Stuffolio User's Manual

Introduction

Stuffolio is a comprehensive product management app that helps you track everything you own. This manual provides step-by-step instructions for using every feature on your Mac.

Requirements

Pricing at a Glance

Stuffolio is $9.99 once for the core app; the four AI features come with a 7-day try-before-you-buy window at install and an optional $2.99/month or $19.99/year subscription if you want to keep using them afterward. See Pricing, AI Trial, and Subscription for the full breakdown.

Navigation Overview

Stuffolio on Mac uses a sidebar navigation layout:

• The sidebar on the left side of the window shows all sections
• Click the sidebar icon (☰) or press ⌘⌃S to show/hide the sidebar
• Main sections include:
  • Dashboard — Overview and quick access
  • My Items — Your inventory
  • Actions — Import, export, and utilities organized by Acquire, Own, Dispose
  • Insights — Reports and analytics
  • Stuff Scout — Identification and research using AI
  • Legacy Wishes — Record who gets what
  • Settings — Preferences and configuration
• Build 35 refreshed the sidebar palette to use the section colors (Dashboard blue, My Items purple, Actions teal, Insights pink, Stuff Scout orange, Settings gray) at the chrome opacity that holds up under colorblind-accessible contrast checks; Stuff Scout's sidebar hierarchy was also reorganized so the most-used scan options surface first

Pricing, AI Trial, and Subscription

Stuffolio is $9.99 once for the core app. That covers inventory, warranties, Decision Memory, repair-keep-replace decisions, donation tracking, Legacy Wishes, Family Sharing, exports, iCloud sync, and the rest of the lifecycle product. The base app does not require a subscription, ever.

Stuffolio's four AI features call paid AI services per use, so they have a separate optional subscription: $2.99/month or $19.99/year. The subscription exists so the people who use AI cover the cost, and so the people who never touch it never pay for it.

First Week After Install

Your first 7 days at install include four independent free quotas for the four AI features:

• Stuff Scout: 5 free items
• AI Product Assistant: 10 free searches
• Receipt & Label Scans (OCR): 5 free scans
• Repair-Keep-Replace alternatives: 5 free looks

The four counters are independent, not pooled. Running out of Stuff Scout items doesn't touch your AI Assistant searches, and so on. You can pace within the week however suits you.

After the 7-Day Trial

If you don't subscribe, you still get 1 free Stuff Scout item per calendar month, refilling on the 1st. The other three AI features (AI Product Assistant, OCR scans, Repair-Keep-Replace looks) require an active subscription.

If you subscribe, all four AI features run with unlimited use within fair-use bounds. The bounds are designed to be far above any normal usage pattern, so most subscribers will never see them. The qualifier exists so the cap that does exist (for runaway or commercial-scale use) doesn't surprise anyone.

Seeing Your Quota

Your remaining quota is visible from the moment you start using AI, not just at exhaustion:

• On each AI feature's entry point — a small "X of N remaining" indicator (or "Subscribe to use" after trial).
• In Settings → Subscription Status — all four counters listed separately, plus trial days remaining and next monthly Stuff Scout refill date.
• On the AI Product Assistant view — a session counter alongside the trial-remaining counter, so you can see how fast a single research session is burning your quota.

If You Run Out

When a quota hits zero, Stuffolio names what you used (e.g., "You've used your 5 trial Stuff Scout items"), names the price, and names the next free affordance where there is one (the monthly Stuff Scout refill date). The choice is yours: subscribe, wait for the monthly refill where applicable, or keep using the rest of the app.

Actions Overview

The Actions section organizes tools into six categories to help you find what you need quickly.

Tool Categories

Getting Started

First Launch

When you open Stuffolio for the first time:

1. Welcome Window appears. Before you have any items, the home screen embeds the Add Item chooser inline so you can start adding right away — no extra navigation.

   iPhone shown; the Mac chooser presents the same seven entry methods in a window.

2. Click through any introduction screens or click Skip
3. Accessibility Options screen appears:
   • Review available accessibility features
   • Click Continue
4. Permissions screen appears:
   • Click Allow Notifications if you want warranty and maintenance reminders
   • You can skip this and enable it later in Settings
5. Click Get Started to enter the app. The first thing you'll see is the inline Add Item chooser on your home screen until you've added your first item.

Understanding the Dashboard

On the Mac, the Dashboard is your home screen — accessed from the sidebar. Here's what each section shows:

Quick Stats Bar (at the top)

• Scroll horizontally to see: Total Items, Purchase Cost, Current Value, Fun Fact
• Click the chevron (⌄) to collapse this section

Needs Attention

• Items with warranties expiring in 30 days
• Overdue maintenance tasks
• Items on loan that are due back
• Items missing important information

Recently Added

• Your most recently added items
• Click any item to view its details

Activity Timeline (Mac only)

The Activity Timeline card shows your recent activity in chronological order — items added, edited, disposed, loaned, returned, or scanned with Stuff Scout — so you can see at a glance what you've been doing in your inventory.

• Click any entry to jump to the affected item or action
• Use the time-range selector (Today / Week / Month) to filter the view
• Useful for catching unintended changes (great for shared households) and for picking up where you left off

Feature Cards

Quick access to: Stuff Scout, Smart Scanner, AI Assistant, Recall Check, Reports, Value Calculator

Adding Your First Item

Opening the Add Items Menu

1. Click My Items in the sidebar
2. Click the + button in the toolbar (top of window)
3. The Add Items chooser appears

Alternative Methods

• Keyboard shortcut: Press ⌘N from anywhere in the app
• Menu bar: Go to File > New Item

Choose How to Add

The Add Item chooser offers seven entry methods, organized into two tiers plus an always-visible accelerator strip. Pick any of them — they all route into the same form, and you can switch methods mid-entry.

iPhone shown; the Mac chooser presents the same seven entry methods in a window.

Primary tier

The four tiles you see first:

• 📷 Photo — Choose a photo from your library or paste from clipboard. AI automatically identifies your item and fills in details while the form appears instantly (subscribers).
• 🔍 Stuff Scout — Full AI analysis: identification, pricing, history, and comparable listings. Best for collectibles and "what is this thing?"
• 🧾 Receipt — Add a receipt image (from clipboard, library, or iCloud sync from iPhone). OCR extracts store, date, and price.
• ✏️ Manual Entry — Type all details yourself.

More ways to add

Three additional entries below the primary tier:

• 📱 Barcode — Scan a UPC barcode with your Mac's camera for quick product lookup.
• 🏷️ Label — Add a nameplate photo; OCR extracts brand, model number, and serial number.
• 🎤 Voice — Speak the item details: "Add coffee maker to kitchen, manufacturer Cuisinart, price 99 dollars." Voice parses title, room, brand, price, model, and serial.

Paste accelerator

Always visible at the bottom of the chooser. Skip the picker when you already have an image:

• 📋 Paste image — Click to paste an image from your clipboard. When the clipboard is empty, the button stays visible but disabled so you know the option exists.

Drag-and-drop into the chooser is iOS-only for now and not yet supported on Mac. Paste works as the cross-platform equivalent. To bring an image in from another app, use Edit → Copy there, then click Paste in the chooser.

Photo (Recommended)

The fastest way to add items — the form appears immediately while AI works in the background.

1. Click Photo in the chooser
2. Choose how to add a photo:
   • Choose from Library — Select an existing photo
   • Paste from Clipboard — Use a copied image
3. The form appears immediately with your photo attached
4. For subscribers: AI fills in title, manufacturer, and estimated value automatically
5. Start editing other fields while AI works — no waiting

Stuff Scout

Full AI analysis. Covered in detail in Using Stuff Scout later in this manual.

Receipt

Add a receipt image and let OCR fill in the store, date, and price before you type anything.

1. Click Receipt in the chooser
2. Add the receipt image (paste from clipboard, choose from library, or use a photo synced from iPhone via iCloud)
3. OCR pre-fills the Retailer, Purchase Date, and Purchase Price fields
4. Add the Product Name and any other details you want, then Save

Manual Entry

1. Click Manual Entry in the chooser
2. The Add Item form opens with no fields pre-filled
3. Fill in the details (see "Filling Out the Add Item Form" below)

Barcode

1. Click Barcode in the "More ways to add" tier
2. Use your Mac's camera to scan the UPC barcode
3. Product information fills in automatically

Label

Add a nameplate photo to extract brand, model number, and serial number without typing.

1. Click Label in the "More ways to add" tier
2. Add the nameplate image (paste, library, or iCloud-synced photo)
3. OCR extracts brand, model number, and serial number into the form
4. Add any remaining details and save

Voice

Hands-free entry. Speak the item details and Stuffolio parses them into form fields.

1. Click Voice in the "More ways to add" tier
2. First time only: a tip sheet shows example phrasings. Click Got it to continue.
3. Speak naturally. Example: "Add coffee maker to kitchen, manufacturer Cuisinart, price 99 dollars"
4. Voice parses title, room, manufacturer, price, model, and serial into form fields
5. The form appears with those fields filled in. Review, adjust anything misheard, and save.

Paste shortcut

If you already have an image on your clipboard (a screenshot, a copied image, an image from another app), click the Paste button in the chooser. The image becomes the item's first photo and the form opens.

