Inventory and stock-count software

Inventory and stock-count software from Fahim is a complete inventory system you run with WhatsApp messages in Arabic: receiving, issuing, transfers between branches, stock counts and low-stock alerts, tied directly to invoicing and accounting inside one ERP. It suits shops, warehouses and small and medium businesses with one branch or more that do not want to train the team on screens, and the owner who wants to know the balance of any item from their phone at any moment. The WhatsApp plan costs 375 riyals per user per month, with 1 free trial month.

Where do inventory profits disappear?

Inventory is where small businesses' profits quietly disappear: an item runs out and sales stop, a slow mover ties up capital, and the year-end count never matches the books. The cause is usually the same: recording movements is a chore, so the team postpones it, then forgets it.

Fahim makes recording a stock movement as easy as sending a WhatsApp message, and that changes everything, because the only register that stays accurate is the one that is easy to update.

Stock movements by message

• "We received 50 cartons of orange juice from supplier X", and the receipt is recorded and the balance updated.
• "Issue 10 units of item Y to the Olaya branch", and the transfer between branches or locations is recorded.
• "What's the balance of item Z?", and you get the current figure, instantly.
• Send a photo of the supplier's invoice or an Excel sheet of items, and it reads and enters them automatically instead of manual keying.

Alerts before the problem, not after

Moeen, the personal assistant in Fahim, watches your balances and speaks up on its own: an item dropped below its reorder point, or a slow mover has not budged in a while. The message reaches you on WhatsApp before a customer calls asking for something that ran out.

Inventory tied to invoicing and accounting

Because inventory here is part of a full ERP rather than a standalone counting app: every sales invoice decreases stock automatically, every purchase invoice increases it, and cost and movement reports come from the same data, with no double entry and no discrepancies between the sales file and the warehouse file.

And every employee has their limits

The warehouse supervisor records movements and checks balances, but sees no profit margins and no accounting data. Permissions, like everything else in Fahim, are adjusted by a WhatsApp request. There are 5 ready-made roles: general manager, sales manager, accountant, warehouse supervisor and employee, and each role has what it sees and what it can do. Every movement stays logged with its sender and time, so if the count differs you know where the difference started instead of asking everyone. Your suppliers' and customers' data is personal data covered by the Kingdom's Personal Data Protection Law (PDPL), and role-based permissions are the first tool for complying with it: not everyone with the password opens the file; each employee sees only what their work needs.

A worked example: a week at a spare-parts shop with two branches

Take, for example, a car spare-parts shop in Riyadh with a main warehouse and a branch in the north. This is how its movements run in the chat:

• Saturday 8:00: the shipment arrives, and the warehouse supervisor sends a photo of the supplier's invoice. The system reads 120 oil filters and 60 brake-pad sets, records the receipt and shows the summary for confirmation.
• Sunday 10:30: "Transfer 30 oil filters to the north branch." The warehouse balance goes down and the branch balance goes up in the same message.
• Monday: 14 sales invoices are issued across the two branches, and each invoice reduces the balance of its items automatically without anyone writing anything in a warehouse file.
• Tuesday 7:30: Moeen alerts the owner: "Front brake pads dropped below the reorder point, balance 8 against a reorder point of 15. Shall I prepare a purchase order for the supplier?" It waits for permission before preparing anything.
• Wednesday: the owner asks by voice, "Which items have not moved in 90 days?", and receives a table of slow movers and their value.
• Thursday: a partial count of the filter shelf: the employee sends the actual quantities, the system shows the differences, and the supervisor approves the adjustment.

The periodic stock count, step by step

1. Request the count list: "I want a count of the filters group in the main warehouse", and you receive the list of items with their book balances.
2. Send the physical count: by text, by voice, or as a photo of the sheet the employee wrote.
3. Review the differences: the system shows the items where the physical count differs from the books, by quantity and value.
4. Approve the adjustment: balances change only with explicit approval from the authorised person.
5. Keep the report: you receive the count file with the date, the differences and who approved them.

Comparison: the Excel file versus inventory in the system

• Balance updates: in Excel they depend on whoever remembers to open the file; here they update with every invoice and every message.
• Branches: there, a file per branch and conflicting copies; here, one balance per item per location.
• Link to sales: there, double entry between the sales file and the warehouse file; here, the sales invoice reduces the balance by itself.
• Alerts: there, nobody warns you; here, Moeen messages you before the item runs out.
• Permissions: there, whoever opens the file sees everything; here, each role sees what concerns it.

What does inventory have to do with ZATCA requirements?

Stock movement is not separate from tax obligations. The supplier invoice you send as a photo is the document for 15% input VAT, and the sales invoice that reduces the balance must be an e-invoice compliant with the requirements of the Zakat, Tax and Customs Authority (ZATCA): Phase 1 has been mandatory since 4 December 2021, and Phase 2 has been rolled out in waves since 1 January 2023. And because invoicing and inventory live in one system, the closing balance and the cost of goods sold come from the same data the invoices were issued from, with no parallel file assembled at year end. Invoicing details are on the tax invoicing software page.

What does Moeen add?

Moeen is the personal assistant inside the system, and its role in inventory is clear: it sends you the morning summary of items that dropped below their reorder point and slow movers, prepares the purchase order or the supplier message on request, and reminds you of expected shipment dates. Before executing anything consequential, it asks your permission. Behind it work 4 AI agents: sales, finance, purchasing and market; the purchasing agent is the one that prepares the supplier order, and the sales agent is the one that reads item movement.

Pricing and trial

Managing inventory from WhatsApp starts with the Moeen plan: 375 riyals per user per month. The Basic plan at 75 riyals gives you the system on the web only, and the Fahim plan at 935 riyals adds the AI that modifies the system on your request, such as a shelf-number field or a report specific to your warehouse, applied within minutes after your approval. Prices exclude 15% VAT, you start with 1 free trial month from the trial page, and the Golden Guarantee covers you with a full refund within 30 days. See the pricing page, and if you run a large warehouse with multiple locations, read the warehouse management page.

Bottom line

Bottom line: the inventory problem is not reporting; it is that daily recording is too much friction for anyone to sustain. Make it a WhatsApp message, and the physical count finally matches the books.