InvoiceKaroInvoiceKaro
Launch

Stock & Shop

Tracking Stock

Turn on stock tracking for an item, set its opening balance, correct the count, and get told before you run out.

Stock tracking starts with one item. Turn it on, tell InvoiceKaro how many you have today, and from then on every bill and every invoice keeps the number honest.

Turn on tracking for an item

  1. 1Open Profile → Product Catalog and edit the item (or add a new one).
  2. 2Tick Track stock for this item. Leave it off for services and anything you don't count.
  3. 3Optionally set a Low-stock alert at figure — you'll be warned when the count falls to or below it.
  4. 4Save.

Set the opening balance

The opening balance is what you're starting with today. It can only be set once per item — after that, changes are corrections, which carry a reason.

  1. 1Open Profile → Stock, Purchases & Expenses and stay on the Stock tab.
  2. 2Find the item and tap the flag icon.
  3. 3Enter the quantity you physically have, and (if you know it) the cost per unit.
  4. 4Save.
Tip
Entering a cost here matters more than it looks — it becomes the item's starting average cost, which every later sale uses to work out profit. Without it, the first sales show as pure profit.

Correct a count

Stocktake found four instead of six? Tap the pencil icon on the item and enter the change, not the new total — so -2 to remove two. A reason is required, because a correction with no stated cause can't be explained later.

Note
Corrections are owner-only. They rewrite a count with no document behind them, so they're the one movement an invited teammate can't make.

Low stock and negative stock

StateWhat it meansWhat to do
Low (amber)At or below your reorder level.Order more — raise a purchase order.
Needs a stock correction (red)The count has gone below zero.Almost always an unrecorded purchase. Record the bill, or correct the count.

A negative count is allowed — billing is never blocked by stock data. But it's flagged clearly, and it's deliberately left out of your stock valuation rather than subtracting from it, which would understate what you're holding.

See the history behind a number

Tap the clock icon on any item to see every movement — opening balance, purchases, sales, corrections and returns — newest first, each with its cause. Nothing here is ever edited or removed, which is why the current count can always be justified.

Can I set the opening balance again?+
No — it's a one-time go-live figure. Use a stock correction instead, which records why the count changed.
Why is my count different from the number of serials I entered?+
Entering serials on their own also moves the count. Serials attached to a purchase bill don't move it again, because the bill already did.
Does a draft invoice reduce stock?+
No. Stock only moves when an invoice is actually issued.