guide’s notification settings to determine who is alerted.
Read timing and example quantities without treating them as targets
Example numbers in official documentation illustrate calculation logic, not universal stock targets or measured results. In Replenishments | User Guide | Zoho Inventory, the documentation states: "For example, if the unit multiple is 5, you can purchase items only in multiples of 5. i.e, 5, 10, 15 and so on." according to Zoho. This figure demonstrates how purchase quantities align with unit multiples during replenishment setup. It does not define a minimum stock level for your shop. Do not treat the number 5 as a required reorder quantity for your specific merchandise. The example clarifies the mathematical constraint of the unit multiple field, not a recommended inventory threshold.
In Setting reorder points and desired inventory levels – Lightspeed Retail (R-Series), the documentation explains: "This is because you're below the reorder point, and the 15 units will be added to the five you have on hand to give you a stock level of 20 units." according to Lightspeed. This calculation assumes a reorder point of 10, a desired level of 20, five units on hand, and none incoming. The figures 15, 5, and 20 are specific to this hypothetical scenario. They do not represent optimal stock levels for your store. The example shows how the system calculates the quantity to order based on your configured reorder point and desired inventory level. It does not indicate that 20 units is the correct target for your products.
Choose today: map one shelf item to your warning requirements
Pick one item already on your shelf. On paper, record who needs a warning, which location it belongs to, whether you need phone setup, and how often someone can review stock. Compare those needs with the linked official pages without signing up or paying. This practical step grounds your software choice in your actual workflow rather than generic feature lists. You are matching documented capabilities to your specific operational constraints.
For example, if you manage inventory across multiple shops, note which location holds the primary stock. If a single manager handles reordering, note that the warning recipient is limited to one person. If you use a mobile device for stock checks, verify if the specific app supports mobile configuration for alert thresholds. These details determine whether a documented feature fits your daily routine.
Do not assume that a feature listed in one product’s documentation applies to another. Each publisher defines its own setup process and scope. For instance, Lightspeed documents a process where you identify the reason for an item's negative QOH and correct it before placing an order or transfer. This specific workflow applies to Lightspeed Retail R-Series. It does not imply that other products offer the same pre-order correction step.
Related guides
FAQ: choosing low-stock warning software for a retail shop
Which apps send low-stock emails, and when?
Square sends low-stock alert emails 90 minutes after each location's configured closing time; Zoho Inventory, according to Zoho, sends a notification on a check rather than an email when stock falls below the reorder point. Square's low-stock email uses a post-closing window of 90 minutes after each location's configured closing time, and Zoho's notification uses a check-based trigger.
Can I configure low-stock warnings from a phone?
Sortly allows you to set up alerts from desktop or mobile and choose exactly who gets notified, according to Sortly. Square restricts creation of low stock alerts to the Square Dashboard, according to Square. Verify which device your team uses for daily stock checks before selecting a setup method.
How do warnings work across shop locations?
Square sends alert emails separately for each location, timed to that specific location's configured closing time, according to Square. This structure supports shops with distinct operating hours at each site. Confirm your locations have individual closing times configured in the system.
Does a low-stock warning automatically place an order?
Zoho Inventory sends a notification allowing you to quickly create a Purchase Order or Transfer Order, according to Zoho. The documentation does not state that orders are placed automatically. The notification lets you create a Purchase Order or Transfer Order, and the documentation does not say the order is placed automatically.
Are the example quantities suitable reorder targets for my shop?
Lightspeed Retail R-Series uses an example where 15 units are added to five on hand to reach a stock level of 20 units, according to Lightspeed. These figures are illustrative calculations based on specific reorder points and desired levels. Do not treat these numbers as universal stock targets for your own merchandise.