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Every material, supply, and tool your team uses starts as an inventory item in InventoryHQ. Adding items takes just a minute, and the details you enter — quantity, cost, location, and minimum threshold — power everything from job costing to reorder alerts. Use this guide to create new items, update existing ones, and reconcile stock after a physical count.

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Add a New Inventory Item

1

Open the Inventory section

From the main navigation, click Inventory. You land on the inventory dashboard, which lists all current items.
2

Click Add Item

Select the + Add Item button in the top-right corner of the dashboard. A new item form opens in a side panel.
3

Fill in the item details

Complete each field in the form:
4

Save the item

Click Save Item. The item appears immediately in your inventory list and is visible across all devices connected to your account.
Use consistent naming conventions from day one — for example, always include the size or specification in the item name (“Coil Nails 1.75in” rather than just “Coil Nails”). This makes searching and filtering much faster as your catalog grows.

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Edit an Existing Item

You can update any item’s details at any time — for example, if a supplier changes packaging and you need to adjust the unit of measure, or if you want to revise a threshold.
1

Find the item

From the inventory dashboard, search for the item by name or scroll to it in the list. Click the item row to open its detail view.
2

Click Edit

Select the Edit button (pencil icon) in the top-right corner of the item detail panel.
3

Update the fields

Change any fields you need to update. All fields available during item creation can be edited.
4

Save your changes

Click Save Changes. The updated information is reflected across the dashboard and any associated reports immediately.
Editing an item’s Unit Cost updates the cost used in future job costing calculations. It does not retroactively change costs already applied to completed jobs.

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Make a Manual Stock Adjustment

After a physical count or when you need to correct a discrepancy, use a manual stock adjustment to bring your records in line with reality.
1

Open the item detail view

Click the item you need to adjust from the inventory dashboard.
2

Select Adjust Stock

Click the Adjust Stock button. A small form appears asking for the adjustment type and quantity.
3

Choose the adjustment type

Select one of the following:
  • Add stock — Use this when you’ve received a new shipment or discovered uncounted items.
  • Remove stock — Use this to write off damaged, lost, or consumed materials not tied to a specific job.
  • Set exact quantity — Overrides the current count entirely. Use this after a full physical inventory count.
4

Enter the quantity and a reason

Type the quantity to add, remove, or set. You can optionally enter a reason note (e.g., “Physical count 06/15”, “3 bundles damaged in transit”). Reason notes appear in the item’s activity log.
5

Confirm the adjustment

Click Apply Adjustment. The quantity updates instantly and the change is logged with a timestamp and the name of the user who made it.
Manual stock adjustments cannot be undone automatically. If you enter the wrong quantity, make a second corrective adjustment and note the reason. All adjustments remain visible in the item’s audit log.

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Organize Items with Categories

InventoryHQ supports three built-in item categories to keep your catalog organized:

Materials

Consumable job materials such as pipe flashing, coil nails, ice and water shield, and bundles. These are typically tied directly to job costs.

Supplies

Day-to-day operational supplies like caulk, tape, cleaning products, and fasteners that may not be job-specific.

Tools

Equipment and tools such as safety harnesses, nail guns, and ladders tracked for location and availability rather than consumption.