Filling Out the Add Item Form

The form has these fields (only Product Name is required):

Using Collapsible Sections (Progressive Form Disclosure)

To keep forms organized and prevent information overload, Stuffolio uses collapsible sections in the Add Item form:

• Essential fields are always visible at the top (Product Name, Manufacturer, etc.)
• Additional sections can be expanded when needed:
  • Click the chevron icon (▶) next to a section heading to expand it
  • Click again (▼) to collapse the section
  • Common collapsible sections include: "Additional Details", "Warranty Information", "Maintenance", "Loans"
• Sections remember their expanded/collapsed state while you're editing
• This makes the form less cluttered and easier to navigate, especially when adding items with lots of details

Adding Photos to Items

Photos help identify products and serve as documentation for warranty claims. Stuffolio can also analyze your photos to automatically suggest categories and extract product details like brand, model, serial number, and price.

Photo Analysis Options

When you add a photo while creating or editing an item, Stuffolio can analyze it to help fill in item information:

Three Analysis Options

Extract Details (OCR Auto-Fill)

The Extract Details option can automatically populate form fields by reading text from your photo:

What It Extracts

• Brand/Manufacturer — From product labels or receipts
• Model Number — From nameplates or packaging
• Serial Number — From product labels
• Purchase Price — From receipts
• Purchase Date — From receipts
• Store/Retailer — From receipts

How to Use

1. Add a photo showing a receipt, label, or nameplate
2. When the Photo Assessment appears, click Extract Details
3. Wait for OCR processing (requires internet)
4. Extracted fields are automatically filled in the form
5. Review and edit as needed

Photo Quality Assessment

When you add a photo, Stuffolio analyzes it on-device to assess quality:

• Blur Detection — Identifies if the photo is too blurry for reliable analysis
• Text Detection — Checks if readable text is present (important for OCR)
• Resolution Check — Ensures the image is high enough quality

Each analysis option shows a suitability indicator:

• Good match — Photo is well-suited for this analysis
• May work — Analysis might succeed, but results may vary
• Poor match — Photo unlikely to yield good results

Method 1: Paste from Clipboard (Most Common on Mac)

Step 1: Copy an image to your clipboard

From the Photos app:

1. Open Photos
2. Find and select the image you want
3. Press ⌘C to copy

From Finder:

1. Navigate to the image file
2. Click to select it
3. Press ⌘C to copy

From a web browser:

1. Right-click on any image
2. Select Copy Image from the menu

Step 2: Paste into Stuffolio

1. Return to Stuffolio's Add/Edit Item window
2. In the Photos section, click the Paste Image button
3. The image appears in the Photos grid

Method 2: Drag and Drop

1. Open Finder or Photos app in a separate window
2. Arrange windows so you can see both Stuffolio and the source
3. Find the image you want to add
4. Click and hold the image file
5. Drag it over to Stuffolio's Photos section
6. When you see the drop zone highlight, release

Method 3: Choose File

1. In the Photos section, click the + button or Add Photo
2. Click Choose File from the menu
3. A file browser window opens
4. Navigate to your image file (Recent, Documents, Downloads, or iCloud Drive)
5. Click the image file to select it
6. Click Open

Managing Existing Photos

To view a photo full-size: Click any photo thumbnail. Scroll to zoom in/out. Click outside or press Escape to close.

To delete a photo: Hover over the photo, click the X button. Or select the photo and press Delete.

To reorder photos: Click and hold a photo thumbnail, drag to the new position. The first photo becomes the main item image.

Photo Types to Add

• Product Photo — Main image showing the product
• Receipt — Proof of purchase for warranty claims
• Label/Nameplate — Shows model and serial numbers
• Warranty Card — Coverage documentation
• Packaging — UPC barcode and specifications

Using the Smart Scanner

The Smart Scanner reads barcodes to automatically fill in product information.

Opening the Smart Scanner

1. Click Actions in the sidebar
2. Under Acquire, click Smart Scanner
3. Or click the + button and select Smart Scanner

Using Continuity Camera

1. When Smart Scanner opens, a camera view appears
2. Your nearby iPhone's camera activates automatically
3. Point your iPhone at the UPC barcode on the product packaging
4. Hold steady 6-12 inches away
5. When detected:
   • You hear a beep
   • The barcode number appears on screen
   • Product lookup begins automatically

Tips for Better Scanning

• Ensure good lighting (avoid shadows on the barcode)
• Make sure the barcode isn't wrinkled or damaged
• Hold the phone parallel to the barcode (not at an angle)

Scanning Additional Barcodes (Optional)

1. Click Scan Model/Serial
2. Point at barcodes on the product itself (not packaging)
3. The scanner identifies the barcode type
4. Information fills automatically
5. Click Done when finished, or Skip to continue

Review and Save

1. A form appears with auto-detected information
2. Review each field — click to edit if incorrect
3. Add purchase information (date, price, warranty)
4. Click Save or press ⌘S

Using Stuff Scout (AI Assistance — When You Ask)

Stuff Scout uses AI to identify antiques, collectibles, and unknown items from photos. Stuffolio's AI is user-initiated and non-ambient — nothing is analyzed or sent to external services unless you explicitly ask for help.

Opening Stuff Scout

1. Click Actions in the sidebar
2. Under Acquire, click Stuff Scout
3. Or click the Stuff Scout card on the Dashboard

Adding Photos

Since Mac doesn't have a built-in camera, you'll add existing photos:

Option A: Drag and Drop

1. Open Finder and navigate to your photos
2. Drag image files onto the Stuff Scout window
3. Drop when you see the highlight

Option B: Choose File

1. Click Add Photo
2. Click Choose File
3. Navigate to and select your image
4. Click Open

Option C: Paste from Clipboard

1. Copy an image (⌘C from Photos, Finder, or web)
2. Click Paste Image

Add Multiple Photos (Recommended)

For better identification, add photos showing:

• Maker's Mark — Signatures, stamps, or labels
• Bottom/Back — Often has identifying marks
• Details — Close-ups of unique features
• Damage — Any wear or repairs

You can add up to 5 photos.

Choose Scan Depth

Before starting analysis, select how thorough you want Stuff Scout to be:

• Quick ID (~15 seconds) — Fast identification only. Best for when you just need to know what something is.
• With Pricing (~25 seconds) — Identification plus marketplace verification and current value estimates. Recommended for most items.
• Full Appraisal (~40 seconds) — Complete analysis including historical context, provenance research, condition assessment, and detailed valuation. Best for antiques, collectibles, and potentially valuable items.

✍️ Pre-Scan Context (Optional)

Before you click Identify, the capture screen offers a collapsible card labeled "What do you know about this item?" Click to expand it and type anything you already know — provenance, maker's marks you can read, a date stamped on the back, a brand name printed on the box.

Story-First Refinement also exists after a scan, but pre-scan context is the cheaper path when you have details up front. Feeding Scout "Ernst Roth violin, 1945, Markneukirchen" before the first analysis often produces a more accurate result on pass one than scanning blind and refining afterward. Skip it entirely for everyday items where you have nothing to add — the field is optional.

Identification Results

Click the Identify button and wait (time depends on your selected scan depth). Results include:

• What It Is — Description of the item
• Maker/Manufacturer — Who made it
• Era — Approximate age or period
• Estimated Value Range — Low to high market value
• Rarity — Common to Extremely Rare

Background Processing

You don't need to keep Stuffolio in the foreground while Stuff Scout analyzes your photos:

1. After clicking Identify, you can switch to another app or minimize the window
2. Analysis continues in the background
3. When complete, you'll receive a notification: "Stuff Scout Complete"
4. Click the notification to view your results

Background Results Inbox

Completed background scans collect in a dedicated Background Results sheet you can open from the Stuff Scout screen. Each completed scan represents a paid quota item, so the sheet has a confirmation alert before Clear All wipes the list — no one-click purge of background work you paid for. Click an individual result to open its full Scout view, or remove rows one at a time without affecting the others.

If Analysis Fails

Scout analysis can fail for transient reasons — flaky Wi-Fi, a brief worker hiccup, a request that took too long. The error alert now offers a Try Again button that re-runs analysis on the same photos without making you re-import or re-navigate. The retry is suppressed for quota-related errors, since waiting for your refill (not retrying immediately) is the right move there.

🎯 Confidence Gate

After every fresh scan, Scout asks "Is this right?" with three paths:

• Yes, that's it — Save the result as-is and continue to Add to Inventory.
• Almost, I can add more — Opens the refinement flow (see Story-First Refinement below).
• No, that's not it — Start over with a different approach — different photos, better angles, or a fresh identification attempt.

The Confidence Gate exists so you never accept a wrong answer by default. Scout won't stop asking until you tell it the identification is correct.

When you open a saved scan from Scout History or follow a deep link to a past result, the gate is hidden — there's no live refinement to launch from a historical view, so the prompt would just be a dismiss trap.

✍️ Story-First Refinement

When you choose "Almost, I can add more," a large text area invites you to describe what you know in plain language:

• "This belonged to my grandfather, might be from the 1940s"
• "Bought at an estate sale in rural Pennsylvania"
• "The stamp on the bottom looks German to me"

Structured fields — maker's mark, serial number, era, model number — are collapsed as optional extras below the text area. Fill them in only if they help. Story first, form fields second.

