Frequently Asked Questions

Instica is available on iPhone, iPad, and Mac (macOS) with native apps optimized for each platform. All three apps share a unified codebase, ensuring consistent features and seamless cross-device sync. The Starter plan ($7.99/month) supports one device—perfect if you primarily work from your phone or tablet. The Pro plan ($19.99/month) allows up to 5 devices with real-time synchronization across all of them. For example, you can scan barcodes on your iPhone while managing listings on your iPad, and everything stays in sync. Our web app is currently in development and will expand access to any browser-enabled device. If you're interested in the web app, join our waitlist through the contact form to receive launch notifications.

Instica supports UPC (Universal Product Code) and EAN (European Article Number) barcodes, which are the standard formats used on virtually all retail products worldwide. UPC-A (12 digits) is common in North America, while EAN-13 is used internationally. When you scan a barcode, Instica can automatically look up product information including titles, descriptions, and images from our integrated databases. Starter plan users have access to basic barcode scanning with manual data entry, while Pro users get unlimited scans with automatic product lookup, batch scanning capabilities, and the ability to create custom barcode labels for items that don't have existing codes. The camera-based scanner works in various lighting conditions and can read damaged or partially obscured barcodes. If you work with other barcode formats like ISBN, Code 39, or QR codes, contact us to discuss custom integration options for Enterprise plans.

Yes, we offer several import options depending on your current setup and plan tier. If you have your inventory in a spreadsheet (Excel, CSV, Google Sheets), we can help migrate it into Instica with proper field mapping. Common import scenarios include moving from generic spreadsheets, legacy inventory systems, or other marketplace tools. The import process typically involves: (1) exporting your data to CSV format, (2) mapping your columns to Instica fields (SKU, title, cost, quantity, etc.), and (3) uploading through our import tool or with support assistance. Pro users can import larger datasets and have access to bulk editing tools to clean up data after import. For complex migrations involving thousands of items, custom categories, or historical transaction data, Enterprise customers get dedicated onboarding support with guided migration. Contact our support team at support@instica.com with a sample of your data structure, and we'll provide a customized import plan within 1-2 business days.

Yes! New users receive a trial period when they first sign up for Instica, giving you full access to explore the features before committing to a paid plan. The trial length and features available vary by plan tier—check the current offer details on the signup page or in the iOS app. During the trial, you can upload items, test marketplace integrations, explore AI features (on Pro trial), and experience device sync if you install the app on multiple devices. Your data remains intact when you convert to a paid subscription, so you can continue working without interruption. No credit card is required to start the trial, and you'll receive reminder notifications before it expires so you can make an informed decision. If you need more time to evaluate Instica for your business, contact us—we're happy to extend trials for users with complex migration needs or seasonal businesses planning their inventory workflows.

Instica currently integrates with Discogs and eBay, two of the largest online marketplaces for collectors and resellers. Discogs specializes in music—vinyl records, CDs, cassettes, and merchandise—with a passionate community of millions of collectors worldwide. The Discogs integration pulls detailed release information, including artist, label, catalog number, and pressing variations, making it ideal for record sellers. eBay provides a broader marketplace for general merchandise, antiques, collectibles, and consumer goods across hundreds of categories. Both integrations support full listing creation, automatic price syncing, inventory updates when items sell, and order management. You authenticate each marketplace once through secure OAuth, and Instica maintains the connection automatically. More marketplace integrations (such as Etsy, Amazon, Poshmark, Mercari, and others) are on our roadmap—Pro users with beta access get early previews of new platforms as they roll out. If there's a specific marketplace critical to your business, contact us to vote for upcoming integrations or discuss custom Enterprise options.

Marketplace sync operates continuously in the background to keep your Instica inventory and marketplace listings in perfect alignment. Here's how it works: When you create a listing from an item in your Instica inventory, the app pushes the title, description, price, photos, and relevant metadata to the selected marketplace using their official APIs. Once listed, Instica polls for status updates every few minutes (the exact frequency depends on marketplace API limits). If someone purchases your item, the status changes from "listed" to "sold" in both Instica and the marketplace, and your inventory quantity decrements automatically. Price changes sync bidirectionally—if you update a price in Instica, it propagates to the marketplace listing, and vice versa if you edit directly on the marketplace. This two-way sync ensures your pricing strategy stays consistent across platforms. Photos added to your Instica item also upload to new listings. Pro users benefit from faster sync intervals and batch listing tools that let you push multiple items to marketplaces simultaneously. Sync requires an active internet connection, but Instica queues changes when offline and syncs when connectivity returns.

