Track stock
Turn on stock tracking for a product, set its opening quantity and low stock threshold, and read the stock summary.
Stock tracking keeps a running quantity for each product. Invoices take stock out automatically, and you record everything else (deliveries, stocktakes, losses) yourself.
What can be tracked
- Only Products carry stock. Services never do.
- Each product has its own Track stock switch. It is on by default for new products.
- Quantities can have up to three decimals, so you can track kilograms or litres as well as pieces.
Set up stock on a new product
- Open Products & services > New item and keep Type on Product.
- In the Stock card, leave Track stock on.
- Optional: set a Low stock threshold.
- Enter the Initial stock quantity, for example the number of pieces on your shelf today, and an optional Note.
- Click Save.
The initial quantity is recorded as the first movement, Opening stock, in the product's stock ledger.
Start tracking an existing product
- Open the product from Products & services.
- In Stock summary, switch Track stock on. Bilify saves it straight away and shows Stock tracking turned on.
- If the product has no stock history yet, click Set opening stock, enter the Opening quantity and an optional Note, and click Save.
Set opening stock is only offered while the ledger is empty. Once anything has been recorded, change the quantity with a movement instead. See Stock movements.
Stop tracking
Switch Track stock off on the product page (or in the item form). From then on, issuing invoices does not move this product's stock. The ledger is kept and hidden; switch tracking back on to see it again.
Turning tracking off between issuing and cancelling
If you issue an invoice while tracking is on, switch tracking off, and then cancel the invoice, the stock that left with the invoice is not put back. Leave tracking on until such invoices are settled, or correct the quantity by hand.
The stock summary
The Stock summary card on the product page shows:
- On hand: the current quantity, in the product's unit,
- Total, when the product has a measurement value (for example 12 pcs at 10 kg each shows 120 kg),
- a Low stock badge when the quantity is at or below the Low stock threshold.
The products list has a Stock column with the same quantity, Not tracked for products without tracking, and the Low stock badge. When you add a tracked product to a document line, the line shows In stock with the current quantity, and Low stock in red when it is low.
Low stock is a visual signal
Bilify shows the badge in the app. It does not send an email or notification when a product runs low.
What changes stock
| Movement | Created by |
|---|---|
| Opening stock | The initial quantity, or Set opening stock |
| Sale | Issuing an invoice that contains the product |
| Sale reversal | Cancelling that invoice |
| Adjustment, Correction, Loss, Write-off | You, with Record movement |
Read Stock on invoices for which documents move stock, and Stock movements for the manual ones.
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