Livestock list manager
Fish, coral, inverts and plants by tank with sizes, prices, photos and care notes. Updated from your phone.
Aquarium store software: live fish & coral stock lists
Aquarium stores: today's livestock, online. Stock lists customers actually check.
Livestock lists get posted on Facebook and go stale by lunch. Customers ring all afternoon to check what came in, fish are held on a sticky note and tank servicing gets booked on the back of an invoice. We build livestock lists, reservations, fish room, servicing and online store systems for aquarium stores that all talk to each other. Then we host them and look after them.
Looking for aquarium store software that keeps up with live stock?
An aquarium store isn't a normal shop. Half your stock is alive, it changes every shipment and some of it is one of a kind. A frag sells, a tang goes into quarantine, a box of tetras lands on Thursday and the list on Facebook is wrong before anyone sees it. Retail POS systems were built for boxes on shelves, not fish in tanks. So the real stock list ends up on a whiteboard in the fish room and in your head.
Wollopit builds custom aquarium store software around how your store actually runs. Update a tank from your phone and the website, in-store screens and socials follow. Customers reserve fish online with a deposit and get a text when the species they want comes in. Shipments, quarantine and losses are tracked properly. Tank servicing runs and water tests live against each customer's tank. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from aquarium stores
Does your aquarium store have these problems? Here's how we'd fix them.
Most aquarium stores we talk to know their fish inside out and run the business on photos of whiteboards, sticky notes and a phone that never stops ringing.
- The problemThe stock list on Facebook is always wrongA box lands Thursday, a photo of a handwritten list goes up and by Saturday half of it's sold or still in quarantine.How we fix itA live livestock list on your website, updated from the fish room on your phone as fish go on sale and sell.
- The problemThe phone never stops ringing"Have you got any clown loaches?" all afternoon while you're trying to acclimate a shipment.How we fix itOnline availability with sizes, prices and photos. Sold out shows itself, so customers check before they call.
- The problemHolds on sticky notesA fish gets held with a note on the tank glass. Then it falls off and the fish gets sold to someone else.How we fix itOnline reservations with deposits, a hold timer and a printed tank label with the customer's name and pickup date.
- The problemShipment day chaosThe wholesaler invoice sits on the bench while you work out prices, tank spots and what to tell customers.How we fix itShipment intake: import the wholesaler list, set prices and tank numbers in minutes and publish when fish are ready.
- The problemQuarantine on a whiteboardTreatments, dosing and days in quarantine live on a whiteboard that gets wiped by accident.How we fix itA tank board with treatment schedules, days in QT, feeding notes and a ready-for-sale date for every tank.
- The problemLosses nobody tracksDeaths get fished out and forgotten, so you never know which supplier or species is costing you money.How we fix itA loss log per tank and shipment with supplier reports, so you know what to order again and what to drop.
- The problemCoral photos from last yearEvery frag is one of a kind but the website shows a stock photo and customers want to see the actual colony.How we fix itIndividual frag listings with your own photos, frag numbers and a sold tag the second it's paid for.
- The problemCustomers want one particular fishSomeone's been chasing a certain angelfish for months and you forget to call them when it finally comes in.How we fix itSpecies alerts: customers follow the fish they want and get a text or email as soon as it hits the list.
- The problemTank servicing by phoneMaintenance visits booked by phone, techs working off memory and no record of what was done last time.How we fix itOnline service bookings, recurring visits and job sheets on the tech's phone with photos, parameters and products used.
- The problemWater test results lostCustomers bring in a sample, numbers go on a scrap of paper and next visit there's no history to compare.How we fix itWater test records against each customer's tank, with trends over time and the products you recommended.
- The problemDry goods aren't onlineFood, salt and equipment sell to the big online retailers while your shelves sit there.How we fix itAn online store with click and collect and shipping, with stock synced to your POS so the shelf and the website agree.
02What we build
Solutions
What we build for aquarium stores. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
In-store screens
Today's arrivals, specials and what's on sale on a TV by the counter, updating as the list changes.
Reservations & holds
Customers reserve online with a deposit, holds expire on a timer and tank labels print themselves.
Shipment intake
Import wholesaler lists, set prices and tanks fast and publish fish when they're ready to sell.
Fish room & quarantine board
Every tank on one screen: what's in it, days in QT, treatments due and ready-for-sale dates.
Loss tracking
Log losses per tank and shipment, then see which suppliers and species are worth ordering again.
Coral frag listings
One-off frags and colonies with your own photos, frag numbers and instant sold tags.
Species alerts & wishlists
Customers follow the fish they're chasing and get a text or email when it arrives.
Tank servicing runs
Recurring maintenance bookings, run sheets by area and job sheets with photos and parameters.
Water test records
Test results saved against each customer's tank with trends and product recommendations.
Online store & click and collect
Food, salt, equipment and gift cards with click and collect, shipping and stock synced to your POS.
Custom tank builds
Quotes, deposits, build stages and setup bookings for new tanks and fish rooms.
Rewards & customer accounts
Points on dry goods, member pricing and a history of every fish and product a customer has bought.
A website that's always current
Hand-built, quick on mobile, with the live stock list front and centre. Built to rank for 'aquarium shop near me'.
03The systems
The big ones
Your whole store, on one system.
These are the systems aquarium stores ask us about most. Each one works on its own. They get properly clever when they're joined up.
