Skip to main content
Inventory connects your physical supplies to your financial records. When an order is marked Done, the materials attached to that order automatically deduct from stock and their costs record as COGS. The result: your profit reports reflect what you actually spent on each job — without any manual accounting.

​
How stock is tracked

The CRM tracks two stock numbers for every inventory item: When an order with materials attached moves to Open, In Progress, or Done, the materials are automatically reserved. When that order closes (Done) or is cancelled, reserved stock releases back to available.
This helps you avoid overselling stock. If a customer books a service that uses the last unit of a product, the system reserves it immediately so another order does not claim the same unit.

​
Inventory item fields

​
Setting up your inventory

1

Add your consumables

Go to Inventory and click Add Item. Add everything your team uses on jobs that has a meaningful cost — coating products, polish compounds, microfiber cloths, cleaning chemicals, spray waxes.You don’t need to track every roll of paper towel. Focus on items where the cost is significant enough to affect your profit margins.
2

Set an accurate unit cost

The unit cost is what feeds your COGS calculation. If a bottle of ceramic coating costs you $45 and you use half a bottle per job, the unit cost should reflect a per-job unit (e.g., enter “0.5” as quantity when adding to an order with $45 unit cost, or split into per-use units).
Keep unit costs updated when your supply prices change. The COGS captured on each order uses the unit cost at the time the order closes — so historical records stay accurate even if you update the price later.
3

Set minimum stock levels

Add a Min Stock value for items where running out would impact your ability to take jobs. When available stock drops below the minimum, the item appears in the Attention Center on the dashboard as a low stock alert.

​
Attaching materials to orders

Materials are added at the order level, under each vehicle’s service section:
  1. Open the order and find the vehicle section
  2. Click + Add Material under the relevant service
  3. Search for the inventory item and enter the quantity used
The material records the cost_at_use — the unit cost at the moment it’s added. This means if you update the item’s unit cost later, historical orders still show the correct COGS.

​
What happens when you mark an order Done

Closing an order triggers the inventory deduction sequence:
  1. Reserved stock releases — the reservation is removed
  2. On-hand stock decreases — by the exact quantity consumed on the order
  3. COGS records — quantity × cost_at_use is captured for the order
  4. Profit updates — the Insights P&L report reflects the new COGS
This happens automatically. You don’t need to do anything extra after marking an order Done.

​
Adjusting stock manually

When you receive a new shipment or need to correct a discrepancy, adjust stock directly from the inventory item page. Enter a positive delta to add stock or a negative delta to remove it. The CRM validates that you can’t reduce stock below the reserved amount.

​
Low stock alerts

Low stock items appear in two places:
  • Dashboard Attention Center — with the item name and current available count
  • Inventory page — highlighted with a visual indicator
Use these alerts as a buying trigger so you’re never caught without supplies mid-job.

Orders

Attach materials to orders and see how materials connect to COGS.

Insights

View the Materials Usage report and P&L report that inventory data feeds.