Mobile Inventory App and Offline Counting

In many Georgian restaurants the stock lives where the phone signal does not. A cellar under an old house in Sololaki, a walk-in fridge with thick steel walls, a storeroom at the far end of a Batumi hotel kitchen. Counting there used to mean a clipboard, a pen, and a second round of typing at the office.

The Wox mobile app is designed so that a shift lead can count on the spot, keep counting when the signal drops, and let the app send the numbers once they are back in range. This guide walks through rolling it out, running the first count, and checking that what was counted is what the office sees.

Decide who counts on mobile

Start by choosing the people, not the devices. In most restaurants the morning count belongs to the kitchen lead or sous chef, the bar count belongs to the head bartender, and the manager checks the results. Those are the people who need the app first.

Each person signs in with their own account. That matters because what they can see and change in the app follows their role, the same as on the web. A cook who counts stock does not need access to cash reports, and the app will not show them.

1. 1Make a short list of who will count on mobile and which storages each person covers.
2. 2Check in the web app that each person has an account, a role and access to the right location.
3. 3Make sure each phone has enough free storage and is running a current version of iOS or Android.
4. 4Turn on automatic app updates on each phone, or agree that people check for updates before their shift.

Install and sign in

1. 1Install the Wox app from the App Store or Google Play.
2. 2Sign in with the same email and password used for the Wox web app.
3. 3If two-step sign-in is turned on for the account, complete it with the authenticator code or passkey.
4. 4Check that the correct organization and location load after sign-in, and switch location if they do not.
5. 5Open the inventory screen and confirm that the storages and items for that location appear.

If items or storages are missing, the problem is almost always in setup rather than on the phone. Storages and items are created on the web; the guide to inventory management covers how to organize them so a count follows the way people walk through the kitchen.

Run the first count while connected

Do the very first count somewhere with good signal, even if that is not where your stock normally lives. It confirms that the account, location and item list are right before anyone depends on offline counting. Five minutes at the pass is enough.

wox.ge

Wox

Inventory Count

Walk-In Cooler · Downtown

Search items…

+ Count

Storages

Items

History

ItemOn HandParStatus

TTomatoes, Diced

4 cs24 csLOW

OOlive Oil, EVOO

8 gal6 galOK

CChicken Breast

12 lb30 lbLOW

MMozzarella

6 lb8 lbOK

AAP Flour

50 lb25 lbOK

BBasil, Fresh

1 bn5 bnLOW

⚠3 items below par level — reorder suggested

1. 1Start a new count session for the location.
2. 2Pick one storage, such as the dry store, and count a handful of items.
3. 3Enter each quantity in the item's counting unit, the way it is set up in Wox.
4. 4Check that the counted items show as counted in the session.
5. 5Open inventory for the same location in the Wox web app and confirm the counted quantities appear there.

Counting where there is no signal

Once the first count has gone through, take the phone where the stock actually is. When the connection drops, keep going. Counts entered without signal are stored on the phone and queued, then sent to Wox automatically when the phone is back online.

1. 1Start or open the count session while you still have signal.
2. 2Walk into the cellar, fridge or storeroom and keep counting as normal.
3. 3Do not sign out, uninstall the app or clear its data while counts are waiting to sync.
4. 4Come back into range and keep the app open for a moment so the queued counts can be sent.
5. 5Check that the session shows every item you counted before you close the app.

A count is only finished when the numbers have reached the office, not when the last shelf is done.

Sync is automatic, but it is not instant. It needs the phone to be online and the app to have a moment to send what it has queued. Building the habit of a quick check before closing the app is what prevents a missing shelf at the end of the month.

Check the result on the web

The manager's part of the count happens on the web. Open the location's inventory, look for quantities that look out of line with what you expected, and ask about them while the counter still remembers the shelf. A miscounted case of Borjomi is easy to fix the same morning and hard to explain a week later.

1. 1Open the location's inventory in the Wox web app once the counter says they are done.
2. 2Look at the counted quantities against what you expected, starting with the items that look most out of line.
3. 3Ask the counter to recheck any item that looks wrong while they are still on shift.
4. 4Close the count session once the numbers are confirmed.

What else the app is for

Counting is where most teams start, but the app is also a companion for the floor. What each person sees depends on their role and on how the owner has set up screens for that role.

• Low stock: a summary of items that have fallen below their alert point at the current location.
• Floor companion: managers see a live overview of tables and orders and can void, comp, discount or refund with the right permissions; servers see their own tables, add items and read the check.
• Reservations: hosts and managers see the day's bookings and can seat a party, cancel, or mark a no-show.
• Team chat: the same conversations as on the web, so a shift handoff note can be read from the cellar stairs. See team chat.
• Wox Analyst: on plans that include AI, ask questions about sales, stock and costs in Georgian or English. See the AI assistant guide.

Offline queuing is built for counting. Screens that show live information, such as the floor view, need a connection to stay current.

Common mistakes

Skipping the first connected count is the most common one. If the wrong location was selected, a whole offline count ends up in the wrong place. Always run one short connected session on a new phone first.

The second is closing the app straight after an offline count. The numbers are still on the phone at that point. Wait until you are back in range and the session shows everything, then close it.

The third is an outdated app. Old versions may behave differently from the web. Keep automatic updates on so everyone counts with the same version.