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Inventory & Stock: Stock added up from every movement, with reorders flagged
Free to start · Invites go out in batches
- The stock spreadsheet
- Walking the shelves before ordering
- Inventory apps like Sortly or inFlow
What's included
3 lists of records, 1 automation and 2 documents. Every automation works from the records you keep here, so a change made once is the one they all see.
Your records
Every list as your copy starts it: its fields, and sample records you can clear in one go.
| Name | Lead Time Days | Notes | |
|---|---|---|---|
Claybrook Ceramics | sales@claybrook.example | 21 | Small pottery that makes our mugs and bowls. Three weeks from order to delivery, so order well ahead of the holidays. |
Loomcraft Textiles | hello@loomcraft.example | 30 | Minimum order 200 units, across tea towels and aprons. Combine them into one order. |
Pacific Packaging | orders@pacificpack.example | 7 | Free delivery over 300 boxes. |
Inkhouse Print | jobs@inkhouse.example | 5 | Prints totes, labels and gift cards. Send artwork with the order. |
- Product Count, Rollup
| Name | Category | Sku | Reorder Point | Supplier |
|---|---|---|---|---|
Ceramic mug, 350ml | Finished goods | MUG-350 | 24 | Claybrook Ceramics |
Ceramic mug, 500ml | Finished goods | MUG-500 | 20 | Claybrook Ceramics |
Serving bowl, large | Finished goods | BWL-LG | 12 | Claybrook Ceramics |
Linen tea towel | Finished goods | TWL-LIN | 40 | Loomcraft Textiles |
Canvas apron | Merch | APR-CNV | 15 | Loomcraft Textiles |
Cotton tote bag | Merch | TOT-CTN | 30 | Inkhouse Print |
- On Hand, Rollup
- Reorder Quantity, Number
- Unit Cost, Currency
- Stock Value, Formula
- Needs Reorder, Formula
- To Order, Formula
| Reference | Product | Kind | Quantity | Moved At |
|---|---|---|---|---|
PO-1001, Claybrook | Ceramic mug, 350ml | Received | 96 | 7 weeks ago, 10:00 AM |
PO-1001, Claybrook | Ceramic mug, 500ml | Received | 72 | 7 weeks ago, 10:00 AM |
PO-1001, Claybrook | Serving bowl, large | Received | 48 | 7 weeks ago, 10:00 AM |
PO-1004, Loomcraft | Linen tea towel | Received | 200 | 6 weeks ago, 2:30 PM |
PO-1004, Loomcraft | Canvas apron | Received | 100 | 6 weeks ago, 2:30 PM |
PO-1007, Inkhouse | Cotton tote bag | Received | 150 | 5 weeks ago, 9:15 AM |
- Unit Cost, Currency
- Notes, Long text
What runs on its own
Every automation that starts by itself installs switched off.
Flag low stock
Runs on its ownEach weekday at 8, lists what has fallen to its reorder point, grouped by supplier with how many to order. Says nothing when nothing is low.
Documents to run it by
- Guide
How Inventory & Stock works
What's in it, the reorder list each weekday morning, what it never does, and your first week.
- Document
Stock count checklist
A monthly stock count: what to do before, during and after, and how to record what differs.
Set up in 5 steps
Inventory & Stock keeps what's on your shelves up to date from every delivery, sale and return, and tells you on weekday mornings what to reorder and from whom. It arrives with sample data from a small homeware shop so you can see it working. These steps make it yours.
Learn how it works
How stock adds itself up, when you'll hear about reorders, and a routine for your first week.
Bring in your stock list
Send your spreadsheet, or name your products. Your current counts come in as opening stock.
Set when to reorder
For each product, the count that means order more, and the level to bring it back up to.
Record what came in or went out
Your latest delivery or sale. After this, a sentence like "sold 12 mugs" is all it takes.
Turn it on
Switch on the weekday reorder list. You hear from it only when something is low.
Before and after
Record what comes in and goes out, and each product's stock on hand adds itself up from those movements, along with its value at cost. Each weekday at 8, you get the products at or below their reorder point, grouped by supplier with how many to order.
