Print shops
Paper stock, toner, laminate and finishing supplies.
- Track paper by the ream or sheet
- Log toner and ink by cartridge
- Unit costs on every item (monthly totals coming soon)
For shop owners & managers
Know what's on the shelf before the job starts.
One dashboard for every material in your shop. See what's low or out of stock and who used what. Your team logs usage from their phones. Low-stock items show on your to-do list. Email alerts are coming soon; SMS alerts are planned for Premium.
50%off
Founding offer: half price for your first year
At launch, the first 10 companies to subscribe get 50% off any plan for 12
months.
Free trial, no credit card. Public launch January 2027.
Northside Print Co.
Manager view
Tue, Nov 3
Example dashboard with sample data. Cost and usage charts are coming soon.
The problem
Point-of-sale systems track what you sell. Nothing tracks what you use.
In a production shop, stock leaves a few feet or a few sheets at a time. It lives in someone's head or an old spreadsheet, until a rush job needs the one roll that ran out.
Surprise stockouts
You find out a material is gone when the job is ready to print.
Double orders
Two people notice it's low. Both order. Or neither does.
No idea where it went
Material costs climb and nobody can say which jobs used what.
How it works
From the shelf to the reorder, in four steps.
-
Use
Someone takes material for a job and taps Update. Lower means used. Add the job name if you like.
-
Alert
When an item reaches its low-stock level, it lands on your to-do list. Email alerts are coming soon; SMS alerts are planned for Premium.
-
Order
You mark it ordered with an arrival date. Your whole team sees it, so nobody orders twice.
-
Receive
The delivery comes in, someone updates the count, and the item is back in stock.
Features
Everything a shop manager needs to stay ahead of stock.
Your team logs it in seconds
Employees update stock from their phones with one button, so your numbers stay current.
Low-stock alerts
Set a level per item. Low-stock items show on your to-do list before you run out. Email alerts are coming soon; SMS alerts are planned for Premium.
Reorder tracking
Ordered status and arrival dates visible to everyone. Save the supplier link on each item.
Full history
Every change, who made it and when. Filter by person, date or item.
Usage and cost dashboard (coming soon)
Per-item usage and unit costs are in early access. Monthly cost totals and usage by product are coming soon.
Simple roles
Managers and employees. Managers decide what employees can change.
Who it's for
Shops that turn raw materials into custom orders.
If your stock is measured in rolls, sheets, spools, litres or board feet, Pilotbin speaks your language.
Print shopsSign & graphicsVehicle wrapsScreen printingEmbroideryCustom apparelBakeries & cake studiosWoodworkingPromo productsSmall manufacturers
Pricing
Plans for every size of shop.
Every plan includes order tracking, follow-ups and inventory import (early access). Excel export (coming soon, before launch), email alerts and the cost dashboard are coming soon. Start with a free trial, no credit card needed.
Planned pricing. Planned prices in USD, per company. They may change before launch. Taxes may apply. The free trial includes up to 500 items and 10 team members.
Starter
For owner-operators and very small crews.
$29/month
or $24/month billed yearly
- 200 unique items (planned)
- 1–3 team members (planned)
- 3 months of history (planned)
Recommended
Ultra
For growing shops with a few people on the floor.
$49/month
or $41/month billed yearly
- 500 unique items (planned)
- Up to 9 team members (planned)
- 1 year of history (planned)
Premium
For larger teams. Scanners and SMS alerts are planned.
$79/month
or $66/month billed yearly
- 2,000 unique items (planned)
- 10+ team members (planned)
- 2 years of history (planned)
Questions
Common questions
What is Pilotbin?
Pilotbin is inventory software for small businesses that make products to order, like print and sign shops, embroidery studios, bakeries and workshops. You track the materials you use up on each job, see what is running low, and reorder before you run out.
Who is Pilotbin for?
Shops with roughly 1 to 30 people that buy raw materials and use them up to fill customer orders. If you sell finished goods over a counter, a point-of-sale system probably already tracks your stock. Pilotbin is for the materials behind the work: vinyl, substrates, ink, thread, blanks, flour, lumber.
When can I start using it?
Pilotbin opens to the public in January 2027. People on the waitlist get access first, in small groups, before the public launch.
Is there a free trial?
Yes. Every new company starts with a free trial and no credit card is needed. The free trial includes up to 500 items and 10 team members.
What happens when the trial ends?
Your data stays. You can still view everything, and Excel export (coming soon, before launch) will work then too, but you need a plan to keep updating stock.
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
Features
Built around how stock actually moves in a production shop.
Material goes out a little at a time and comes back in by the box. Pilotbin is designed for both.
