Managing Inventory

Interactive Demo: New to Inventory? Walk through the full feature with our step-by-step Arcade demo before diving in.

Inventory in ServiceProfessional gives you a central place to track your parts and supplies, manage stock levels, create purchase orders, and stay on top of what's needed across your open repair tickets — all without leaving the app.

Overview

The Inventory section is divided into three tabs, accessible from the top navigation:

• Stock — Your full parts catalog with quantities, costs, and stock status

• Purchase Orders — Create and manage orders to vendors

• Parts Needed — A consolidated view of parts flagged across your open tickets

Navigate to Inventory from the left sidebar to get started.

Importing Your Parts Catalog

If you're migrating from another system, you can bulk-load your inventory rather than adding parts one by one.

1. Go to Settings → Import Data from the left sidebar.

2. Expand the Import from AllData section.

3. Click Invoice Export Import to expand the upload panel.

4. Follow the on-screen steps to export a CSV from AllData (Reports → Invoice Export, select a 2-month date range, export as CSV).

5. Click Import AllData CSV to upload your file.

Note: Duplicates are automatically detected by VIN and invoice number, so it's safe to import multiple files. Imported invoices include parts, labor, supplies, customer names, vehicles, and odometer readings.

Adding a Part Manually

To add an individual part to your stock:

1. Go to Inventory → Stock tab.

2. Click the + New Item button in the top-right corner.

3. Fill in the part details:

4. Click Create to save the part to your catalog.

Managing Your Stock

Viewing and Filtering Stock

From the Stock tab, your full parts catalog is displayed in a table showing Part #, Name, Category, Vendor, Cost, Price, Gross Profit %, Quantity on Hand, On Order, and Bin.

Use the filter buttons across the top to quickly segment your inventory:

• All — Shows every part in your catalog

• Low — Shows parts at or below their reorder point (highlighted in orange)

• Out — Shows parts with zero quantity on hand

• All Parts — Includes parts not actively tracked for stock

Use the Search bar to find a specific part by name or part number. The Category dropdown lets you filter by part category.

Tip: The footer bar shows a live summary of your inventory: total SKUs, total stock value, and how many items are currently low stock.

Editing a Part

1. Click on any part in the Stock list to open its detail panel.

2. Update any fields — quantities, pricing, bin location, reorder thresholds, etc.

3. The Purchase History section at the bottom shows a log of past orders for that part, helping you track pricing trends and vendor reliability.

4. Save your changes when done.

Low Stock Alerts

When a part's Quantity on Hand drops to or below its Reorder Point, it is automatically flagged as LOW STOCK and highlighted with an orange indicator in the Stock list. Use the Low filter to see all items that need attention.

Creating a Purchase Order

When you're ready to restock, create a Purchase Order (PO) directly in ServiceProfessional.

1. Click the New PO button in the top-right of the Inventory page (visible from any tab), or navigate to the Purchase Orders tab and click the prompt to create your first PO.

2. Fill in the PO details:

3. Add Line Items — each part you're ordering, including quantity and unit cost.

4. Submit the PO to save it and track it under the Purchase Orders tab.

Managing Purchase Orders

The Purchase Orders tab shows all your open and historical POs. From here you can:

• Review order status and expected delivery dates

• Receive a PO when parts arrive — this automatically updates the Quantity on Hand for each received part

• View past orders for reference and reordering

Parts Needed Board

The Parts Needed tab gives you a consolidated view of all parts that have been flagged as needed across your open repair tickets.

Instead of checking each ticket individually, this board surfaces everything that needs to be ordered in one place — making it easy to:

• See which parts are needed and for which jobs

• Identify opportunities to consolidate orders

• Quickly create a PO directly from the parts needed list

Tip: Parts appear on this board when they are flagged as needed from within a repair ticket. Use this view as your starting point before creating a new Purchase Order.

Quick Reference