Install and prepare your workspace

Install Zapstra Inventory Management in Shopify, connect the store to the right organization, and check that its products, locations and inventory are prepared before you rely on them for purchasing. You can set goals and start supplier setup while the initial data preparation runs.

An organization is the shared workspace for your business. A store is an individual Shopify shop connected to it. Choose an existing organization if this store belongs with records your business already uses; create a new organization when you need a separate workspace.

Before you begin

Use a Shopify account that can install apps for the intended store. If your business already uses Zapstra Inventory Management or another Zapstra app, confirm the organization you should join with its owner or administrator. Organization membership and access to Zapstra Inventory Management are separate; belonging to an organization does not by itself grant every app action.

For a new organization, decide where its data should be stored and which currency the organization should use for reporting. Both choices are made during creation and cannot be changed later in setup or Settings. Reporting currency can differ from this store's selling currency and from a supplier's purchasing currency.

Install in the intended Shopify store

1. Open the Zapstra Inventory Management installation link available to your business and sign in to the intended Shopify store.
2. Review Shopify's app access request and complete the installation.
3. Open Zapstra Inventory Management from Shopify admin. If your store already has a workspace connection, the app uses it. Otherwise, follow the organization setup shown next.

Installing in a second store does not automatically consolidate it with your first store. Follow Connect stores to one organization when setting up several shops.

Connect an existing organization

If you already belong to one or more organizations, the Connect Your Store screen lists them under Select Organization.

1. Select the correct Organization. Check its name and the role shown beside it.
2. Select Assign Store.
3. Allow the app to finish connecting and open the workspace. If access is refused, ask the organization owner or administrator to review your membership and Zapstra Inventory Management access before trying a different organization.

If the organization is not listed, select Find Existing Organization. Enter its verified company Domain, select Search, and check the returned organization and region. Select Join only when it is available and the result is the organization you intend to use.

An organization may restrict joining, require a matching email domain, or be unavailable in domain search. Follow the message shown and contact its administrator. A missing search result is not a reason to create a duplicate workspace. See Users and permissions for access requirements.

Create a new organization

If you have no organization, the creation form opens directly. From Connect Your Store, select Create New to open it.

1. Choose Region. The available choices are United States (US East), Europe (Netherlands) and Asia-Pacific (Australia). Review the choice for your business before continuing; it is fixed for the organization.
2. Review Reporting currency. The app may preselect an eligible currency observed on the connected store. Confirm that it is the currency your organization should report in, including for stores you may connect later.
3. To choose another currency, search by name or code and select the matching option from the list. Typing a code alone does not select it. A currency selection is required to continue.
4. Optionally enter Company Domain. If the form offers a domain visibility choice, review who should be able to discover or join your organization. If the domain is already verified elsewhere, resolve the existing organization connection before continuing.
5. Select Continue and wait for setup to finish.

Reporting currency is read-only afterward. Selecting USD here, for example, does not change an MXN store into a USD store. It also does not replace the currency you confirm for a supplier or purchase order. You can review the saved value in organization settings.

If setup appears to time out after submission, reopen Zapstra Inventory Management and check whether the workspace already exists before submitting again. If the saved organization or currency is wrong, use Support to explain what happened before adding operational records.

Prepare the store data

Zapstra Inventory Management starts initial preparation automatically once the workspace connection and ongoing Shopify updates are ready. On Home, Preparing your Shopify data shows the state of Products, Locations, Inventory and Live Shopify changes. Inventory may say Waiting for products and locations while those earlier steps finish.

Use Choose your goals to guide setup, or Go to the dashboard to explore. These choices organize your checklist; they do not grant permissions, enable inventory syncing or complete setup tasks. The preparation card can also show tasks available while inventory loads. Supplier setup remains available if product preparation needs attention.

When preparation finishes, the preparation card can disappear. Check Workspace status for Workspace prepared. Prepared with warnings, Needs attention or Checking require further review; an unavailable quantity is not zero stock.

Select View preparation details to inspect a problem. Use Retry when the card offers it for failed preparation. Run full refresh requests a broader refresh; check the existing run first if an earlier request was interrupted. After a request is accepted, View refresh progress opens its progress. Contact Support with any displayed reference if you cannot resolve the issue.

Verify before daily use

Open Materials and Inventory to review the actual items and locations you intend to use. Confirm material matching, units and opening quantities before planning from them. Shopify updates connected confirms the update connection; it does not prove that every location's inventory authority and outbound syncing settings are ready.

Continue with opening inventory, inventory authority and syncing, and the daily-use checklist. When those records are ready, follow your first purchase order using a real supplier, order and delivery.