Stock and Inventory
See what needs ordering from what you actually use, track what's in the shed, review products scanned on the phone and merge duplicates
On this page
Inventory keeps track of every product in your sheds — fertilisers, chemicals, seed, sand, parts and more — so you know what you've got, what it's worth and what needs reordering.
Where stock lives
Stock sits in the Money menu, under Buying & stock. The stock list itself opens on every plan; merging duplicates and storing product documents are part of Premium. Stock levels are shared with the TurfWise mobile app, so your team sees the same numbers out on the course.
Where do I find my stock?
Click Money in the top bar, then Buying & stock › Stock, or the Stock tab on any Buying & stock page. The page is called Inventory.
What needs ordering?
Once you've logged some use, the page opens with a green card that answers "What needs ordering?". It's worked out from what you actually use, not from guesswork:
- A line needs ordering when it's been used on at least 2 different days in the last 120 days and has less than 60 days left at that rate.
- The card also shows your Stock value (and how many lines are past expiry) and what's Sitting idle — lines in stock with no use logged in 120 days.
Below the card, the Order now list shows each of those lines with what's in stock, the use per month, the days left, and a suggested order. The suggestion covers the next 90 days, in whole packs, priced at the last price you paid.
Save time
Tick the lines you want and click Start an order. New order opens with them already in the basket, matched to your price lists where they're on one. Download the list gives you the same lines to send another way.
Setting reorder levels from use
If lots of lines still have the old default minimum of 10, whatever the pack, the card shows Reorder levels need setting. Click Suggest levels from use to preview a level for each one — one month's use, rounded up to whole packs. Confirm to save them, or click Undo afterwards to put the old levels back.
No use logged yet?
Until there's usage history to read, the page shows four simple cards instead: Total items, Low stock (at or below minimum), Expired and Total value.
How do I find an item?
Narrow the list with the filters above it:
- Search products or suppliers
- Type — filter by stock category
- Stock — All, In stock, Low stock or Out of stock
- COSHH status — Required, Review or Not required
- Sort by name, stock, value or type
Each item shows its stock level, value and unit cost. You can set an item's COSHH status straight from the list.
How do I add a stock item?
Most stock arrives on its own — see "How does stock get updated?" below. To add something by hand:
Click Add Stock
You'll find it at the top of the Inventory page.
Fill in the basics
Enter the Product Name, Category, Unit, Current Stock and Minimum Stock Level. The minimum is your reorder point — the item is flagged as low stock when it drops to or below it.
Add the extras
Optionally add a Unit Size, Maximum Stock Level, Storage Location, Batch Number, Expiry Date, Supplier, Cost Per Unit and notes. If the category is a fertiliser category, a nutrient analysis section appears so you can enter the percentages printed on the label. For anything else, click Add Nutrient Analysis if you need it.
Save
Click Add Inventory Item.
Pick your units carefully
If a product is set up in litres but you think of it in 10-litre drums, the numbers will never line up. Choose one unit when you set the item up and stick to it.
How does stock get updated?
You rarely need to type stock levels in yourself:
- Invoices — lines coded to a stock category are added to inventory when you save the invoice.
- Purchase orders — clicking Mark delivered on an order receives its lines into stock. Attaching that order's invoice later doesn't add them again.
- Spray records — logging an application takes the product used out of stock.
- The mobile app — label scans from the phone come in for review (see below).
Every change is recorded, so you can see an item's movements in its history.
Correcting a stock level
Click the edit (pencil) button on an item to change its details or correct the Current Stock after a physical count. Some items have a protected stock balance — for those you can still edit the other details, and the form links you to the item's page and history instead.
What's on an item's own page?
Click an item to open its product page. Along with Stock remaining, it has four tabs:
- Overview — product information, application rates, COSHH details, nutrient profile and stock notes
- Course use — what's been recorded as used on the course, over the last 30 days, 90 days, 180 days or year
- Documents — safety data sheets, product labels, technical sheets, invoices and photographs
- Stock history — every movement in and out
Click Edit product to update details such as the manufacturer, formulation, registration or MAPP number, re-entry interval and maximum applications.
How do I review stock scanned on the phone?
When someone scans a product label on the TurfWise mobile app, it lands in a review queue rather than going straight into stock. Click Review phone captures at the top of the Inventory page.
For each submission, choose a Decision:
- Match existing product — pick the exact product it belongs to and confirm the quantity.
- Approve new product — confirm the name, Stock budget category, unit, quantity and cost per unit.
- Reject submission — with a note if you like.
Check pack sizes yourself
TurfWise doesn't convert pack sizes for you. Six 25 kg bags are 150 kg — enter the confirmed quantity in the item's own unit.
Pending captures don't count towards your available stock or financial totals until they're approved. Tick Include reviewed submissions to see ones you've already dealt with.
Save time
Let the team scan product labels on the phone as deliveries come in, then approve them at the desk in one sitting from Review phone captures. Nobody has to type the delivery in twice.
How do I clean up duplicate items?
Two rows for the same product means one of them is empty when a job needs it. Click Duplicates at the top of the Inventory page to see Suggested merges.
Review each pair and click Keep this one on the line you want to keep — the other line is merged into it, and the page shows what the merged line would hold before you decide. If everything looks distinct, you'll see "No duplicates found".
Good habits
- Set realistic minimum levels based on how fast you use each product and how long your supplier takes to deliver.
- Do a physical count of high-use items each month and correct any differences.
- Use the same product name every time so you don't create duplicates.
- Keep safety data sheets on the product's Documents tab so they're there when you need them.