Inventory shows the parts on your own shelves by location, with a ledger of every movement. Set minimum and maximum levels, let Gearflow write the reorder, count shelves on a phone, and load stock from a spreadsheet.
A buyer who orders a part that sits on the shop's own shelf pays twice and waits for nothing. Inventory lets sourcing check your shelves first, keeps a ledger so "why does this say 4?" has an answer, and writes the reorder before a shelf runs out.
Who sees it. Inventory is in the main menu, under Units, on accounts with parts. Everyone on those accounts can read it. People who can fulfill parts requests change it: levels, counts, adjustments, transfers and imports.
Stock locations. A location holds inventory only when you turn it on for that location (Enable inventory at a location). An account with no stock location sees Add a location to start.
Each row is one part at one location: the part number and description, the location, and the quantity on hand.
The header holds Stock a part, Stock a tool and Stock material (when your account has tools or materials), Count, Import, Import materials and Cross references.
Click Reorder on the list or on the item page. Gearflow makes a stock parts request with no unit:
Then source the request as any other. See Sourcing, quotes and purchase orders.
Who sees it. Account admins turn it on in Settings → Account → Automatic reorder, on accounts with parts. It is off until someone turns it on.
Once a day, Gearflow gathers the parts that fell below their minimum into one parts request per stock location. "Nothing is ever ordered for you." Gearflow writes the request and stops; it lands in your Parts list like any other request, and nothing goes to a vendor until a buyer sends a PO.
This works from your minimum and maximum levels. It is not the order-history prediction in Parts Hub Pro (Predicted Part Requests).
Click a part to open its page. The page covers the part number at every location.
Open Count. Pick the location you are counting, and a Bin when the shelf is big.
The count is blind: the page does not show what Gearflow expects until you post. Then it shows the variance on each row, and each count lands in the ledger as a cycle count. A part tracked by serial is counted on its own page (Count by serial).
Who sees it. People who can fulfill parts requests.
Open Import. "Load the spreadsheet you already keep, or refresh what is here from a newer one."
Who sees it. People who can fulfill parts requests, on accounts with materials.
Open Import materials to load your whole materials catalog from one CSV. A column the import does not read is accepted, and the report names it after the run. An opening count applies only when a material is first stocked at a location. Download your catalog gives you the current list.
Who sees it. Gearflow is reviewing this feature, and it is not yet on for customer accounts (as of November 2026).
Cross references link part numbers that mean the same part: an OEM number and its aftermarket number, or an old number and the one that superseded it. Gearflow learns a pair each time a PO goes out on a matched quote. People who can fulfill parts requests add, edit and delete pairs by hand, or import them from a CSV. A hand-kept pair holds for every vendor, so a quote, a Part lookup search or a typed part number finds the part through it.