Inventory
is only available on the following plans:
Momentum
What is Zigaflow Inventory?
Running out of stock at the worst possible moment. Ordering too much and tying up cash in inventory that sits gathering dust. Losing track of what's where across multiple locations. If you're managing inventory in spreadsheets or disconnected systems, you know these headaches all too well. Every stockout means a disappointed customer, every overstock means money sitting on shelves instead of in your bank account, and every misplaced item means wasted time hunting through warehouses or supplier emails.
Zigaflow's Inventory solution gives you complete visibility and control over your stock without the complexity of traditional inventory management systems. Whether you're tracking materials across job sites, managing products in multiple warehouses, or keeping tabs on equipment between projects, everything connects seamlessly with your quotes, purchase orders, jobs, and delivery notes. No more switching between systems or manually updating spreadsheets to know what's in stock and where it's located.
You'll see your stock levels update in real-time as items move through your workflow. When you receive goods on a purchase order, they're automatically added to inventory. When you allocate stock to a job, the system tracks exactly what's committed and what's still available. Need to move items between locations? Use barcode scanning to update everything instantly. The system even helps you spot reorder needs before you run out, so you're never caught scrambling to source materials for an urgent project.
Everything works together the way your business actually operates. Track serial numbers for high-value equipment, manage batch numbers and expiration dates for perishable goods, or keep things simple with basic quantity tracking. Set up location hierarchies that match your warehouses, vehicles, and supplier storage. Generate detailed reports showing stock movements, valuation, and cost of goods sold. Import your existing inventory from spreadsheets during setup, then let the system keep everything current automatically.
You don't need to be an inventory expert or spend weeks on setup. Start tracking your most important items today, add more detail as needed, and scale up as your business grows. Your team can allocate stock to jobs, print labels from the stock screen, and move items between locations without training manuals or constant supervision. It just makes sense, because it works the way you think about inventory - not the way some enterprise system thinks you should work.
40%
Reduction in inventory carrying costs when businesses switch from manual spreadsheet tracking to automated inventory management systems with real-time visibility
70%
Fewer stockouts reported by companies using integrated inventory management that connects purchasing, operations, and sales in one system
25%
Improvement in inventory accuracy when businesses implement barcode scanning and real-time tracking systems instead of manual spreadsheet updates
Never Lose Another Sale Because an Item Wasn't in Stock When You Needed It
Problem:
You're ready to fulfill an order - customer waiting, team scheduled - then discover the critical component isn't actually in stock despite what your spreadsheet says. Now you're making embarrassing phone calls, delaying projects, and watching competitors help your disappointed customer. The real problem isn't just running out, it's not knowing you're running out until it's too late. Your spreadsheet shows 10 units available, but three are allocated to next week's job, two got moved to the van yesterday, and one was damaged last month but nobody updated the count. Manual stock tracking fails because it relies on everyone remembering to update the spreadsheet every single time something moves. By the time you discover the mistake, you've already promised delivery based on stock you don't actually have, and the mad scramble begins - express shipping, supplier favors, delayed projects - all costing you money and credibility.
Solution:
With Zigaflow's Inventory feature, your stock levels update automatically as items move through your workflow. Allocate materials to a job, and the system immediately shows what's still available. Receive goods on a purchase order, and inventory updates instantly. The reorder screen shows exactly which items are running low before they become critical, so you can replenish stock during normal ordering cycles instead of paying premium prices for rush deliveries.
Stop Tying Up Cash in Inventory That Sits on Shelves Instead of Working for Your Business
Problem:
Your warehouse is full, your cash flow is tight, and somehow you still don't have the specific items you need for this week's jobs. You're carrying thousands in excess inventory "just in case" while simultaneously running out of the materials you actually use regularly. Every item sitting unused is money that could be in your bank account, available for payroll, marketing, or equipment upgrades. Without clear visibility into usage patterns, you order conservatively on some items and excessively on others. You remember that one time you ran short three months ago, so you over-order now. Meanwhile, customer preferences shifted, project types changed, or a product got discontinued, and now you're stuck with inventory you'll never use. Tracking stock manually makes it impossible to spot these problems until they're serious - you don't realize you've been sitting on the same batch of materials for six months, you order more before checking what's in the back corner of the warehouse, and different people order the same items without knowing what others are doing.