Today
Stock lives in a spreadsheet with one number per product, typed over whenever someone counts. When the number is wrong, nobody can say why: a market-day sale that never got entered, a damaged carton, a delivery booked a week late.
Reordering happens when a shelf looks empty. The mugs run out a fortnight before the next batch can arrive, the supplier with a 30-day lead time gets an apologetic email, and three small orders to the same packaging company each pay their own delivery.
With Inventory & Stock
Every change is a movement: Received, Sold, Returned, Damaged, Used for packaging and materials you use up, or Adjustment, with a reference such as a PO or order number. Stock in is positive and stock out negative, and each product's on-hand is the sum, so the number can always be traced. Add movements on the list, or tell Cheqq you sold 12 large bowls at the market and it records minus 12.
Each product has a supplier, a unit cost, a reorder point and a reorder quantity, the level to bring it back up to. The To reorder view lists only what has reached its reorder point, with how many to order, and the Stock Overview dashboard shows stock at cost, a stock-levels table, units moved per week and the latest movements.
Each weekday at 8, if anything has reached its reorder point, you get the list: product, SKU, how many are on hand and how many to order, grouped by supplier with each one's lead time. A product showing negative stock is called out as a missing movement, not a shortage.
How it works
Record movements, not totals
Received, sold, returned, damaged, used up as packaging — each is a movement. On-hand is the sum of them, so the number can always be explained.
Set a reorder point
Each product carries the level that means it's time to reorder, and the level to bring it back up to.
Get told before you run out
Each weekday morning it names what has hit its reorder point and how many to order, grouped by supplier with their lead times, so one order covers several products. A quiet morning sends nothing.
What it replaces
The stock spreadsheet
On-hand is added up from movements instead of typed over, so a wrong number can be traced to the movement behind it.
Walking the shelves before ordering
The reorder list arrives on weekday mornings, grouped by supplier, with the quantities worked out.
Inventory apps like Sortly or inFlow
If you need stock levels, reorder points and value at cost, not barcode scanning or purchase orders, this does it without another subscription.
Change it by asking
Once it's yours, describe a change the way you'd ask a colleague, and Cheqq makes it.
- Sold 12 large bowls at the market today
- Add a Shelf location field to Products
- Add a Candles category
- Send the reorder list on Monday mornings only
- Which products haven't moved in the last 60 days?
- Send the low-stock list to Sam as well
Questions about Inventory & Stock
How do sales and deliveries get into Inventory & Stock?
You record them, or tell Cheqq to. Each sale, delivery, return or write-off is a movement: add it on the list, bring a batch in from a CSV, or say it in a sentence. It isn't connected to a shop or till, so sales made elsewhere need recording here too. Getting started brings in your stock list, with today's counts as opening stock.
When does something go on the reorder list?
When its on-hand falls to its reorder point. Each weekday at 8, every product at or below its point is listed with how many to order to get back to its reorder quantity, grouped by supplier. Products with a reorder point of 0 aren't watched, and if nothing is low, you hear nothing.
Does it place orders with suppliers?
No. It tells you what to order and from whom, and you place the order. Each supplier keeps an email, a lead time and notes such as minimum order sizes, so the details are to hand.
How is stock value worked out?
On-hand times the product's unit cost. The Stock Overview dashboard totals it across every product, so you can see what's sitting on your shelves at cost.
What if the count doesn't match the shelf?
Record the difference as an Adjustment with a reason, rather than editing a total. The history stays intact, and frequent adjustments point to something upstream that isn't being recorded.
Can I get the stock list out?
Yes. Download products or movements as CSV or JSON whenever someone needs a copy outside Cheqq.
Can my team record movements?
Yes. Invite them and everyone adds to the same movements list, with a reference and a note on each. The reorder list comes to you unless you ask Cheqq to send it to others too.
What does it cost to run?
None of its 5 automation steps calls a model, so running it draws no AI credits. Asking Cheqq to do something does, like any chat.
More for Ops & Admin
Support Inbox
Every customer email triaged, answered and timed
Client Tracker
Client work in one place, with the Friday update drafted
Start with Inventory & Stock
You get your own copy: your own records and automations. Change any part of it. Or we'll set it up with you.
Free to start · Invites go out in batches