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Stock management

Online stock management that updates itself

An online stock management system that runs off the documents you already raise. Switch Enable stock management on from the product page and let the work do the counting: finalised documents take stock out, purchases put it back in, and you are notified before a product runs short.

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The Invoice Office stock dashboard showing inbound and outbound stock movement by month, products split by stock type, and the quantity held per product

Everything on your stock

Real-time visibility, no manual counting

Stock figures go wrong when keeping them right is somebody’s job. Wire the movements to the documents and purchases that cause them and the count looks after itself.

  • Enable stock management per product

    Enable stock management is a single switch on the product page. From that point the product carries its Stock quantity, its Stock location and its Minimum stock, with no separate system to keep in step.

  • Documents reduce stock automatically

    Stock reduction lets you choose which document types take stock out for a product. As soon as a document of that type is finalised or sent, the products on it come off the level. Inbound documents — credit notes and purchases — always put stock back regardless of that list.

  • Purchases bring stock back in

    A purchase is the receipt of goods, so registering one recalculates the level for each product on it. A purchase order is only a promise to a supplier and deliberately never moves stock — the purchase it becomes is what does.

  • Stock workflow status

    A stock-managed product carries a Stock workflow status alongside its quantity, with its own history, so where an item has got to in your process is recorded on the product rather than tracked in someone’s head. The status history is part of the Pro license.

  • Every movement on the record

    Stock mutations list the full history of a product’s movements, from purchases through to hand-made corrections, and export to PDF, Excel or CSV when you need them elsewhere. A stock dashboard adds KPIs and charts across the whole catalog.

  • Add stock mutation by hand

    Add stock mutation corrects a discrepancy whenever the shelf and the system disagree. The change is recorded in Stock mutations alongside every automatic movement, so a hand correction is as auditable as the rest.

What you track

Four things per product

Switch tracking on and a product starts carrying everything needed to answer the only questions that matter: how much have I got, where is it, and when should I buy more? It all lives on the same product record, and it is your purchases that put stock back on the shelf.

Explore every feature

  • Stock quantity

    The live count of what you hold, moving as documents are finalised and purchases are registered — so the number on screen is the number in the building.

  • Stock location

    Record where a product physically sits. Once entered, the Stock location can also be printed on packing notes and pick lists, so whoever picks the order is told where to find it.

  • Minimum stock

    Set the level a product should not fall below. That threshold is what turns a stock figure into a decision about when to reorder.

  • Automatic notification

    When stock reaches the Minimum stock level you receive a notification automatically, so a shortage is something you head off rather than discover when an order cannot be filled.

How it works

Set it up once, then just check it

  1. Step 1Enable it on the product

    Switch Enable stock management on for the products that need it, then set the Stock location and the Minimum stock level you want to be notified at.

  2. Step 2Let your documents move it

    Pick the document types under Stock reduction. Sales take stock out as those documents are finalised or sent; purchases put it back in as they are registered.

  3. Step 3Review and correct

    Read Stock mutations to see every movement on a product, and use Add stock mutation whenever a physical count disagrees with the system.

Stock management questions, answered

How do I start tracking stock for a product?
Switch on Enable stock management on the product page — it is a single setting. Once it is on, the product carries its Stock quantity, Stock location and Minimum stock, and starts responding to the documents and purchases that move it.
Does stock update automatically when I send a document?
Yes, and you control which documents take stock out. The Stock reduction setting on a product picks those document types, and the reduction is applied as soon as a document of that type is finalised or sent. Inbound documents work the other way and need no setting: credit notes and purchases always put stock back.
Do purchases update my stock levels?
Yes. Registering a purchase recalculates the stock level for each product on it, because a purchase represents goods actually arriving. A purchase order does not: it is a promise to a supplier, and it deliberately never moves stock — the purchase it converts into is what does.
Can I get alerts when stock runs low?
Yes. Set a Minimum stock level on the product and you receive a notification automatically when stock reaches it, which is what lets you prevent shortages rather than react to them.
Can I record where stock physically sits?
Yes. Each product carries a Stock location, so you know where to find it and not just how much of it exists. Once a location is entered it can also be shown on packing notes and pick lists, which is what makes it useful to the person actually picking the order.
How do I correct a stock discrepancy?
Use Add stock mutation on the product. Whether you are adjusting a position after a count or fixing a difference someone spotted, the change is quick to make and is recorded in Stock mutations alongside every automatic movement.
Does stock management need a paid plan?
Yes. The Stock section on a product is a Pro feature: stock only moves when you save a document yourself on a Pro license, and the stock and Picklist dashboards, the stock workflow-status history and printing the Stock location on a document are part of it too. The exception is orders arriving through a connected webshop or marketplace — those are entitled when the connector is set up, so imported orders keep moving stock on their own.

More answers in our FAQ and help center.

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