Everything you can do in Pinventory

Add & bring in games

• Add a pinball machine
• Add an arcade cabinet
  Pro
• Add an amusement machine
  Pro
• Add a change machine for a token location
  Operator
• Add a game from the catalog or your wishlist
• Name the edition you want on a wishlist entry
• Import machines from a spreadsheet
• Import your whole Pinside collection
• Import Stern audits across the fleet
  Operator

Identity & condition

• Edit serial, purchase price and acquisition date
• Give it an asset ID
  Operator
• Pick the exact edition (Pro, Premium, LE…)
• Set a condition grade
• Change the machine's status
• Add co-owners with ownership % and amount paid
• Upload a cover photo (amusement games)
• Keep free-form notes

Pricing & play

• Set price per play — cash, tokens or free play
  Operator
• Add price → credits tiers
  Operator
• Edit or clear pricing
  Operator
• Apply one price to many machines at once
  Operator

Settings & backups

• Record machine settings / adjustments
• View the factory settings reference
• Back up a Stern game (.SPB)
• Back up a Jersey Jack game
• Download a saved backup to restore on the game
• Delete a saved backup

Audits, plays & meters

• Record a meter / audit reading
• Pick metrics from the game's audit catalog or add custom ones
• Import JJP audits
• Chart plays over time for one game
• Delete a reading

Money on a machine

• Log a cash collection
  Operator
• Edit or delete a collection
  Operator
• See what a game should have at collection, from its audit readings and your play pricing
  Operator
  Pro
• See payback %, payoff date and total return
  Operator
• See an estimated market value
• Set your own value that overrides the estimate

Mods

• Add a mod with cost, source and dates
• Install a mod straight from parts inventory
• Edit or delete a mod
• Copy a mod to several machines at once

Documents & links

• Download the game's manual
• Open resources — Pinside, IPDB, OPDB, Kineticist
• Attach files — contracts, receipts, PDFs
• Track amusement licenses & decals
  Operator
• Get AI-suggested licenses for a machine's town
  Operator

Print, QR & export

• Print an Asset Card
• Print a Public Card
  Operator
• Download a machine's QR as SVG or PNG
• Export a full machine history report — PDF or CSV

Move, sell & trade

• Move a machine between locations
  Operator
• List a machine for sale with an asking price
• Mark a machine sold — price, date, buyer
• Trade a game away and take one in, with cash either way
• Take in more than one game on the same deal
• Name who you traded with
• See the whole deal from either side of it
• Remove a for-sale listing
• Delete a machine for good

Find & organize the fleet

• Search by name, maker, edition or location
• Filter by status, "for sale" or owner
• Filter to unassigned machines, or to games out on rental
  Operator
• Sort by newest, most played or highest value
• Bulk-print cards for the filtered fleet
• View fleet history — every buy and sell
• See every license — company, venue and machine
  Operator
• Track the licenses your company operates under
  Operator
• Renew a license into its next term in one click
  Operator

Rent a game out

• Book a game to a customer for a date range
  Operator
  Pro
• Charge a flat, daily, weekly or monthly rate
  Operator
  Pro
• See what is out now and what is overdue
  Operator
  Pro
• Get a heads-up before a rented game is due back
  Operator
  Pro
• See every rental on a month calendar
  Operator
  Pro
• Share a public page of what you rent and when it is free
  Operator
  Pro
• Mark the games you rent out, and see which are free today
  Operator
  Pro
• Record what the renter paid, and what they still owe
  Operator
  Pro
• Email the renter a booking confirmation, in your own words and language
  Operator
  Pro
• Remind the renter before the game is due back
  Operator
  Pro
• Note the delivery address for a drop-off
  Operator
  Pro
• Mark a game returned when it comes back
  Operator
  Pro
• Rental income flows into reports and your accounting push
  Operator
  Pro

Coin, bill & card gear

• Track a bill validator, coin mech or card system
  Operator
• Record make, model, serial and what it cost
  Operator
• Keep a warranty date and see what is still covered
  Operator
• Mark a unit active, down or retired
  Operator
• Move a unit to another game, or pull it off the floor
  Operator
• Note the service history on the unit itself
  Operator
• Working units count toward what your fleet is worth
  Operator

Set up a venue

• Add a location with address and hours
• Set open/close times per day (copy Monday to all)
• Upload a venue logo
• Group a venue's machines into sections
• Keep venue notes
• See all your venues on a live map