Tips for best refinement results:

• Add photos of any maker's marks, stamps, or labels (click Add or Paste from clipboard)
• Be specific about brand names and model numbers if you know them
• Mention visible markings, signatures, or patent numbers
• Include known history or where you found the item

Each refinement uses 1 AI Assistant search from your allowance.

🧠 Context Veracity

Scout evaluates your notes critically, not as gospel:

• Specific facts (artist names, serial numbers, museum attributions, patent dates) are verified against visual evidence.
• Speculative guesses ("I think it might be old," "looks like something from the 1800s") are treated as hypotheses to investigate, not facts to accept.

The effect: speculation won't push Scout off course. You can write freely without worrying that a wrong guess will derail the identification.

📜 Refinement History

As you refine, Scout tracks how each round of added context changed the identification and valuation. After refining, you can see what Scout got right on the first pass, what changed after you added context, and how your notes shifted the value range or narrowed the era. Refinement History is your record of what the AI figured out on its own vs what you contributed.

🛍️ Category-Specific Valuation

Price verification routes to the right marketplaces based on what the item is — apples-to-apples comparisons, not generic listings:

• Instruments — Checks instrument marketplaces for guitars, violins, synths, pro audio gear
• Collectibles & Antiques — Checks eBay sold listings for dinnerware, figurines, memorabilia
• Vintage Goods — Checks Etsy for handmade and vintage items
• Vehicles — Checks vehicle-specific sources (KBB-style pricing for RVs, boats, motorcycles)

Scout picks the marketplace that matches your item's category so the value estimate reflects what it would actually sell for.

💲 Asking vs. Sold Prices

Scout's pricing display distinguishes two different market signals so you can read them correctly:

• Asking prices — What sellers are currently listing the item for. Useful to see the current shelf reality, but asking prices include unsold items that may never move at that price.
• Sold prices — What buyers actually paid in completed transactions. The more reliable signal for "what would this realistically sell for."

When both are available, Scout shows them side-by-side with source attribution (which marketplace each number came from). When only one is available — common for niche categories — Scout names which one it is so you're never reading an asking price as if it were a sold price.

Confidence Floor and Hybrid Floor

Scout will refuse to display a price when there aren't enough comparable listings to support a defensible number. Instead of inventing a confident-sounding estimate from one or two cherry-picked listings, you'll see an honest "not enough comps to value this with confidence" note and the option to refine the search with additional context. This is the confidence floor.

The hybrid floor handles the middle case: when sold-price data is too thin to stand alone but asking-price data is plentiful, Scout falls back to a wider range derived from both signals, clearly labeled as such. The floor exists so you never see a single-source point estimate dressed up as a market price.

Graded Coin Extraction

For coins and graded collectibles, Scout reads the grading-company designation and numeric grade from your photos (e.g., PCGS MS-65) and matches against comps with the same grading. A 1921 Morgan Dollar in PCGS MS-65 is a completely different market from the same coin raw or in a lower grade; Scout's pricing reflects that distinction instead of averaging across grades.

🎯 Curate the Comps (Tier 1 Filter)

Scout shows you the comparable sales it used to build the estimate. Sometimes one or two of those comps clearly don't belong — a damaged piece, a different model, a parts-only listing. The Tier 1 filter lets you exclude individual comps and watch the estimate re-aggregate from the pool you kept.

How to exclude a comp:

• Right-click (or Control-click) any row in Recent Sales, then click Exclude from estimate.
• VoiceOver: Use the Actions rotor on the row and select Exclude from estimate.

Excluded comps move to a desaturated Excluded (N) subsection just below the Recent Sales list, so the audit trail of what you removed stays visible. To put a comp back, right-click the excluded row and choose Restore to estimate, or click Restore all at the top of the Excluded section.

The filtered estimate panel. As soon as you exclude one comp, a blue "Your filtered estimate" panel appears between the Recent Sales list and the story sections. It shows: how many comps you kept ("Using 8 of 10 comps you kept"), the recomputed low-to-high range, and the median. Three result shapes:

• Range — 6 or more comps kept. Full percentile band, same math as Scout's headline estimate.
• Approximate — 3 to 5 comps kept. Range collapses to a median with the caveat "Approximate — few comps remaining."
• Too few comps — fewer than 3 kept. Estimate hides with "Need at least 3 comps to estimate — restore one to continue." Scout won't show a number it can't defend, even on a curated pool.

Save filtered estimate. When you've been working from an existing item (Scout Refinement, not a fresh scan), the panel includes a Save filtered estimate button. It appends the filtered range to that item's price history with a note recording which comps you excluded — so you can reconstruct the decision later.

🔬 Research Tips

Scout suggests specific starting points for deeper research — forums, subreddits, reference databases, YouTube channels — matched to your item's category. For a vintage camera, that might include r/AnalogCommunity and CameraQuest. For a violin, the Maestronet forums. Starting points, not a walled garden.

Saving & Sharing Results

Add to Inventory: Click to open a preview sheet with pre-filled product details.

Save to History: Bookmark results for later without adding to inventory.

Copy Sections: Click the copy button next to any section (identification, pricing, history) to copy that text to your clipboard.

Export Full Report: Click Share to export the complete report via Messages, Mail, or any sharing method.

Value Auto-Update: Scout valuations automatically flow to your item's market price records, keeping value tracking current.

Receipt Pairing (Optional)

When adding a Stuff Scout result to inventory, you can pair it with a receipt to auto-fill purchase details:

1. Click Add to Inventory to open the preview sheet
2. In the Purchase Receipt section, click Add Receipt Photo
3. Select a photo of your receipt
4. Stuffolio extracts store name, purchase date, and price automatically
5. Review the extracted data, then click Add to Inventory to continue

Auto-fill from Receipt

If you've already attached receipt images to an item, you can extract purchase details without re-scanning:

1. Open the item and click Edit
2. Look for the Auto-fill from Receipt button in the Images section
3. Click it to have Stuffolio analyze your attached receipt images
4. Review the extracted store name, purchase date, and price
5. Click Save to apply the changes

Auto-Cached Recent Scans

Stuff Scout automatically saves your last 25 scans so you never lose an identification. Every time you complete a scan, it's automatically stored — no extra steps required.

• Automatic saving — Scans are saved as soon as analysis completes
• Last 25 scans kept — When you exceed 25, the oldest scan is automatically removed
• No action needed — Just scan and your results are preserved

Scout History

Access all your past Stuff Scout identifications in Scout History, organized into two tabs:

Recent Tab

Shows your auto-cached scans (last 25):

• Click any recent scan to view details
• Right-click (or Control-click) and choose Save as Bookmark to keep it permanently
• Click Clear All to remove all recent scans

Bookmarks Tab

Shows scans you've saved permanently:

• Bookmarks never expire or get automatically deleted
• Full data preserved: image, identification, maker, era, value range, historical context, collector notes
• Add your own notes and tags to organize your collection
• Right-click to delete individual bookmarks

Searching Scout History

Use the search field to find scans by item identification, maker, or era.

Viewing Scout Results from Item Detail

Items added to your inventory via Stuff Scout retain a link to the original analysis. You can view the full Scout results at any time without re-scanning:

1. Open any item in the Item Inspector
2. If the item was added via Stuff Scout, you'll see a Stuff Scout section
3. Click View Scout Results to see the original analysis
4. The full results appear, including:
   • Identification and confidence level
   • Value estimates and recent sales data
   • Historical context and provenance
   • Collector notes and market demand

Browsing Your Items

Accessing My Items

• Click My Items in the sidebar
• Or press ⌘2

Understanding the Item List

Each item row shows:

• Photo thumbnail — Item image (or category icon)
• Item name — In bold
• Manufacturer — Below the name
• Warranty status badge:
  • Active — Warranty currently valid
  • Warning — Expiring within 30 days
  • Expired — No longer covered
  • Lifetime — Lifetime warranty

Item Detail: Tappable "—" Placeholders

When you open an item, reference rows (serial number, model number, purchase date, etc.) display their value on the right. If the value is missing, you'll see — instead of a blank row.

Click the — placeholder to jump directly into editing that field. You don't have to open the full edit form and scroll to find it — the placeholder itself is the entry point.

Filtering Items

1. Click the filter dropdown or chips in the toolbar
2. Select: All, Active, Expiring, Expired, Lifetime, No Warranty, or Flagged
3. Click the filter again to clear it

Flagging Items for Review

Flag items you want to focus on — perfect for batch editing, adding missing details, or creating a “working set” of items to review.

