Frequently Asked Questions

repleno is warehouse software for small businesses that connects stock management directly with replenishment control. Teams record withdrawals by app or scan, and repleno keeps items, locations, and stock levels up to date. When material runs low, repleno reports demand, creates an order suggestion, or triggers a supplier order automatically. How far that's automated is up to you, per item.

repleno is an inventory management system for small businesses. Unlike pure stock-tracking tools, repleno also triggers replenishment automatically.

Traditional inventory software shows you what's in stock. repleno goes further: when material reaches or falls below the reorder point, replenishment gets triggered without you having to check manually. The difference lies in what happens automatically after the stock view. And booking happens on a smartphone right in the warehouse: scan the barcode, enter the quantity, done. That saves you the walk back to the PC, and you don't need any extra hardware.

repleno isn't tied to one type of goods or value class: workshop and building materials (screws, anchors, terminals, cable), spare and wear parts like proximity sensors, office supplies (toner cartridges, paper, pens), and cleaning and hygiene items can all be managed side by side in one system. It pays off most for items you stock and reorder regularly. Rarely moved items you can just as easily keep as plain stock, with no automation at all.

repleno isn't suited for goods whose best-before or expiry date has to be tracked, such as fresh food or items with batch and expiry requirements. It has no best-before or expiry management for that. For stock-keeping and reordering themselves, the type of goods doesn't matter.

You decide which items enter the system. It pays off most for material you stock and whose absence hurts. The rest stays out, permanently.

For administration, we recommend a desktop PC or laptop. For day-to-day work in the warehouse, a smartphone or tablet with a camera is enough. You need internet access in both cases.

repleno is more comfortable to use than Excel and combines stock, bookings, and replenishment in one system. Excel works as long as one person maintains a simple list, but becomes unreliable once several employees take out material: entries go missing, stock levels go stale, and no one sees who booked what and when. With repleno, everyone books directly on the spot via the app, every booking is logged, and stock stays current.

The team sees in real time what's available and where it's stored on every device: smartphone, tablet, or desktop. Every withdrawal or correction updates an item's stock immediately for everyone. This reduces back-and-forth questions, search time, and unplanned trips to the supplier.

Supplier scanners are handy when you want to reorder from exactly that supplier. But they also tie you to that supplier's range, item numbers, and ordering path. repleno is supplier-neutral: your warehouse, your items, your rules. You can set which supplier is used per item, maintain alternatives, and switch suppliers without rebuilding your internal process.

Usually, yes. On-premise software costs more than the license: server, installation, and ongoing maintenance. repleno runs in the cloud, you don't need a server of your own.

repleno is intentionally not a Kanban or RFID system. It is aimed at businesses and teams that want to digitize materials procurement with a smartphone, clear stock rules, and as little onboarding effort as possible.

repleno is not an ERP: no customer management, no invoicing, no accounting. repleno is inventory management: items, storage locations, stock, bookings, labels, and analytics. It can trigger orders automatically if you want it to.

repleno does not control automated high-bay warehouses or conveyor systems; that is the job of a specialized warehouse automation WMS. repleno manages stock, storage locations, and reordering, and scales across multiple sites as you grow. The limit is physical warehouse automation, not the size of your business.

Employees scan the code on the item, bin, container, or label, enter the quantity, and book. It takes only a few seconds. You book incoming goods, transfers between storage locations, and corrections the same way. When a withdrawal drops stock below the minimum, repleno reacts according to the rule you set.

Every employee can use the repleno app on Android and iOS. For day-to-day work, a smartphone or tablet with a camera and internet access is enough.

Technically no, but a personal account is recommended. With one, you can see who booked what and when, and processes stay traceable. repleno doesn't charge per user, so all employees can work with it at no extra cost.

By default, not every person orders freely. Employees record consumption. repleno derives demand from the item and supplier rules. Whether something is ordered automatically, shown for approval before sending, or only reported depends on the item's selected automation level.

