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Items and inventory tracking built into your invoicing

Items are the reusable catalog behind every invoice, estimate, bill and purchase order you raise. Add a product or service once with its selling price, cost, unit and tax code, and it drops onto any document from a dropdown. Switch inventory tracking on for the business, tick Track inventory on an item, and that item keeps a stock-on-hand figure that moves as you sell. The result is a practical stock-on-hand view connected directly with invoicing and purchasing.

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  • One catalog for every document
  • Stock on hand per item
  • Import from CSV, XLS or XLSX
The Inventory screen in Invoice Crowd with on-hand, on-order, FIFO value and low-stock totals, single-location FIFO costing and stock per item, with a bill receiving stock

What is inside

Build the catalog once, then let the documents keep the count

Items are the reusable list behind every invoice, estimate, bill and purchase order you raise. Set the catalog up, keep it findable as it grows, and switch stock tracking on for the products that need counting.

Building the catalog

Enter it once

The Invoice Crowd items list with SKU, category, cost price and selling price, and an item with its selling price, cost price, unit and tax

One record behind every document

Enter a product or service once with its selling price, cost price, unit, HSN number and its default taxes and discounts, then pick it from a dropdown as you build a document. The same catalog feeds invoices, recurring invoices, estimates, credit notes, bills, purchase orders, vendor credits and delivery notes, because they share one line-item editor.

  • Only the name is required
  • Prices, units and taxes carry onto the line
  • New items stay with the business profile you made them under
Importing items into Invoice Crowd from a spreadsheet: the Import Mode, the file columns matched to item fields, and Preview Changes before anything is saved

Import the product list you already have

Items come in from CSV, XLS and XLSX through More, then Import File. Choose whether to add new items, update existing ones matched by SKU or Item ID, or both, check the matched columns, and review every row in a preview before anything is written. Each batch of up to 1,000 rows then applies in full or not at all.

  • CSV, XLS and XLSX files
  • An invalid row holds back the batch until it is fixed
  • A review report downloads as a CSV

Keeping it findable

Once the list gets long

Invoice Crowd items grouped by category, with the category column on the list and a filter for one category

Categories that group a long catalog

Item categories are labels you create on the Items screen and attach to items, and one item can carry several. The list filters by category, and each item's categories show as a column, so the grouping is readable without opening anything. Delete a category and it stops appearing on the items that carried it; the items themselves stay.

  • Several categories on a single item
  • Added, renamed and deleted on the same screen
  • Separate from expense categories and the chart of accounts
The Invoice Crowd Filter Items panel with a price range and categories, each with a lock that keeps the filter for the next visit

Filters that stay where you left them

The Items list filters by name, by category and by a minimum and maximum price, and sorts by name, cost price or selling price. It shows ten rows per page by default, and filters can be locked so they survive leaving the screen and coming back rather than resetting on each visit.

  • Sort by name, cost price or selling price
  • Ten rows per page by default
  • Description shown truncated in the list

Tracking the stock

The documents move it

Inventory tracking on an Invoice Crowd item: Track Inventory for this item with opening stock, rate per unit, reorder point and preferred vendor, next to its stock line

Turn tracking on, item by item

Inventory tracking is a switch on the business rather than a separate product. Turn it on in business settings, set an inventory start date, then tick Track inventory on the items you want counted. That reveals the opening stock, rate per unit, reorder point and preferred vendor fields, and gives the item a stock-on-hand column on the list.

  • One business switch, then a tick per item
  • Opening stock and its rate per unit
  • Reorder point and preferred vendor on the item
Invoice Crowd inventory movements: sales on invoices take stock out, bills and receipts bring it in, and adjustments correct a count

Stock that moves with the paperwork

Stock on hand starts at the opening stock figure and moves whenever a document is recorded: sell a tracked item on an invoice and it falls, record it on a bill and it rises, and recurring invoices move it on each scheduled run. You never type a figure onto the Items screen, and a document dated before your inventory start date is refused when it carries a tracked item.

  • Opening stock edits apply the difference, not a new total
  • A change that would take stock below zero is rejected
  • Deleting a bill that would push stock negative is blocked

Built in

The rest of the catalog, and its edges

Review the controls that keep item setup, imports, stock movement and document history connected across day-to-day invoicing and purchasing.

  • Cost price column

    Store what an item costs you next to what you charge for it, and sort the Items list by either figure.