To flag an item:

1. Right-click any item in the list
2. Click Flag for Review in the context menu
3. An orange flag icon appears on the item

To remove a flag:

1. Right-click the flagged item
2. Click Remove Flag

To view only flagged items:

1. Click the Flagged filter in the toolbar
2. Choose Flagged Only to see just your flagged items

Use cases:

• Mark items that need photos added
• Flag items missing warranty information
• Create a “to-do” list of items needing attention
• Temporarily group items for a specific task

Filter Presets

Save your favorite filter combinations for one-tap access to commonly-used views:

Creating a Filter Preset:

1. Apply filters to create the view you want (e.g., Category: Electronics + Status: Expiring)
2. Click the Save Filter button in the toolbar
3. Enter a descriptive name (e.g., "Expiring Electronics")
4. Click Save

Using Filter Presets:

• Click the Presets menu in the toolbar
• Select any saved preset to apply those filters instantly
• Presets appear as quick-access buttons for one-tap filtering

Managing Filter Presets:

• To rename a preset: Right-click and select Rename
• To delete a preset: Right-click and select Delete
• To update a preset: Apply new filters, then click Update [Preset Name]

Sorting Items

1. Click the Sort button in the toolbar
2. Select: Date Added, Name, Purchase Date, Warranty Expiration, or Value

Searching for Items

1. Click the search field or press ⌘F
2. Type your search term
3. Results appear as you type
4. Press Escape to clear

Recent Searches

Stuffolio remembers your recent search terms for quick access:

• Click the search field to see a list of your recent searches
• Click any recent search to run it again instantly
• Recent searches are saved across sessions
• The list shows your last 10 searches

Keyboard Navigation

• ↑ / ↓ — Move up/down in the list
• Return — Open selected item
• Delete — Delete selected item
• Space — Quick Look preview

Context Menu (Right-Click)

Right-click any item for options: Edit, AI Assistant, Duplicate, Copy Information, Share, Flag for Review/Remove Flag, Delete

Selecting Multiple Items

• Hold ⌘ and click items to select multiple
• Hold ⇧ and click to select a range

Rating Your Items

Track your satisfaction with products and remember whether you'd buy them again — perfect for making future purchasing decisions.

Adding a Rating

1. Open any product
2. Click Edit in the toolbar (or press ⌘E)
3. Scroll to the Rating section
4. Click the stars to set your rating (1-5 stars)
5. Toggle "Would Buy Again" on or off
6. Add optional notes about your experience
7. Click Save (or press ⌘S)

Understanding the Rating System

"Would Buy Again" Decision Memory

This feature helps you remember which products are worth repurchasing:

• Thumbs Up (✓) — You'd definitely buy this again
• Thumbs Down (✗) — You wouldn't repurchase this product
• Not Set — You haven't decided yet

When shopping, you can quickly check if a product was satisfactory before buying the same brand or model again.

Viewing Ratings

From My Items:

• Ratings appear on product cards as star icons
• Products you'd buy again show a small checkmark badge
• Filter by rating using the Filter menu or ⌘⇧F
• Sort by rating to see your favorites first

Using the AI Product Assistant

The AI Product Assistant has a small, useful job: it organizes what you already own, points at trusted external resources for the product in front of you, and captures the work you do as you do it. It is not a diagnosis, not a substitute for a service call, and not a recommendation to repair or replace.

Opening the AI Assistant

• From a Product: Open the item, click AI Assistant in toolbar
• From My Items: Right-click a product, select AI Assistant
• Using Keyboard: Select a product, press ⌘⇧A

Query Types

Set up Product (Combined Workflow)

The Set up Product tile runs three sub-fetches at once — Maker Website, Register Product, and Find Warranty — and presents the results stacked in one view with a single Save All button. Use it when you've just added a new item and want to fill in the manufacturer website, registration URL, and basic warranty months in one pass.

• Counts as one search against your trial AI Assistant quota.
• Partial failure handling: if one of the three sub-fetches doesn't return useful results, the other two still render normally and you can retry the failed sub-tile individually (which then reads the other two from cache, costing nothing extra).
• Save All commits all three results to your item record in one click: manufacturer website and support URL, registration URL, and warranty months. You can correct anything in the item editor afterward.

Honesty Envelope (Layer 1)

Every AI Product Assistant response — especially Troubleshoot results — is wrapped in a three-part honesty envelope so you know what you're reading:

• Sources cited: the trusted external resources the answer was assembled from (manufacturer documentation, support pages, or general web search), with attribution.
• Bounded by: what kind of claim the answer is making — product-knowledge orientation, resource retrieval, compatibility lookup against what you own, or warranty phase check.
• What this is not: a one-line disavowal — typically "not a diagnosis for your specific situation" or "not a substitute for a licensed technician." This is the load-bearing line that keeps the assistant honest at the moment of use.

The envelope is most visible on Troubleshoot results because that's the query type where confident-sounding AI does the most damage. When you type a sentence into the optional symptom field, the assistant restates your words at the top of the result before pointing at anything, so you can verify it understood you and so the rest of the response stays anchored to what you actually described. It will describe common failure modes for your product category, but it will not tell you which one is yours. That decision is yours to make, with the manufacturer's guide and (when needed) a real technician.

Using Results

• Click any blue link to open in your default browser
• Select text and press ⌘C to copy
• Save to item: When the AI surfaces URLs (manufacturer website, support page, registration page, manual link, supplies page), a save button appears so you can attach them directly to the item's Resources section without retyping.

Smart Auto-Fill: Save Links to Product

When the AI discovers useful URLs, you can save them directly to your item with one click. This works for all four URL types the AI surfaces:

• Manufacturer website / support URL — saved from Maker Website results
• Registration URL — saved from Register Product results
• Manual URL — saved, picked, or replaced from Find Manual results
• Supplies URL — saved from Find Supplies results (consumables page)

Saved URLs appear in the item's Resources section. The Resources section only shows up once at least one URL is saved (progressive disclosure).

To save a link:

1. Run the relevant query (Maker Website, Register Product, Find Manual, or Find Supplies)
2. Click the save button on the result card
3. A confirmation appears and the button shows a checkmark

For Find Manual specifically, if the AI surfaces multiple candidate manual URLs you can pick which one to save or replace a previously saved manual URL.

Response Caching (Offline Access)

AI Product Assistant responses are automatically cached for offline access:

• Automatic caching: Every AI response is saved locally for 30 days
• Offline access: Previously fetched responses work without internet
• Instant loading: Cached results for the same item/query load immediately
• Cache badge: Cached responses show a pinned badge with the original fetch date, so you always know whether you're reading a fresh answer or a stored one.
• Staleness hint: When a cached response is more than a week old, the badge surfaces a "may be stale — click to refresh" hint. The cached answer still loads instantly; you choose whether to spend a search refreshing it.

Managing the Cache:

• Clear item cache: In item detail, click Clear AI Cache
• Clear all cache: Go to Settings > Data Management > Clear AI Cache
• Automatic cleanup: Expired entries are pruned automatically on app launch

Repair, Keep, or Replace?

A thinking tool — not a shopping funnel. This feature helps you make intentional decisions about your stuff using your own data as the primary source.

Opening Repair, Keep, or Replace?

• From the Dashboard: Click Keep, Repair, Replace Advisor. The picker lists any owned item (damaged items surfaced first). If you have just one damaged item, it opens the advisor directly without a picker step.
• From an Item: Open the item, go to Tools > Decisions > Repair, Keep, or Replace?
• From Rating Insights: Go to Insights > Rating Insights, click Get Replacement Advice on any item card
• Quick Find: Press ⌘K and search for "repair", "keep", or "replace"

What You'll See

Finding Alternative Products

Click Find Alternatives with AI to search inline. Alternatives are routed by category, not flattened to a generic list:

• Same-ecosystem first for ecosystem-coherent items. A MacBook owner sees Apple alternatives before cross-platform options; cross-ecosystem alternatives appear second and are clearly labeled.
• Specialists instead of products for heirlooms, fashion, and luxury items. The Replace branch is hidden for these categories.
• Grading and restoration impact for collectibles, instead of generic alternatives.
• Budget-bracketed options for commodity items; durability and parts for tools and appliances.

Each recommendation carries source attribution (Wirecutter, RTINGS, Reddit, etc.) with credibility tiers. If the AI is uncertain about your specific model, it surfaces that in a visible notes card above the results.

Confidence Levels

The advisor uses your actual item data — age, warranty status, condition, purchase price, and your history with that brand — to score each recommendation. The more data you provide, the better the advice:

• High Confidence: You've rated the item AND provided lifespan/warranty details
• Medium Confidence: Some data available but not complete
• Exploratory: Limited data — these are options to consider, not firm recommendations

Three Decision Paths

• Repair It: Links to repair guides, estimated repair costs, DIY difficulty assessment
• Keep Using: Set a reminder to check back later, continue enjoying the item
• Time to Replace: View alternatives, consider same brand or explore new options

Behavior by Item Type

Not every item is a candidate for "replace." A grandfather clock doesn't have alternatives in the way a laptop does; a Birkin bag doesn't either. The advisor routes by item category so the recommendation matches what kind of thing you own:

Research Tips

The feature includes guidance on finding trustworthy reviews:

• Preferred sources: Consumer Reports, Wirecutter, RTINGS, iFixit
• Red flags to watch for (affiliate-heavy language, no hands-on testing)
• How to cross-reference multiple sources

Managing Warranties

Adding Warranty Information

When adding a new item:

1. In the Add Item form, scroll to Warranty section
2. Click Warranty Expiration Date and select the date
3. Click Warranty Type: Standard, Extended, or Lifetime
4. Optionally add Warranty Notes

For existing items:

1. Open the item
2. Click Edit in the toolbar
3. Fill in the warranty fields
4. Click Save or press ⌘S

Warranty Status Badges

• Active — Warranty currently valid
• Warning — Expiring within 30 days
• Expired — No longer covered
• Lifetime — Permanent coverage

Setting Warranty Reminders

1. Go to Settings (or press ⌘,)
2. Click Notifications
3. Toggle on Warranty Expiring and Coverage Phase Changes
4. Set Advance Notice: 7, 14, or 30 days before

Tip: With Coverage Phase Changes enabled, you'll receive notifications before your warranty transitions (e.g., 30 days before Full → Parts Only).

