Stock tracking and purchase orders built into your job software
Build a product catalogue, track stock levels, raise purchase orders to suppliers, and pull parts straight into quotes and jobs - all without leaving HiveSuite.
Included on every plan30-day free trialNo credit card required
features
Everything you need to manage parts and stock
Product catalogue
Build a structured catalogue of parts, materials, and products. Add categories, set cost and sell prices, attach custom fields and product photos, and keep everything searchable by name or SKU / part number. Each item has its own page with its images, prices and stock levels.
Item KitsNew
Group the parts you always quote together, such as everything for a consumer unit replacement, into a named kit. Add Kit puts every item on a quote or invoice in one go, as normal lines you can still change - and Show items lets you check each item's stock first. Set kit-only prices, or sell the kit for one fixed amount. Save as Kit turns an existing quote's stock lines into a new kit.
Stock level tracking
Set stock quantities per item and define minimum thresholds. HiveSuite alerts you when stock falls low - with an optional email to admins - so you can reorder before it causes a problem on a job.
Purchase orders
Raise purchase orders to suppliers directly in HiveSuite, with a supplier directory so their details fill in. Download as PDF, mark deliveries as received, and watch your stock levels update automatically.
Stock adjustments and audit trail
Record manual adjustments with a reason - write-offs, breakages, or corrections. Every change is logged, including those made by quotes, invoices, jobs and purchase orders, so you always have a clear audit trail of what moved and when.
Cost tracking and margin visibility
Store cost price alongside sell price for every item. See margin at the product level and on individual quotes so you can price jobs accurately and protect your profit.
Search and SKU lookup
Find any item instantly by keyword or SKU search. Useful on the road, in the warehouse, or when adding parts to a quote at speed.
Services (no stock)
Add labour and other work you sell, such as gardening by the hour, with a unit like "per hour" or "per visit". Services are picked like any other item and can go in kits, but never change your stock levels.
Price catalogue mode
Buy materials as you need them rather than holding stock? Use your items as a price list for quick selection on quotes, without stock tracking. Switch back at any time and your stock figures are still there.
connected workflow
Parts flow through your whole workflow
Inventory in HiveSuite is not a standalone module. It connects directly to quotes, jobs, and invoices so nothing falls through the gaps.
- 1
Quotes
Search your catalogue when building a quote and add parts in seconds. Cost price and sell price pull through automatically, so your margin is calculated as you go. With soft-reserve on, stock on an open quote is held for it so it can't be promised to two customers.
- 2
Jobs
A job made from a quote starts with its lines. Stock on a job's lines is taken out of stock for the job and goes back if a line is lowered or removed, and crew can record the materials they take on site. Your stock count stays accurate without manual entry.
- 3
Invoices
Parts on the quote or job carry through to the invoice. Raise an invoice from the job and you can tick in the stock used on it at its selling price, so nothing used on site is forgotten. You choose whether stock is deducted when the invoice is raised or when it is paid.
Crew record what they take from the van
In HiveCrew, Materials on a job lets crew record the stock they take for it and put back what they didn't use. Each item shows how many the stock list says are left, and what's on the quote is never charged or taken out of stock twice.
- Tap the search box to list your stock items, with how many are left
- Recording more than the stock list says asks first, so the office can put the count right
- Put back returns unused stock to the shelf, logged in the item's history
- Extras beyond the quote go on the job as their own line
- You choose what happens to extras: review first, add to the invoice, or track as a cost only
- Choose who can take and put back stock in Crew Permissions
- With HiveFleet, load stock onto vehicles - crew take from their own vehicle first, then the yard
Included on every plan
- Inventory management included from Solo (£34.99/month) upwards
- No limits on catalogue size, stock records, or purchase orders
- 30-day free trial with full inventory access - no credit card required
- No add-on fees or separate inventory bolt-ons to pay for
Built for trades and service businesses
- Designed for businesses that carry parts in a van, warehouse, or store
- Works for plumbers, electricians, HVAC engineers, and other trades
- Pricing in GBP with VAT handled correctly throughout
- Syncs with Xero and QuickBooks so your accountant stays up to date
questions
Inventory management FAQ
Does HiveSuite include inventory management?
Yes. HiveSuite includes a full inventory management module on every plan. You can build a product catalogue, track stock levels, raise purchase orders to suppliers, and link parts directly to quotes, jobs, and invoices.
Can I track stock levels and get low-stock alerts?
Yes. HiveSuite tracks stock quantities in real time. You set minimum stock thresholds per item, and the system alerts you when levels fall below that threshold so you can reorder before you run out on a job. Admins can also be emailed as soon as an item runs low.
Can I raise purchase orders to suppliers in HiveSuite?
Yes. You can raise purchase orders directly in HiveSuite, download them as PDF, and receive stock against them. When stock arrives, your inventory levels update automatically.
How do parts and materials link to quotes and jobs?
When building a quote in HiveSuite, you can search your product catalogue and add parts directly, or add a whole Item Kit at once. The cost price and sell price pull through automatically. With soft-reserve switched on, stock on an open quote is held for it so it can't be promised twice, and you choose whether stock is deducted when the invoice is raised or when it is paid. Stock on a job's lines comes out of stock for the job, and crew can record the materials they take and put back what they didn't use. This removes the need to switch between separate tools.
Can I see profit margins on parts and materials?
Yes. HiveSuite stores cost price and sell price per item, so you can see margin at the product level and on individual quotes and jobs. This helps you price accurately and spot where margins are being squeezed.
Is inventory management included on all HiveSuite plans?
Yes. Inventory management is included on every HiveSuite plan from Solo (£34.99/month) upwards. There are no add-on charges or usage limits on catalogue size or stock records.
built for your trade