Help & FAQ
Last Updated: February 2026
Welcome to the FreshFolio Help Center. Below are answers to common questions about using the app.
🏁 Getting Started
Yes! FreshFolio is completely free for basic pantry tracking. You can scan items, track expiration dates, and create shopping lists at no cost. For advanced features like multi-pantry management, unlimited barcode scans, and premium analytics, you can upgrade to FreshFolio Pro.
An internet connection is required for barcode scanning (to look up product information) and syncing data across devices. However, you can view your existing pantry items offline.
Our barcode scanner uses your device camera to read UPC/EAN barcodes. Product information is retrieved from OpenFoodFacts, a crowdsourced database. Accuracy depends on the database having information for that specific product. If a product isn't found, you can add it manually.
📦 Pantry Management
There are three ways to add items:
1. Scan Barcode: Tap the scan button and point your camera at the product barcode.
2. Manual Entry: Tap "Add Item" and enter the product name, quantity, and expiration date manually.
3. From Shopping List: Mark items as "Purchased" on your shopping list to automatically add them to your pantry.
FreshFolio uses a two-tier system inspired by inventory management:
- Item Master: The reusable product template (e.g., "Campbell's Tomato Soup"). This stores the product name, brand, category, and default shelf life.
- Lot: A specific purchase instance (e.g., "2 cans purchased on 2/6/2026, expires 12/31/2026"). Each time you buy the same product, you create a new Lot.
This approach prevents duplicate data entry and makes it easy to track multiple purchases of the same item.
When adding an item, you specify:
- Purchase Unit: How you buy it (e.g., Case, Box, Pack)
- Base Unit: The individual unit (e.g., Can, Bottle, Each)
- Units per Purchase: How many base units are in one purchase unit (e.g., 12 cans per case)
This allows accurate inventory tracking. For example, if you buy 2 cases of soup (12 cans each), FreshFolio tracks 24 cans in your pantry.
Yes! With FreshFolio Pro, you can invite family members to collaborate on a shared pantry. Everyone can add items, update quantities, and receive expiration alerts.
📅 Expiration Tracking
When adding an item, tap the camera icon next to the expiration date field. Point your camera at the "Best By" or "Exp" date on the package. Our OCR (Optical Character Recognition) will attempt to detect and parse the date.
If OCR fails to detect the date, you can:
1. Manually type the date in MM/DD/YYYY format
2. Use the date picker to select the date
3. Leave it blank and add it later
FreshFolio sends push notifications when items are approaching their expiration date:
- 7 days before: "Heads up" notification
- 3 days before: "Use soon" notification
- On expiration day: "Expires today" notification
- After expiration: Item is marked as expired
You can customize notification timing in Settings.
When creating an Item Master, you can set a low stock threshold (e.g., "Alert me when I have fewer than 3 cans"). FreshFolio will notify you when your total quantity drops below this level, helping you avoid running out.
🛒 Shopping Lists
Tap the "Shopping" tab, then tap "Add Item". You can:
- Type the item name manually
- Scan a barcode to add a product
- Add items from your "Favorites" list
Yes! When viewing an item in your pantry, tap "Add to Shopping List" to quickly reorder it.
When you check off an item on your shopping list, FreshFolio prompts you to:
1. Enter the quantity purchased
2. Scan or enter the expiration date
3. Confirm the purchase
The item is then automatically added to your pantry as a new Lot, and removed from the shopping list.
🔍 Barcode Scanning
FreshFolio supports:
- UPC-A (standard US barcodes)
- UPC-E (compressed UPC)
- EAN-13 (international barcodes)
- EAN-8
If a barcode isn't found in the OpenFoodFacts database, you can:
1. Add the product manually
2. Contribute the product to OpenFoodFacts (helps other users!)
3. Use manual entry for that item
No, barcode scanning requires an internet connection to look up product information from the OpenFoodFacts API.
📊 Categories & Organization
FreshFolio offers several organization methods:
- Categories: Group items by type (Dairy, Produce, Canned Goods, etc.)
- Locations: Track where items are stored (Fridge, Freezer, Pantry)
- Favorites: Mark frequently purchased items for quick access
Yes! In Settings → Category Management, you can create, edit, and delete custom categories to match your organization style.
Locations represent physical storage areas in your home:
- Pantry: Dry goods, canned items
- Fridge: Refrigerated items
- Freezer: Frozen items
You can create custom locations (e.g., "Garage Fridge", "Basement Storage") in Settings.
🔐 Account & Privacy
Yes. Your pantry data is private and only visible to you and any family members you explicitly invite to a shared pantry. We do not sell or share your data with third parties.
You can request account deletion via Settings → Delete Account, or visit our Account Deletion Page. Once requested, your account is deactivated immediately and permanently deleted after a 30-day grace period.
Yes! In Settings → Export Data, you can download a CSV file of all your pantry items, expiration dates, and transaction history.
Yes! You'll receive notifications for:
- Expiration date reminders
- Low stock alerts
- Shopping list reminders
- Shared pantry updates (Pro feature)
You can customize notification preferences in Settings or disable them entirely in your device's system settings.
🍎 Food Safety
No. FreshFolio is a tracking tool only, not a food safety authority. Expiration dates may be inaccurate due to OCR errors, user input mistakes, or outdated database information. Always use your best judgment and follow FDA guidelines when determining if food is safe to consume.
FreshFolio displays product information from third-party databases, which may not be complete or current. Always verify ingredients independently if you have food allergies or dietary restrictions. Do not rely solely on the app for allergen information.
✉️ Support
We appreciate your help in making the app better! Please visit our Contact page and describe the issue in detail.
Absolutely! We love hearing from users. Visit our Contact page and select "Feature Request" or describe your idea in the message field.
We're here to help! Visit our Contact page and our team will get back to you as soon as possible.
📖 Glossary of Terms
A reusable product template that stores the product name, brand, category, default shelf life, and UOM information. Think of it as the "blueprint" for a product.
A specific purchase instance of an Item Master. Each Lot has its own quantity, purchase date, expiration date, and location.
The smallest trackable unit of a product (e.g., Can, Bottle, Oz, Each).
The unit in which you typically buy a product (e.g., Case, Box, Pack, Bag).
The system for tracking quantities using Purchase Units and Base Units with a conversion factor.
A shared database of Item Masters created from barcode scans. When you scan a barcode, FreshFolio first checks this registry before querying the OpenFoodFacts API, reducing API calls and improving speed.
A record of all inventory changes (additions, uses, disposals) for audit and tracking purposes.
The technology used to detect and read expiration dates from product packaging using your device camera.