Absolutely! One of Instica's most powerful features is multi-marketplace listing from a single inventory item. For example, if you have a vinyl record in your inventory, you can list it to both Discogs (to reach music collectors) and eBay (for broader exposure) with separate pricing strategies for each platform. Instica tracks each marketplace listing independently—they appear as separate "listing records" connected to the same inventory item. If the item sells on one marketplace, you can manually mark the other listings as inactive, or use automatic cross-marketplace quantity management (available on Pro plans) to avoid overselling. Each marketplace listing can have unique descriptions tailored to that platform's audience, different pricing to account for marketplace fees, and customized photos. This multi-channel approach maximizes your selling opportunities without duplicating inventory management work. Pro users also get batch tools to push groups of similar items (like an entire album collection) to multiple marketplaces in one operation, saving hours compared to manual listing.

When an item sells on a marketplace, Instica automatically detects the sale through the marketplace API and updates your inventory accordingly. The listing status changes to "sold," the inventory item's quantity decrements by one (if you're tracking stock), and the sale is recorded with a timestamp and marketplace source. The item doesn't disappear from your inventory—it remains visible with "sold" status so you can reference it for record-keeping, profit calculations, tax reporting, and sales analytics. Pro users can view sales dashboards showing total revenue, profit margins by marketplace, and inventory turnover rates. If you're tracking cost basis, Instica calculates your profit automatically (sale price minus cost, minus marketplace fees if entered). You can export sold items to CSV for accounting software integration or bookkeeping. Sold items also help Instica's AI pricing insights feature learn what similar items sell for, improving future price recommendations. If a sale is canceled or refunded through the marketplace, Instica detects that change and restores the listing to active status (though manual verification is recommended for high-value items). All marketplace transaction IDs are stored for dispute resolution and order tracking.

The Starter plan ($7.99/month) is designed for casual sellers, hobbyists, or small collections with straightforward needs. It supports up to 100 inventory items, one device, basic barcode scanning, and up to 10 photos per item. You get core inventory management features like manual item creation, basic search, and marketplace listing capabilities. The Pro plan ($19.99/month) removes all limits and unlocks advanced tools for serious resellers and power users. Pro includes: unlimited inventory items and photos, up to 5 devices with cross-device sync, AI-powered auto-tagging that suggests categories and keywords, AI pricing insights based on marketplace data, sales dashboards with profit analytics, batch photo upload (add multiple images at once), background remover for professional product photos, bulk editing tools to update multiple items simultaneously, folders and collections for organization, priority support with faster response times, and early access to beta features. Pro is ideal if you're running a business, managing thousands of items, or need efficiency tools to save time. Both plans include marketplace integrations (Discogs and eBay), barcode scanning, search functionality, and the core inventory features. Enterprise plans are available for teams needing custom integrations, dedicated support, or specialized workflows—contact us to discuss pricing and features.

Starter plans allow up to 10 photos per inventory item, which is sufficient for most casual selling scenarios where you need a few angles of a product. Pro plans offer unlimited photos per item—perfect for high-value collectibles that require detailed documentation of condition, packaging, labels, and special features. Pro users also get the batch photo uploader, which lets you add multiple images in one operation instead of selecting them individually, saving significant time when photographing inventory. Additionally, Pro includes the background remover tool powered by AI—you can automatically remove backgrounds from product photos to create clean, professional images that perform better on marketplaces. Photos are stored in full resolution with automatic cloud backup, and they sync across all your devices. If you work with items that need extensive visual documentation (like rare records with specific pressing details, or collectibles with authenticity markers), the unlimited photos on Pro eliminate any constraints. Photos are compressed efficiently for storage without visible quality loss, and you can reorder them by dragging to set which image appears first in marketplace listings.

Pro plans include three powerful AI-driven features that save time and improve decision-making. (1) AI Auto-Tagging: When you create or scan an item, Instica's AI analyzes the title, description, and photos to automatically suggest relevant categories, tags, and keywords. For example, scanning a vintage band t-shirt might suggest tags like "vintage," "concert merch," "80s," and the specific artist name. This speeds up item entry and improves searchability within your inventory and on marketplaces. (2) AI Pricing Insights: Before listing an item, Instica's AI analyzes recent sold listings from connected marketplaces (like eBay and Discogs) to recommend a competitive price range. The system considers factors like condition, rarity, current market trends, and seasonal demand. You'll see a suggested price along with recent comparable sales, helping you price competitively without manual research. (3) AI-Assisted Profit Calculations: The profit calculator uses AI to factor in marketplace fees, shipping costs, cost basis, and payment processing fees to show your true profit margin. It learns from your historical data to provide accurate projections. These AI features run in the background and improve over time as they learn from your inventory patterns and marketplace performance. All AI processing respects your privacy—your data isn't shared with third parties, and you can disable any AI feature in settings if you prefer manual workflows.

