Stockpace

Help centre · Supplier documents & bills

Supplier documents

Stockpace reads the invoices, price lists and order confirmations your suppliers send, so supplier prices, invoice numbers and due dates fill themselves in.

What Stockpace reads

Document What is taken from it Where it is used
Invoices and pro formas Brand, invoice number, date, lines with codes, quantities and prices, totals, payment terms and due date Matched to your POs (Extra reference, Invoice total), Supplier bills, Payments, supplier costs in Costs and RRP
Price lists Products with supplier cost and RRP Costs and RRP, supplier prices on POs
Order confirmations and order forms Lines and prices Costs and RRP

Each product line is matched to your Shopify variants by barcode, SKU, supplier code or name. Lines Stockpace cannot match with confidence wait in Costs & RRP → Needs linking for you to check.

Separately, when a mailbox is connected, Stockpace reads it once a day for your suppliers' replies to POs, to show supplier status and tracking. See Purchase orders.

Where documents come from

Set these up in Settings → Supplier documents. You can use more than one.

Connect a mailbox

Use the mailbox your suppliers send invoices to. Stockpace checks it every hour.

  1. Press Connect mailbox.
  2. Choose your provider: Gmail / Google Workspace, Outlook / Microsoft 365, iCloud, Yahoo, Zoho or Other (IMAP). For Other, type your provider's IMAP server.
  3. Type the email address and an app password (see below).
  4. Press Connect.

The first check covers the last 10 days and starts within a few minutes. After that:

  • Check now — checks the mailbox within a minute.
  • Read history from this date — reads older emails from the date you pick. This can take a while and counts towards your monthly documents.
  • Disconnect — stops reading the mailbox.

Stockpace only reads. It never sends, moves or deletes mail. Your password is stored encrypted.

App passwords

Most providers do not let apps sign in with your normal password. Create an app password instead:

Provider Where to create it
Gmail / Google Workspace Google account → Security → 2-Step Verification → App passwords. Create one for "Mail". 2-Step Verification must be on
Outlook / Microsoft 365 Microsoft account → Security → Advanced security options → App passwords
iCloud appleid.apple.com → Sign-In and Security → App-Specific Passwords
Yahoo Yahoo Account Security → Generate app password
Zoho Zoho Accounts → Security → App Passwords
Other Your provider's IMAP server (port 993, SSL), and an app password if your provider has them

Some Google Workspace and Microsoft 365 organisations turn app passwords off. If you cannot create one, ask your administrator, or use the forwarding address or upload instead.

Forwarding address

If your settings show a Forwarding address, you can forward supplier emails to it instead of connecting a mailbox. No password is needed.

  1. Press Copy next to the address.
  2. Forward supplier emails to it by hand, or set up automatic forwarding. In Gmail: Settings → Forwarding and POP/IMAP → Add a forwarding address, then create a filter (for example has attachment, from your suppliers) that forwards to this address.
  3. Gmail sends a confirmation email to the address first. Stockpace shows its confirmation code and link on the card; use them to finish the set-up in Gmail.

Only supplier documents are kept; other mail is ignored. If the card shows Coming soon, this option is not available for your store yet.

Dropbox folder

If your team saves supplier invoices in Dropbox:

  1. Press Connect Dropbox and allow access in the window that opens.
  2. Come back and press Choose folder. Open folders until you reach the right one and press Use "…".

The folder is checked every hour. Files are only read — never moved or deleted. Press Change folder or Disconnect at any time. If the card shows Coming soon, this option is not available for your store yet.

Add files by hand

Under Add files by hand (optional), choose files: PDF, Excel (.xlsx, .xlsm, .xls) or CSV, up to 20 MB each. Pick the brand in the drop-down, or leave Brand from the file name and name files like 12345 - Brand - Oct 2026.pdf.

You can also attach an invoice to a specific PO from the purchase orders list with 📎. See Purchase orders.

Your email domains

Type your own email domains (for example yourshop.com) and press Save. Emails from these domains count as your staff: their forwards (Fwd:) are read, and other internal mail is ignored.

Checking what was read

Under the sources, the card shows how many documents are in each state:

State Meaning
Waiting to be read In the queue
Read Read successfully
No prices in it Read, but there were no prices to take
Brand not known Stockpace could not tell which brand it belongs to
Skipped Not a document Stockpace uses
Could not read The file could not be read

Open Latest documents to see the most recent files. For a file marked Brand not known, choose the brand in Set brand…. Stockpace reads it and remembers the sender's domain for later emails.

Price check reports lists the results of comparing new supplier prices with your Shopify prices.

Not recognised

Not recognised (N) lists emails with a PDF or spreadsheet that Stockpace did not take as a supplier document — usually because the sender's name differs from the brand, such as a distributor.

For each email:

  • choose the brand, choose anyone at domain or only address, and press It's a supplier. The email is read now and later emails from that sender are recognised; or
  • press Not a supplier to remove it from the list.

Entries stay on this list for 60 days.

Supplier rules

Open Supplier rules (N) to tell Stockpace which brand a sender's documents belong to, or which senders to ignore.

  1. Choose what to match: Sender domain, Sender address, Sender name contains or Subject contains.
  2. Type the value.
  3. Choose the brand, or — ignore this sender —.
  4. Press Add rule.

Unmatched files are checked again straight away and the mailbox is read again within a minute. Press Remove to delete a rule. Without rules, brands are found from the sender's domain and from brand names in the subject and file names.

Monthly document allowance

Each plan includes a number of supplier documents read per calendar month:

Plan Documents per month
Starter 50
Growth 300
Pro 1,500

The card shows Documents read this month: X of Y. When the allowance is used up, new documents wait in the queue and are read next month, or straight away if you change to a bigger plan. See Plans and billing.

If the card shows Reading is not switched on for this app yet, files are collected and wait in the queue until reading is switched on.

Still stuck? Email support@stockpace.app — we reply within one working day.