Stock updates
One button for every stock change.
Open an item and tap Update. Lower the number to record what you used, raise it for what came in.
- Optional note on each update, like the job name
- Units that match your materials: rolls, sheets, feet, litres or your own
- Photos, locations, categories and custom fields
- Duplicate an item to add a similar one quickly
Gloss white vinyl, 54″
Rack B · Rolls
38ft
−38 → 26 ft+
Used 12 ft · Note: Lakeview banner job
Low stock & reorders
Catch it low. Order it once.
Set a low-stock level per item. When it's reached, it goes on the to-do list. Once a manager orders it, everyone sees the arrival date.
- Low-stock items show on your to-do list. Email alerts are coming soon; SMS alerts are planned for Premium.
- Anyone can report low stock, and follow up if it isn't ordered
- Ordered status with an arrival date, visible to the whole team
- Save the supplier's order link on each item
- Receive deliveries and update the count in one step
!
Gloss white vinyl, 54″
Low-stock level: 50 ft
Low · reported by Maya
38ft
→
Manager marks it ordered
Arrival estimate: Nov 14
Ordered
✓
Delivery received
Quantity updated to 188 ft
In stock
188ft
History
See who used what, and when.
Every item keeps a complete history of edits, usage and deliveries, grouped by day.
- Filter by date range, by item or by your own changes
- Notes show which job used the material
- Everyone on the team can see the history
Today
Maya used gloss white vinyl · "Lakeview banner"−12 ft
Dev received Coroplast 4mm+25
Yesterday
Sam ordered gloss white vinyl · arrives Nov 14order
Maya reported low stockalert
Reports
Know what your materials really cost.
Add an optional unit cost to any item, and see each item's usage. Monthly cost totals are coming soon.
- Usage per item for this month, last month, this year or any past year
- Pin key materials to the dashboard (coming soon)
- Choose your currency
- Excel export (coming soon, before launch)
Material costs used · Oct (sample, coming soon)$2,418
Team
Two roles. You decide the rules.
Managers run the account. Employees update stock. Managers choose what else employees can do, for everyone at once.
- Ask the whole team, or chosen people, to confirm a count
- Costs hidden from employees unless you allow it
- Only managers can manage members
What employees can do
- Add items
- Edit item details
- Set low-stock levels
- Receive deliveries
Managers switch each one on or off for the whole company.
Also included
The details that matter.
Phone-first
Works in any phone, tablet or desktop browser.
Inventory import (early access)
Bring your existing list in from Excel or CSV. No retyping every item.
Excel export (coming soon, before launch)
Your data is yours. Before launch, you'll be able to export it whenever you want, even after a trial ends.
Count requests
Send a "please confirm this quantity" request for an item, category or location.
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
Pricing
Simple pricing that grows with your shop.
Every plan includes order tracking, follow-ups and inventory import (early access). Excel export (coming soon, before launch), notifications and the cost dashboard are coming soon. Start with a free trial, no credit card needed.
Planned pricing. Planned prices in USD, per company. They may change before launch. Taxes may apply. The free trial includes up to 500 items and 10 team members.
Starter
For owner-operators and very small crews.
$29/month
Billed monthly
- 200 unique items (planned)
- 1–3 team members (planned)
- 3 months of history (planned)
- Inventory import (early access)
- Excel export (coming soon, before launch)
- In-app and email notifications (coming soon)
- Order tracking and arrival estimates
- Order follow-up
- Follow-up reminders
- Custom fields
- Usage and cost dashboard (coming soon): per-item usage and unit costs are in early access
- Priority email support (planned) (not included)
- Zoom call support (planned) (not included)
- Third-party scanner support (planned) (not included)
- Low-stock SMS notifications (planned) (not included)
Recommended
Ultra
For growing shops with a few people on the floor.
$49/month
Billed monthly
- 500 unique items (planned)
- Up to 9 team members (planned)
- 1 year of history (planned)
- Inventory import (early access)
- Excel export (coming soon, before launch)
- In-app and email notifications (coming soon)
- Order tracking and arrival estimates
- Order follow-up
- Follow-up reminders
- Custom fields
- Usage and cost dashboard (coming soon): per-item usage and unit costs are in early access
- Priority email support (planned)
- Zoom call support (planned) (not included)
- Third-party scanner support (planned) (not included)
- Low-stock SMS notifications (planned) (not included)
Premium
For larger teams. Scanners and SMS alerts are planned.