Yes, you have complete flexibility to change your subscription plan at any time through the app settings—no need to contact support or navigate complicated billing portals. If you upgrade from Starter to Pro, the change takes effect immediately. You'll be charged a prorated amount for the remainder of your billing cycle, and then the full Pro rate on your next renewal. All Pro features (unlimited items, AI tools, batch features, etc.) activate instantly, and your existing inventory data remains intact. If you downgrade from Pro to Starter, the change is scheduled for the end of your current billing period—you continue enjoying Pro features until your subscription renews, then transition to Starter limits. If you have more than 100 items when downgrading, you'll need to archive or delete items to meet the Starter limit, but you won't lose data. Instica warns you before the downgrade takes effect so you can prepare. You can also pause your subscription temporarily if you're taking a break from selling—your data is preserved and you can reactivate anytime. No contracts or commitments—cancel whenever you want, and you keep access until the end of your paid period. All plan changes are managed through secure in-app purchases on iOS, or through our web portal for Enterprise customers.

Device sync is powered by a real-time cloud synchronization engine that keeps your inventory consistent across all your devices. Here's how it works technically: When you make a change on any device—add an item, upload a photo, update a price, or mark something as sold—the change is immediately pushed to Instica's cloud servers over an encrypted connection. The servers then broadcast that change to all your other logged-in devices within 1-3 seconds (latency depends on your network speed). The sync engine uses conflict resolution algorithms to handle simultaneous edits on different devices—for example, if you edit an item's price on your iPhone while your iPad is offline, the most recent change wins when both devices sync. You can see sync status in the app (a small indicator shows "syncing" or "synced"). Device sync requires an active internet connection via Wi-Fi or cellular data. If you're offline—say, scanning items in a warehouse without connectivity—Instica stores all changes locally in a queue and automatically syncs them when you reconnect. Photos and large data are synced in the background to avoid blocking your workflow. Pro plans support up to 5 devices, so you can have Instica running on your iPhone, iPad, personal Mac, work Mac, and a family member's device, all staying perfectly in sync. Device sync is included in both Starter (1 device) and Pro (5 devices) plans at no extra cost.

Yes, security is a top priority for Instica, and we implement multiple layers of protection for your inventory data. All data transmitted between your devices and our servers is encrypted using TLS 1.3 (Transport Layer Security), the same encryption standard used by banks and financial institutions. This means anyone intercepting network traffic sees only encrypted gibberish. Your data is also encrypted at rest on our servers using AES-256 encryption—even our own infrastructure team cannot access your inventory information without proper authorization and audit logging. We host data on enterprise-grade cloud infrastructure (AWS/GCP) with built-in redundancy, automated backups, and disaster recovery systems. Authentication uses secure OAuth tokens that expire and refresh automatically, and we support biometric login (Face ID / Touch ID) on iOS devices. We never sell or share your data with third parties. Marketplace integrations use secure OAuth connections directly with Discogs and eBay—your marketplace credentials are never stored in Instica's systems. Regular security audits and penetration testing help identify vulnerabilities before they can be exploited. For Enterprise customers, we offer additional security options like SSO (Single Sign-On), audit logs, and compliance documentation for regulations like GDPR. If you have specific security requirements or questions, contact our security team at security@instica.com.

Yes, Instica supports full data export so you always own your inventory information and can move it to other systems if needed. You can export your entire inventory to CSV (comma-separated values) format, which is compatible with Excel, Google Sheets, and virtually any inventory or accounting software. The export includes all item details: titles, descriptions, SKUs, costs, prices, quantities, purchase dates, categories, tags, marketplace listing URLs, sale dates, and custom fields. Photos are exported as a separate ZIP archive with filenames linked to item IDs for easy reference. Pro users have self-service export available directly in the app settings—just tap "Export Inventory" and choose your format options. Starter users can request exports by contacting support@instica.com (typically fulfilled within 24-48 hours). We also offer advanced export options for specific use cases: filtered exports (only sold items, only active listings, items by date range), accounting-focused exports (with profit calculations and fees), and integration exports formatted for specific systems like QuickBooks or Xero. For Enterprise customers, we can set up automated scheduled exports delivered to your email or cloud storage (Dropbox, Google Drive) on a weekly or monthly basis. You retain complete ownership of your data, and there are no restrictions or fees for exporting—even if you cancel your subscription, we maintain your data for 90 days and allow you to export it during that grace period.

The Instica web app is currently in active development with a planned launch in Q2 2026 (April-June). The web app will provide full-featured inventory management accessible from any browser (Chrome, Safari, Firefox, Edge) on desktop or laptop computers, without requiring iOS devices. This is especially important for users who prefer working on larger screens, need to manage inventory from Windows or Linux machines, or want to collaborate with team members who don't have Apple devices. The web app will feature the same core functionality as the iOS app: item creation, photo uploads, barcode scanning (via webcam), marketplace listing, search, and reporting. Some iOS-specific features like camera-based scanning may have web equivalents (upload photos or use webcam for barcodes). All data syncs seamlessly between the web app and iOS apps in real-time—you can start an item on your iPhone and finish it on your desktop browser. Pricing for the web app will be bundled with existing iOS plans (no separate charge), though exact feature parity across Starter vs Pro tiers is still being finalized. If you're interested in early access or want to influence web app features, join the waitlist by emailing us at support@instica.com or through our contact form. Beta testers will receive free access during the testing period and have direct input on the interface and workflows. We'll send email updates to the waitlist as we approach launch with screenshots, feature announcements, and beta signup links.