  • Per business profile

    New items are stamped with the business profile you created them under, so a second business you add starts with its own catalog.

  • Stock warnings

    Set a reorder point on the item and switch on the reorder notice in inventory settings: crossing it raises one bell notification, never an email. The Reorder tab can turn low items into draft purchase orders, one per preferred vendor.

  • Inventory Summary report

    The movement history behind a stock figure lives on the Inventory screen's Movements tab and in the Inventory Summary report, not on the Items screen.

  • Export to CSV

    More, then Export to CSV, downloads items-collection.csv with each item's name, SKU, type, descriptions, category, quantity, prices, inventory settings, unit, GST code and Item ID.

  • Re-import without duplicates

    The default add-only mode skips items that already match by SKU or Item ID, and the update modes change them, so running the same file twice does not create copies.

  • Controlled stock updates

    Outside a document, stock changes through a posted adjustment or a purchase receipt, each saved as a draft first.

  • Deliberate item-by-item editing

    Items are edited one at a time, so a change across the whole catalog is a row-by-row job.

  • One clear stock count per item

    Each tracked item keeps one clear stock-on-hand figure that moves with supported sales and purchase documents.

  • Opening-stock rate context

    Record a per-unit rate with opening stock and use connected purchasing and sales records to review subsequent movement.

  • Archive, then restore

    Archiving hides an item from lists and pickers while its documents and history stay intact, and it can be restored. An item with stock on hand, on order or committed can't be archived.

  • Item webhooks

    Creating or updating an item can send an Item created or Item updated webhook you set up on the Integrations page; the item saves either way.

Questions

Items & Inventory, answered

Does Invoice Crowd do inventory management?

Invoice Crowd tracks stock at item level rather than running a warehouse. Switch inventory tracking on for the business, tick Track inventory on an item, and that item keeps a stock-on-hand figure that falls as you invoice it and rises when you record the purchase on a bill. There are no locations, bins, serial numbers or barcode scanning.

How does stock on hand get updated in Invoice Crowd?

Stock on hand starts at the opening stock entered on the item, then moves whenever a document is recorded against that item. Selling a tracked item on an invoice takes stock out, buying it in on a bill puts stock back, and recurring invoices move the figure on each scheduled run. You cannot type a new figure onto the Items screen; the documents move it.

Can I adjust stock without raising an invoice?

Yes. The Inventory screen has New adjustment for a physical count or a quantity change, saved as a draft and then posted, and Receive purchase order for goods that arrive against an approved order. Editing an item's opening stock applies the difference to the current stock-on-hand figure rather than replacing it. Under the default Block Posting policy for negative stock, a change that would take stock on hand below zero is rejected; a business can switch the policy to Warn and Allow, or Allow, in its inventory settings.

Can I import my product list into Invoice Crowd?

Yes. Item lists import from CSV, XLS and XLSX, reached from More, then Import File, on the Items screen. Pick add-only, update-only or add-and-update, with existing items matched by SKU or Item ID, check the column matching, then review the rows in a preview. Up to 1,000 rows go in per batch, and any invalid row, such as one whose category or unit does not exist yet, holds the whole batch back until it is corrected.

Can I delete an item I have already sold?

Items are archived rather than deleted in Invoice Crowd. An archived item leaves the list and the pickers, keeps its place on the documents that used it, and can be restored from the archived view. An item that still has stock on hand, on order or committed can't be archived until those quantities are cleared, and a bulk archive containing one is refused with the blocked items named. Deleting a category behaves differently: the label stops showing on the items that carried it, and the items stay.

Do item prices and taxes fill in automatically on an invoice?

Each item stores a selling price, a unit, an HSN number and its default taxes and discounts, so a line built from that item starts with those figures instead of being retyped. Cost price is stored on the item as well, as its own sortable column on the Items list. Only the item name is required, which means a catalog can begin as a list of service names and gain prices, units and tax codes later.

Does Invoice Crowd alert me when stock runs low?

Yes, inside the app. Set a reorder point on the item and switch on "Notify me if an item's quantity reaches the reorder point" in the inventory settings. When stock falls to that point you get one bell notification, not an email. The Inventory screen's Reorder tab then groups low items by preferred vendor and can create a draft purchase order for each.

Put your product list where the invoices are

Add your items once, switch tracking on for the ones you count, and let the invoices and bills you already raise keep the figure current.

  • No card required to start
  • Your data stays yours
  • Cancel anytime
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