Feature tour

What your team sees every day.

Each tag says which way of running SwanBooks the screen belongs to. Every company, customer and number shown is invented.

Both modes

Master inventory, one count for everyone

Stock lives in one company. When any sister company invoices, the right quantity comes out of that one count, and every movement is logged against the document that caused it.

Critical levels per item, with an alert the moment stock crosses one
Track units the way you sell them: dozens, cases, pounds per dozen
Bulk edits for the warehouse, with a big-target mobile layout

swanbooks.online/inventory

Master inventoryHarbor Linen Co. · synced 2 min ago

All 293Below critical 7Made at factory 63Tracked 118

Item	Code	On hand	Critical	Status
Bath Towel 27x54 · 16 lb/dz	BT2754-16	1,216 dz	400	OK
Hand Towel 16x30 · 4 lb/dz	HT1630-4	2,040 dz	600	OK
Flat Sheet King T-250	FSK-250	142 dz	180	Below
Pillowcase 42x36 T-180	PC4236-180	388 dz	350	Near
Patient Gown Snap Back	PG-SNAP	96 dz	120	Below
Bath Blanket 66x90	BB6690	510 dz	200	OK
Washcloth 12x12 · 1.25 lb/dz	WC1212	3,380 dz	900	OK

QuickBooks

Cross-company item manager

Every QuickBooks file has its own item list, and they drift. SwanBooks lines them up by name, shows which companies carry each item, and catches near-misses like a typo that would break a deduction.

Rename an item once; it changes in every company file
Retire an item everywhere, refused while it still has stock
Add a product to the master and its sister files together

swanbooks.online/cross-company

Cross-company items628 shared · 4 near-misses

Item	Harbor master	Westfield	Cedar & Lane	Bayline
Bath Towel 27x54
Bath Mat 20x30Cedar & Lane has “Bath Matt 20x30”
Fitted Sheet Twin T-180
Underpad 34x36 Reusable
Shop Towel 18x18 Red

CarriedNear-miss nameNot carried

Rename “Bath Matt 20x30” everywhere

Both modes

Item history that names the document

QuickBooks shows an app-made change as a bare quantity adjustment. SwanBooks puts the invoice or bill number, the company and the person next to every line, with a running balance, for the last 90 days.

Answers “where did 24 dozen go?” in one click
24-month movement view by calendar month
Export to CSV for a stock count or an audit

swanbooks.online/inventory/BT2754-16

Bath Towel 27x54 · 16 lb/dzOn hand 1,216 dz

12 Nov 09:41Invoice 41207 Westfield Medical Supply−241,216
12 Nov 08:15Invoice 1190 Cedar & Lane Hospitality−361,240
11 Nov 16:02Bill 8811 Harbor Linen · container 14+6001,276
11 Nov 11:27Invoice 2026-0412 Northgate · in SwanBooks−48676
10 Nov 14:50Stock count adjusted by M. Reyes−4724

Both modes

Receivables across every company

See what each customer owes each of your companies, aged, on one page. Set payment terms per customer, see who's overdue, and send your accounting team a reminder list with one click.

Aging by company or combined
Payables side with the same view
Daily sales report emailed at close of business

swanbooks.online/accounting

ReceivablesAll companies · as of today

Customer	Company	Terms	Current	1–30	31–60	60+
Lakeshore General Hospital	Westfield	Net 45	$38,420	$12,100	—	—
The Ashby Hotel	Cedar & Lane	Net 30	$9,860	—	$4,215	—
Pinecrest Care Center	Westfield	Net 60	$21,300	$8,740	—	—
Maple Court Senior Living	Northgate	Net 30	—	$3,980	—	$2,460
Riverside Auto Body	Bayline	Net 15	$1,150	—	—	—
Total			$70,730	$24,820	$4,215	$2,460

Send overdue list to accounting

Standalone

Invoices and purchase orders, without QuickBooks

For a company that doesn't need an accounting file, SwanBooks writes the invoice, takes the stock, makes the PDF with your logo and emails it to the customer. Purchase orders go to vendors the same way.

Pick items from the catalog, or type a one-off line
Voiding an invoice restocks every line it took
Profit & loss, receivables and payables views

swanbooks.online/invoicing

Northgate Supply410 Commerce Way, Suite 2

INVOICE2026-0418Due 12 Dec 2026

Bill toMaple Court Senior Living

Item	Qty	Rate	Amount
Bath Blanket 66x90	6 dz	$92.00	$552.00
Fitted Sheet Twin T-180	10 dz	$64.50	$645.00
Washcloth 12x12	25 dz	$7.40	$185.00
Total			$1,382.00

Download PDFEmail to customer

Both modes

Factory and in-transit stock

If you make or import your own goods, track what's sitting at the factory against a target for each item, next to what's already in the warehouse. The production team keys counts from a phone on the floor.

Factory quantity, target and gap per item
Shipments logged as they leave
Monthly movement chart for the last 24 months

swanbooks.online/production

Monthly movementsOut vs in, dozens · last 12 months

Out to customersIn from factory

Item	At factory	Target
Bath Towel 27x54	1,800	2,400
Hand Towel 16x30	2,950	3,000
Bath Mat 20x30	420	1,200

Both modes

Trend sheet: what you bought against what you sold

Twelve months of purchases and sales per item, rolled up across every company that sells it. Spot the items you keep reordering too late and the ones sitting on the shelf.

One combined view, refreshed nightly
Sales from every company, purchases from the stock holder
A rising line with flat purchases is your next reorder

swanbooks.online/trend-sheet

Trend sheetDec 2025 – Nov 2026 · dozens

Item	Bought	Sold
Bath Towel 27x54	5,400	5,730
Pillowcase 42x36 T-180	3,600	2,980
Patient Gown Snap Back	1,200	1,450
Bath Mat 20x30	2,100	1,525

The everyday details

The parts you notice after the first month.

Find any invoice from anywhere

Press / and type a document number, a customer or an item. Recent invoices from every company come up instantly; press Enter to search QuickBooks live.

Alerts where you already look

Critical stock, failed deductions and edited invoices go to email and Telegram, once each.

A routine that runs itself

Every 5 minMaster stock refreshed
4:59 pmMovement digest
5:00 pmDaily sales report
NightlyTrend sheet rebuilt
FridaysFull backup by email

Works on the warehouse floor

Installs to a phone's home screen. Every control is sized for a thumb, and quantity fields don't make iPhones zoom.

A staff handbook built in

An in-app guide explains every screen, searchable, so new hires don't learn by breaking stock.

Commission tracking

Daily sales per rep from the companies they sell for, ready for payroll.

Exports your accountant can use

Inventory, movements and item history export to CSV with one click, with spreadsheet formula tricks neutralised so a file can't run anything when opened.

Try these screens yourself.

Open the demo to create invoices, bills and purchase orders on example data.

Open the demo Book a walkthrough