Coverage Types

Different warranties offer different levels of coverage:

To set coverage type: Expand the Coverage Phases section, add a coverage phase, and select the appropriate type.

Coverage Phases (Tiered Warranties)

Many warranties change coverage over time. For example, a 5-year appliance warranty might offer:

• Year 1: Full coverage (parts + labor)
• Years 2-3: Parts only
• Years 4-5: Limited coverage

To add coverage phases:

1. Expand the Coverage Phases section (it's a top-level section in the form)
2. Click Add Coverage Phase
3. Optionally specify a component name (for component-based warranties)
4. Select the coverage type for this phase
5. Set the start and end dates
6. Optionally add a deductible amount
7. Click Save
8. Repeat for additional phases

Note: Coverage phases can be added when creating a new item or when editing an existing item.

The detail view shows your current coverage phase and when the next change occurs.

Component-Based Warranties

Some items have different warranty periods for different components. For example, EGO Power+ tools offer:

• Batteries & Chargers: 3 years full coverage
• Outdoor Equipment: 5 years full coverage

To track component-based warranties:

1. Add a coverage phase and enter the component name (e.g., "Battery")
2. Set the coverage type and dates for that component
3. Add additional phases for other components with different coverage periods

Stuffolio suggests common component names based on your item's category. You can also enter custom component names.

Tracking Deductibles

Record out-of-pocket costs for warranty claims:

1. Expand the Coverage Phases section
2. When adding or editing a coverage phase, enter the Deductible amount
3. For tiered warranties, you can set different deductibles per phase

AppleCare+ Tracking

Stuffolio tracks AppleCare+ coverage with automatic detection and plan-aware incident tracking. Apple sells AppleCare in three shapes today, and each one counts incidents differently — Stuffolio's form asks which one you bought so the remaining-incidents math is honest for your actual plan.

The Three AppleCare Plan Families

When you add AppleCare to an item, you pick the plan family. Each has a different cap shape for accidental damage from handling (ADH):

Theft and Loss claims, where covered, are always tracked on a rolling 12-month window — 2 claims for Single-Pay or Monthly plans with T+L, and 3 claims for AppleCare One (which always includes T+L).

Honest Caveat on Rolling-Window Math

For Monthly plans, the rolling 24-month window math is best-effort: Stuffolio counts the total incidents you've logged but doesn't yet track per-incident timestamps, so the counter is an approximation if you've had a long claim history. For most users on a single Monthly plan, this is honest enough. If you're a heavy claimer with multi-year history, treat the counter as a reminder to check your actual Apple coverage page before assuming an incident is covered.

Automatic AppleCare+ Prompt

When you save an Apple product (iPhone, iPad, Mac, Apple Watch, Apple TV, AirPods, or HomePod), Stuffolio automatically detects it and asks if you want to add AppleCare+ details:

• A prompt sheet appears after saving
• Choose Add AppleCare+ to open the Extended Warranty form
• The form is pre-filled with "Apple" as the provider and AppleCare+ pre-selected
• Pick the plan family in the form (Single-Pay, Monthly, or AppleCare One)
• Add your coverage dates and policy number

Tip: Existing AppleCare entries from before Build 35 (when the plan-family picker was added) keep their original math until you open them and pick a plan family.

AppleCare+ Badge

Products with AppleCare+ display a distinctive Care+ badge:

• Blue badge — AppleCare+ is currently active
• Gray badge — AppleCare+ has expired

The badge appears in both the item list and the detail view header for quick identification.

Where to Find Your AppleCare+ Details

Stuffolio provides helpful hints on where to find your AppleCare+ information:

• On your device: Settings → General → About → Coverage (iOS/iPadOS) or About This Mac → Service (macOS)
• Online: checkcoverage.apple.com
• Apple Support app: My Devices section
• Email: Search for "AppleCare" in your inbox for purchase confirmation

Adding AppleCare+ to Existing Items

1. Open the item's detail view
2. Click Edit in the toolbar (or press ⌘E)
3. Scroll to Extended Warranty section
4. Toggle Is AppleCare+ to on
5. Fill in your coverage dates and policy number
6. Click Save (or press ⌘S)

Quick Edit from Dashboard

You can also open AppleCare+ Tracking directly from the Dashboard. If you only have one Apple product, Stuffolio skips the picker and opens the editor right away — no need to navigate to the product first. Update incidents used, service fees, and coverage dates without opening the full product editor.

RMA & Warranty Claim Tracking

Track warranty claims and returns from start to finish with RMA (Return Merchandise Authorization) tracking.

Starting an RMA

1. Open the item you're claiming
2. Scroll to Warranty section
3. Click Track RMA/Claim
4. Enter claim details:
   • RMA Number: Authorization number from the manufacturer
   • Claim Date: When you filed the claim
   • Issue Description: What's wrong with the item
   • Status: Pending, Approved, Shipped, In Progress, Completed
5. Click Save

Tracking Shipping

• Outbound tracking: Enter the tracking number when you ship the item
• Return tracking: Add the tracking number for the replacement/repair
• Click tracking numbers to open carrier websites

Customer Support Interaction Logging

Never start from scratch on your third call to customer service. Log every support interaction.

Logging a Support Interaction

1. Open the item
2. Scroll to Support History section
3. Click Log Interaction
4. Enter details:
   • Date & Time: When you contacted them
   • Contact Method: Phone, Email, Chat, In-Person
   • Rep Name: Who you spoke with
   • Case/Ticket Number: Reference number
   • Notes: What was discussed and promised
   • Follow-up Date: When to call back
5. Click Save

Scheduling Maintenance

Adding a Maintenance Schedule

1. Open an item's detail view
2. Click Edit in the toolbar
3. Scroll to Maintenance section
4. Click Add Maintenance Task
5. Fill in:
   • Task Name (e.g., "Replace filter")
   • Frequency: One-time, Weekly, Monthly, Quarterly, Annually
   • Next Due Date
   • Notes
6. Click Save

Completing a Maintenance Task

1. Open the item
2. Scroll to Maintenance section
3. Click Mark Complete
4. The next due date is calculated automatically for recurring tasks

Smart Maintenance Suggestions

Stuffolio automatically suggests maintenance schedules based on your item's category — no more guessing when to service your items.

How Smart Suggestions Work

1. When you add or edit an item, Stuffolio checks the category
2. If maintenance presets exist for that category, a suggestion appears
3. Click the suggestion to review the recommended schedule
4. Accept the suggestion or customize it for your needs

Category-Based Presets

Here are some examples of built-in maintenance suggestions:

Accepting a Suggestion

1. When the suggestion banner appears, click View Suggestion
2. Review the maintenance task and frequency
3. Click Add to Schedule to accept
4. The maintenance task is added with the suggested frequency

Customizing Suggestions

If the default doesn't fit your usage:

1. Click Customize instead of accepting directly
2. Adjust the frequency (more or less often)
3. Modify the task description if needed
4. Click Save to add your customized schedule

Dismissing Suggestions

• Click Dismiss to hide a suggestion you don't need
• Dismissed suggestions won't appear again for that item
• You can still add maintenance manually at any time

Price Watch

Price Watch passively monitors the asking-price signal for items you've marked, so you notice if something you own has drifted significantly in value (up or down) without you having to remember to look. It's quiet by design — no notifications spam, no constant refreshes.

Enabling Price Watch on an Item

1. Open the item
2. Scroll to the Price Watch section in the item detail
3. Click Enable Price Watch
4. Stuffolio uses the model number and category to set up the watch

Once enabled, the item participates in the scheduled refresh. You don't need to do anything else.

What the Chart Shows

The Price Watch section on the item detail displays:

• Price history chart — points over time showing the asking-price signal trajectory
• Current vs. original purchase price — how the current market signal compares to what you paid
• Last refresh date — when the most recent data point was collected

How Refresh Works on Mac

On the Mac, Price Watch refreshes run on a timer while Stuffolio is open. Keep Stuffolio running in the background for the most up-to-date data points. The schedule is designed to be cheap and respectful:

• Tier-by-price cadence: Higher-value items refresh more often than low-value ones, so the AI cost stays bounded.
• Monthly cap: Each item's refresh count is capped per month, regardless of how long it's been watched. This prevents runaway costs on long-watched items.
• Subscriber-gated: Price Watch is one of the AI-backed features and is included with the optional subscription. Trial users can enable Price Watch on a small number of items during the 7-day trial.

Kill Switch

Price Watch has a global kill switch in Settings → Price Watch. Use it to pause all watches temporarily without losing per-item configuration — useful if you want to stop background activity for a stretch. Resume from the same setting; watches pick up where they left off.

Manual Refresh

If you want a fresh data point right now (e.g., before selling an item), click the refresh button in the Price Watch section on the item detail. This counts against the item's monthly refresh budget.

Tracking Loans (Borrowed & Lent)

Track items you've lent to other people and items you've borrowed — who has what, when it's due back, and whether it's overdue.

Entry Points

• Dashboard: The Needs Attention card surfaces any loan past its expected return date.
• Loan Tracker: Click Actions > Own > Loan Tracker for the full sortable list of all active loans.
• Activity Timeline: Loan/return events appear in the Mac Dashboard's Activity Timeline so you can see lending history at a glance.