We offer tiered support based on your subscription plan to ensure you get the help you need. All users can email support@instica.com with questions, bug reports, or feature requests. Starter plan users receive standard support with responses typically within 24 hours during business days (Monday-Friday, 9am-6pm EST). Pro plan users get priority support with faster response times—usually 4-8 hours during business days, and monitored responses on weekends for urgent issues. When you contact support, include your account email (the one you use in the app) so we can quickly look up your account details and provide personalized help. For technical issues, screenshots or screen recordings are incredibly helpful. Our support team can assist with: troubleshooting sync issues, marketplace connection problems, billing questions, data imports, feature guidance, bug reports, and general how-to questions. Enterprise customers get dedicated support with assigned account managers, phone/video call support, and custom SLA (service level agreements) for response and resolution times. We maintain a knowledge base with setup guides, video tutorials, and common troubleshooting steps—check the Help section in the app or visit docs.instica.com. For urgent issues that prevent you from accessing your inventory or fulfilling orders, mark your email subject with "URGENT" and we'll prioritize accordingly.

Currently, our support is primarily email-based through support@instica.com, which allows us to provide detailed, documented assistance that you can reference later, and keeps our operational costs lower so we can maintain competitive subscription pricing. Email support also enables us to include screenshots, links, and step-by-step instructions that are easier to follow than verbal phone directions. That said, we recognize some issues are complex and benefit from real-time conversation. Pro users with complicated technical issues or migration assistance can request scheduled video calls (via Zoom or similar) with our support team—just mention in your email that you'd like to schedule a call, and we'll send calendar availability. Enterprise customers receive phone and video support as part of their dedicated account management service, including onboarding calls, training sessions, and quarterly business reviews. For most common issues (connection problems, how to use features, billing questions), email support is actually faster—you'll get a thorough written response within hours rather than waiting on hold. If we introduce phone support for all tiers in the future, it will likely be an add-on option. We continuously evaluate our support channels based on user feedback, so if phone support is important to you, let us know—your input helps shape our support roadmap.

Absolutely! Marketplace integration setup is one of the most common support requests, and we have several resources to guide you. For both Discogs and eBay, we provide detailed step-by-step setup guides accessible in the app (Settings → Integrations → [Marketplace Name] → Setup Guide) and on our documentation site. These guides include screenshots and cover: creating an account on the marketplace (if you don't have one), generating API credentials or OAuth tokens, connecting your marketplace account to Instica, configuring sync settings, and troubleshooting common connection errors. If you follow the guides and encounter issues—like authentication failures, permission errors, or sync problems—email support@instica.com with specifics: which marketplace, what step you're on, and any error messages. Our support team can remotely diagnose connection issues, verify your API credentials are correct, and guide you through the OAuth flow. For users who are new to online selling and don't have marketplace accounts yet, we can advise on marketplace policies, seller requirements (like PayPal for eBay, or seller verification for Discogs), and best practices for account setup. Pro and Enterprise users can request live setup assistance via screen-sharing sessions where we walk you through the entire process in real-time. We don't need your marketplace passwords—the OAuth connection is secure and only grants Instica limited permissions (listing creation, inventory sync) without exposing your credentials.

We love hearing feature ideas from our users—many of our best features came directly from customer suggestions! You can submit feature requests through several channels: (1) Email support@instica.com with "Feature Request" in the subject line. Tell us what you're trying to accomplish, why the feature would help your workflow, and any examples of how you envision it working. The more context you provide, the better we can design solutions. (2) Use the in-app feedback form (Settings → Help & Feedback → Suggest a Feature). This form captures your account details automatically so we can follow up if we need clarification. (3) Join the beta program (available to Pro users) where you get early access to experimental features and can provide feedback during development. Beta participants have direct influence on feature design, UI/UX decisions, and priority roadmap items. (4) For Enterprise customers, schedule feedback sessions with your account manager during quarterly business reviews—we can discuss custom integrations, workflow automations, and features specific to your use case. We review all feature requests in our product planning meetings and prioritize based on user demand, technical feasibility, and strategic fit. Popular requests are added to our public roadmap (coming soon), where you can see what's planned, in progress, or under consideration. We occasionally send surveys to users asking for input on potential features—participating in these surveys increases the chances your priorities get built. Even if we can't implement a requested feature immediately, we often find alternative solutions or workarounds in the existing product, so don't hesitate to reach out.