~20 min Beginner

Track consumables ​

Cable ties, gloves, fasteners, spare parts — stock you count as a quantity, not equipment you check out one by one. In Itefy these are inventory items: each one has an amount, a unit and a low-stock threshold, and every pick and refill is logged.

In this tutorial you'll create an inventory item for a consumable, set up a low-stock alert, log day-to-day stock changes, and put a simple restock routine in place. By the end, running low on stock triggers a notification instead of a surprise.

Step 1 — Create the inventory item ​

  1. In the main menu, select Items > Add item, and choose Add items in the small window that appears.
  2. Under Item Type, pick Inventory instead of the default Fixed asset. This changes which sections apply — inventory items get a quantity and threshold instead of purchase information and kits.
  3. Give the item a clear Item name, for example Cable ties 300 mm. Only the name is required.
  4. In the quantity section, set the Initial quantity (your current stock), the unit of measurement (e.g. pcs, kg, m), and a low-stock threshold — when stock falls to or below this number, the item's primary responsible person is notified.
  5. Save the item.

Already have the item as a fixed asset? Convert it instead: open the item, go to Settings > General, pick the Inventory card and save. (Items that are kits or part of a kit can't be converted.)

Step 2 — Assign someone to get the low-stock alert ​

The low-stock notification goes to the item's primary responsible person — so make sure the item has one:

  1. Open the item and go to the Settings tab, then Properties.
  2. Set the Primary Person Responsible (PPR) to whoever handles restocking.

That person is notified when the amount falls to or below the threshold — and again when stock is restored above it. See Who gets notified.

Step 3 — Find your stock on the Inventory tab ​

Inventory items live on their own Inventory tab on the items page, separate from your fixed assets:

  1. Select Items > View items in the main menu and switch to the Inventory tab. Each row shows the current amount with its unit.
  2. Click the Filter by dropdown next to the search field. Under Inventory, tick statuses like under threshold or empty to see only items that need attention.
The Inventory tab on the items page.

Step 4 — Log picks and refills ​

Whenever stock moves, log it from the item's Inventory tab. Open the item, select the Inventory tab, and click Change amount:

  1. Pick — someone takes consumables from the stack. Enter the quantity picked, add remarks (usually what it's being used for), then click Save.
  2. Add — new stock arrives. Enter the quantity added, add remarks if you like, then click Save.

The tab shows the current amount and the full change history below it. For a brand new item with no history yet, a Set initial amount button opens the same form.

Step 5 — Correct the count after a physical check ​

Counted the shelf and the number doesn't match? Make an adjustment rather than faking a pick or add:

  1. On the item's Inventory tab, click Change amount, then select Adjust.
  2. Enter the new total amount, note the reason in the remarks, and click Save.

Step 6 — Set up the restock routine ​

Now put the pieces together into a routine:

  1. React to the alert. When stock falls to or below the threshold, the primary responsible person gets a notification on the bell icon — and by email if it stays unread. That's the trigger to reorder.
  2. Scan the tab weekly. On the items page's Inventory tab, filter by inventory status (under threshold, empty) to catch anything the alerts haven't covered. The dashboard also shows an items low on inventory card.
  3. Log the refill. When the order arrives, log it with Change amount > Add — the primary responsible person is notified again when stock is restored above the threshold.
  4. Review the changelog. Select Logs in the main menu, then Inventory changes, to see every change across all items — search it, filter by change type (Added / Picked / Adjusted) in the Filter by dropdown, and sort by the column headers.

If the threshold turns out too low or too high, change it (and the unit) any time under the item's Settings > Inventory.

What you accomplished ​

  • Created an inventory item with an initial quantity, unit and low-stock threshold
  • Assigned a primary responsible person who is alerted when stock runs low
  • Logged picks, refills and adjustments so the amount always matches reality
  • Set up a restock routine using the Inventory tab, notifications and the inventory changelog

Where to go next ​

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