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Tracking Stock and Parts

Inventory tracks stock levels for the parts and materials you keep on hand — it's built directly on top of the Service Catalog, so anything you already price out on estimates and invoices can also carry a running stock count.

The Inventory page's empty state — no catalog items have Track Inventory turned on yet

Turning on tracking for an item​

Inventory doesn't track anything by default — turn it on per item in the Service Catalog. Open a catalog item and check Track Inventory. While you're there, fill in SKU and Cost if you track them, plus a Reorder Point and Reorder Quantity — the reorder point is what drives the "low stock" flag. Only items with Track Inventory turned on ever show up on the Inventory page.

The Inventory page​

Lists every inventory-tracked item with its Name, SKU, quantity On Hand, and Reorder Point. An item shows a red Low badge the moment its on-hand quantity drops to or below its reorder point. Check Low stock only to filter down to just what needs attention.

Receiving and adjusting stock​

Click Manage on any item to expand it and record stock movement:

  • Receive adds stock — use it when a shipment or order comes in. Must be a positive quantity.
  • Adjust is for corrections and accepts a negative quantity — use it to true up a count after a physical inventory check or to record shrinkage/loss.
  • A Note field is optional but worth using — "PO #1042" or "damaged in transit" is a lot more useful six months from now than a bare number.
  • Every item keeps a running History — date, type, quantity change, and note — visible below the Receive/Adjust form.

An inventory item expanded with Manage, showing the Receive/Adjust form, a Low badge, and its transaction History

Stock also moves on its own​

Not all stock changes are manual. When a recurring job generates an invoice and one of its line items is tied to an inventory-tracked catalog item, the system automatically records a consume transaction — a negative quantity change logged with a note like "Consumed via job billing" and a reference back to that invoice.

This happens without anyone touching the Inventory page directly, so if a quantity looks lower than expected, check the item's History first — a job invoice going out is the most likely explanation. Consume transactions are the only kind you won't create yourself from the UI; Receive and Adjust are the two manual options.

Tips​

  • Set a realistic Reorder Point, not zero — zero only flags an item after you're already out.
  • Check Low stock only as a regular habit rather than scrolling the full list looking for red badges.
  • Use Adjust with a note every time you do a physical stock count.
  • If a job consumes materials you don't actually want auto-tracked, leave Track Inventory off for that catalog item.