Create a Pick List in Sortly to quickly gather and prepare inventory for jobs, shipments, or internal transfers. Now with the Invoice to Pick List feature, you can also generate Pick Lists directly from existing Invoices—saving time and minimizing manual entry.

Pick Lists are available to customers on Ultra, Premium, and Enterprise plans. Unfortunately, this feature is not available for Free or Advanced plan users.

• Feature Overview
• How to Use
• Mobile Workflow
• Scan to Pick
• Related Reports and Visibility
• FAQ

Feature Overview

Pick List Statuses

• Draft: Being created and not finalized. Items are still being added or edited.
• Ready to Pick: Ready for picking.
• In Progress: Currently being picked.
• Partially Complete: Some items picked; inventory has been updated.
• Complete: All items picked; inventory has been updated.

Choose Assignee

Click the dropdown in the Assign To section:

• Assign to Me: Assigned to you.
• Assign to Everyone: Shared with the full team.
• Select a specific user: Assigned to one individual

Choose Item Outcome

Move to Folder

Moves a specified quantity to a different folder once picked.
Example: If you pick 7 of 10, 7 move to the new folder and 3 remain.

The Folder path will show once chosen: 

Decrease Quantity

Automatically subtracts the picked amount from the inventory.
(Example: Pick 7 of 10 → remaining quantity = 3.)

The Decrease Quantity option will show once chosen: 

Select Items

1. Search and add items to the Pick List.
   • Items can be added through single item search or Bulk Add.

2. Add Items to your Pick List from the Item Card:

Address and Notes

Manually enter or select an address and add internal notes for your team about the Pick List.

Export Pick List

To export your Pick List for printing or offline reference:

1. Navigate to the Pick List to be exported
2. Click Export in the top right of the screen
3. Select the Fields & Custom Fields you would like included on the export
4. Click Export
5. The file will then be downloaded as PDF

How to Use

A. Create a Pick List Manually

1. Go to the Workflows>Pick Lists section in your Sortly account.
2. Click New Pick List.

3. Enter a title and any optional notes. 

   

4. Add items manually by selecting from your inventory and entering quantities.  You can also have the option to choose the Folder you would like to take the item from.

   

5. Save or update the Pick List status (Draft, Finalized, etc.).

6. Choose Ready to Pick to begin the process

   

7. Begin picking the items from the list to move it to In Progress 

   

• You can choose to partially pick or fully pick items

  

8. Once you have fully picked all items, click Complete Pick. This will move the status from In Progress to Complete 

   

   

9. NOTE: If you partially pick and choose Complete Pick, you will get the following confirmation which notes that you will not be able to pick the remaining items. Return to the pick list to complete the pick before clicking this option. 

10. Click Export to export to a PDF, so the user knows what items to pick 

    

11. A PDF will be generated with the items along with relevant information such as Item Name, Location, Quantity, and any QR or Barcodes associated.  You can also choose what Custom Fields to include in the export for the items.

    

12. Navigating back to the Pick List tab, you'll see any pick lists and their statuses. Click the Filter icon to filter by Status.  

    
     

B. Create a Pick List from an Invoice

1. Open the Invoice you want to use.

2. Click on Create Pick List from Invoice. 

   

3. A confirmation message will appear, including a link to the new Pick List. 

   

4. The Pick List is created in Draft status.
5. You can repeat this process as needed—each time, create a new Pick List with the latest data.

🔁 Pick Lists created from Invoices are not linked—future changes to either will not sync.

C. Clone a Pick List

1. Navigate to the Pick Lists section in your account. 

   

2. Choose a Pick List and then click the three dots and Clone: 

   

3. Once cloned, the pick list will be in draft mode with the following items populated: Items, quantities, Ship-to Addresses, and notes (if entered).
   

D. Add Multiple Items to a Pick List at Once

You can add many items to a Pick List simultaneously in several ways: From the Pick List creation page using Bulk Add Items, from a Folder or via Advanced Search.

