QuoteIQ's Inventory Management system lets you track materials, supplies, and products across your entire operation — from warehouses and trucks to individual technicians' personal kits. It's built for service businesses that need to know what they have, where it is, and when to reorder.
Available on: Elite ($299/mo) and Max ($699/mo) plans
Access: Left Sidebar → Tools dropdown → Inventory
Setup Order (Important — Do It In This Order)
Each module depends on the one before it. If you add products before suppliers, for example, you won't be able to link them. Work through the tabs in this order:
Locations — Create every place your inventory lives (warehouse, trucks, employees).
Suppliers — Add the vendors you buy from.
Products — Add every material/part you track, and link each to a supplier and one or more locations.
Orders — Create purchase orders when you need to restock.
Transactions — Record movements (issued to truck, damaged, returned, etc.) as they happen day-to-day.
The Analytics tab then shows you a live dashboard of inventory value, stock health, low-stock alerts, and pending orders.
1. Locations
Physical or logical places where inventory lives. Choose a type for each location:
Warehouse — Your main shop, storage unit, or stocking facility.
Truck — A specific vehicle in your fleet.
Employee — A specific technician who carries inventory personally (for on-call techs, specialists, or anyone with a personal kit that follows them rather than a truck).
Use descriptive names like "Truck #2 - Derek" or "James Castro - On-Call Tech" so they're easy to identify in transaction dropdowns later.
2. Suppliers
Your vendor database. The supplier form asks for:
Supplier Name (required)
Product (optional) — A single "signature" product this supplier is known for, for display purposes.
Category
Contact Number
Email
The real product-to-supplier relationship is set on each Product (Step 3), not here. One supplier can serve many products.
3. Products
Your central registry of everything you track. The product form includes:
Product Name
SKU / code
Category
Cost (what you pay) — Your purchase cost.
Selling price (what you charge) — Your customer-facing price. Used for inventory valuation.
Quantity — Starting on-hand count.
Unit — Each, Roll, Gallon, Pound, etc.
Expiry Date (optional) — For refrigerants, sealants, or anything that expires.
Threshold Value — When on-hand quantity drops below this number, the product status flips to Low stock (orange).
Supplier name (optional) — Links this product to a vendor for reorder workflows.
Locations — One or more places this product is assigned to.
Stock status is calculated automatically: In-stock (green), Low stock (orange, below threshold), or Out of stock (red, zero).
4. Orders
Purchase orders for restocking. Click + New Order and start typing in the Product field — it pulls directly from your Products catalog. Selecting a product auto-fills SKU, Category, and Buying price from that product's record, so you don't have to retype anything.
Remaining fields on the order form:
Order value — Total cost of the order.
Quantity and Unit
Date of delivery — Expected arrival.
Order Statuses
After creation, use the Order Options menu to change status:
Draft — Order is being prepared. Can be edited or deleted.
Set: Confirmed — Vendor acknowledged, order is on the way.
Set: Out for delivery — In transit, arriving soon.
Set: Delayed — Vendor flagged a delay.
Set: Cancelled — Order was cancelled (by you or the vendor). Removes it from "On the Way."
Mark Received — Order arrived. This closes the order out and locks it.
Mark Returned — Order went back to the vendor.
Editing and Deleting Orders
Edit: Orders in Draft, Confirmed, Delayed, or Out for delivery status can be fully edited — product, quantity, price, supplier, delivery date.
Delete: Only orders in Draft status can be hard-deleted. For orders further along, use Set: Cancelled instead.
Locked: Once an order is marked Received, it's locked to preserve the inventory audit trail. Corrections at that point should be recorded as an Adjustment transaction.
Confirmed, Out for delivery, and Delayed orders appear in the Analytics tab's "On the Way" metric so you always see what's incoming. Cancelled orders are excluded.
5. Transactions
Records every movement, change, and correction to your inventory. Transactions form a complete audit trail — once saved, they can't be edited or deleted. If you need to correct a mistake, record a new Adjustment transaction rather than trying to alter the original.
Click + Record Transaction, then pick a Type. The form fields change based on which type you pick:
Type | What It Means | Form Shows |
Receipt | Items received from a supplier into a location. | Product, Quantity, To location, Note |
Issued | Items sent from a location to a truck, employee, or crew. | Product, Quantity, From location, Recipient, Note |
Returned | Items returned back into a location (from a truck, job, or supplier). | Product, Quantity, To location, Note |
Damaged | Items damaged and removed from usable stock. | Product, Quantity, From location, Note |
Loss | Items lost, stolen, or unaccounted for. | Product, Quantity, From location, Note |
Adjustment | Manual correction to inventory counts — used when your physical count doesn't match what the system says, or to fix a prior transaction error. Quantity can be positive or negative. | Product, Quantity (+/−), Location, Note |
Always add a note — it's how you'll remember what happened when you review the log later. Adjustments especially: always note why (physical recount, data entry correction, etc.) so your audit trail stays readable.