Solution:
Zigaflow's inventory tracking connects directly to your sales patterns through jobs and quotes. See which items you're actually using, how quickly they move, and what's been sitting too long. Stock movement analysis shows you the complete picture - what's coming in, what's going out, what's allocated to upcoming work, and what's just taking up space. Make informed purchasing decisions based on real data instead of gut feelings, and stop locking up cash in inventory you don't need.
Know Exactly Where Every Item Is Located Without Hunting Through Warehouses or Making Phone Calls
Problem:
Your warehouse team spends half their morning searching for materials that "should be" in Bay 12 but might actually be on a van, at a job site, or in the overflow storage unit across town. Jobs get delayed while someone physically checks multiple locations, and by the time you get confirmation, the customer's already frustrated. Managing multiple locations in spreadsheets becomes impossible quickly - even if someone updates the main warehouse quantities religiously, nobody tracks what moved to the satellite location, what's in vehicles, or what's temporarily at a supplier's facility. Your spreadsheet shows total quantity but can't tell you which warehouse actually has the items you need right now. The communication overhead multiplies with every location - the warehouse calls to confirm they sent items to Location B, Location B confirms receipt hours later, someone moves stock but forgets to tell anyone, and another person orders more because they checked the wrong location's inventory. You're playing telephone with your own organization, and every miscommunication means wasted time, duplicate orders, or missed deadlines.
Solution:
Zigaflow lets you create hierarchical stock locations that match exactly how your business works - warehouses, areas within warehouses, vehicles, supplier storage, or any other location structure you need. Every item shows its precise location in real-time. Moving stock between locations updates instantly, whether you're doing it manually or using barcode scanning for faster workflows. When allocating stock to a job, you see exactly what's available at each location, so you can plan logistics intelligently instead of discovering problems mid-project.
Stop Promising Customers Inventory That's Already Allocated to Other Jobs
Problem:
You check your stock count, see 20 units available, and confidently promise delivery to a new customer. Then you discover 15 of those units were already allocated to another project starting next week. Now you're choosing between disappointing the new customer or disrupting an existing job, and both options damage your professional reputation. Spreadsheets only track total quantities - they don't know that 10 items are allocated to Job A, 5 are reserved for Job B that's still waiting on other materials, and only 5 are truly free to promise to new work. Every time you quote a customer, you're gambling that your memory of what's committed is accurate. The problem compounds when multiple people handle sales and operations - your sales team promises materials they think are available, operations allocated those same materials hours ago, and nobody knows there's a conflict until it's time to fulfill both orders. Now someone has to make difficult phone calls explaining delays, or you're paying premium prices for rush orders to cover the shortfall.
Solution:
With Zigaflow, every job or works order shows exactly what stock is allocated to it. The system tracks free stock separately from allocated and reserved inventory. When you're quoting new work, you see the true available quantity - not just what physically exists, but what you can actually promise without disrupting existing commitments. Reserve stock against purchase orders that haven't arrived yet, so you can plan ahead confidently. The entire team works from the same real-time picture of what's truly available.
Manage Serial Numbers and Batch Tracking Without Spreadsheet Nightmares
Problem:
When you're selling equipment, managing warranty claims, or handling products with expiration dates, you need to track individual items or batches - not just bulk quantities. But trying to do this in spreadsheets is brutal. Every serial number becomes its own row, tracking which specific unit went to which customer means endless scrolling, and when someone reports a problem with a particular batch, you're spending hours tracing through records. The compliance risk gets real when you're dealing with products that have regulatory requirements - food products with expiration dates, medical supplies with batch numbers, electronics with warranty periods. Manual systems can't reliably alert you when items are approaching expiration or quickly identify which customers received products from a problematic batch. Missing a recall notification, shipping expired inventory, or losing track of warranty eligibility creates serious business problems. One contaminated batch forces you to contact every customer who might have received those items, except your records don't clearly show who got what, and equipment fails under warranty but you can't quickly verify purchase details to process the claim smoothly.
Solution:
Zigaflow handles serial number tracking for individual items and batch numbers with expiration dates automatically. When receiving goods on a purchase order, record serial numbers or batch details during the receiving process. The system tracks which specific units or batches allocated to which jobs, creating a complete chain of custody. Generate reports showing all items from a specific batch or find the customer who received a particular serial number in seconds instead of hours. Labels print with serial numbers and batch information, so your warehouse team has everything they need at a glance.
