Inventory management

If you sell physical products, you already know that keeping track of stock can be a full-time job. stub Pro takes the hassle out of it by letting you manage, update and track inventory right alongside your sales.

You’ll always know what’s in stock, what’s selling, and what’s missing, without needing a separate spreadsheet or app.

Why inventory tracking matters

• You can see how much stock you have at any time.
• You’ll know which products are selling fast and which are slow movers.
• Your Cost of Goods Sold (COGS) stays accurate so your profit reports tell the truth.
• You’ll avoid selling items you don’t actually have in stock.

How to add and track stock

1. Go to Products & Services → + Item.
2. Give your product a name like “T-shirt” or “Nail polish”.
3. Add a description and set a price.
4. If the price includes VAT, click + VAT to apply the correct rate.
5. Click Track stock to start managing inventory.
6. Enter your initial stock and the start date for tracking.
7. Optional: Add your cost price so stub can calculate profit margins.
8. Add an image or notes if helpful.
9. Click Save.

Your product now appears in your Products & Services list, showing both stock quantity and selling price.

What stub updates automatically

• When you send an invoice that includes a tracked product, stub reduces the stock count.
• When you record a purchase linked to that product, stock increases automatically.

For example:

• A nail technician starts with five bottles of nail polish at R100 each. After two sales, stub shows three left.
• A T-shirt brand adds 100 shirts at R150 each. When 20 are sold, stub automatically updates the quantity to 80.
• A coffee shop adds 10 bags of beans. After a supplier delivery, they record a new purchase, and stub adds more stock.

Making stock adjustments

Sometimes stock levels don’t match real life. Maybe something was damaged, lost, or expired, or you found extra units after a count. You can fix that easily in stub.

1. Go to Products & Services.
2. Click the item you want to adjust (for example Nail polish).
3. Click the three dots (…) → Stock.
4. Choose a tab:
   • Received: To add new stock.
   • Sold: To manually record a sale outside an invoice.
   • Adjustment: To record lost, damaged, or expired items.
5. Add a description like “damaged during delivery” or “found 2 extra units”.
6. Enter the date and quantity (increase or decrease).
7. Add notes if needed, then click Save.

stub updates the stock count instantly and logs the change in your product’s history.

Examples

• A nail technician notices one bottle leaked. They record a one-unit decrease with “damaged” as the note.
• A bakery does a stock take and finds two trays that weren’t logged. They record an increase of two.
• A clothing store writes off three stained shirts using an adjustment marked “printing error”.

Viewing your stock history

Click on any tracked item to see:

• Current stock level
• Total sales and revenue
• All stock changes (received, sold, or adjusted)

It’s a quick, visual way to see how your inventory moves over time — and what’s driving your sales.

TIP: Do a monthly stock check and log any changes straight away. Keeping stock up to date saves time when you’re analysing profit or filing tax.