$79/month
Billed monthly
- 2,000 unique items (planned)
- 10+ team members (planned)
- 2 years of history (planned)
- Inventory import (early access)
- Excel export (coming soon, before launch)
- In-app and email notifications (coming soon)
- Order tracking and arrival estimates
- Order follow-up
- Follow-up reminders
- Custom fields
- Usage and cost dashboard (coming soon): per-item usage and unit costs are in early access
- Priority email support (planned)
- Zoom call support (planned)
- Third-party scanner support (planned)
- Low-stock SMS notifications (planned)
Prices in USD, per company. Taxes may apply.
Compare plans
| Feature | Starter | Ultra | Premium |
|---|---|---|---|
| Unique items (planned) | 200 | 500 | 2,000 |
| Team members (planned) | 1–3 | Up to 9 | 10+ |
| Activity history (planned) | 3 months | 1 year | 2 years |
| Inventory import (early access) | ✓ | ✓ | ✓ |
| Excel export (coming soon, before launch) | ✓ | ✓ | ✓ |
| In-app and email notifications (coming soon) | ✓ | ✓ | ✓ |
| Order tracking and arrival estimates | ✓ | ✓ | ✓ |
| Order follow-up | ✓ | ✓ | ✓ |
| Follow-up reminders | ✓ | ✓ | ✓ |
| Custom fields | ✓ | ✓ | ✓ |
| Usage and cost dashboard (coming soon): per-item usage and unit costs are in early access | ✓ | ✓ | ✓ |
| Priority email support (planned) | — | ✓ | ✓ |
| Zoom call support (planned) | — | — | ✓ |
| Third-party scanner support (planned) | — | — | ✓ |
| Low-stock SMS notifications (planned) | — | — | ✓ |
Pricing questions
Is there a free trial?
Yes. Every new company starts with a free trial and no credit card is needed. The free trial includes up to 500 items and 10 team members.
What happens when the trial ends?
Your data stays. You can still view everything, and Excel export (coming soon, before launch) will work then too, but you need a plan to keep updating stock.
How is Pilotbin priced?
Planned pricing: there are three plans, priced per company: Starter at $29/month for up to 200 unique items, Ultra at $49/month for up to 500 unique items, and Premium at $79/month for up to 2,000 unique items. Paying yearly would save about two months. Prices may change before launch.
What support do I get?
Every plan gets email support. Planned: priority email support on Ultra, and priority email and Zoom call support on Premium.
What does Premium add?
Planned for Premium: support for third-party barcode scanners, low-stock alerts by SMS text message, priority email support and Zoom call support, plus 2 years of activity history and the highest item limit.
What happens if I reach my item limit?
You can keep using every item you already have. To add more, move up to the next plan.
Can I change plans later?
Yes. Move up or down as your team changes.
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
Who it's for
Made for shops that use up materials to fill orders.
Retail stores have point-of-sale systems that count every sale. Production shops need something that counts every job. That's Pilotbin.
Sign & large format
Vinyl, banner, substrates and inks, measured in feet and sheets.
- Track rolls by feet left
- Coroplast, foam board and aluminum by sheet
- Arrival dates for special-order media
Vehicle wraps
Wrap film, overlaminate and application supplies.
- Log film used per vehicle with a job note
- Know when cast film is running low
- Unit costs on every item (monthly totals coming soon)
Screen printing & apparel
Blank garments, plastisol and water-based inks, screens, emulsion.
- Blanks by size and colour with custom fields
- Ink by the gallon or litre
- Reorder links to your supplier
Embroidery
Thread, backing, toppers, needles and blanks.
- Thread by cone and colour
- Backing by roll or sheet
- Confirm counts on a schedule
Bakeries & cake studios
Flour, sugar, butter, packaging and decorations.
- Track ingredients in kg, litres or units
- Packaging and boxes by count
- Low-stock flags before weekend orders
Woodworking & furniture
Lumber, sheet goods, hardware and finishes.
- Sheet goods by the sheet, lumber by board feet
- Hardware by the piece
- Finishes by the litre
Small manufacturers
Raw materials and components used to build to order.
- Components with photos and locations
- Usage history per item
- Team roles for the floor and office
A good fit
Pilotbin is right for you if…
- You buy raw materials and use them up on custom jobs
- You have 1 to 30 people touching stock
- You've run out of something mid-job in the last few months
- Your current system is a spreadsheet, a whiteboard or memory
Probably not
Look elsewhere if…
- You mainly resell finished goods at a till (your POS handles stock)
- You need barcode warehouse picking or multi-warehouse transfers
- You need full accounting or purchase-order software
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
FAQ
Frequently asked questions
Can't find your answer? Contact us and we'll reply within one business day.
Getting started
What is Pilotbin?