Recording a Loan (You're Lending Something Out)

1. Open the item you're lending
2. Click Edit in the toolbar
3. Scroll to Loans section
4. Click Record Loan
5. Fill in: Borrower Name, Date Loaned, Expected Return Date, Notes
6. Click Save

Viewing Active Loans

• Dashboard: Needs Attention shows items due to be returned
• Loan Tracker: Click Actions > Own > Loan Tracker

Marking a Loan as Returned

1. Open the loaned item
2. Find the active loan in the Loans section
3. Click Mark Returned

The loan moves to history on the item's detail view. You can see the full lending history for each item.

Checking for Recalls

Performing a Recall Check

1. Click Insights > Recall Check in the sidebar
2. Click Check All Items
3. Wait for results from the CPSC database

Stuffolio automatically searches for recalls matching items in your inventory.

Viewing Recall Details

Click any recall to expand details:

• Hazard — What the danger is
• Remedy — What to do (refund, repair, replacement)
• Units Affected — How many units were recalled
• More Information — Link to official CPSC page

Tips for Better Results

• Use actual product names (e.g., "Ozark Trail Tabletop Butane Stove")
• Include manufacturer/brand names
• Add model numbers when available

Important Notes

We use public CPSC data to help surface possible recalls. For complete information, check cpsc.gov. Recalls from FDA and NHTSA aren't included yet.

Exporting Your Data

Exporting All Items

1. Go to Settings in the sidebar
2. Click Data
3. Under Export, click Export All
4. Choose format: CSV, PDF, or Excel
5. Choose save location
6. Click Export

Exporting Selected Items

1. In My Items, select items (hold ⌘ to select multiple)
2. Right-click and select Export Selected
3. Choose format and save location

Using the Menu Bar

Go to File > Export and choose Export All or Export Selected

Importing Items

Preparing Your CSV File

Your CSV file should have a header row with column names. Supported columns:

• name (or title) — Required
• manufacturer, model, serial, category, location
• purchase_date, purchase_price, warranty_expiration, notes

Importing the File

1. Go to Settings > Data
2. Under Import, click Import from CSV
3. Navigate to your CSV file and click Open
4. Map columns to Stuffolio fields
5. Preview items and click Import

Reviewing Data Quality

Keep your inventory complete and organized with the Data Review feature.

Accessing Data Review

1. Go to Settings in the sidebar (or press ⌘,)
2. Click Data Management
3. Scroll to the Data Quality section
4. Click Review Items

What Data Review Shows

Items Without Photos:

• Items that don't have any photos attached
• Click an item to open it and add photos
• Items are sorted by most recent first

Potential Duplicates:

• Items with the same title and manufacturer
• Grouped together for easy comparison
• Click any item to view details and verify

Using Data Review

To add photos to an item:

1. Click the item row (anywhere except the OK button)
2. The item detail view opens
3. Click Add Image to attach photos
4. Navigate back to continue reviewing

To dismiss an item from future reviews:

1. Click the OK button next to the item
2. The item is marked as reviewed
3. It won't appear in future Data Reviews

To reset dismissed items:

1. Scroll to the bottom of Data Review
2. Find "X items reviewed and hidden"
3. Click Show Again
4. Confirm to reset all dismissed items

Tips

• Review your data periodically to keep it complete
• Adding photos helps with insurance claims and identification
• Dismissing an item doesn't delete it — just hides it from the review list

Value Tracking & Depreciation

Monitor how your inventory's value changes over time.

Value Snapshots

Automatically capture your total inventory value over time for trend analysis and insurance purposes.

Taking a Manual Snapshot

1. Go to Insights > Value History
2. Click Capture Snapshot
3. Optionally add a note (e.g., "Before downsizing")
4. Click Save

Depreciation Calculator

Estimate current value based on age and depreciation method.

Insurance Profile & Claim Prep

Understand how your belongings fit with your insurance coverage.

Setting Up Your Insurance Profile

1. Go to Settings > Insurance Profile
2. Enter coverage details (total limit, per-item limit, deductible)
3. Click Save

You can also set an Insured Value per item to track exactly what each item is covered for.

Identifying Coverage Gaps

Stuffolio identifies items exceeding per-item limits and categories that may need additional coverage. It also alerts you when replacement cost data is inferred from an old purchase price (see Stale Replacement Cost Warnings below).

Stale Replacement Cost Warnings

Stuffolio calculates each item's replacement cost for insurance purposes. If you haven't entered an explicit replacement cost, Stuffolio falls back to the purchase price. That fallback is fine for recent items — but a 5-year-old TV's purchase price isn't what it would actually cost to replace today.

When the warning triggers: You'll see a stale-cost alert on any item that (a) has no explicit replacement cost set and (b) was purchased more than 2 years ago. The warning appears on the item detail view and in Coverage Insights.

How to clear the warning:

1. Open the affected item
2. Click Edit
3. Scroll to the Replacement Cost field
4. Enter today's cost to replace the item (check current marketplace prices, or use Stuff Scout to get a valuation)
5. Click Save

Claim Prep Kit

When disaster strikes, generate a complete claim package with photos, receipts, serial numbers, and value estimates.

1. Open the affected item
2. Click Actions > Prepare Claim
3. Add claim-specific details
4. Click Generate Package

Audit Mode

Verify that your physical inventory matches your digital records.

Starting an Audit

1. Go to Actions > Audit Mode
2. Click Start New Audit
3. Optionally filter by location
4. Click Begin

Conducting the Audit

1. Walk through your space with your Mac or print the list
2. Click Found next to each item you verify
3. Use ⌘F to search for specific items

Reviewing Results

View Found items, Not Found items, and handle missing items appropriately (update location, mark as lost/stolen, or delete).

Duplicate Finder

Find and merge items that may have been accidentally added twice.

Running the Duplicate Finder

1. Go to Actions > Duplicate Finder
2. Click Scan Inventory
3. Review potential duplicates

Resolving Duplicates

• Merge: Combine two entries into one
• Delete: Remove the duplicate entry
• Not a Duplicate: Dismiss from future scans

Data Cleanup

Find and fix incomplete records in your inventory with automated analysis and guided fixes.

Running Data Cleanup

1. Go to Actions > Data Cleanup
2. Wait while your inventory is analyzed
3. Review the completeness score and issue categories

Issue Categories

• Missing Photos — Items without any photos attached
• Missing Price — Items without a purchase price
• Missing Category — Items not assigned to any category
• Missing Manufacturer — Items without manufacturer specified
• Expired Warranties — Items with warranties that have expired
• Large Photos — Photos over 1MB that could be optimized
• Missing Serial Number — High-value items without serial numbers

Fixing Issues

1. Click any category card to see affected items
2. Click an item to open it for editing
3. Add the missing information
4. Click Refresh Analysis to update the report

Batch Categorize

Automatically assign categories to uncategorized items using smart keyword matching.

Running Batch Categorize

1. Go to Actions > Batch Categorize
2. View the list of uncategorized items with suggested categories
3. Review suggestions — each shows a confidence-based category match

Applying Categories

1. Use Select All to include all items, or click individual checkboxes
2. To change a suggestion, click the ••• menu and choose a different category
3. Click Apply Categories to save all changes at once

Bulk Price Update

Update current values for multiple items at once using various calculation methods.

Opening Bulk Price Update

1. Go to Actions > Bulk Price Update
2. Select which items to update
3. Choose an update strategy
4. Preview and apply changes

Selection Modes

• All Items — Update your entire inventory
• By Category — Update only items in a specific category
• By Room — Update only items in a specific location
• Items with Price — Only items that have a purchase price recorded
• Missing Current Value — Only items without a current value set

Update Strategies

• Set Specific Value — Apply the same dollar amount to all selected items
• % of Purchase Price — Calculate as a percentage (e.g., 80%) of the original price
• Apply Depreciation — Use category-based depreciation rates based on item age
• Clear All Values — Remove current values from selected items

Preview Before Applying

Click Preview Changes to see exactly what will change before committing.

Disposing of Items

Mark items as disposed while maintaining records.

Disposal Methods

Available options: Sold, Donated, Gifted, Recycled, Returned, Trashed, Lost, Stolen

Disposing of an Item

1. Open the item's detail view
2. Click the action menu (•••)
3. Select Dispose of Item
4. Choose the disposal method and fill in details

Donations: IRS Threshold Prompts

When you mark an item as Donated, Stuffolio prompts you to enter a Fair Market Value (FMV) — the price the item would sell for between a willing buyer and willing seller on the donation date. FMV is what you'll use on your tax return, not the original purchase price.

The donation sheet gives you contextual guidance based on the value:

• Under $500: Standard donation record — organization name, date, FMV, and optional receipt photo are enough for most filings.
• $500 – $5,000: IRS Form 8283 Section A territory. Stuffolio flags that you'll need to file this form if your total non-cash donations exceed $500 for the year, and reminds you to save the receipt.
• Over $5,000: IRS Form 8283 Section B territory. A qualified written appraisal is typically required. Stuffolio notes this in the donation record and encourages you to attach the appraisal document.

Lost & Stolen Items

For lost items, record the date and circumstances. For stolen items, also record the police report number. Track insurance claim status for both.

