Parts & Inventory (Pilot)

Parts & Inventory helps your team track stocked materials, consumables, and parts across warehouses, trucks, and job sites. Use it to know what is on hand, where it is stored, and when an item is getting low before a job is delayed.

Pilot availability: Existing pilot accounts can keep using Parts & Inventory. New installs and re-enables are paused.

When to use this

Use Parts & Inventory when your company stocks parts or materials that technicians consume on jobs, such as filters, fittings, valves, chemicals, fasteners, or replacement components. It is most useful when office staff and field teams need one shared place for item details, stock locations, reorder levels, and stock movement history.

Before you start

• Confirm your account already has Parts & Inventory enabled. New installs and re-enables are paused during the pilot.
• Decide who can add items, create locations, and record stock movements. Most teams limit setup to administrators or inventory managers.
• Gather the first set of SKUs, names, units, costs, vendors, and reorder levels you want to track.

How to use Parts & Inventory

Open Parts & Inventory from the main navigation. The page shows summary cards for items, locations, and low-stock alerts, plus tabs for Items, Locations, Stock, and Low Stock.

Add an inventory item

1. Click New Item.
2. Enter the item SKU, Name, and Unit such as ea, ft, or gal.
3. Add an optional description, Unit Cost, Category, and Vendor.
4. Set Min Reorder Level so the item appears on the Low Stock tab when stock falls below that amount.
5. Click Create Item.

Add stock locations

Create locations before recording movement so ToolbagCRM knows where stock lives. Locations can represent warehouses, vehicles, job sites, or other storage areas.

1. Click New Location.
2. Enter a clear location name, such as Main warehouse or Truck #3.
3. Choose the location kind.
4. Click Create.

After items and locations exist, you can record stock movements from two places:

• Manage Stock on a location row — shows current stock at that location and lets you receive or adjust quantities without leaving the Locations tab.
• Move Stock on an item row — receive, use, adjust, or transfer quantities for a specific item.

The Stock tab shows all on-hand quantities by location, and Low Stock highlights items that are below their reorder level.

Disable or restore items and locations

Use Disable instead of deleting an item or location. Disabled records are hidden from the normal Items and Locations views, cannot be used for new stock movements, and keep their existing stock history. Click Show inactive on either tab to review disabled records, then click Enable when one should return to daily use.

Manage stock from a location

The Locations tab shows an Items Stocked column so you can see at a glance how many items have stock at each location. To record stock movements for a location:

1. Go to the Locations tab.
2. Click Manage Stock on the location row.
3. The modal shows a table of items currently stocked at that location with their quantities.
4. Choose an Item, enter a Quantity, and select a transaction type: Receive, AdjustUp, or AdjustDown.
5. Optionally add Notes to explain the adjustment.
6. Click Record.

The Manage Stock button is disabled if no active items exist yet — create at least one item first.

Settings

Open Parts & Inventory → Settings from the page header. Use setup to define defaults for new inventory items and low-stock notifications:

1. Set the default reorder level for items that do not have their own threshold.
2. Set the default unit your team uses most often, such as ea, ft, or gal.
3. Optionally set a default stock location so the Move Stock dialog preselects the right location.
4. Turn on low-stock alerts and add the email recipients who should be notified.
5. Click Save changes.

Tips

• Keep item names, SKUs, units, categories, and vendors current so technicians can pick the right part quickly.
• Review minimum reorder levels for seasonal or high-volume materials before busy periods.
• Update truck, warehouse, and job-site locations whenever storage areas change.
• Keep low-stock alert recipients current so the right person sees replenishment warnings.
• Disable inactive or discontinued items instead of leaving old parts in day-to-day searches. Use Show inactive to find and restore them later.
• Start with high-volume or high-cost items before entering every part your company buys.
• Use consistent SKUs and units so stock counts and purchasing workflows stay clean.
• Create truck or warehouse locations that match how your team actually stores materials.
• Use Manage Stock on the Locations tab when you are working by location — for example, restocking a truck or auditing a warehouse. Use Move Stock on the Items tab when you are focused on a specific part.
• Review the Low Stock tab regularly and adjust reorder levels after you learn the right thresholds.
• Disable old items and locations instead of deleting them so stock history remains available.

Troubleshooting

Quantities do not match physical stock

Inventory quantities update when items are received, consumed on jobs, or adjusted manually. Review the item history for recent transactions before making a manual adjustment.

A stock movement would make on-hand quantity negative

ToolbagCRM rejects movements that would take stock below zero. Review the current quantity and recent transaction history, then record a quantity that does not exceed what is on hand.

Manage Stock button is disabled on a location

The Manage Stock button is disabled when no active items exist. Go to the Items tab and create at least one item, then return to the Locations tab. If all items are inactive, reactivate or create a new item before managing stock.

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