Skip to main content
Every time material moves — from your warehouse to a truck, from a truck to a job site, or back again — InventoryHQ creates a transfer record. These records form an unbroken audit trail that tells you exactly what moved, where it went, who handled it, and when. Inventory counts at both the source and destination update the moment a transfer is confirmed, so your data is always current.

​
Record a material transfer

1

Open the Transfers screen

Go to Inventory → Transfers and click New Transfer.
2

Choose a transfer type

Select the direction of movement. Common transfer types include:
  • Warehouse → Truck — restocking a vehicle before a job
  • Truck → Job — materials pulled from the truck and used on site
  • Job → Truck — unused materials returned from a job to the truck
  • Truck → Warehouse — returning excess stock from a truck to the main location
  • Truck → Truck — moving materials between two field vehicles
3

Select source and destination

Use the From and To dropdowns to pick the specific locations involved. Both warehouses and trucks appear in these lists.
4

Add line items

Search for each material or item being moved and enter the quantity. Add as many line items as needed for the transfer — for example, a restock run might include shingles, drip edge, and roofing nails in a single record.
5

Attach a job (if applicable)

If the transfer is tied to a specific job — such as materials leaving a truck for a job site — select the job from the Job field. This links the transfer to the job’s cost record automatically.
6

Confirm the transfer

Review all line items, quantities, and locations, then click Confirm Transfer. Inventory counts update at both locations instantly and the transfer is logged to the history.

​
What the transfer history shows

Every confirmed transfer appears in the transfer history log with the following details:
  • Item — the material or equipment that was moved
  • Quantity — how many units were transferred
  • From location — the source (warehouse, truck, or job site)
  • To location — the destination
  • Transferred by — the user who recorded the transfer
  • Timestamp — the date and time the transfer was confirmed
  • Job link — the associated job, if one was selected at the time
The Transferred by field is especially useful during reconciliation. If a quantity discrepancy surfaces, you can trace it back to the specific user and transfer record in seconds.

​
View transfer history for a specific truck

1

Open Fleet Inventory

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

Select the Transfer History tab

On the truck detail page, click the Transfer History tab. You’ll see every transfer that involved this truck, in reverse chronological order.
3

Filter by date, item, or job

Use the filter controls to narrow the history by date range, item name, or associated job. This makes it easy to answer specific questions — for example, “How much ridge cap did Truck 12 move to the Miller job last month?”

​
How transfers update inventory automatically

When you confirm a transfer, InventoryHQ decrements the on-hand quantity at the source location and increments it at the destination — immediately, with no manual adjustment required. There’s no delay and no separate sync step. If a transfer is recorded in error, you can reverse it from the transfer history. A reversal creates an equal and opposite transfer record, restoring the quantities at both locations and preserving the original record in the audit log.
Transfers tied to a job automatically contribute to that job’s material cost record. When a tech confirms a Truck → Job transfer, the items and quantities flow directly into the job costing report — no double entry required. See Logging Material Usage for more on how this works from the field.
Deleting a transfer record is not the same as reversing it. Deletion removes the record entirely and can cause inventory discrepancies. Always use the Reverse Transfer option to correct a mistake.