Using Bulk Add Item

1. Instead of searching, click Bulk Add Items

2. Choose items and select Bulk Add to Pick List

Via Advanced Search

1. Navigate to Advanced Search and apply any needed filters to narrow down your items.

2. Click Apply Filters.

3. Use the bulk-select checkboxes to choose all the items you want to add. 

4. In the bulk-edit bar, click Add To → Pick List. 

   

5. Choose the quantity you want to pick for each item and click Next.

6. Select whether to create a New Pick List or add the items to an Existing Pick List. 

7. Confirm your choice, and the items are added. 

   

Via a Folder

1. Go to the desired Folder in your inventory.

2. Use the checkboxes to select multiple items.

3. From the bulk-edit bar, click Add To → Pick List.

4. Choose the quantity you want to pick for each item and click Next.

5. Select whether to create a New Pick List or add the items to an Existing Pick List. 

6. Confirm your choice, and the items are added. 

   

Mobile Workflow

Create a Pick List

1. In the Sortly mobile app, tap Workflows, then Pick Lists.

2. Tap the ➕ icon to create a new Pick List.

3. Enter a name for your Pick List.

4. Tap Add Items to begin adding items:

   • You can add items by manual search, voice search, or scan to search.

5. Once you’ve added all items, tap Done.

6. The Pick List will now appear as a Draft with the status Ready to Pick.  

Manually Pick from the Pick List

1. In the mobile app, tap Workflows, then Pick Lists.

2. Select the Pick List you'd like to pick from.

3. Tap Ready to Pick to begin.

Start picking items:

• Picking any item will move the status to In Progress.

• You may partially pick or fully pick items.

  Note:
  If you select Complete Pick before picking all items, you’ll receive a warning. Any remaining items will be skipped, and you won’t be able to return to them.
  To avoid this, make sure to finish picking all items before selecting Complete Pick.

  👉 If you pick the full quantity of an item and leave 0 in the original folder, you’ll see an option to complete the pick and remove the item from its original location:
  

4. Once all items have been picked, tap Complete Pick to change the status to Complete.

Scan to Pick

With Scan to Pick, you can quickly locate items in a Pick List by scanning a linked QR code or barcode, eliminating the need to manually search for products. 

To enable scan-to-increment quantity feature:

1. Navigate to your Pick List
2. Tap the gear icon in the top left corner
3. Tap Scan to Pick 
4. Toggle ON and tap Save

Once enabled, you can scan repeatedly to increase picked quantity by one per scan.

Start picking items:

1. In the mobile app, tap Workflows, then Pick Lists.

2. Select the Pick List you'd like to pick from.

    

3. Tap Ready to Pick to begin.

   

4. Tap the red Barcode icon on the bottom right of the screen.

5. Scan the item barcode you would like to start picking.

6. After scanning, the item appears at the bottom of the screen, where you can either pick quantities manually or continue scanning to increment the quantity automatically.

             

7. Once scanning is complete, tap Confirm & Pick Next.

   

8. Continue the above process until all items have been picked.

9. When all items have been picked, tap Complete.

Export the Pick List to PDF

1. Tap the three-dot menu at the top-right of the Pick List.

2. Select Export to PDF.

The PDF will:

• Open using your mobile device’s default PDF viewer

• Be sent to your email for easy sharing

It includes:

• Item Name

• Location

• Quantity

• Any associated QR codes or Barcodes

View and Manage Pick Lists

1. Return to the Pick Lists tab to view all your Pick Lists and their statuses.

2. Tap the Filter icon (top-right) to:

   • Filter by Status

   • Sort your Pick Lists
      

Related Reports and Visibility

To review the Pick List activity:

1. Navigate to the Transaction report and look for recent activity
2. The Transaction note will be similar to "Item picked as per Pick List #PL-000011"
3. Toggle on filters like Transaction Type: Moved (Picked) and Update Quantity (Picked)

You'll see:

• When Pick Lists were created
• Who created them
• What items were included or modified