How does Zigaflow track inventory across multiple warehouse locations?

Zigaflow lets you create a hierarchical location structure that matches exactly how your business operates. You can set up multiple warehouses, divide each warehouse into sections or bays, and even track stock in vehicles or supplier facilities. When adding or moving stock, you specify the exact location, and the system maintains real-time visibility into what's where. This means you're never guessing which warehouse has the items you need - you can see precise quantities at each location before allocating stock to jobs or creating purchase orders. The location hierarchy is flexible, so you can start simple with just a few warehouses and add more detail as needed. Each item can have a default location, which speeds up receiving and allocation by automatically suggesting where items typically go. When you need to move stock between locations, you can update quantities manually or use barcode scanning for faster, more accurate processing. The system tracks every movement with complete audit trails, so you always know what moved when and who authorized it. This multi-location support works seamlessly with the rest of your workflow. When creating a job, you see available stock at each location and can choose where to allocate from based on proximity to the project, shipping logistics, or any other factor. Generate reports showing inventory by location, track movements between sites, and identify slow-moving stock that might be better redistributed to busier warehouses.

Can I track inventory using serial numbers or batch numbers?

Yes, Zigaflow supports both serial number tracking for individual items and batch number tracking with expiration dates. For equipment, electronics, or other high-value items where you need to trace each specific unit, serial number tracking creates individual records that follow each item through your entire workflow. When you receive goods on a purchase order, you can record serial numbers during the receiving process. When allocating stock to jobs, you select specific serial numbers to assign. Batch number tracking works perfectly for products with expiration dates, manufacturing batches, or regulatory compliance requirements. Record batch numbers and expiration dates when receiving inventory, and the system tracks which batches allocated to which customers. This creates complete traceability - if you need to identify all customers who received items from a specific batch, you can generate that report in seconds instead of hunting through scattered records. Both tracking methods integrate fully with the rest of Zigaflow. Print labels that include serial numbers or batch information, so your warehouse team can quickly identify items. Generate reports showing all serial numbers currently in stock, which customers have which units, or which batches are approaching expiration. The system maintains complete history, so you can trace any item from purchase through delivery to customer. This level of tracking prevents errors, supports warranty management, and ensures compliance with industry regulations without requiring separate tracking systems.

How does inventory connect with purchase orders and job management?

Inventory in Zigaflow isn't isolated - it's fully integrated with your purchase orders, jobs, works orders, delivery notes, and invoices. When you create a purchase order and receive the goods, inventory quantities update automatically. You don't need to manually transfer information between systems or risk forgetting to update stock levels - it happens as part of your normal receiving process. When you're creating or managing jobs, you can allocate stock directly from the job screen. The system shows exactly what's available at each location, what's already allocated to other work, and what's on order but not yet received. You can reserve stock against incoming purchase orders if you're planning ahead for work that starts before the materials arrive. When creating delivery notes or invoices, the system can automatically deduct allocated stock and update financial records if you're using the Xero integration. This integration means you're not entering the same information multiple times or switching between disconnected tools. Create a purchase order, receive items into inventory, allocate them to jobs, deliver them to customers, and invoice for the work - all while the system maintains accurate stock levels, cost tracking, and financial records automatically. Everything flows naturally through your complete business process without manual reconciliation or duplicate data entry.

What happens when I need to move stock between locations?

Moving stock between locations in Zigaflow is straightforward and fully tracked. You can manually transfer items using the stock movement screen, specifying which item, how many units, where it's moving from, and where it's going to. The system updates quantities at both locations instantly and maintains complete audit trails showing who moved what and when. This prevents the confusion that happens in spreadsheet-based systems where stock "disappears" from one location but nobody's certain it actually arrived at another. For businesses with high-volume stock movements, barcode scanning makes the process even faster and more accurate. Print barcode labels for items and locations, then scan to record movements without manual data entry. This reduces errors, speeds up warehouse operations, and ensures your inventory data stays current even during busy periods when manual updates might get forgotten or delayed. You can also handle more complex scenarios like allocated stock that needs to move between locations. Maybe you allocated materials to a job from Warehouse A, but now you need to ship them from Warehouse B because that's closer to the project site. Zigaflow lets you move allocated stock while maintaining the connection to the original job or works order. The stock movement analysis screen shows all transfers, helping you identify patterns, optimize warehouse operations, or troubleshoot any discrepancies between expected and actual quantities.

