Inventory and stock

Operations

Operations

Inventory and stock

Know what you have before you run out.

The problemSupplies run out on the day of a job because nobody counted them.

The resultOne stock list with reorder levels, and a short list of what needs ordering now.

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Example with sample data. Nothing here is real.

What you can do

  • Add an item with a SKU, unit, cost, category and reorder level
  • Add items from a photo, a product page link, a pasted sheet or a CSV file
  • Set the quantity on hand after a count
  • See which items are at or below their reorder level
  • Choose a preferred supplier for each item
  • Start a workflow when an item reaches its reorder level

Who can use it

Owners, Admins and Managers can use this.

You need permission to view inventory to open the list. Changing items and stock is a separate permission. Owners, admins and managers can view inventory in the standard roles; owners and admins can change it.

Ask Heyva AI

  • What is running low?

  • Add 20 bin bags to stock

  • Move 5 bottles of spray to the van

Questions

What is a reorder level?
It is the quantity at which an item counts as low. An item without a reorder level never appears on the low stock list.
How do I add many items quickly?
Choose Add, then paste a sheet into the grid or upload a CSV file. You can also photograph a product or paste a product page link and review what the assistant drafts before saving.
Does a new item have stock?
No. A new item starts at zero. Use Set stock after you have counted it.
Can I be told when something runs low?
Yes. When an item's stock falls to its reorder level, that moment is a workflow trigger. A workflow can notify you or the team.
Can I keep stock in several places?
Stock is tracked by location and the total across locations is what is judged against the reorder level. Moving stock between locations is done through the Heyva assistant.

In more detail

Inventory answers one question: do we have enough? The reorder level turns the answer into a short list of what to order. To place the order, see Suppliers and purchase orders.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_list_inventory_items
  • heyva_get_inventory_item
  • heyva_create_inventory_item
  • heyva_update_inventory_item
  • heyva_list_stock
  • heyva_adjust_stock
  • heyva_set_stock
  • heyva_transfer_stock
  • heyva_list_low_stock

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Last reviewed 31 October 2026