Viewing & Restoring Disposed Items

Find disposed items in My Items > Archive. Click Restore to Inventory to bring back accidentally disposed or recovered items.

Using iCloud Sync

Enabling iCloud Sync

1. Go to Settings (or press ⌘,)
2. Click Data
3. Toggle iCloud Sync on

Note: You must use the same Apple ID on all devices for sync to work.

How Sync Works

• Automatic — Changes sync in the background
• Near-instant — Usually syncs within seconds
• Conflict resolution — Most recent change wins

Sync Status

In Settings > Data, look for:

• ✓ Synced — All data is up to date
• ↻ Syncing — Currently uploading/downloading
• ⚠️ Offline — No internet connection

Offline Mode & Auto-Sync

New in Sprint 5: Stuffolio now works seamlessly even when you're offline.

How Offline Mode Works

• Make changes offline — Add, edit, or delete items without an internet connection
• Automatic queuing — All changes are saved locally and queued for sync
• Auto-sync when online — When your Mac reconnects to the internet, queued changes sync automatically
• No manual action needed — You don't need to press any buttons or trigger sync manually

What You Can Do Offline

• Add new items
• Edit existing items
• Add photos (they'll upload when you're back online)
• Delete items
• Browse your inventory
• Search and filter items

Viewing Pending Changes

While offline, you can see how many changes are waiting to sync:

1. Go to Settings > Data
2. Look for the sync status indicator
3. If offline, it shows: "Offline — X changes pending"
4. When you reconnect, these changes upload automatically

Conflict Resolution

If you edit the same item on multiple devices while offline:

• The most recent change wins
• Stuffolio uses timestamps to determine which version to keep
• No data is lost — earlier versions are preserved in sync history

Family/Household Sharing

Create a shared household where family members can view and manage shared items together. Real-time sync powered by CloudKit keeps everyone updated instantly.

Requirements

• iCloud Sync must be enabled in Settings
• All participants need Apple IDs and iCloud accounts
• macOS 14.0 (Sonoma) or later on all Macs

Creating a Household (Owner)

1. Go to Settings → Data → Family Sharing (or press ⌘, then click Data)
2. Click Create Household (or Start Sharing)
3. Enter the email address of the person you want to invite
4. Select their permission level:
   • Viewer — Can see shared products but not edit
   • Editor — Can add, edit, and delete shared products
   • Admin — Full control including managing other members
5. Click Send Invitation

Joining a Household (Participant)

1. You'll receive a notification or email when someone invites you
2. Click the invitation link, or go to Settings → Data → Family Sharing
3. Click Accept Invitation
4. Shared products will automatically sync to your Mac

Sharing an Item with Your Household

1. Select any item in your inventory
2. In the Inspector (right sidebar), find the Sharing section
3. Check Share with Household
4. The item immediately syncs to all household members

To stop sharing an item, uncheck the option. The item remains in your inventory but is removed from other members' shared items.

Managing Household Members

In Settings → Data → Family Sharing, household owners and admins can:

• See all family members and their permission levels
• Change someone's permission level (click their name)
• Remove a member (select and press ⌫ or click Remove)
• View pending invitations
• Leave the household (if you're a participant)

Understanding Shared Items

• Shared products display a household badge icon
• You can see who added each item and from which device
• Changes sync in real-time to all family members
• The "Added by" label shows the original sharer's name
• "Last modified by" shows who made the most recent change

Real-Time Sync

Household Sharing uses CloudKit push notifications for real-time updates:

• When someone adds or edits a shared item, your Mac updates within seconds
• A sync indicator appears briefly in the toolbar when changes are being applied
• Press ⌘R or choose View → Refresh to manually sync

Offline Support

You can work with shared items even without internet:

• View and edit shared items while offline
• Changes are queued automatically
• When you're back online, changes sync in the background
• If someone else edited the same item while you were offline, you'll see a conflict prompt

Conflict Resolution

If two people edit the same item at the same time, Stuffolio detects the conflict:

• A notification alerts you that a conflict was detected
• You can view both versions side-by-side in a comparison window
• Choose to:
  • Keep Local — Use your version
  • Keep Remote — Use the other person's version
  • Merge — Combine changes intelligently
  • Keep Both — Create a duplicate item

The same conflict-resolution UI surfaces for items shared across CloudKit zones (shared-with-me items inside a household), so cross-zone conflicts get the same side-by-side review path as personal-zone conflicts. You won't lose the other person's work to a silent overwrite.

Apple Integration Features

Stuffolio integrates deeply with macOS to help you work faster.

Spotlight Search

Search your inventory from anywhere on your Mac:

• Press ⌘Space to open Spotlight
• Type a product name (e.g., "vacuum", "laptop")
• Click a result to open it directly in Stuffolio

Example: Find your MacBook Pro by typing "macbook" without opening Stuffolio.

Handoff

Start on one device, continue on your Mac:

• When viewing a product on iPhone/iPad, a Stuffolio icon appears in your Dock
• Click the Handoff icon to continue exactly where you left off
• Requirements: Same Apple ID, Bluetooth and Wi-Fi enabled, Handoff enabled in System Settings

Desktop Widgets

Access your inventory from Notification Center or the Desktop.

Available Widgets

Adding Widgets to Desktop

1. Right-click on your Desktop
2. Select Edit Widgets...
3. Search for "Stuffolio"
4. Drag a widget to your Desktop

Adding Widgets to Notification Center

1. Click the date/time in the menu bar to open Notification Center
2. Click Edit Widgets at the bottom
3. Find Stuffolio and add widgets

Siri Shortcuts

Use voice commands and automations to interact with your inventory. Stuffolio offers 10+ shortcuts for power users.

Built-in Voice Commands

• "Hey Siri, add item to Stuffolio"
• "Hey Siri, show my expiring warranties"
• "Hey Siri, open Stuff Scout"
• "Hey Siri, what's my inventory worth?"
• "Hey Siri, show maintenance due in Stuffolio"
• "Hey Siri, show my electronics in Stuffolio"

Advanced Automation Actions

These actions are available in the Shortcuts app for building custom automations:

• Add Item to Location — Quickly add items with a pre-filled location
• Get Items by Location — List all items in a specific room or area
• Get Items by Category — Filter your inventory by category
• Get Total Inventory Value — Calculate total value (all items or by category)
• Get Maintenance Due — Show upcoming and overdue maintenance
• Get Expiring Warranties — List warranties expiring within X days
• Export Category as PDF — Generate a PDF report for a specific category

Automation Ideas

• Morning briefing: "Get expiring warranties" + "Get maintenance due" as part of a daily summary
• Moving prep: "Get items by location" for each room to generate packing lists
• Insurance update: "Get total inventory value" monthly to track coverage needs

Menu Bar Commands

Stuffolio integrates with the standard Mac menu bar:

• Stuffolio > Settings — Open preferences
• File > New Product — Add a new item
• File > Import — Import from CSV
• File > Export — Export your data
• View > Sidebar — Show/hide sidebar
• Help — Access documentation

Privacy Controls

Control which Apple features are enabled in Settings > Integrations:

• Spotlight Search: Index products in system search
• Handoff: Continue on other devices
• Siri Shortcuts: Enable voice commands

All features are opt-in and can be disabled at any time.

macOS-Specific Features

Stuffolio includes special features designed specifically for the Mac experience.

Hover Effects

Stuffolio provides subtle visual feedback when you move your mouse over interactive elements, making it easy to identify what you can click:

Product Row Hover

• When hovering over any product in the list, the row slightly highlights
• The row lifts with a subtle shadow effect
• This makes it clear which product you're about to interact with
• Particularly helpful when browsing long lists

Button and Control Hover

• Buttons change appearance when you hover over them
• Interactive elements brighten or change color
• Toolbar buttons show a subtle highlight
• Filter chips and tags respond to hover

Dashboard Card Hover

• Feature cards on the Dashboard lift when you hover
• A shadow effect indicates the card is clickable
• Makes navigation more intuitive and responsive

Trackpad Gestures

Use your Mac's trackpad for natural navigation:

• Two-finger scroll — Navigate through lists and content
• Pinch to zoom — Zoom in on product photos
• Swipe between pages — Navigate back and forward (when available)

Context Menus

Right-click (or Control-click) on any product for quick actions:

• Edit product details
• Open AI Assistant
• Duplicate product
• Copy product information
• Share product
• Delete product

Window Management

• Full Screen Mode: Click the green button in the window title bar or press ^⌘F
• Split View: Click and hold the green button, then drag to either side of the screen
• Resize: Drag any window edge or corner to resize
• Minimize: Press ⌘M to minimize to the Dock

Configuring Settings

Accessing Settings

• Click Settings in the sidebar
• Or press ⌘,
• Or go to Stuffolio > Settings in the menu bar

Appearance Settings

Click Appearance, then Theme to select:

• System — Matches your Mac's light/dark mode
• Light — Always light mode
• Dark — Always dark mode

Per-View Theme Toggle

For thirteen of the most-used views (item detail, Add Item, Stuff Scout result, AI Assistant result, and several others), a small theme-toggle button appears in the toolbar. Click it to flip just that window between Light and Dark independently of your global setting — handy when you're reading a photo-heavy item detail at the same time as a dark-mode terminal in a split window. The toggle also appears on recovery views (failed syncs, cache-restore prompts) so you can always read them legibly regardless of ambient theme conditions.