Pilotbin is inventory software for small businesses that make products to order, like print and sign shops, embroidery studios, bakeries and workshops. You track the materials you use up on each job, see what is running low, and reorder before you run out.
Who is Pilotbin for?
Shops with roughly 1 to 30 people that buy raw materials and use them up to fill customer orders. If you sell finished goods over a counter, a point-of-sale system probably already tracks your stock. Pilotbin is for the materials behind the work: vinyl, substrates, ink, thread, blanks, flour, lumber.
When can I start using it?
Pilotbin opens to the public in January 2027. People on the waitlist get access first, in small groups, before the public launch.
Does it work on my phone?
Yes. Pilotbin was designed for phones first, because most stock updates happen on the shop floor. It also works in any browser on a tablet or computer.
How long does setup take?
Most shops add their first 20 to 30 materials in an afternoon. Each item needs a name, a unit and a quantity. Photos, locations, order links and custom fields are optional.
Plans and billing
Is there a free trial?
Yes. Every new company starts with a free trial and no credit card is needed. The free trial includes up to 500 items and 10 team members.
What happens when the trial ends?
Your data stays. You can still view everything, and Excel export (coming soon, before launch) will work then too, but you need a plan to keep updating stock.
How is Pilotbin priced?
Planned pricing: there are three plans, priced per company: Starter at $29/month for up to 200 unique items, Ultra at $49/month for up to 500 unique items, and Premium at $79/month for up to 2,000 unique items. Paying yearly would save about two months. Prices may change before launch.
What support do I get?
Every plan gets email support. Planned: priority email support on Ultra, and priority email and Zoom call support on Premium.
What does Premium add?
Planned for Premium: support for third-party barcode scanners, low-stock alerts by SMS text message, priority email support and Zoom call support, plus 2 years of activity history and the highest item limit.
What happens if I reach my item limit?
You can keep using every item you already have. To add more, move up to the next plan.
Can I change plans later?
Yes. Move up or down as your team changes.
Using Pilotbin
How do I record materials used on a job?
Open the item, tap Update and change the quantity. Lower means used, higher means added. You can add a short note, like the job name.
How do low-stock alerts work?
Set a low-stock level on any item. When stock drops to that level, anyone can report it. If nobody has ordered it yet, the person who reported it can send a follow-up reminder.
Can my team see when something has been ordered?
Yes. When a manager marks an item as ordered with an arrival date, everyone sees it, so nobody orders it twice or keeps asking.
What can employees do?
There are two roles: managers and employees. Managers decide what employees can do for the whole company: add items, edit item details, set low-stock levels, add custom fields and receive deliveries.
Can I track material costs?
Yes. Add an optional unit cost to any item. Managers see each item's usage and unit cost. Monthly cost totals are coming soon. Employees only see costs if a manager allows it.
Which units can I use?
Common units like pieces, sheets, rolls, feet, metres, litres and kilograms, or type your own.
Data and security
Where is my data stored?
On Google Cloud servers in Toronto, Canada.
Can I export my data?
Excel export (coming soon, before launch). Managers will be able to export inventory at any time, including after a trial ends.
Who can see the stock history?
Everyone in your company can see the full history of each item: who changed what, and when.
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
Contact
Talk to us.
Questions about Pilotbin, early access, or whether it fits your shop. A real person replies within one business day.
hello@pilotbin.com
Based in
Toronto, Ontario, Canada
Looking for answers?
Most questions are covered in the FAQ.
About
Built by someone who has run out of vinyl mid-job.
Pilotbin started on a production floor, not in a boardroom.
Small production shops run on materials. A sign shop goes through rolls of vinyl and stacks of substrate. A bakery goes through sacks of flour. An embroidery studio goes through cones of thread. Every job uses a little, and nobody writes it down.
Most inventory software is built for stores that sell finished products over a counter, or for warehouses with pickers and barcode guns. Neither fits a ten-person shop where the person running the printer is also the person who notices the ink is low.
Pilotbin is built for that shop. It's phone-first because that's where the work happens. It has one button for stock changes because nobody has time for forms. And it makes reordering a team effort, so the person who spots the problem and the person who places the order are always looking at the same thing.
What we believe
- Simple beats complete. If your team won't use it, it doesn't matter what it can do.
- Your data is yours. Excel export (coming soon, before launch) will work even if you stop paying.
- Small businesses deserve software that respects their time and their budget.
Where we are
Pilotbin is based in Toronto, Canada, and opens to the public in January 2027. Customer data is stored in Canada.
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
Early access
Get Pilotbin before everyone else.
We're opening Pilotbin to small groups of shops before the public launch in January 2027. Leave your email and we'll let you know when it's your turn.