Automate Inventory Valuation and Cost of Goods Sold Tracking for Cleaner Financials
Problem:
Month-end closing drags on for days while your accountant reconstructs inventory movements from purchase receipts, job records, and delivery paperwork scattered across multiple systems. Calculating cost of goods sold means manually matching up what you paid for items against what you sold, trying to figure out which purchases correspond to which sales, and inventory valuation requires physically counting stock and comparing against purchase prices. When your inventory data lives separately from your financial system, reconciliation becomes guesswork - you know you purchased £10,000 in materials and sold £30,000 worth of jobs, but what's your actual gross margin when you factor in inventory changes? Without integrated tracking, you're making business decisions based on incomplete financial pictures, unable to accurately assess profitability or identify which product lines are actually making money. The manual effort multiplies with business growth - when you're handling 100 jobs with multiple inventory items on each, manually tracking inventory movements becomes impossible to do accurately, your books become increasingly disconnected from reality, and tax time becomes stressful because you're not confident in your cost of goods sold calculations.
Solution:
Zigaflow automatically tracks inventory values and cost of goods sold as items move through your workflow. When you receive goods on a purchase order, the system records the cost. When you allocate that inventory to a job, it tracks which specific costs apply to that sale. Integration with Xero keeps your accounting system synchronized automatically. Generate inventory valuation reports showing total stock value, analyze margins on completed work, and see accurate COGS without manually reconstructing transactions. Your accountant gets clean data instead of puzzles to solve.
Identify Reorder Needs Early Instead of Discovering Stockouts Mid-Project
Problem:
You discover you're out of a critical component when you're trying to fulfill an order, not when you could have easily reordered it. Urgent orders to suppliers mean premium prices, rush shipping fees, and delayed deliveries to customers - you're constantly firefighting inventory emergencies instead of managing replenishment smoothly. Setting reorder points in spreadsheets doesn't help much because nobody checks the spreadsheet regularly enough to act on the information, and even if you review it weekly, a busy week can deplete stock faster than expected. You're always looking backward at what you had, never forward at what you'll need, and seasonal fluctuations, unexpected large orders, or projects that use more materials than planned can leave you short with no early warning. Different people ordering for different projects makes coordination impossible - someone orders materials for their job without knowing another team member just used the last of the shared inventory for a rush project. Suppliers have minimum order quantities or lead times that don't align with your urgent needs, so you end up paying extra for small emergency orders or watching projects delay while you wait for regular shipments.
Solution:
Zigaflow's inventory overview shows which items are running low and need reordering before they hit critical levels. Filter the stock screen to see reorder candidates, review actual usage patterns through stock movement analysis, and make informed decisions about quantities. Create purchase orders directly from the inventory screen with the items you need to replenish. The system accounts for items already on order and reserved for upcoming jobs, so you're ordering the right quantities - not too much, not too little.
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How it Works
Set Up Your Stock Locations
Create a location structure that matches how your business actually operates. Add warehouses, storage areas, vehicles, supplier facilities, or any other places you keep inventory. Zigaflow supports hierarchical locations, so you can organize warehouses into sections, sections into shelves, or create whatever structure makes sense. Each item tracks its specific location, and you can easily move stock between locations as your workflow requires. Import your existing inventory from spreadsheets to get started quickly, bringing in quantities, locations, and item details all at once.
1
Track Items with the Detail Level You Need
Mark which items should be tracked as stock items and choose your tracking method. Simple quantity tracking works perfectly for bulk materials. Add serial number tracking for equipment or high-value items you need to trace individually. Use batch numbers and expiration dates for products with compliance requirements. Set default locations for each item so the system knows where to look first when allocating stock. Configure reorder levels if you want automated visibility into items running low. Every item can have exactly the detail level that makes sense for how you actually use it.
2
Receive and Allocate Stock Through Your Workflow
When goods arrive from a supplier, receive them directly on the purchase order. The system adds quantities to inventory automatically and tracks costs for financial reporting. When creating or fulfilling jobs, allocate stock with a few clicks. The system shows exactly what's available, updates quantities in real-time, and tracks where everything's committed. If stock isn't in yet but you've ordered it, reserve quantities against incoming purchase orders so you can plan ahead confidently.