For low-cost items, the time spent comparing prices costs more than it saves. Example: offers for a pack of Wago connectors from different suppliers often differ by only a few cents per piece, which adds up to less than a euro for 50 pieces, but takes several minutes to research. That's why repleno uses a fixed supplier per item: the procurement time you save is worth more than any cents saved on price comparison.

Approval processes are there if you want them. For items you want to check before they are sent, there is the "Automatic with approval" mode: repleno creates an order proposal when stock falls below the threshold and only sends it after you approve it. For low-cost consumables, we still recommend full automation, because an approval per order costs more time than it saves. You decide per item.

You decide per item which supplier to use, which item numbers apply, and which rules apply, independent of any single supplier portal.

You set one of four modes per item: track stock only, report demand when it falls below the threshold, propose an order for approval, or reorder automatically. That gives you exactly as much control as you want for each item.

Depends on whether it passes through the warehouse. Anything that sits on a shelf and gets reordered repeatedly belongs in repleno: screws and cables just as much as a proximity sensor or toner cartridges for the office. Even when that material gets installed on projects, you book the withdrawal as usual and repleno reorders. What stays out is genuine direct purchasing: one-off, project-specific positions that never pass through the warehouse. Those you keep ordering directly from the dealer.

You can store material sets like a digital bill of materials. A set has no stock of its own; when it is withdrawn, repleno books out the related individual parts automatically.

Best to start small: start with the items you need most often or that cause the most problems. Missing parts, special trips, always empty. Starting there makes the benefit visible right away, and you can build from there.

Introducing it gradually works. But from experience, anyone who wants to introduce it "sometime on the side" often never does. It's best to block off a fixed time slot or assign someone in the business who takes one or two days for it. You build the rest from there, step by step.

Your introduction with the first 25 items typically takes around 3 hours: set up 1-2 suppliers, invite colleagues, define storage locations, create items, and assign existing barcodes or your own labels.

Only the name and stock level are required. Everything else depends on what you want to use: for automatic ordering you need a supplier and supplier article number, for bookings by scan a barcode or QR code. Storage location, minimum stock, or target stock are useful, but also optional.

repleno uses your smartphone camera as the scanner, so no handheld scanner is needed. Every withdrawal is booked to your stock automatically as you scan, so the stock list stays up to date without any manual entries.

Bookings also work without a barcode by entering them manually in the app. Using barcodes makes bookings faster and reduces errors.

Many items already have a manufacturer barcode on the packaging that you can use directly. If one is missing, you print your own labels straight from repleno: name, storage location, item number, and barcode or QR code on a DIN A4 label sheet. Ready-made barcode rolls or sheets from third parties work too.

If you already have an item list, whether from Excel, your ERP, or a supplier portal, you do not have to start from scratch. Upload the CSV file, map the columns once, and you're done.

repleno comes with a simple data importer: upload your existing item list, match your data to repleno's fields, and you're ready to go. Prefer not to do it yourself? We can offer to take the import off your hands, just reach out.

The Free plan includes up to 25 active items and 1 active storage location, free forever and without a credit card. Each item has one stock level there. For multiple storage locations and separate stock levels per location, upgrade to Go or above.

repleno is free forever with the Free plan, and paid plans start at €49 per month with annual billing. The price depends on the number of items you want to integrate, not the number of users. Your team can always work together at the same price.

That depends on your plan. The Free plan includes up to 25 active items, Go lets you manage up to 150, Flow up to 750, and Scale up to 3,000. If you want to map more than 3,000 active items, the Max package is intended for that.

repleno is worth it if you regularly deal with warehouse chaos: missing parts, no overview of stock, frequent manual ordering, or constant questions about whether an item is still in stock. If you also spend a lot of time searching in the warehouse or the warehouse keeps pulling you away from your actual work, that's a clear signal. That's exactly where repleno comes in: making stock visible and triggering replenishment automatically.

