Inventory tracking tells Workspace369 to keep a running stock level for a product and to warn you before you run out. Once a product is tracked, its stock changes automatically as you sell it and can be adjusted manually whenever you receive, use, or count it. Every change is recorded — see Inventory movements and adjustments.
Turn on tracking for a product
- Open Products Catalog and select the product.
- Find the Inventory section on the product.
- Turn on Track inventory.
- Enter the Stock on hand — how many units you currently have.
- Set a Low-stock threshold — the level at or below which the product is flagged as low.
- Confirm the Unit of measure so quantities read correctly (each, bottle, litre, hour).
- Save.
Physical products show the Inventory section by default. Services and digital items can opt in — useful for a service that consumes supplies, or a digital item with a limited number of licenses.
Understand stock status
Every tracked product carries a status derived from its current level and threshold:
- In stock — above the low-stock threshold.
- Low stock — at or below the threshold. Restock soon.
- Out of stock — zero or below.
- Not tracked — tracking is turned off; no stock level is kept.
Status is shown on the catalog card and can be used to filter the Products list, so you can see everything that needs restocking at a glance.
Set the initial stock correctly
The Stock on hand value you enter when you first turn on tracking is your opening balance. Workspace369 records it as an opening entry in the product's history so the ledger starts from a true, dated starting point rather than an unexplained number.
If you later correct the on-hand value directly on the product, that change is also recorded as an adjustment — editing stock never silently rewrites the running total.
Track supplies used by a service
A service can automatically draw down the physical products it consumes. This is called a supply recipe: for each unit of the service sold, you specify how much of another (tracked) product it uses.
For example, a Ceramic Coating service might consume 30 ml of Ceramic Booster per application. Add Ceramic Booster to the service's recipe with a per-unit quantity of 30 ml, and each time the service is invoiced, that quantity is deducted from the booster's stock — without anyone tracking it by hand.
To configure a recipe:
- Open the service product and go to its Inventory section.
- Add each supply it consumes, choosing the tracked product and the quantity used per unit of service.
- Save.
The supply products keep their own independent stock levels; the recipe only tells Workspace369 how much to deduct when the service sells.
Set useful low-stock thresholds
A threshold is only helpful if it gives you time to reorder. Set it to roughly the amount you use during the time it takes to restock, not to zero. A threshold of zero means the product is only ever flagged once it has already run out.
Who can change inventory settings
Turning on tracking, editing stock levels, and configuring recipes require permission to edit the product catalog. Anyone in the workspace can see stock levels on the catalog, but only teammates with catalog-edit access can change them. See Team access and permissions.
Next steps
- Inventory movements and adjustments — record manual adjustments, understand automatic deductions from invoices, and audit stock history.
- Product catalog — pricing, categories, and using products on documents.