FAQ
Common questions. Clear answers.
Plans, cancellation and access to your data should be understandable before you decide.
Items and limits
What counts as an item?
An item is one distinct active record, such as “10 kΩ resistor”. Quantity does not change the number of items.
Do quantities count towards the limit?
No. Two or 500 units of the same item still count as one item.
Do archived items count?
No. Only active, non-deleted items count towards the limit.
What happens when I reach the item limit?
Existing data remains visible. You can create or reactivate another item after archiving active items or choosing a larger plan.
Plans and payment
Which plans are available?
SmartDepot offers Free, Pro and Team. Current prices, limits and included features are listed on the pricing page.
Does a monthly subscription renew automatically?
Yes. It renews monthly until cancelled. Cancellation takes effect at the end of the paid billing period.
Does an annual subscription renew automatically?
Yes. It renews annually until cancelled. Cancellation takes effect at the end of the paid annual billing period.
Can I pay for an annual subscription with TWINT?
Yes, after Stripe has approved TWINT for the account and the specific recurring payment, and Checkout displays it. Until approval, the other methods shown by Stripe remain available.
Can I pay for a monthly subscription with TWINT?
Yes, when Stripe has approved TWINT for the account and the specific recurring payment, and Checkout displays it. Until approval, the other methods shown by Stripe remain available.
Which payment methods are supported?
SmartDepot uses the payment methods shown by Stripe Checkout. These can include cards, wallets and, after approval for the specific payment, TWINT in CHF. The methods displayed in Checkout are authoritative.
Cancellation, downgrade and recovery
Is my data deleted after cancellation?
No. Ending a paid plan does not delete inventory data.
What happens when a paid plan ends?
A workspace within the Free limits moves directly to Free. If it exceeds them, a 30-day grace period is followed by restricted recovery mode.
What is recovery mode?
It protects data in an oversized or shared workspace. You can still search, scan, remove stock, archive or delete items and export data, but you cannot add inventory or start paid workflows.
What is blocked in recovery mode?
New items, stock-in, reactivation, transfers, storage changes, new projects, receiving, imports and label printing are blocked.
How do I leave recovery mode?
Renew or upgrade successfully, or reduce the workspace to no more than 1,000 active items with only the owner remaining active.
How do I cancel an annual subscription?
You can cancel at any time from Billing through the Stripe customer portal. The subscription remains active until the end of the paid annual period and is not charged again.
Team workspaces
How many users are included with Team?
Team includes three active users including the owner. The app always shows used, invitation-reserved and available licences.
Can I buy additional Team licences?
Yes. Up to 20 additional seats cost CHF 4 per month or CHF 40 per year. Choose the team size during the first purchase; later seats share the existing end date and are prorated.
When does an invitation use a licence?
A pending invitation reserves a licence for seven days. Acceptance converts it into an active user; revoking or expiry releases the seat.
What happens to team members when Team expires?
Access remains during the grace period. In recovery mode only the owner has access. Memberships and roles are retained and restored after renewal.
Are team members deleted on downgrade?
No. They lose access in recovery mode but are not deleted. The owner can deactivate members to meet the Free limits.
Can an open session bypass restrictions?
No. Permissions are checked on the server, including APIs, merchant imports, background jobs and the Print Agent.
Vision credits
What is a Vision credit?
One credit represents one successfully processed photo recognition used to assist item capture.
Can I buy Vision credits without a subscription?
Yes. One-time Vision packages are also available on Free.
Do purchased Vision credits expire?
No. Separately purchased credits do not expire.
Which credits are used first?
Time-limited or subscription-included credits are used before permanently purchased credits.
Merchant integrations and API
Can merchants read my inventory?
No. API v1 is write-only and gives merchants no read access to users, locations or inventory.
What can merchants submit?
Depending on permission, carts, orders and shipments can be handed to SmartDepot. You decide what enters your workspace.
What happens to merchant connections in recovery mode?
The connection is retained, but new imports are blocked until a suitable plan is active.
Privacy and export
Does SmartDepot sell personal data?
No. SmartDepot does not sell personal data or build advertising profiles.
Can I export my inventory?
Yes. Inventory can be exported as CSV at any time, including in recovery mode.
Can I export my personal data?
Yes. A separate privacy export is available in account settings.
QR codes and label printing
Can I create QR labels?
Yes. SmartDepot creates QR codes for storage locations and containers.
Can I print labels directly?
Supported plans can print through the local SmartDepot Print Agent. The Brother QL-810W is currently documented as the tested device.
What happens to labels in recovery mode?
Existing codes remain readable and scannable. New print jobs are blocked.
Support and availability
Can I try SmartDepot for free?
Yes. Free can be used permanently without a paid subscription.
How do I contact support?
Email support@smartdepot.org or use the contact form. Do not send passwords, payment details or API secrets.
Are all announced features available?
No. Offers that are not production-ready are marked as planned or not yet available. The label on the relevant product and Checkout page is authoritative.