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Before your crew can log transfers or tie material usage to a job, the truck needs to exist in InventoryHQ as its own inventory location. This guide walks you through adding a truck to your account, transferring opening stock from your warehouse, viewing current on-hand quantities, and setting reorder thresholds so low-stock alerts fire at the right time.

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Add a service truck to your account

1

Open Fleet Settings

From the main navigation, go to Settings → Fleet & Trucks. This is where all your mobile inventory locations live.
2

Add a new truck

Click Add Truck. Enter a name or unit number (for example, “Truck 12” or “F-250 #3”), an optional description, and assign a primary operator if one person is responsible for that vehicle.
3

Save and activate

Click Save. The truck now appears as an inventory location across your account — in transfer menus, job logging screens, and the main inventory dashboard.

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Load stock onto a truck

Loading a truck means transferring items from your main warehouse (or another location) to the truck’s inventory. Every item transferred is recorded with a quantity, a source location, and the user who initiated the move.
1

Start a new transfer

Navigate to Inventory → Transfers and click New Transfer.
2

Set the source and destination

In the From field, select your warehouse or other source location. In the To field, select the truck you want to stock.
3

Add items and quantities

Search for each item you’re loading onto the truck and enter the quantity being transferred. You can add multiple line items in a single transfer — for example, 20 bundles of shingles, 4 rolls of underlayment, and 2 tubes of sealant in one transaction.
4

Confirm the transfer

Review the line items and click Confirm Transfer. The truck’s inventory updates immediately and the warehouse quantity decreases by the same amount. A transfer record is created automatically.
If you’re loading a truck for the first time, add an opening stock transfer for every item currently on the vehicle. This gives you an accurate starting point so your transfer history reflects reality from day one.

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View what a truck currently has in stock

1

Go to Fleet Inventory

From the main navigation, select Inventory → Fleet. You’ll see a list of all your active trucks.
2

Select a truck

Click any truck name to open its inventory detail page. This page shows every item assigned to the truck, current on-hand quantity, unit cost, and the last time that item was updated.
3

Filter or search

Use the search bar or category filters to find a specific item on the truck. This is especially useful for trucks carrying large product catalogs.

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Set reorder thresholds per truck

Reorder thresholds tell InventoryHQ when to flag a specific item on a specific truck as low. Because different trucks serve different job types, each truck can have its own thresholds for the same item.
1

Open the truck's inventory detail

Navigate to Inventory → Fleet and click the truck you want to configure.
2

Edit an item's threshold

Find the item in the truck’s inventory list and click the edit icon next to it. Enter your desired reorder quantity in the Reorder Threshold field.
3

Save the threshold

Click Save. From this point forward, whenever the truck’s on-hand quantity for that item drops to or below the threshold, it will appear in the Low Stock alert panel on your dashboard.
Reorder thresholds on trucks are independent of your warehouse thresholds. A truck threshold triggers a restocking run from warehouse to truck — not necessarily a purchase order to your supplier.
If you remove a truck from your account, its inventory history is archived but no longer contributes to active stock counts. Make sure all materials are transferred back to the warehouse before deactivating a truck.