Track supplies across all your properties. Manage stock levels, perform counts, create restock orders, and analyze spending—all in one place.
Inventory Tracking helps you manage supplies across your vacation rental portfolio. Track toilet paper, cleaning products, coffee pods, linens—maintain optimal stock and avoid running out.
- Supply Catalog: Company-wide list of tracked items
- Property Stock: Current quantities at each location
- Formal Counts: Assign and review physical audits
- Restock Orders: Track purchases and deliveries
- Analytics: Visualize spending trends
| Role |
Uses |
| Owners/Admins |
Set up catalog, approve counts, monitor spending |
| Managers |
Assign counts, create restocks, review alerts |
| Service Associates |
Perform counts, update quantities during service |
Your master list of all items you track across properties.
- Item names: "Hand Soap - Lavender"
- Categories: "Bathroom Essentials", "Cleaning Products"
- Default minimum stock: Standard quantity to maintain
- Units: Each, roll, box, bottle, etc.
- Navigate to Settings > Inventory > Supply Catalog
- Click Add Supply Item
- Enter:
- Name: Clear, descriptive (e.g., "Bath Towel - White")
- Category: Select from list
- Unit: How you measure it
- Default Minimum Stock: Baseline quantity
- Click Save
Good: "Toilet Paper - 2-Ply Quilted"
Poor: "TP"
Good: "Hand Soap - Lavender Refill Bottle"
Poor: "Soap"
| Unit |
Best For |
| Each |
Towels, pillows, mugs |
| Roll |
Toilet paper, paper towels |
| Bottle |
Cleaning sprays, shampoo |
| Box |
Tissues, trash bags, coffee pods |
| Gallon |
Bulk liquids |
Navigate to Settings > Inventory > Categories to add, edit, or delete categories.
Common categories:
- Bathroom Essentials
- Cleaning Products
- Paper Products
- Linens
- Kitchen Supplies
- Guest Amenities
Each property maintains its own stock levels separate from the catalog.
Method 1: Property > Inventory tab
Method 2: Inventory > Property Stock > Select property
- Navigate to property's Inventory tab
- Click Add Items or Manage Stock
- Select items from catalog
- Set:
- Current Quantity: How many now
- Minimum Stock: Ideal quantity (defaults from catalog)
- Click Save
Override catalog defaults when:
- Property size differs (5BR needs more than studio)
- Turnover frequency varies
- Guest type differs (families vs couples)
- Remote location needs higher buffer
| Status |
Indicator |
Meaning |
| Adequate |
Green |
At or above minimum stock |
| Low Stock |
Yellow |
1-25% below minimum |
| Critical |
Red |
25%+ below or zero |
Adjust quantities for damage, theft, corrections, transfers, or usage:
- Find the item
- Click Adjust
- Select increase or decrease
- Choose reason and add notes
- Save
- Find item at source property
- Click Transfer
- Select destination property
- Enter quantity
- Confirm
Both properties update automatically with linked records.
For new properties similar to existing ones:
- Go to new property's Inventory tab
- Click Copy from Another Property
- Select source property
- Choose what to copy (items only, with minimum stock, or with quantities)
- Confirm
Formal audits where someone physically counts all items at a property.
- Navigate to Inventory > Counts
- Click New Count
- Select property and assignee
- Set due date
- Add instructions (optional)
- Click Create
- Navigate to assigned count
- For each item, enter physical quantity
- Note any differences from expected
- Add notes for discrepancies
- Submit for review
- Navigate to Pending Counts
- Open the submitted count
- Review differences and notes
- Approve: Updates system quantities
- Reject: Sends back for recount
- Schedule counts quarterly or monthly
- Assign to the person who will actually count
- Review submitted counts promptly
- Document reasons for large discrepancies
Track purchases when supplies run low.
- Navigate to Inventory > Restocks
- Click New Restock
- Select property
- Add items and quantities
- Enter estimated cost (optional)
- Click Create
- Draft — Order created, not yet placed
- Ordered — Order placed with supplier
- Delivered — Supplies received
When marked Delivered, stock levels update automatically.
- Always enter costs for accurate spending analytics
- Use consistent vendors for easier tracking
- Create restocks from low stock alerts for efficiency
Visualize supply spending and identify trends.
- Total Inventory Value: Combined value across properties
- Low Stock Alerts: Items needing restocking
- Pending Counts: Awaiting review
- Spend Trends: Visual chart over time
- Category Breakdown: Spending by category
- Property Comparison: Metrics across properties
| Frequency |
Task |
| Daily |
Check stock alerts, address critical items |
| Weekly |
Review pending counts, plan restocks |
| Monthly |
Analyze spending, identify trends |
| Quarterly |
Assign counts across all properties |
Cleaners can update inventory while completing appointments:
- Complete service appointment
- In service report, find Update Inventory section
- Adjust quantities for items used or noticed low
- Changes save with the report
Benefits:
- Stock stays current without formal counts
- Cleaners flag issues immediately
- Reduces surprise stockouts
| Role |
Catalog |
Property Stock |
Counts |
Restocks |
| Owner/Admin |
Full |
Full |
Full |
Full |
| Manager |
Full |
Full |
Full |
Full |
| Supervisor |
View |
Adjust |
Perform |
Create |
| Service Associate |
View |
Update in reports |
Perform assigned |
View |
| Read Only |
View |
View |
View |
View |
Cause: Items must be added from catalog first
Solution: Click Add Items and select from catalog
Cause: Data entry errors or missed updates
Solution: Assign an inventory count for physical audit
Cause: Item is in use at properties
Solution: Remove from all properties first, then delete from catalog
Cause: Minimum stock levels not set
Solution: Edit items and set appropriate minimum stock values