Your warehouse is ready as soon as your team has access to a PC and a smartphone. Labeled storage locations, barcodes, or a ready-made item list help you get started, but none of them are required: you can build all of that directly in repleno. If you keep material that is regularly withdrawn and reordered, repleno is a particularly good fit. Items that move rarely can be tracked just as well.

From Go, you can manage the same item at multiple storage locations, each with its own stock level and bin. This lets you see separately what is in the main warehouse, workshop, or a service vehicle, for example. The Free plan includes 1 active storage location.

From Go, choose a source location, target location, and quantity. repleno deducts the quantity at the source and adds it at the target. Total stock stays unchanged, and the transfer is not counted as consumption. The Free plan includes only 1 active storage location.

You can create vehicles and job sites as separate storage locations and manage stock there independently. This keeps it clear whether material is in the main warehouse, workshop, a service vehicle, or on a job site. The Free plan includes 1 active storage location, and multiple storage locations are available from Go.

In repleno you design your own warehouse labels straight from the item master data, so nothing gets entered twice. For most businesses, item name, photo and barcode matter most; other fields like storage location or item number are available too. Decide first where the label will sit (box, container, shelf, front rail), since that sets size and readability. Export as PDF and print on any DIN A4 printer using supported formats like Avery Zweckform or HERMA.

With repleno, stocktaking is greatly simplified. Your consumption is recorded continuously, so stock levels in the system are always up to date. At the end of the year, you no longer need a complete count, only a reduced partial check or spot check.

repleno shows which items move rarely or not at all, and suggests optimizations. This is also known as a mover/non-mover analysis. It shows where stock should be checked, reduced, or no longer reordered.

Digital stocktaking is generally permissible as long as stock is kept traceable, complete, and correct. repleno documents stock changes such as withdrawals, corrections, and orders, and supports you during stocktaking. Important: as the business owner, you remain responsible for correct recording and review. For specific tax or commercial-law questions, your tax advisor should confirm the stocktaking method you use.

repleno provides AI to its users where it makes processes faster, better, and simpler. As its AI provider, repleno uses Mistral, a European company.

Digital stock management is included in every repleno plan. From Go, you can manage an item's stock separately at multiple storage locations.

repleno runs on servers in Germany (Frankfurt region); your data stays within the EU. We process personal data in accordance with GDPR (details: Privacy Policy). Relevant changes (e.g. to items, barcode scans, orders) are logged so you always have transparency.

repleno requires an internet connection, via Wi-Fi or mobile network. Without a connection, neither lookups nor bookings are possible. An offline mode with sync on the next connection is planned.

repleno runs as a cloud service. Updates, security patches, and server backups are included.

repleno is a German company and offers support in both German and English, including help with onboarding, warehouse structure, barcodes, and replenishment rules.

You can usually reach repleno support within 24 hours. For urgent problems with warehouse operations, bookings, stock, or replenishment, phone support is also available.

repleno comes from Bielefeld. Founded by Christoph Kay. He spent five years working as an industrial electrician and experienced first-hand how missing small parts slow down processes. Later, he introduced digital procurement processes for large companies at P.S. Cooperation (Böllhoff Group). Today he is building repleno to make that accessible to small businesses as well. For questions, you can reach him directly by phone, WhatsApp, or email. You do not end up in a ticket queue.

Large companies can afford powerful systems for their materials procurement. Small businesses face the same problems: stockouts, manual reordering, no transparency, but without the liquidity for enterprise software. repleno grew out of conversations with tradespeople and small business owners in Bielefeld who had exactly these problems. The goal: to show that warehousing does not have to be a necessary evil, but can be simple, intuitive, and even enjoyable.

repleno gives small businesses time back. Less searching, fewer empty bins, less manual reordering.

To do that, repleno makes stock visible, detects low items, and triggers replenishment in time. That means fewer emergency trips, fewer dead stocks, and less procurement work in day-to-day operations.