---
title: Pick Lists
description: Create Pick Lists manually or from an Invoice, add items in bulk, scan to pick on mobile, and track picks in reports. For Ultra, Premium, and Enterprise.
---
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# Pick Lists
Make sure the right items are gathered for jobs, shipments, and transfers by using Pick Lists. You can build one by hand or create one from an existing Invoice, so you don't have to enter the items again. This article walks you through how Pick Lists work, who can use them, how to create, clone, and export them, how to add many items at once, how to pick on mobile, and how to report on picks.
Ultra
Premium
Enterprise
In this article
1. [How Pick Lists work](https://help.sortly.com/pick-lists#how-it-works)
2. [Who can use Pick Lists](https://help.sortly.com/pick-lists#permissions)
3. [Create a Pick List manually](https://help.sortly.com/pick-lists#create-manually)
4. [Create a Pick List from an Invoice](https://help.sortly.com/pick-lists#create-from-invoice)
5. [Clone a Pick List](https://help.sortly.com/pick-lists#clone)
6. [Add multiple items at once](https://help.sortly.com/pick-lists#bulk-add)
7. [Mobile workflow](https://help.sortly.com/pick-lists#mobile)
8. [Scan to Pick](https://help.sortly.com/pick-lists#scan-to-pick)
9. [Reporting on a Pick List](https://help.sortly.com/pick-lists#reports)
10. [Frequently asked questions](https://help.sortly.com/pick-lists#faq)
### How Pick Lists work
#### Statuses
Every Pick List moves through these statuses:
- Draft: still being put together.
- Ready to Pick: ready for your team to start.
- In Progress: currently being picked.
- Partially Complete: some items picked, inventory updated.
- Complete: everything picked, inventory fully updated.
#### Assigning a Pick List
Use the Assign To dropdown to assign the list to yourself, to everyone, or to one specific person.
#### Choosing an item outcome
Under Item Outcome when Picked, select Choose Outcome to decide what happens to an item once it is picked.
Move to Folder moves the picked quantity to a folder you choose. Pick 7 of 10, and 7 move over while 3 remain.
Decrease Quantity subtracts the picked amount from inventory instead. Pick 7 of 10, and 3 remain.
#### Adding items
Search and add items one at a time, use Bulk Add Items, or add them from Advanced Search or a folder.
#### Address and notes
Add a ship-to address and any internal notes for your team. Select Select Address to choose a saved address.
#### Exporting a Pick List
Open the Pick List, select the three-dot menu, then select Export. Choose the fields to include and export. You get a PDF that is ready to print.
---
### Who can use Pick Lists
Role
What they can do
Owner / Admin
Can see, create, edit, assign, or delete any Pick List.
Team Member
Can create Pick Lists, and edit any list they created or are assigned to.
Custom Role (Premium & Enterprise)
Can create Pick Lists and add items to any list they have view access to.
Limited Access Seat (Enterprise only)
Can create Pick Lists and work on any list they're assigned to.
---
### Create a Pick List manually
1
Go to Workflows \> Pick Lists, then select New Pick List.
2
Add a title, notes, and items, choosing quantities and folders as needed.
3
Select Save, then select Ready to Pick when your team is ready to begin.
4
Pick the items, partially or fully, by selecting Pick on each one. The status changes to In Progress.
5
Select Complete Pick once everything is picked. The status changes to Complete.
⚠️ Selecting Complete Pick before everything is picked permanently skips the remaining items. Make sure picking is finished first.
Select Export at any point to generate a PDF so your team knows exactly what to grab. Back on the Pick Lists tab, use the filter icon to filter by status.
---
### Create a Pick List from an Invoice
1
Open the Invoice you want to use, select the three-dot menu, then select Create Pick List.
2
A confirmation message appears with a link to the new Pick List, created in Draft status.
3
Repeat this at any time to create a new Pick List with the latest Invoice data.
💡 Once you create a Pick List from an Invoice, the two are no longer connected. Edits to one won't carry over to the other.
---
### Clone a Pick List
1
Go to Workflows \> Pick Lists and open the list you want to copy.
2
Select the three-dot menu, then select Clone.
3
The copy opens in Draft status with items, quantities, ship-to address, and notes carried over.
---
### Add multiple items at once
Need to add many items at once? Use Bulk Add Items on the Pick List page, or start from a folder or Advanced Search. All three work on web.
