Setup Guide
Step-by-step guide to setting up your Helium account, from company profile to your first order.
This guide covers the complete setup process for your Helium account. Follow these steps in order — later phases depend on earlier configuration being complete.
For a detailed walkthrough with screenshots and field-by-field instructions, see the full Getting Started Guide.
Before You Begin
Have these items ready before starting:
- A product spreadsheet (CSV or Excel) with your SKUs, names, and prices
- Supplier details (name, email, payment terms)
- Sales channel logins (Shopify, Amazon, eBay) if applicable
- Your company logo (SVG or PNG)
- VAT registration number (if applicable)
Step 1: Company Profile
Navigate to Settings > Company and fill in your legal company name, registration number, and registered address. This information appears on invoices, emails, and legal documents sent to your customers.
Step 2: Currency & Tax
Navigate to Settings > Currencies to set your default currency. If you sell internationally, add additional currencies here.
Then go to Settings > Tax Regions to add your VAT registration number and configure tax rates for the regions you sell in.
Set up currencies and tax before importing products — product prices and cost calculations depend on this configuration.
Step 3: Warehouse Setup
Navigate to Supply > Warehousing > Locations to rename your default warehouse location and add its address. If you operate from multiple sites, create additional locations here.
Optionally, set up bin racks at Supply > Warehousing > Bin Racks if you want organised storage locations for picking and put-away.
Step 4: Invite Your Team
Navigate to System > Team > People and invite team members by email. Choose appropriate roles:
| Role | Best For |
|---|---|
| Admin | Business owners, operations managers |
| Manager | Department heads, day-to-day operations |
| Operative | Warehouse staff, pickers, packers |
| Finance | Bookkeepers, accountants |
| Sales | Sales team, account managers |
Step 5: Add Suppliers
Navigate to Product > Suppliers to add your supplier records. You can import from a spreadsheet or create them manually. Key information needed: name, email, payment terms, and lead time.
Step 6: Import Products
Navigate to Product > Data > Import to upload your product catalogue. Helium supports CSV and Excel files. The import wizard will help you map your spreadsheet columns to Helium fields.
Use the "Ask Nucleus" button during import to let our AI automatically map your columns and suggest data cleaning improvements.
Key columns to include: name, sku, barcode, purchaseCost, rrp, weight.
Step 7: Stock Levels
After importing products, navigate to Product > Data > Import (Stock tab) to set your current stock-on-hand quantities per warehouse location.
Step 8: Connect Sales Channels
Navigate to Commerce > Channels to connect your sales platforms:
- Shopify: Enter your store URL and approve the OAuth connection
- Amazon: Enter your SP-API credentials from Seller Central
- eBay: Sign in and approve access via OAuth
- WooCommerce: Enter your site URL and REST API keys
Once connected, orders will sync automatically.
Step 9: Shipping & Printing
Set up carrier accounts at Fulfil > Dispatch > Carrier Accounts with your shipping provider credentials.
Configure printing at System > Printing — install the PrintNode client on your warehouse computer, add your API key, and assign printers for labels and documents.
Step 10: Your First Order
Create a test order or wait for one from your connected channel, then walk through the full lifecycle:
- View the order in Commerce > Orders
- Create a pick list and mark items as picked
- Pack the order at the pack station
- Generate a shipping label and dispatch
- Verify tracking updates
Once you've completed these steps, your Helium account is fully operational. Explore Analytics, CRM, Marketing, and Nucleus AI as you grow.
What's Next?
- Analytics — Sales, stock, and profitability insights
- B2B Portal — Wholesale ordering for trade customers
- CRM — Sales pipeline and relationship management
- Marketing — Email campaigns and automation flows
- Nucleus AI — Ask questions and automate tasks (Ctrl+K)
- Accounting — Built-in double-entry bookkeeping
Need Help?
Contact our support team at support@heliumsystems.app or use the support chat in the bottom-right corner of the dashboard.