Notification Settings

Click Notifications and toggle on:

• Warranty Expiring — Before warranties end
• Coverage Phase Changes — When coverage type changes (e.g., Full → Parts Only)
• Maintenance Due — When tasks are due
• Loan Due — When loaned items should return

Default Settings

Click Defaults to set:

• Default Category — Pre-selected for new products
• Default Location — Pre-filled for new products
• Depreciation Rate — Annual percentage for value calculation
• Currency — Display currency for prices

Legacy Wishes

Record who should receive your personal belongings. Legacy Wishes helps you document your preferences for family and loved ones.

Enabling Legacy Wishes

1. Go to Settings > Legacy Planning (or use ⌘,)
2. Toggle on Enable Legacy Wishes
3. Legacy Wishes appears in the sidebar

Adding Recipients

1. Click Legacy Wishes in the sidebar
2. Click Recipients
3. Click + Add Recipient
4. Enter name, relationship, and optional details
5. Click Save

Assigning Items

1. Open any item's detail view
2. Scroll to Legacy Wishes section
3. Click Assign This Item
4. Select recipient(s) and fallback disposition
5. Click Save

Browsing Your Wishes with Thumbnails

The Legacy Wishes list shows a thumbnail of each assigned item next to the recipient's name — not just a text label. At a glance you can see what you're giving to whom, which is especially useful when you have a dozen items assigned to the same person or similar items going to different people.

• Items without photos show a category icon in place of a thumbnail
• Click any row to open that item and review or change the assignment
• Group by recipient to see the complete list of what each person is receiving

Sharing Your Wishes

• Export as PDF — Create a document to print or email
• Share with Family — Let family view in-app (View Only or View & Input)

Receiving Shared Wishes

When someone shares their Legacy Wishes with you:

1. Click the iCloud share link they send you
2. Stuffolio opens (download from Mac App Store if needed)
3. Accept the share invitation
4. View anytime in Legacy Wishes → Shared with Me

You'll see all recipients, assigned items, fallback plans, and notes — clearly marked as "View Only."

Family Collaboration

When the owner enables View & Input permission, you can indicate preferences:

• Interested — "I'd like this item"
• No Preference — Neutral
• Declined — "I don't need this"

Your input helps the owner make decisions. They always have final say.

Keyboard Shortcuts

Stuffolio on Mac supports extensive keyboard shortcuts for power users.

Global Shortcuts

Navigation Shortcuts

Product List Shortcuts

Editing Shortcuts

Using Go To (⌘K)

Go To is Stuffolio's command palette — a quick way to navigate anywhere in the app, launch actions, access tools, and get help without leaving your current screen. Inspired by Spotlight and VS Code's command palette. Features like Value Calculator, Settings, and Depreciation open directly — you land right where you want to be.

Opening Go To

• Press ⌘K anywhere in the app
• Or click Go To in the toolbar

How to Use

1. Press ⌘K to open Go To
2. Start typing to search — results filter instantly
3. Use ↑ / ↓ arrow keys to navigate results
4. Press Return to select the highlighted item
5. Press Escape to close without selecting

Go To Categories

Results are organized into six categories with 27 total commands:

Actions (8 commands)

Navigation (6 destinations)

Utilities (3 items)

Reports (3 items)

Help (3 items)

Settings (4 items)

Search Tips

• Type any word — Search matches titles, descriptions, and keywords
• Use abbreviations — "AI" finds AI Product Assistant
• Use synonyms — "inventory" finds My Items
• Partial words work — "back" finds Backup Data and Restore Data
• Action words — "add", "export", "scan" jump to relevant actions

Keyboard Navigation

Note: Go To helps you navigate to features, tools, and help within Stuffolio. To search your products, go to My Items where the search bar is always visible.

Accessibility

Stuffolio is designed to be accessible to everyone, with comprehensive support for assistive technologies and keyboard-only navigation.

Adaptive Font Scaling

Stuffolio automatically scales smaller fonts up on Mac displays for comfortable desktop reading. Text that looks fine on an iPhone can feel tiny on a 27" monitor — Stuffolio adjusts font sizes so labels, captions, and secondary text remain readable without squinting.

VoiceOver Support

Full VoiceOver support throughout the app with enhanced, descriptive labels. To enable: Press ⌘F5 or go to System Settings > Accessibility > VoiceOver.

Enhanced VoiceOver Labels

Stuffolio provides detailed, context-rich announcements when using VoiceOver:

• Product Listings: VoiceOver announces the product name, manufacturer, category, and current warranty status
• Status Badges: Warranty status is announced as "Active warranty", "Warning - expiring soon", "Expired warranty", or "Lifetime warranty"
• Interactive Elements: All buttons, links, and controls include descriptive labels explaining their purpose
• Forms: Input fields include hints about expected values and format
• Images: Product photos include meaningful descriptions

Example VoiceOver Announcement:

"Samsung 65-inch TV, manufactured by Samsung, Electronics category, Active warranty, button"

Enhanced Keyboard Navigation

Stuffolio has been optimized for keyboard-only users with improved focus management and navigation shortcuts.

Enabling Full Keyboard Access

1. Go to System Settings > Accessibility > Keyboard
2. Enable Full Keyboard Access
3. Use Tab to move between controls
4. Use Space to activate buttons

Keyboard Navigation Improvements

• Focus Indicators: Clear, high-contrast focus rings show which element is selected
• Logical Tab Order: Tab moves through elements in a predictable, logical order
• Skip Links: Jump to main content areas without tabbing through everything
• Form Navigation: Press Tab to move forward, Shift+Tab to move backward
• List Navigation: Arrow keys (↑ ↓) navigate product lists efficiently
• Dialog Boxes: Escape closes dialogs, Return activates default button

Accessible Shortcuts

All features are accessible via keyboard shortcuts. See the Keyboard Shortcuts section for a complete list.

Dynamic Type

Text scales with your system settings. Go to System Settings > Accessibility > Display and adjust Text size.

Color Accessibility

• No reliance on color alone — status uses color + icon + text
• Colorblind-friendly icons — categories, conditions, and statuses use distinct colors that are easy to tell apart
• Blue/Yellow/Red palette (avoids green/orange confusion for colorblind users)
• High contrast mode supported
• WCAG 2.1 Level AA compliant

Reduce Motion

Go to System Settings > Accessibility > Display and toggle Reduce motion for simplified animations.

Troubleshooting

Products Not Syncing Between Devices

1. Check iCloud is enabled in Stuffolio: Go to Settings > Data, verify iCloud Sync is on
2. Verify iCloud in System Settings: Open System Settings > [Your Apple ID] > iCloud, ensure Stuffolio is enabled
3. Check iCloud storage: Ensure you have available storage
4. Try resetting sync: Toggle iCloud Sync off, wait 10 seconds, toggle back on

Smart Scanner Not Working

1. Ensure your iPhone is nearby and unlocked
2. Both devices must be signed into the same iCloud account
3. Ensure Bluetooth and Wi-Fi are enabled on both devices
4. Check Continuity Camera settings:
   • Mac: System Settings > General > AirDrop & Handoff
   • iPhone: Settings > General > AirPlay & Handoff

Stuff Scout or AI Assistant Not Responding

1. Check internet connection
2. Wait 30 seconds and retry
3. If rate limited, wait a few minutes
4. Quit and reopen the app

Subscription Says "Not Active" After Network Loss

Stuffolio caches your last-known-good subscription status so brief network drops or App Store outages don't suddenly lock you out of features you paid for. If you see an offline banner ("Subscription status couldn't be verified — using cached status"), your subscription is still active locally. Connect to the network and the banner clears on the next StoreKit sync.

If the banner persists after reconnecting:

1. Go to Settings → Subscription Status
2. Click Restore Purchases
3. Sign in to your Apple ID if prompted
4. Stuffolio re-verifies the subscription with App Store and clears the cached-status banner

App Running Slowly

1. Quit and reopen Stuffolio
2. Check available disk space (Apple menu > About This Mac > Storage)
3. Restart your Mac
4. Check for updates in the App Store

Notifications Not Appearing

1. Open System Settings
2. Click Notifications
3. Find Stuffolio and ensure notifications are allowed
4. Verify Focus mode isn't blocking notifications

Privacy & Security

Where Your Data Is Stored

What Stuffolio Does NOT Do

• ❌ Sell your data to anyone
• ❌ Share data with advertisers
• ❌ Track your behavior or usage
• ❌ Require account creation
• ❌ Store your photos on our servers

Privacy of AI Features

• Images sent to Claude AI for processing
• No personal information transmitted
• Queries not linked to your identity
• Data discarded after processing

Security Features

• All data encrypted in transit (HTTPS)
• iCloud data encrypted at rest
• FileVault encryption supported

Full privacy policy: https://stuffolio.app/privacy

Getting Help

In-App Help

Press ⌘? or go to Help > Stuffolio Help for context-sensitive help.

Contact Support

Email: [email protected]

To send feedback with diagnostics:

1. Go to Help > Send Feedback in the menu bar
2. Or go to Settings > About > Send Feedback
3. Describe your issue or suggestion
4. Diagnostic information is attached automatically

Website

Visit https://stuffolio.app for updates, FAQ, and knowledge base.

Rate the App

If you enjoy Stuffolio, please leave a review in the App Store.

Version History