Track Your Inventory and Stock Levels

What is Inventory Tracking?

Inventory tracking means keeping count of your products. Every time you sell something, Suoops automatically reduces your stock count. When you restock, you add more.

This helps you:

• Know what you have - Check stock levels anytime
• Avoid overselling - Don't invoice for items you don't have
• Plan restocking - See what's running low
• Track best sellers - Know which products move fastest

How to Set Up Inventory

Step 1: Add Your Products

1. Go to Inventory in the sidebar
2. Click "Add Product"
3. Enter product details:
   • Product Name - What you're selling
   • Price - How much per unit
   • Stock Quantity - How many you have right now
   • Low Stock Alert - When to notify you (optional)
4. Click "Save Product"

Step 2: Stock Reduces Automatically

When you create an invoice with a product:

1. You select the product from your inventory
2. Choose the quantity (e.g., 3 units)
3. When the invoice is marked as Paid, stock automatically reduces by 3

No manual counting needed — Suoops tracks it for you.

Step 3: Restock When Running Low

When you buy new inventory:

1. Go to Inventory
2. Find the product that's running low
3. Click "Restock" button
4. Enter how many new units you bought
5. Stock count updates automatically

Viewing Stock Levels

Inventory Dashboard

The Inventory page shows all your products with:

• Product name and image
• Current stock quantity
• Price per unit
• Status badges - In Stock, Low Stock, Out of Stock
• Last restocked date

Stock Status Indicators

Using Inventory When Invoicing

When creating an invoice:

1. Click "Add Line Item"
2. Select "From Inventory"
3. Choose the product from your list
4. Suoops automatically fills in:
   • Product name
   • Price per unit
   • Current stock available
5. Enter quantity (Suoops warns if you're trying to sell more than you have)

Common Questions

What if I don't sell physical products?

If you sell services (design, consulting, etc.), you don't need inventory tracking. Just create invoices normally without selecting products.

Can I track inventory for multiple locations?

Not yet. Currently, inventory is tracked across your whole business. Multi-location tracking is coming soon.

What if I manually sell something outside of Suoops?

You can manually adjust stock:

1. Go to Inventory
2. Click the product
3. Click "Adjust Stock"
4. Enter the adjustment (e.g., -2 if you sold 2 units elsewhere)

Does stock reduce when I create the invoice or when it's paid?

Stock reduces when the invoice is marked as Paid. This prevents stock from being deducted for unpaid or cancelled invoices.

Can I see stock movement history?

Yes! Click any product, then view the "Stock History" tab to see:

• When stock was added (restocking)
• When stock was reduced (sales)
• Manual adjustments
• Date and quantity for each movement

Best Practices

1. Count Your Stock Regularly

Once a week (or monthly), do a physical count of your inventory and compare it to what Suoops shows. Adjust if there are differences.

2. Set Realistic Low Stock Alerts

Think about:

• How long it takes to restock
• How fast the product sells
• Minimum order quantities from suppliers

Example: If a product takes 2 weeks to restock and you sell 5 per week, set the alert to 10 units.

3. Keep Product Info Updated

When prices change, update them in your inventory. This ensures new invoices use the current price.

4. Use Product Images

Upload photos of your products. This helps you (and your team) quickly identify items when creating invoices.

Export Inventory Reports

Need a full inventory list for accounting or auditing?

1. Go to Inventory
2. Click "Export" at the top right
3. Choose format: PDF or CSV
4. Download your inventory report with all products and stock levels