3
Move Stock and Maintain Accuracy
Use the stock movement screen to transfer items between locations manually or scan barcodes for faster processing. Print location labels and movement instructions directly from the system so your warehouse team has what they need. Run monthly stock checks by comparing physical counts against system quantities, adjusting for discrepancies with full audit trails. Analyze stock movements to see patterns, identify slow-moving inventory, or troubleshoot discrepancies. Export stock data anytime you need to work with it in other tools or share information with suppliers and partners.
4
Generate Reports and Monitor Performance
View your complete inventory position from the stock overview screen - quantities on hand, allocated amounts, items on order, and shortages all in one place. Filter to see items that need reordering, check specific locations, or find products by category. Track inventory value and cost of goods sold for financial reporting, with automatic synchronization to Xero if you're using the integration. Create delivery notes and invoices that automatically deduct from stock and update your financial records. Everything connects so you're managing inventory within your complete business workflow, not in isolation.
5
How does Zigaflow track inventory across multiple warehouse locations?
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Zigaflow lets you create a hierarchical location structure that matches exactly how your business operates. You can set up multiple warehouses, divide each warehouse into sections or bays, and even track stock in vehicles or supplier facilities. When adding or moving stock, you specify the exact location, and the system maintains real-time visibility into what's where. This means you're never guessing which warehouse has the items you need - you can see precise quantities at each location before allocating stock to jobs or creating purchase orders.
The location hierarchy is flexible, so you can start simple with just a few warehouses and add more detail as needed. Each item can have a default location, which speeds up receiving and allocation by automatically suggesting where items typically go. When you need to move stock between locations, you can update quantities manually or use barcode scanning for faster, more accurate processing. The system tracks every movement with complete audit trails, so you always know what moved when and who authorized it.
This multi-location support works seamlessly with the rest of your workflow. When creating a job, you see available stock at each location and can choose where to allocate from based on proximity to the project, shipping logistics, or any other factor. Generate reports showing inventory by location, track movements between sites, and identify slow-moving stock that might be better redistributed to busier warehouses.
Can I track inventory using serial numbers or batch numbers?
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Yes, Zigaflow supports both serial number tracking for individual items and batch number tracking with expiration dates. For equipment, electronics, or other high-value items where you need to trace each specific unit, serial number tracking creates individual records that follow each item through your entire workflow. When you receive goods on a purchase order, you can record serial numbers during the receiving process. When allocating stock to jobs, you select specific serial numbers to assign.
Batch number tracking works perfectly for products with expiration dates, manufacturing batches, or regulatory compliance requirements. Record batch numbers and expiration dates when receiving inventory, and the system tracks which batches allocated to which customers. This creates complete traceability - if you need to identify all customers who received items from a specific batch, you can generate that report in seconds instead of hunting through scattered records.
Both tracking methods integrate fully with the rest of Zigaflow. Print labels that include serial numbers or batch information, so your warehouse team can quickly identify items. Generate reports showing all serial numbers currently in stock, which customers have which units, or which batches are approaching expiration. The system maintains complete history, so you can trace any item from purchase through delivery to customer. This level of tracking prevents errors, supports warranty management, and ensures compliance with industry regulations without requiring separate tracking systems.
How does inventory connect with purchase orders and job management?
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Inventory in Zigaflow isn't isolated - it's fully integrated with your purchase orders, jobs, works orders, delivery notes, and invoices. When you create a purchase order and receive the goods, inventory quantities update automatically. You don't need to manually transfer information between systems or risk forgetting to update stock levels - it happens as part of your normal receiving process.
When you're creating or managing jobs, you can allocate stock directly from the job screen. The system shows exactly what's available at each location, what's already allocated to other work, and what's on order but not yet received. You can reserve stock against incoming purchase orders if you're planning ahead for work that starts before the materials arrive. When creating delivery notes or invoices, the system can automatically deduct allocated stock and update financial records if you're using the Xero integration.
This integration means you're not entering the same information multiple times or switching between disconnected tools. Create a purchase order, receive items into inventory, allocate them to jobs, deliver them to customers, and invoice for the work - all while the system maintains accurate stock levels, cost tracking, and financial records automatically. Everything flows naturally through your complete business process without manual reconciliation or duplicate data entry.
What happens when I need to move stock between locations?
