How Inventory Works

The Inventory page is where you track the stock you keep on hand, such as granite, vases, and the services you offer, so you always know what you have and what to reorder. Open Inventory from the main navigation.

This article covers the everyday inventory experience for a shop with a single office. If your company runs more than one location, see If you run more than one office near the end.

Categories and tabs

Your items are organized into tabs. Out of the box you'll see Granite, Vases, Other, and Services, with a Photos tab that exists but stays hidden until you turn it on. Each tab has its own search and filters, so you can narrow a long list quickly, for example granite by type or color. A Clear filters button appears once a filter is active.

The tab bar is fully customizable. Click Customize tabs (the gear button next to the tabs) to drag your tabs into a new order, show or hide any tab, and add quick-access tabs for individual granite types, like just Slant or just Bevel. At least one tab must stay visible. Your layout is saved to your own account, so reordering or hiding a tab only changes what you see, not your teammates. Reset tabs restores the default Granite, Vases, Other, and Services bar.

Alongside these categories, a Granite Tiles inventory type is available for shops that stock granite tile, so you can track tiles as their own items separate from monument granite.

Sorting the table

Click any column header to sort the table by that column: size, finish, color, price, quantity, or name. The first click sorts ascending, the second descending, and the third returns to the default order. Sorting applies within the tab you are on, and each tab keeps its own sort, so you can scan granite by size while your vases stay sorted by price.

Adding and editing items

Use Quick Add at the top of a tab to add an item inline, or click an item to edit it in a popup. For most items you record a Cost, what you pay your vendor, and a Retail price, what you charge the customer. Both are optional. Services are a little different: they use a required Retail price and have no quantity.

Granite size is stored as a single size value rather than as separate width, height, and thickness columns. You enter the Width, Height, and Thickness, and MonuDesk combines them into one size that shows as W×H×T in the table, for example 24×12×4.

For Bevel and Slant granite types, the Thickness field becomes free text so you can enter a slant ratio in X/Y form, like 10/2 or 6/4. Width and Height stay numeric, and the size displays with the ratio in place of a plain thickness, for example 24×12×10/2.

Reorder alerts

Set a reorder point on an item and MonuDesk warns you when stock runs low. An orange Reorder tag appears on the row when the quantity drops to that point, and a red Out of stock tag shows when it reaches zero. A small dot also appears on the Inventory icon in the navigation whenever any item needs reordering, so you can spot it from anywhere.

The summary bar

Three cards at the top of each tab summarize that category: the total number of items, the total value, and how many are needing reorder. They update as you add, edit, and remove items.

Wholesale pricing

If your shop sells wholesale, go to Settings → Inventory and turn on Enable wholesale pricing. Your inventory then shows a wholesale price column alongside retail. It is off by default, so retail only shops never see columns they do not need.

When you build a quote for a wholesale contact (any contact category other than Retail), the stone configuration shows a Wholesale Price field instead of the retail price, and it fills automatically from the matching inventory item when there is one. Quotes for retail contacts keep using the retail price. The same stone can carry both a retail and a wholesale price on one inventory row, and Auto sync saves the wholesale price from wholesale orders the same way it saves retail. You set each contact's category on the contact record. See How to Manage Contacts.

Using inventory in a new quote

When you build a quote, inventory helps you fill in Step 3. After you choose a Monument Type and Color, a Smart Prefill dropdown lists matching items from your inventory and from past orders, each with its retail price. There is also a search bar above the Monument Type cards where you can search your inventory and past orders by SKU, color, or size. Picking a result fills in everything MonuDesk knows from that stone's last configuration: the colors, sizes, finishes, lettering, and the stone price. It never fills the form on its own, so you always click the row you want, and every field stays editable afterward. When you pick an item from inventory, a small pill confirms the order is linked to that inventory item.

Adding stock automatically

MonuDesk can keep your inventory in step with your orders so you do not have to add every stone by hand. With Auto sync on, saving a confirmed order adds the stones on that order to your inventory, one row per stone, and skips anything that already matches so you do not get duplicates. Auto sync is on by default and can be turned off in your inventory settings.

Overriding a stone's price on a quote now updates the matching inventory item instead of creating a duplicate SKU, so adjusting a price on an order will not spawn a second row for the same stone.

An item added this way starts at a quantity of 0, since MonuDesk does not know how many you actually keep on hand. Open the item and set the real number you have in your yard.

To capture stock from work you did before, go to Settings → Inventory and click Backfill inventory from past orders. It scans your past orders and adds any missing granite and vases, updates prices that changed, and skips anything already in your inventory. You will see a summary of what was added, updated, and skipped.

If you run more than one office

Everything above describes a shop with a single office. If your company runs more than one location, MonuDesk adds multi-location inventory on top of the same catalog. You keep one shared list of stones, but you can set these per office:

• Retail price

• Wholesale price

• Quantity

• Reorder point

You can also disable an item at specific offices so it never appears on their quotes.

Use the office switcher in the top header to choose which location you are viewing. Pick a specific office to see and edit that office's values, or choose All Locations to see the catalog with a varies marker wherever a price or quantity differs between offices. For the full walkthrough of per-location pricing, the All Locations view, and the per-item Locations editor, see the dedicated Inventory across multiple locations and Customize your inventory tabs articles.

Related articles:

• How to Configure the Monument Type, Color, Size and Finishes

• How the Pricing Panel Works

• Understanding the Order Board