50%off
Founding offer: half price for your first year
At launch, the first 10 companies to subscribe get 50% off any plan for 12
months.
- At launch, the first 10 companies to subscribe get 50% off any plan for 12 months
- Early access before the public launch
- Help shape what we build next
- A few emails: early access and launch. No spam.
TodayNorthside Print Co.
2 things need youOrder white vinyl · Confirm black ink count
Gloss white vinyl, 54″
Rack B · Rolls
Low stock
38ft left
Coroplast 4mm, 4×8
Back room · Sheets
Ordered · arrives Nov 14
6sheets
Eco-solvent ink, black
Printer room · Cartridges
In stock
4440 ml
−38 → 26 ft+
Used 12 ft · Note: Lakeview banner job
Compare
Pilotbin vs spreadsheets
A spreadsheet is a great place to start. Here's where it starts to hurt, and what changes when you switch.
| Spreadsheet | Pilotbin | |
|---|---|---|
| Updating from the shop floor | Hard on a phone, easy to break a formula | One Update button made for phones |
| Low-stock warnings | Only if someone opens the file | Flagged on the to-do list, with follow-ups |
| Knowing if it's been ordered | Ask around | Ordered status and arrival date for everyone |
| Who changed what | Version history, hard to read | Clear history per item with names and notes |
| Material cost per month (coming soon) | Build it yourself | Automatic once you add unit costs |
| Permissions | Whole file or nothing | Manager and employee roles with switches |
| Getting your data out | It's already a file | Excel export (coming soon, before launch) |
Moving from a spreadsheet
Start with the 20 or 30 materials that hurt most when they run out. Add each with its unit, current quantity and a low-stock level. Your team can start logging usage the same day.
Public launch · January 2027
Stop finding out you're out of vinyl when the job is already on the table.
Join the waitlist and get access before the public launch.
Privacy policy
Last updated 2026-11-04.
Template only. Have this reviewed by a lawyer before launch.
What we collect
- Waitlist: your email address, and your answer to "What kind of shop is it, and what's hardest to track?" if you give one (it's optional).
- Contact form: your name, email, business name (optional), the topic you pick and your message.
- With either form: which page you sent it from, when, and the consent wording shown under the form, so we have a record of what you agreed to.
- Account: your name, email and the inventory data your company enters.
Limiting abuse
To stop automated sign-ups, we count how many forms each internet address sends per hour. We never store or log the address itself: it is turned into a salted hash with a secret key, so it can't be read back, and the count is deleted automatically about a day after the hour it covers.
Google reCAPTCHA and App Check
When you send a form, this site uses Firebase App Check with Google reCAPTCHA Enterprise to check that the request comes from a real browser on this site. To do that, Google receives information about your browser and device, and may set its own cookies, under the Google Privacy Policy and Terms of Service. Until you send a form, the site loads nothing from Google or anyone else: its fonts are served from this site, and it sets no cookies of its own and uses no analytics.
How we use it
To run Pilotbin, reply to you, send the early-access and launch emails you asked for, and improve the service. We do not sell your personal information.
Where it's stored
Waitlist entries, contact messages and account data are stored on Google Cloud in Toronto, Canada. Some service providers we rely on, such as email and payment processors, may process data in other countries.
How long we keep it
- Waitlist: until you unsubscribe or ask us to delete it. The record of your consent is kept with it, for as long as we email you.
- Contact messages: 12 months, then deleted automatically.
- Abuse-limiting counts: about a day after the hour they cover.
Your choices
You can unsubscribe from emails at any time, ask us to delete your waitlist entry or messages, export your company's data (once Excel export arrives, before launch), or ask us to delete your account, by emailing hello@pilotbin.com.
Contact
Questions about privacy: hello@pilotbin.com.
Terms of service
Last updated 2026-11-03.
Template only. Have this reviewed by a lawyer before launch.
Using Pilotbin
You need to provide accurate account information and keep your login secure. You're responsible for what happens under your company's account.
Trials and plans
New companies get a free trial with no credit card. After the trial, you can view your data (and export it, once Excel export arrives before launch), but updating it requires a paid plan. Once billing starts, plans will renew automatically until cancelled.
Your data
You own the data you put into Pilotbin. Managers will be able to export it at any time once Excel export arrives, before launch, and can delete the company and its data.
Acceptable use
Don't misuse the service, try to access other companies' data, or use Pilotbin for anything illegal.
Changes
We may update these terms. We'll tell you about important changes by email or in the app.
Governing law
These terms are governed by the laws of Ontario, Canada.
Contact
hello@pilotbin.com