Revenue model & payouts

• Choose a revenue model: per-play split, tokens, or free-play / door
• Set the operator / venue split %
• Set a payout frequency — weekly, biweekly, monthly
• Collect the whole venue on one sheet
• Count a collection by denomination: coins, 1s, 5s (an option you turn on in Settings)
• Collect a game after it moved out of a location
• Record the payout on the Collect sheet, in the same save
• Record door revenue for a free-play venue
• Collect a token location: cash and token counters from the change machine, tokens from each game
• Compare tokens out with tokens counted, per game and over time
• Record a payout — settle a period or a custom amount
• Pick a payment method and add a reference
• Preview & email a branded payout PDF statement
• Send that statement to up to five venue contacts
• Write off or settle a remaining balance
• Export a venue's revenue to CSV
• Turn on payout tracking

People & paperwork

• Add or link a contact and mark a primary
• Attach files — contracts, agreements
• Track amusement licenses, with AI suggestions

Close-out

• Close a venue and re-home its machines
• Read a per-venue activity feed

• Add a contact — a person or a business
• Record email, phone and notes
• Save a Pinside, Facebook, Instagram or Discord handle
• Import a contact from your phone (mobile)
• See where a contact is used — seller, buyer, co-owner, venue
• Edit or delete a contact (history is kept)

Members and dues

• Keep a member roster for a club or museum
  Operator
• Make any contact a member, with a member number and join date
  Operator
• Set up membership plans — price and term
  Operator
• Record dues and the dates they pay for
  Operator
• See who is active, due soon or lapsed
  Operator
• Cancel or reinstate a membership
  Operator
• Let the front desk check a member's status, without seeing dues
  Operator
• Dues flow into reports and your accounting push
  Operator
  Pro

Invoice a customer

• Bill a contact for a repair, parts or other work
  Operator
  Pro
• Add lines with a quantity and a unit price
  Operator
  Pro
• Number invoices automatically, or carry on your own sequence
  Operator
  Pro
• Preview and print a branded PDF invoice
  Operator
  Pro
• Email the invoice to up to five addresses
  Operator
  Pro
• Mark an invoice paid, and see what is overdue
  Operator
  Pro
• Paid invoices flow into reports and your accounting push
  Operator
  Pro

Track stock

• Add a part by hand or from the global catalog
• Set unit cost, bin, quantity and a "reorder at" level
• Receive stock — qty, cost, date, vendor
• Add freight and tax so stock carries its landed cost
• See two values per part — invested (FIFO) and replacement
• Get low-stock alerts

Cross-reference & source

• Add several manufacturer part numbers per part
• Add "where to buy" vendor links
• Auto-fill a part by pasting a Marco product link
• Link a part to its catalog entry

Search the catalog

• Search the global parts catalog by name, number or game
• Filter by category — bulb, coil, rubber…
• See which games use a part
• Browse a single game's parts list

Payment devices

• Track bill validators, card systems and coin mechs
  Operator
• Record maker, model, serial, price and warranty
  Operator
• Assign a unit to a game, or keep it on the shelf as a spare
  Operator
• Move a unit between games in one step
  Operator
• Mark a unit down or retired
  Operator
• Count device value in your reports
  Operator

Labels & bulk

• Print part label cards — one or a cut-out sheet
• Show a part's QR code
• See a part's full usage & receipt history
• Import parts from a spreadsheet

Reorder list

• Queue a part or an ad-hoc item to reorder
• Add every low-stock part in one click
• Group the list by vendor with subtotals
• Open one-click Buy or Find links

Purchase orders

• Create an order from a vendor's reorder group
• Add shipping and tax to an order
• Receive line by line — shorts return to the list
• Cancel an order (kept in history)

Email-to-order

• Forward a vendor confirmation to auto-draft an order
• Read a PDF invoice attached to the email
• Match each line to your parts, then confirm
• Create a new part from a line that matched nothing
• Copy or regenerate your ordering address

Log work

• Log maintenance — type, date, who did it, photo
• Itemize parts and labor (pulls from inventory)
• Start a log from a saved routine
• Apply one log to several machines
• Delete a maintenance log entry

Routines & tasks

• Build a reusable routine — a bundle of tasks and parts
• Build reusable tasks with default hours and rate