Analytics Dashboard
The Analytics tab rolls everything up into a live dashboard:
Value at Cost — Total inventory value using what you paid.
Value at Price — Total inventory value using what you charge, plus your overall margin.
Total Products — How many distinct products you track, grouped by category.
Stock Health — Percentage of your catalog that's healthy (in-stock) vs. low or out.
On the Way — Total units inbound across all active orders, with dollar value.
Pending Orders — How many purchase orders are open.
Locations — Storage site count broken down by type.
Total Suppliers — Vendor count.
Low Stock Alerts
Set a Threshold Value on each product. When on-hand quantity drops below that number, the product status flips to Low stock (orange) on the Products tab and the Analytics tab's Stock Health metric reflects it. This prevents the situation where a crew shows up to a job and realizes they don't have the materials they need.
Why Service Businesses Need Inventory Tracking
Know what you have — No more guessing how much refrigerant is on Truck #2 or whether the on-call tech's kit is stocked.
Track across every location type — Materials move between warehouses, trucks, employees, and job sites. Inventory Management keeps track of where everything is.
Reduce waste and theft — The transaction log creates a complete audit trail. If materials go missing, the Loss transaction type tracks shrinkage.
Reorder before you run out — Threshold alerts prevent last-minute supply runs that cost you time and money.
Competitive note: Jobber, Housecall Pro, and most other FSM platforms do not offer native inventory management at any price. QuoteIQ includes it on Elite and Max plans.
FAQs
Can I track inventory across multiple trucks?
Can I track inventory across multiple trucks?
Yes. Create a Truck location for each vehicle, then use Issued transactions to send products from your warehouse to specific trucks. You'll see exactly what materials each vehicle is carrying at any time.
Can I assign inventory to a specific employee instead of a truck?
Can I assign inventory to a specific employee instead of a truck?
Yes. Create a Location with Type set to "Employee" and give it the technician's name. Use this for on-call techs who keep an emergency kit at home, specialists who carry tools across multiple vehicles, or any case where inventory follows a person rather than a truck. Issue products to that employee the same way you would to a truck.
What's the difference between Cost and Selling price on a product?
What's the difference between Cost and Selling price on a product?
Cost is what you paid for the item. Selling price is what you charge your customer. Both are required — the Analytics tab uses Cost for "Value at Cost" and Selling price for "Value at Price" and margin calculations.
Do I have to set a Threshold Value?
Do I have to set a Threshold Value?
If you want low-stock alerts, yes. Set a Threshold Value that represents the on-hand quantity at which you'd want to reorder. When actual quantity drops below that number, the product status flips to Low stock and shows up in the Analytics dashboard.
Can I edit an order after I create it?
Can I edit an order after I create it?
Yes — orders in Draft, Confirmed, Delayed, or Out for delivery status can be fully edited. Once an order is marked Received, it locks to preserve the audit trail. If you need to change inventory after that point, record an Adjustment transaction.
What if a vendor cancels my order?
What if a vendor cancels my order?
Open the order and use Set: Cancelled. This removes it from the "On the Way" metric and keeps a record of the cancellation in your order history. If the order was still in Draft status, you can also hard-delete it.
How do I fix a transaction I recorded incorrectly?
How do I fix a transaction I recorded incorrectly?
Transactions are permanent once saved. To correct an error, record an Adjustment transaction that reverses it. For example, if you accidentally recorded a Loss of 5 units that were actually fine, record a +5 Adjustment on that product with a note explaining why. This keeps your audit trail intact while correcting the count.
What happens when I Mark Received on a purchase order?
What happens when I Mark Received on a purchase order?
The order closes out, locks from further edits, and is removed from the "On the Way" metric in Analytics. Record a Receipt transaction with the actual quantities received to bring those items into your inventory.
When should I use Adjustment vs. Loss or Damaged?
When should I use Adjustment vs. Loss or Damaged?
Use Loss or Damaged when you know specifically what happened to the item (stolen, dropped, water-damaged). Use Adjustment when your physical count simply doesn't match the system and you don't know why, or when you're correcting a prior data-entry error. Loss and Damaged tell a story; Adjustment just reconciles the number.
Which plans include Inventory Management?
Which plans include Inventory Management?
Inventory Management is available on Elite ($299/mo) and Max ($699/mo) plans.