> ## Documentation Index
> Fetch the complete documentation index at: https://docs.inventory-hq.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Add and Manage Inventory Items in InventoryHQ

> Add new materials, supplies, and tools to InventoryHQ — set quantities, costs, and thresholds — and keep records accurate with manual stock adjustments.

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.

## Add a New Inventory Item

<Steps>
  <Step title="Open the Inventory section">
    From the main navigation, click **Inventory**. You land on the inventory dashboard, which lists all current items.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Fill in the item details">
    Complete each field in the form:

    | Field                 | Description                                                                    |
    | --------------------- | ------------------------------------------------------------------------------ |
    | **Item Name**         | A clear, recognizable name (e.g., "Pipe Flashing 3-inch", "Coil Nails 1.75in") |
    | **Category**          | Choose from **Materials**, **Supplies**, or **Tools**                          |
    | **Location**          | The warehouse, branch, or truck where this item is stored                      |
    | **Quantity on Hand**  | The current stock count at the time of entry                                   |
    | **Unit of Measure**   | How the item is counted — each, box, bundle, roll, etc.                        |
    | **Unit Cost**         | The cost per unit, used for job costing and inventory valuation                |
    | **Minimum Threshold** | The reorder point — InventoryHQ fires an alert when stock hits this level      |
  </Step>

  <Step title="Save the item">
    Click **Save Item**. The item appears immediately in your inventory list and is visible across all devices connected to your account.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Click Edit">
    Select the **Edit** button (pencil icon) in the top-right corner of the item detail panel.
  </Step>

  <Step title="Update the fields">
    Change any fields you need to update. All fields available during item creation can be edited.
  </Step>

  <Step title="Save your changes">
    Click **Save Changes**. The updated information is reflected across the dashboard and any associated reports immediately.
  </Step>
</Steps>

<Note>
  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.
</Note>

## 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.

<Steps>
  <Step title="Open the item detail view">
    Click the item you need to adjust from the inventory dashboard.
  </Step>

  <Step title="Select Adjust Stock">
    Click the **Adjust Stock** button. A small form appears asking for the adjustment type and quantity.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

## Organize Items with Categories

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

<CardGroup cols={3}>
  <Card title="Materials" icon="layer-group" href="/inventory/adding-items">
    Consumable job materials such as pipe flashing, coil nails, ice and water shield, and bundles. These are typically tied directly to job costs.
  </Card>

  <Card title="Supplies" icon="box-open" href="/inventory/adding-items">
    Day-to-day operational supplies like caulk, tape, cleaning products, and fasteners that may not be job-specific.
  </Card>

  <Card title="Tools" icon="wrench" href="/inventory/adding-items">
    Equipment and tools such as safety harnesses, nail guns, and ladders tracked for location and availability rather than consumption.
  </Card>
</CardGroup>