#### Bulk Add Items
1
On the Pick List page, select Bulk Add Items instead of searching.
2
Select the items you want and set a quantity for each.
3
Select Add to Pick List.
#### Advanced Search or a folder
1
Apply filters in Advanced Search, or open the folder you want.
2
Select the items you want to add.
3
In the bar at the top, select the three-dot menu, then select Add to... \> Pick List.
4
Choose a quantity for each item, then select Next.
5
Add the items to a new or existing Pick List and confirm.
---
### Mobile workflow
#### Create and pick
1
Tap Workflows \> Pick Lists, then tap the + icon.
2
Name the list and tap Add Items. You can search by typing, by voice, or by scanning.
3
Tap Done. The list appears as a Draft.
4
Open the list and tap Ready to Pick to begin. Picking any item changes the status to In Progress.
5
Once everything is picked, tap Complete Pick.
⚠️ Tapping Complete Pick before everything is picked permanently skips the remaining items. Make sure picking is finished first.
#### Export and manage on mobile
Tap the three-dot menu on a Pick List and select Export to PDF. The file opens in your device's PDF viewer and is also sent to your email, with the item name, location, quantity, and any QR codes or barcodes included. Back on the Pick Lists tab, use the filter icon to filter by status or sort your lists.
---
### Scan to Pick
Prefer not to search for each item? Scan a linked QR code or barcode to find and pick items on mobile.
#### Set up Scan to Pick
1
Open a Pick List and tap the gear icon.
2
Tap Scan to Pick, select it, and save.
#### Pick by scanning
1
Tap the barcode icon and scan an item's barcode.
2
Pick the quantity manually, or keep scanning to add one to the quantity each time.
3
Tap Confirm & Pick Next to move to the next item.
4
Tap Complete when you're done.
---
### Reporting on a Pick List
Open the Transactions report and filter by Transaction Type: Moved (Picked) or Update Quantity (Picked). Notes read "Item picked as per Pick List #PL-000011," so you can see when a list was created, who created it, and what changed.
---
### Frequently Asked Questions
Is there an extra cost, and how many items can I add?
No extra cost on Ultra, Premium, or Enterprise. Pick Lists aren't available on Free or Advanced. Each list can hold up to 100 items.
Who gets notified about a Pick List?
Only the assigned user, or the creator if it's assigned to Everyone. We don't currently notify the entire account.
Can multiple people work on the same list, and can I delete one?
Yes to both. Multiple users can collaborate on a list at the same time, and Owners can delete a Pick List in any status.
What if an item is out of stock, or the list becomes unavailable mid-pick?
An out-of-stock item can still be added, but you'll only be able to pick up to what's available. If a list is locked or deleted while someone is working in it, they'll see an error and need to restart.
How do I view transaction history for picked items?
Go to Reports \> Transactions, filter by date range, and look for Picked in the Transaction Type column.
What gets copied when I clone a Pick List?
Items, quantities, ship-to address, and notes. Assignees, due dates, and item outcomes aren't copied. Any role can clone a list, from any status, and the copy always starts as Draft.
What if some items are in folders I can't access?
Only items in folders you can access are copied. Restricted items are left off the clone.
Who can create a Pick List from an Invoice, and what gets copied?
Owners and Admins on Ultra, Premium, and Enterprise. Item name and quantity per line item carry over, duplicated if an item repeats on the Invoice. Deleted or hidden Invoice items are skipped.
Are the Invoice and Pick List linked, and does the Invoice need to be sent first?
No to both. They're separate once created, so changes to one won't affect the other, and you can create a Pick List from an Invoice in any status, including Draft.
Is Scan to Pick available on web, and does scanning update inventory?
Scan to Pick itself is mobile-only, though Pick Lists sync across web and mobile in real time either way. Scanning updates the picked quantity on the list, not your inventory, which updates once the pick is completed.
Who can pick versus finalize, and what if I scan the wrong item?
Owners, Admins, Creators, Custom Roles, and Limited Access users can all pick items. Only Owners, Admins, and Creators can finalize quantities. Scanning an item that's not on the list shows a notification and changes nothing. You can add it and continue.
What if an item on the list has been moved or deleted?
It is flagged clearly. You can skip it, remove it from the list, or restore access. Picking continues normally for everything else.
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