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
• Related Reports and Visibility
• Frequently Asked Questions (FAQ)

Feature Overview

Pick List Statuses

• Draft: Being created and not finalized. Items are still being added or edited.
• In Progress: Ready for picking.
• 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 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.

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

Export the list for printing or offline reference.

 

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.
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
   • 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. 
8. Once you fully pick all items, click Complete Pick. This will move the status from In Progress to Complete
9. Click Export to export to a PDF so the user knows what items to pick
10. A PDF will be generated with the items along with relevant information such as Item Name, Location, Quantity, and any QR or Barcodes associated
11. 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. Create on Mobile

1. To begin, navigate to Menu>Pick Lists
2. View Current Pick Lists and click New Pick List
3. Name your Pick List. This can be edited later.
4. Click on Add Items, adjust the quantity to add and then click Done 
5. Click Done again at the top, and your Pick List is now in a Draft status.
6. Click the three dots at the top right and then Edit to add Item Outcome, Assignee, Due Date, Address, and Notes (optional) 
7. Click Ready to Pick at the bottom right to begin the picking process.
8. When the assignee is ready, they can click on Pick next to each item to complete the pick list. 
9. Finally, click Complete, and the Pick List status will now show as Complete.

 

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

 

❓ Frequently Asked Questions (FAQ)

General Pick List FAQs

Who can use this feature?
Admins, Owners, and Team Members can use this feature. However, Team Members can only add items to Pick Lists for which they have view permissions.

 

Who receives Pick List notifications?
Email notifications are sent based on Pick List assignments:

• If assigned to a specific user: only that user gets an email.
• If assigned to Everyone: only the creator gets an email.
• Users who are not assigned and did not create the Pick List will not receive notifications.
  
  

Sortly currently does not support notifying all account members when a Pick List is created, updated, or assigned.

 

How do I add an item to a Pick List?

• To add a single item: Go to the item card, tap “Add To”, then select “Add to Pick List”, enter quantity and unit rate, then tap “Next.”
• For bulk additions: Select multiple items from the list view and follow the same steps.
  
  

How do I select a Pick List to add items to?
After tapping “Next”, a list of available Pick Lists appears (Draft, Ready for Pick, or In Progress). Select one using the radio button. The “Add” button will activate once a Pick List is selected.

 

Can I search for a specific Pick List?
Yes. Use the search bar. If there are no results, a prompt will suggest creating a new Pick List.

 

What if I want to create a new Pick List?
Tap “Create New”, enter a valid, unique Pick List number, then tap “Add to New Pick List.” The list is created in Draft status with the selected item(s).

 

What happens after I add an item to a Pick List?
You’ll see a success message and a link to view the Pick List directly.

 

What if the Pick List becomes unavailable during the process?
If the Pick List is locked or deleted mid-process, an error message appears, and the process exits. You’ll need to restart.

 

How do I exit the flow without making changes?
Tap the “x” icon at any point to exit.

 

What happens if a user with restricted access tries to clone a Pick List?
Only items the user has access to will be cloned. For example, items in Folder X (inaccessible) won’t be copied, but those in Folder Y (accessible) will be.

 

Can I search for items to add to my Pick List by scanning?
Yes. Tap the barcode icon in the search bar, scan the barcode/QR code, and select the matching item from the dropdown.

 

Can multiple people work on the same Pick List?
Yes. Multiple users can collaborate on a single Pick List.

 

Can I track the status of a Pick List in progress?
Yes. You’ll receive email updates as items are picked, and you'll know when the Pick List is completed.

 

What happens if an item on the Pick List is out of stock?
It can still be added, but during picking, only the available quantity can be picked.

 

How can I view the Transaction History for Picked Items?

1. Go to Reports > Transactions tab.
2. Filter by date range.
3. Look for "Picked" in the Transaction Type column.

 

Invoice to Pick List FAQs

What is the Invoice to Pick List feature?
It allows you to create a Pick List by cloning line items from an Invoice—reducing manual entry and prep time.

 

Who can use this feature?
Available to Owners and Admins on Premium Plan and above.
Other roles may view Pick Lists they have access to but cannot create them from Invoices.

 

What data is copied from the Invoice to the Pick List?

• Item name
• Quantity per line item
  If items appear multiple times on the invoice, they will be duplicated accordingly.
  
  

Are Invoices and Pick Lists connected after the copy?
No. They are not linked. Changes to one do not affect the other.

 

Can I create a Pick List from any Invoice?
Yes, as long as items are saved, and regardless of Invoice status (Draft, Sent, etc.).

 

What happens when I create a Pick List from an Invoice?

• A Draft Pick List is created.
• You get a confirmation with a link to it.
• You can repeat this for new versions.
  
  

Will deleted items from the Invoice be copied?
No. Only saved, visible items are copied.

 

Can other users access the created Pick List?
Yes, if their role normally allows them to view Pick Lists.

 

 

Cloning Pick List FAQs

Can I clone a Pick List?
Yes. Any user can clone Pick Lists to save time. Items, quantities, and basic details like ship-to address and notes are copied.

 

Which roles can clone Pick Lists?
All user roles can use this feature.

 

Are any fields excluded from cloning?
Yes. Fields like assignees, due date, and item outcomes are not copied to the cloned Pick List.

 

Can I clone Pick Lists that are finalized?
Yes. Pick Lists can be cloned from any status. The new list will be created in Draft status.

 

Learn More

Want to see Pick Lists in action? Watch this!