How do I know when to reorder inventory before running out?

Zigaflow provides multiple ways to identify reorder needs before they become emergencies. The stock overview screen includes a filter specifically for viewing items that need reordering based on current stock levels and usage patterns. You can review this screen regularly to stay ahead of inventory needs, or check it when planning your next purchase order batch to suppliers. The system shows you the complete picture when assessing reorder needs - not just physical quantity in the warehouse, but also what's allocated to upcoming jobs, what's on order from suppliers, and what's reserved for work that's waiting on other materials. This prevents you from ordering too much because you didn't account for incoming deliveries, or ordering too little because you forgot about stock that's already committed to confirmed work. Stock movement analysis helps you understand usage patterns over time. See which items you're using regularly versus occasionally, identify seasonal fluctuations in demand, and make informed decisions about order quantities. Rather than guessing or over-ordering "just in case," you can review actual data showing how quickly inventory turns over and plan replenishment based on real patterns. Export this data for more detailed analysis in other tools, or share it with suppliers to help them anticipate your needs and offer better pricing or terms.

Can I import my existing inventory from spreadsheets?

Yes, Zigaflow provides straightforward import capabilities for bringing in your existing inventory data. During initial setup or when adding large batches of new items, you can import from spreadsheets containing item codes, descriptions, quantities, locations, costs, and other relevant details. This means you don't need to manually enter hundreds or thousands of inventory records one at a time - prepare your data in the format you already have it, then import in bulk. The import process handles both one-time initial loads and ongoing quantity updates. If you're migrating from another system, import your full item catalog with opening stock balances. If you're doing monthly stock checks, export a template, update quantities based on physical counts, then import the adjustments. The system maintains audit trails showing what changed and when, so you have complete accountability even when updating quantities in bulk. Beyond inventory items themselves, you can also import related data like stock locations, supplier information, and customer details that connect to your inventory management. Getting started with Zigaflow doesn't mean losing weeks of productivity while someone manually types in existing data. Prepare your spreadsheets, run the import, verify the results, and you're tracking inventory in an integrated system instead of disconnected spreadsheets. The help documentation provides detailed guidance on import formats and processes.

How does inventory valuation and COGS tracking work?

Zigaflow automatically tracks inventory values and calculates cost of goods sold as items move through your workflow, removing the manual reconstruction work that typically makes month-end closing painful. When you receive goods on a purchase order, the system records the cost you paid. When you allocate that inventory to a job and deliver to customers, it tracks which specific costs correspond to which sales, building accurate COGS calculations automatically. The inventory valuation reports show your total stock value based on actual purchase costs, helping you understand how much capital is tied up in inventory. You can see valuation by location, by item category, or for your complete inventory position. This financial visibility helps with business planning, lending applications, insurance coverage decisions, and understanding where your money is actually sitting. If you're using the Xero integration, inventory transactions flow automatically to your accounting system. Stock receipts update inventory asset accounts, job deliveries record cost of goods sold, and your accountant gets clean, reconciled data instead of spending hours piecing together transactions from multiple sources. You can generate financial reports showing true margins on completed work, identify which product lines are most profitable, and make pricing decisions based on accurate cost information rather than estimates or guesses. The system handles the complex tracking automatically, so you get reliable financial data without hiring specialists or investing endless hours in manual reconciliation.

Procurement

Stop losing track of what's where and how much you have

Know exactly what stock you have, where it's located, and what's committed to jobs/orders - in real-time across all your locations.

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Never lose another sale because an item wasn't in stock when you needed it

Before

You're ready to fulfill an order - customer waiting, team scheduled - then discover the critical component isn't actually in stock despite what your spreadsheet says.

