Phone inventory guide
From your first batch
to a shipped invoice.
Manage your phones directly in swiftstock.io. Add device details in the built-in grid, keep inventory organized, and follow each sale through invoicing and shipping. No Excel template required.
The previews below illustrate the workflow with sample data; they are not live screens. Available actions depend on your team permissions.
Add your devices
Active Inventory → Add Items
- Enter your batch in the built-in grid. Record each phone’s model, IMEI, grade, battery health, purchase cost and selling price.
- Choose the vendor, tax and destination tab. Review the device details and calculated totals.
- Choose Save devices → Save Devices to Inventory. Not ready? Keep the batch as a draft.
You can type directly into the grid or paste rows you already have. You do not need a workbook to use swiftstock.io.
- Vendor
- Example supplier
- Destination tab
- Available stock
| Model | IMEI ending | Grade | Cost |
|---|---|---|---|
| iPhone 15 Pro | •••• 4182 | A | $400 |
| Galaxy S23 | •••• 9074 | B+ | $220 |
Organize and select your stock
Active Inventory
- Find devices in your inventory table and keep their details up to date.
- Select devices to use Edit, Move Tab or Reassign location. Assign storage locations so the team knows where to pick them.
- When a customer is buying, select the devices you want to sell together.
Location is read-only in the Add Items grid; assign storage locations from inventory.
| Selected device | Location | Price |
|---|---|---|
| ✓ iPhone 15 Pro | A · 12 | $495 |
| ✓ Galaxy S23 | C · 04 | $285 |
Create the invoice
Sell → Sell Inventory
- Choose Sell for your selected devices, then select or create the customer.
- Review each device’s selling price, tax and shipping before saving the invoice.
- Open Accounting → Payments to send the invoice, record payments and check the remaining balance.
Recording a sale and recording its payment are separate actions. Keep the payment record current as money comes in.
- Customer
- Example Wireless
- Devices
- 2 selected
| Device | Selling price |
|---|---|
| iPhone 15 Pro | $495 |
| Galaxy S23 | $285 |
Sample prices. Tax and shipping are not included above.
Pick the devices and ship
Truck icon → Ready to Ship
- Open the truck icon and choose an invoice from Ready to Ship. To queue one manually, use Accounting → Payments → Mark Ready for Shipping.
- Use the displayed storage locations to pick the devices. Check their IMEIs against the invoice before packing.
- Choose Mark as shipped when ready. This updates the invoice’s shipping status and frees the devices’ storage positions.
Ready for picking
IMEI ending 4182
IMEI ending 9074
Before you start
Do I need Excel or a spreadsheet template?
No. You enter and manage devices directly in swiftstock.io. The built-in entry grid supports batch entry; an external workbook is not required.
What information should I have for each phone?
Have the model, IMEI, grade, battery health, purchase cost and intended selling price ready. Check device identifiers carefully, and keep any condition issues with the device record.
Can my team follow this workflow?
Yes, with the appropriate permissions. Your account may not show every action in this guide; ask your workspace administrator if an action is unavailable.
Try it with your own inventory.
Start a 60-day free trial of swiftstock.io. No card required to start.