Inventory

How is an item's price set?

Your cost plus a markup, unless you give the item a fixed price.

• Use my default markup: one percentage for the whole business, set under Settings then Inventory pricing.
• Its own markup: a percentage for this item only.
• A fixed price: the price stays put whatever the cost does.

A $40 item at a 35% markup sells for $54. The form shows the price and what you keep as you type, before you save.

Markup is the default because costs move: a marked-up price follows your cost and your margin holds; a fixed price quietly shrinks it.

How do I add an inventory item to a quote or a job?

Tap Add from inventory on a quote, or search Materials on a job card.

1. On a quote, tap Add from inventory beside Add item. It appears once you have items.
2. Search by name or part number and tap an item. It is added at its selling price.
3. Tap it again for one more, then Done.

On a job card, type in the Materials search. Your stock is listed first, with its count and price.

A quote line asking for more than you have shows a note such as Only 3 on hand. It warns; it never blocks. Below the totals, a private line such as You keep $84.00 on 3 inventory lines. uses today's cost. Only you see it.

The job card shows counts, never cost: it is the screen your crew sees.

When does stock come off by itself?

When you mark the job complete. A sale with no job comes off when its invoice is created.

A job

At Mark complete, by what the card's Materials list says was used.

A sale with no job

When the invoice for a quote with no job behind it is created.

Undoing it

Void or delete that invoice and the stock goes back. Change a finished job's materials and the count corrects itself.

Each change is logged in the item's History with its reason. Stock never blocks the work; a finished job that leaves items low says so: Stock updated. 2 items need restocking.

A job and its invoice are one sale, so nothing comes off twice.

How do I change a count or a cost?

From the item's page, and every change is written to its history.

• Received more: add what came in.
• Removed: take out what was used, damaged or lost.
• Set the count: type the number you just counted.
• Change cost: update what you pay. A marked-up price follows; a fixed price does not.

Add a reason if it helps. History lists each change with its date and where the count stood afterward.

A number you cannot trace is a number you end up recounting.

How do I see what is running low?

Tap Low or Out on the list.

Low

At or below the low-stock level you set.

Out

The count is zero.

Short

The count is below zero: more went out than you had recorded.

Urgent items come first. With no low-stock level an item is only ever out, never low. On a computer, Reorder these on the overview starts the restock order.

How do I choose how sales tax is charged?

Answer one question at setup: no tax, tax on the whole bill, or tax on goods only.

I don't charge my customers tax

New quotes and invoices start with no tax.

Tax the whole bill

Your rate applies to everything on the document.

Tax goods only, not labor

Your rate applies only to lines picked from Inventory.

Setup preselects the usual answer for your kind of business. Change it under Settings, Document defaults, Sales tax. Existing quotes and invoices keep their tax.

This is not tax advice. If you are unsure which fits your business, ask your accountant.

Where do I keep my suppliers?

On the Suppliers tab of Inventory.

• Tap Add supplier and enter a name. A contact person, phone, email and notes are optional and stored with it.
• On an item, choose its Usual supplier. An order started from the restock list is grouped by it.
• Suppliers are archived, never deleted, so past orders keep them. Tap Archive this supplier; restore it from the Archived filter.

How do I order stock from a supplier?

Write a purchase order on the Purchase orders tab, mark it as ordered, then download the PDF for your supplier.

1. DraftLines can change.
2. OrderedLines are locked.
3. Partly receivedSome has arrived.
4. ReceivedEvery line is in.

1. Tap New purchase order and choose a supplier if you have one.
2. Tap Add from inventory, then set each line's Quantity and Cost each.
3. Tap Save draft. A draft changes nothing in your stock.
4. Tap Mark as ordered. Download PDF then gives you a copy to send to your supplier yourself.

On Low or Out, Create purchase order starts one filled with what is running low, grouped by usual supplier.

Until something arrives, an ordered order can go Back to draft or be canceled. Canceled is final; the order stays on record.

How do I receive stock?

Tap Receive stock on Inventory, or New then Receive stock, and drop in the supplier's receipt.

1. Drop, paste or choose the receipt, a PDF or a photo. AI reads its lines; an iPhone HEIC photo is kept as sent, unread.
2. Check each line beside the receipt. Untick anything you did not stock.
3. Tap Receive all to update counts and costs.

No receipt? Tap Skip — type it in. Cover full card numbers: unread receipts save as sent.

Cost changes

Shown on each line before you confirm. Keep old cost leaves one as it was.

Same receipt twice

You are warned before anything moves.

Undo

Within 15 minutes, from the confirmation line.

Filed under

Purchase orders, From receipts.

• An order: open it and tap Receive delivery. Lines start at what is still due; one left empty stays due.
• A quote: on an approved quote or its job card, tap Receive parts. Parts the AI suggests start unticked.

Can I import my item list from a spreadsheet?

Yes. CSV or Excel, up to 1,000 items at a time, with a preview before anything is saved.

1. Open Inventory and tap Import.
2. Choose a .csv or .xlsx file. The first row holds the column names; only Name is required.
3. Check the preview. Rows with a problem are listed by line and skipped.
4. Confirm the import to save.

Optional columns: Part number, Unit, Cost, Quantity and Low stock. The import screen offers a sample file.