With Zigaflow

With Zigaflow's Inventory feature, your stock levels update automatically as items move through your workflow. Allocate materials to a job, and the system immediately shows what's still available.

Stop tying up cash in inventory that sits on shelves instead of working for your business

Before

Your warehouse is full, your cash flow is tight, and somehow you still don't have the specific items you need for this week's jobs.

With Zigaflow

Zigaflow's inventory tracking connects directly to your sales patterns through jobs and quotes. See which items you're actually using, how quickly they move, and what's been sitting too long.

Know exactly where every item is located without hunting through warehouses or making phone calls

Before

Your warehouse team spends half their morning searching for materials that "should be" in Bay 12 but might actually be on a van, at a job site, or in the overflow storage unit across town.

With Zigaflow

Zigaflow lets you create hierarchical stock locations that match exactly how your business works - warehouses, areas within warehouses, vehicles, supplier storage, or any other location structure you need.

What you get

Track stock levels in real time across locations
Automatic stock allocation when jobs/orders are raised
Low stock alerts before you run out
Receive stock directly against purchase orders
Full stock movement history per product
Multi-location stock management built in
Link inventory directly to quotes and jobs/orders
Reserve incoming stock against purchase orders

How it works

Set up your stock locationsCreate a location structure that matches how your business actually operates.
Track items with the detail level you needMark which items should be tracked as stock items and choose your tracking method.
Receive and allocate stock through your workflowWhen goods arrive from a supplier, receive them directly on the purchase order.
Move stock and maintain accuracyUse the stock movement screen to transfer items between locations manually or scan barcodes for faster processing.
Generate reports and monitor performanceView your complete inventory position from the stock overview screen - quantities on hand, allocated amounts, items on order, and shortages all in one place.

What is Zigaflow Inventory?

Running out of stock at the worst possible moment. Ordering too much and tying up cash in inventory that sits gathering dust. Losing track of what's where across multiple locations. If you're managing inventory in spreadsheets or disconnected systems, you know these headaches all too well. Every stockout means a disappointed customer, every overstock means money sitting on shelves instead of in your bank account, and every misplaced item means wasted time hunting through warehouses or supplier emails.

Zigaflow's Inventory solution gives you complete visibility and control over your stock without the complexity of traditional inventory management systems. Whether you're tracking materials across job sites, managing products in multiple warehouses, or keeping tabs on equipment between projects, everything connects seamlessly with your quotes, purchase orders, jobs, and delivery notes. No more switching between systems or manually updating spreadsheets to know what's in stock and where it's located.

You'll see your stock levels update in real-time as items move through your workflow. When you receive goods on a purchase order, they're automatically added to inventory. When you allocate stock to a job, the system tracks exactly what's committed and what's still available. Need to move items between locations? Use barcode scanning to update everything instantly. The system even helps you spot reorder needs before you run out, so you're never caught scrambling to source materials for an urgent project.

Everything works together the way your business actually operates. Track serial numbers for high-value equipment, manage batch numbers and expiration dates for perishable goods, or keep things simple with basic quantity tracking. Set up location hierarchies that match your warehouses, vehicles, and supplier storage. Zigaflow allows you to track raw materials, finished goods and work in progress, as well as providing Cost of Goods Sold transactions that can be posted to your accounts system. Generate detailed reports showing stock movements, inventory valuation, and full COGS history. Import your existing inventory from spreadsheets during setup, then let the system keep everything current automatically.

You don't need to be an inventory expert or spend weeks on setup. Start tracking your most important items today, add more detail as needed, and scale up as your business grows. Your team can allocate stock to jobs, print labels from the stock screen, and move items between locations without training manuals or constant supervision. It just makes sense, because it works the way you think about inventory - not the way some enterprise system thinks you should work.

Frequently asked

Works with Inventory

Features

Purchase Orders Jobs/Orders Delivery Notes

Integrations

Shopify

Industries

Promotional Products & Branded Merchandise Audio-Visual Office Furniture Lighting & Electrical

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