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Moving stock between locations in Zigaflow is straightforward and fully tracked. You can manually transfer items using the stock movement screen, specifying which item, how many units, where it's moving from, and where it's going to. The system updates quantities at both locations instantly and maintains complete audit trails showing who moved what and when. This prevents the confusion that happens in spreadsheet-based systems where stock "disappears" from one location but nobody's certain it actually arrived at another.
For businesses with high-volume stock movements, barcode scanning makes the process even faster and more accurate. Print barcode labels for items and locations, then scan to record movements without manual data entry. This reduces errors, speeds up warehouse operations, and ensures your inventory data stays current even during busy periods when manual updates might get forgotten or delayed.
You can also handle more complex scenarios like allocated stock that needs to move between locations. Maybe you allocated materials to a job from Warehouse A, but now you need to ship them from Warehouse B because that's closer to the project site. Zigaflow lets you move allocated stock while maintaining the connection to the original job or works order. The stock movement analysis screen shows all transfers, helping you identify patterns, optimize warehouse operations, or troubleshoot any discrepancies between expected and actual quantities.
How do I know when to reorder inventory before running out?
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Zigaflow provides multiple ways to identify reorder needs before they become emergencies. The stock overview screen includes a filter specifically for viewing items that need reordering based on current stock levels and usage patterns. You can review this screen regularly to stay ahead of inventory needs, or check it when planning your next purchase order batch to suppliers.
The system shows you the complete picture when assessing reorder needs - not just physical quantity in the warehouse, but also what's allocated to upcoming jobs, what's on order from suppliers, and what's reserved for work that's waiting on other materials. This prevents you from ordering too much because you didn't account for incoming deliveries, or ordering too little because you forgot about stock that's already committed to confirmed work.
Stock movement analysis helps you understand usage patterns over time. See which items you're using regularly versus occasionally, identify seasonal fluctuations in demand, and make informed decisions about order quantities. Rather than guessing or over-ordering "just in case," you can review actual data showing how quickly inventory turns over and plan replenishment based on real patterns. Export this data for more detailed analysis in other tools, or share it with suppliers to help them anticipate your needs and offer better pricing or terms.
Can I import my existing inventory from spreadsheets?
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Yes, Zigaflow provides straightforward import capabilities for bringing in your existing inventory data. During initial setup or when adding large batches of new items, you can import from spreadsheets containing item codes, descriptions, quantities, locations, costs, and other relevant details. This means you don't need to manually enter hundreds or thousands of inventory records one at a time - prepare your data in the format you already have it, then import in bulk.
The import process handles both one-time initial loads and ongoing quantity updates. If you're migrating from another system, import your full item catalog with opening stock balances. If you're doing monthly stock checks, export a template, update quantities based on physical counts, then import the adjustments. The system maintains audit trails showing what changed and when, so you have complete accountability even when updating quantities in bulk.
Beyond inventory items themselves, you can also import related data like stock locations, supplier information, and customer details that connect to your inventory management. Getting started with Zigaflow doesn't mean losing weeks of productivity while someone manually types in existing data. Prepare your spreadsheets, run the import, verify the results, and you're tracking inventory in an integrated system instead of disconnected spreadsheets. The help documentation provides detailed guidance on import formats and processes.
How does inventory valuation and COGS tracking work?
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Zigaflow automatically tracks inventory values and calculates cost of goods sold as items move through your workflow, removing the manual reconstruction work that typically makes month-end closing painful. When you receive goods on a purchase order, the system records the cost you paid. When you allocate that inventory to a job and deliver to customers, it tracks which specific costs correspond to which sales, building accurate COGS calculations automatically.
The inventory valuation reports show your total stock value based on actual purchase costs, helping you understand how much capital is tied up in inventory. You can see valuation by location, by item category, or for your complete inventory position. This financial visibility helps with business planning, lending applications, insurance coverage decisions, and understanding where your money is actually sitting.
If you're using the Xero integration, inventory transactions flow automatically to your accounting system. Stock receipts update inventory asset accounts, job deliveries record cost of goods sold, and your accountant gets clean, reconciled data instead of spending hours piecing together transactions from multiple sources. You can generate financial reports showing true margins on completed work, identify which product lines are most profitable, and make pricing decisions based on accurate cost information rather than estimates or guesses. The system handles the complex tracking automatically, so you get reliable financial data without hiring specialists or investing endless hours in manual reconciliation.
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