Reminders

• Set a reminder by date, with an optional repeat
• Set a reminder by usage — "after N more plays"
• Mark a reminder done — it re-arms or closes
• Attach a routine and assign a teammate to a reminder
• Apply a reminder to many machines
• Battery reminders track themselves — flag NVRAM to silence

Issues

• Report an issue — category, description, photo
• Assign an issue to a teammate — they get email + push
  Operator
• Resolve an issue (creates a linked repair log)
• Reopen a resolved issue
• Hide resolved issues, or show them again

Set the lens

• Pick a period — presets or a custom date range
• Filter by location or machine
  Operator

Revenue

• See gross, splits, your share, net and gain/loss
  Operator
• See payback %, payoff ETA and total return
  Operator
• See payouts paid vs outstanding
  Operator
• Chart revenue vs cost and revenue by location
  Operator
• Break revenue down by game type or maker
  Operator
  Pro
• Export location & machine performance to CSV
  Operator

Value & valuation

• See point-in-time value — purchase, with mods, net of upkeep
• See a market-value estimate
• Chart value over time
• Read an insurance valuation (three bases)
• Filter by co-owner and see value by owner

Expenses & P&L

• Add, edit and filter business expenses (with mileage)
  Operator
  Pro
• Record a refund against an expense category
  Operator
  Pro
• Read a net profit & loss waterfall
  Operator
  Pro
• Spread a prepaid cost across the months it covers
  Operator
  Pro
• Read a cash statement beside the accrual P&L
  Operator
  Pro
• See operating expenses by category and net by location
  Operator
  Pro

Play & performance

• See plays, average play/ball time and leaderboards
• Rank machines by earnings efficiency, with fix-it tips
  Operator
  Pro
• See what share of a location's open hours each game is in play
  Operator
  Pro
• Attribute labor hours and cost by person and game
  Operator
  Pro

Inventory

• See inventory value, low stock and parts spend
• Export any report to CSV

• Let customers scan a machine's QR to report a problem
• Auto-brand the report page with your name and logo
• Show it in the customer's own language
• Pin a note to a game's report page, like "We know the left ramp is out"
• Route every report into Issues and notify the team
• Email the reporter when their issue is fixed
• Turn the email offer off if you would rather not send it
• Print a Public Card so players can find the QR
• Choose which settings (if any) show on a public card

Pinside

• Connect and import your collection & wishlist
• Import flags the games you already own, so nothing doubles up
• Keep it in sync both ways — adds, edits, sales
• Let Pinside market prices feed your fleet value

Pinball Map

• Connect your pinballmap.com account
  Operator
• Push venues & games to the public map
  Operator

Accounting

• Connect QuickBooks Online or Xero
  Operator
  Pro
• Push revenue, payouts, expenses and maintenance as journal entries
  Operator
  Pro
• Scope a batch by period, location and record type
  Operator
  Pro
• Preview the entry before anything posts
  Operator
  Pro
• Tag each entry with the venue it came from
  Operator
  Pro

Chat & orders

• Get shop-wide alerts in Slack & Discord
  Operator
• Turn vendor emails into orders (email-to-order)
  Operator

Developers

• Create an API token and read the docs
• Read your fleet, locations, parts, maintenance, issues, audits and revenue over REST
• Let a trusted integration add machines, locations, issues, maintenance, collections and audit readings

Team

• Invite teammates by email with a role
  Operator
• Change roles or remove people
  Operator
• Limit a member to the venues they actually work
  Operator
• Cancel a pending invite
  Operator
• See the permission matrix
  Operator

Your plan

• Upgrade to Pro or cancel (access runs to period end)
  Pro

Profile & look

• Upload your business logo
• Edit business info and contact details
• Switch theme — system, light or dark

Region & alerts

• Set your region/currency and date format
• Turn each alert type on or off; set a license lead time
• Catch up on every alert in the in-app hub (the bell)
• See your unread count on the app icon (iOS)
• Choose which vendors show in your dropdowns
  Operator

Security

• Change your password
• Turn on two-factor authentication
  Pro

• Export everything — 46 CSV tables
• Download all your files as a foldered .zip
• Export any single report to CSV
• Export a machine's full history — PDF or CSV
• Delete your account and all its data

• See fleet size, value and what needs attention at a glance
• Jump to open issues, overdue batteries and expiring licenses
• Get warned before your operator license lapses
  Operator
• See issues assigned to you
  Operator
• Read a recent-activity feed of everything that happened
• Get onboarding tips and a guided tour
• Follow step-by-step guides for nine core workflows