Livestock lists
Update a tank once. The website keeps up.
Your livestock list becomes the one source of truth. Mark a fish as on sale or sold from your phone in the fish room and the website, in-store screens and socials all follow. Customers stop ringing to ask because they can see it.
- Fish, coral, inverts and plants
- Update from your phone in the fish room
- Sizes, prices and care notes
- Your own photos and videos
- Sold out shows itself
- Freshwater, marine and pond sections
- New arrivals highlighted
- In-store TV screens
- Auto-posts for new shipments
- Reef safe and compatibility tags
Fish room & shipments
Shipment day, sorted before the box is open.
Import the wholesaler list, assign tanks and set prices in minutes. Quarantine, treatments and losses are tracked tank by tank, so you know exactly what's ready to sell and which suppliers are worth it.
- Wholesaler list import
- Prices and tanks set in bulk
- Quarantine days and ready dates
- Treatment and dosing schedules
- Feeding notes per tank
- Loss log per tank and shipment
- Supplier loss reports
- Publish to the website when ready
- Reorder list from what sold
- Fish room board on any screen
Reservations & alerts
Fish held properly. Customers told the moment it lands.
Customers reserve fish online with a deposit and a pickup date. Holds have a timer, tank labels print with their name and nothing gets sold twice. Customers chasing a particular species follow it and get a text when it arrives.
- Online reservations with deposits
- Hold timers and expiry reminders
- Printed tank labels
- Pickup reminders by SMS
- Species follow and wishlists
- Arrival alerts by text or email
- Pre-orders for special requests
- Deposits taken off at the counter
- No double selling
- Waitlists for rare fish
Tank servicing
Service runs that run themselves.
Customers book maintenance online or get put on a recurring schedule. Techs get their run and job sheets on their phone, log parameters and photos on site and products used go straight onto the invoice.
- Online service bookings
- Weekly, fortnightly or monthly visits
- Runs planned by area
- Job sheets on the tech's phone
- Water parameters logged on site
- Before and after photos
- Products used added to the invoice
- Invoices to Xero or MYOB
- Reminders before each visit
- Office and commercial tank contracts
Customer tanks & water tests
Every customer's tank, with its history.
Each customer gets a tank profile: size, type, livestock and every water test you've done for them. Next time they walk in with a sample you can see the trend and what you sold them last time.
- Tank profiles per customer
- Water test records over time
- Ammonia, nitrite, nitrate and pH
- Salinity, alkalinity, calcium and magnesium
- Trends shown on a chart
- Recommended products saved
- Livestock bought from you
- Test results texted or emailed
- Linked to servicing visits
- Reminders for regular tests
04How it changes
Before and after
A new shipment, wolloped.
Here's how shipment day could change. Every store is different, so we map yours first.
Before
- The wholesaler invoice sits on the bench all morning
- Handwrite a list and snap a photo for Facebook
- The phone rings all afternoon about what came in
- A fish gets held with a sticky note on the glass
- The same tang gets sold twice
- Losses get fished out and never recorded
After
- Wholesaler list imported and priced in minutes
- Fish go live on the website once they're ready
- Customers following that species get a text
- Reservations come in online with a deposit
- Hold labels print with the name and pickup date
- Losses logged against the shipment and supplier
05Services
Everything under one roof
Software, websites and systems for aquarium stores.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for aquarium stores
Built around how your aquarium store actually runs: livestock list manager, in-store screens and the admin in between, in one system you own.
Websites for aquarium stores
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Aquarium store system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for aquarium stores
Reservations & holds and shipment intake: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Lightspeed Retail and Shopify so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your aquarium store, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the platforms you're happy with or replace the ones holding you back.
- Square
- Lightspeed Retail
- Shopify
- WooCommerce
- Xero
- MYOB
- Stripe
- Afterpay
- Zip
- ServiceM8
- Google Calendar
- Twilio SMS
- Mailchimp
- Google Business Profile
- Google Maps
- Australia Post
- Sendle
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your aquarium store: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the fish room, behind the counter and on a service run, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your tanks, livestock, shipments, holds, servicing, dry goods, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the live stock list first, so you get a win before the next shipment lands.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things aquarium stores ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can customers get alerts for specific fish?
Yes. Customers can follow a species and get a text or email the moment it goes on your list. It's handy for rare fish people have been chasing for months.
Can we list coral frags individually?
Yes. Each frag or colony can have its own photos, frag number and price. It's marked sold the second it's paid for or reserved.
Can fish show as in quarantine before they go on sale?
Yes. Fish can sit on the tank board with days in QT and a ready date. You choose whether customers see them as coming soon or only once they're ready.
Can customers reserve fish online?
Yes. They pick the fish, pay a deposit and choose a pickup date. The hold has a timer and a label prints for the tank so nothing gets sold twice.
Do we have to replace our POS?
Usually not. We build around what works. We connect to Square, Lightspeed and most popular POS systems so stock, prices and deposits stay in sync. If something's holding you back, we'll show you what replacing it would involve before anything changes.
Can it handle our tank servicing as well as the shop?
Yes. Service bookings, recurring visits, tech job sheets and water parameters all live in the same system. Products used go straight onto the invoice.
How much does an aquarium store system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a live stock list can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most aquarium stores we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an aquarium store problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.