Inventory & Stock Management

ClientFlow's inventory module helps service professionals who sell products alongside their services. Whether you are a beauty salon selling hair products, a fitness studio selling supplements, or a therapist selling wellness items, this guide covers everything from adding products to advanced analytics.

Adding Products

Build your product catalog by adding items with detailed information for tracking and sales.

Creating a Product

1. Go to Dashboard → Inventory
2. Click Add Product
3. Fill in the product details:
   • Name — Product name as it appears to clients
   • SKU — Unique identifier (auto-generated if left blank)
   • Category — Group related products together
   • Description — Product details and features
   • Cost price — What you pay to acquire the product
   • Selling price — What clients pay
   • Current stock — Initial quantity in stock
   • Minimum stock level — Threshold for low-stock alerts
4. Optionally upload a product image
5. Click Save Product

Product Variants

If a product comes in different sizes, colors, or configurations, create variants under the same product. Each variant has its own SKU, stock level, and pricing. For example, a skincare product might have 50ml, 100ml, and 200ml variants, each with different costs and selling prices.

Barcode Support

Enter product barcodes (UPC, EAN) in the SKU field for easy identification. While ClientFlow does not include a barcode scanner, the barcode can be used to quickly search and identify products in your inventory.

Stock Tracking

ClientFlow tracks every stock movement, giving you a complete audit trail of inventory changes.

Stock Movements

Every change to stock quantity is recorded as a stock movement with a reason:

• Sale — Stock reduced when a product is sold to a client
• Purchase — Stock increased when new inventory is received
• Adjustment — Manual correction (e.g., after a physical stock count)
• Return — Stock returned by client or to supplier
• Damaged — Stock written off due to damage or expiry
• Transfer — Stock moved between locations (Team plan)

Stock Count

Perform physical stock counts regularly to ensure system accuracy. Go to Inventory → Stock Count, enter the actual quantities for each product, and ClientFlow will automatically create adjustment entries for any discrepancies. The system highlights products where the counted quantity differs from the expected quantity.

Low Stock Alerts

When a product's stock falls below its minimum level, ClientFlow triggers a low-stock alert. Alerts appear in your dashboard notifications and can be sent via email and push notifications. The alert includes the product name, current stock, minimum level, and a quick link to reorder from the supplier.

ABC Analysis

ABC analysis classifies your products based on their revenue contribution using the Pareto principle (80/20 rule). This helps you focus inventory management efforts on the products that matter most.

How ABC Classification Works

Class	Revenue Share	Typical % of Products	Management Strategy
A Items	Top 80% of revenue	~20%	Tight control, frequent stock counts, priority reordering
B Items	Next 15% of revenue (80-95%)	~30%	Moderate control, regular monitoring
C Items	Remaining 5% of revenue	~50%	Minimal control, order in bulk when needed

Viewing ABC Analysis

Navigate to Inventory → Analytics → ABC Analysis to see your products classified. The report shows each product's class, revenue contribution, cumulative percentage, and movement history. Use this to decide which products deserve the most attention and investment.

Break-Even Analysis

Understand how many units of each product you need to sell to cover your costs.

Contribution Margin

For each product, ClientFlow calculates the contribution margin:

Contribution Margin = Selling Price - Cost Price

This tells you how much each sale contributes to covering your fixed costs and generating profit. Products with higher contribution margins are more profitable per unit sold.

Break-Even Targets

The break-even report (Inventory → Analytics → Break-Even) shows how many units you need to sell to cover both variable costs (cost price per unit) and your allocated fixed costs. This is especially useful when deciding whether to continue carrying a low-margin product.

Aging Reports

Identify slow-moving stock that ties up capital and may need to be discounted or cleared.

Aging Brackets

The inventory aging report classifies products by how long they have been in stock without a sale:

• 0-30 days — Fresh stock, recently received or actively selling
• 31-90 days — Moderate aging, monitor closely
• 91-180 days — Slow-moving, consider promotions or discounts
• 180+ days — Stale stock, likely needs clearance pricing or write-off

Taking Action on Aging Stock

For products in the 91+ day brackets, consider:

• Running a promotion or bundle deal to move the stock
• Offering the product as an add-on with popular services
• Returning unsold stock to the supplier (check your supplier agreements)
• Writing off the stock and reducing the minimum order quantity for future purchases

Depletion Alerts

Stock depletion prediction estimates when each product will run out based on current sales velocity.

Depletion Categories

Category	Days Until Stock-Out	Action Required
Critical	Less than 7 days	Reorder immediately
Warning	7-14 days	Place order this week
Planning	14-30 days	Schedule reorder
Healthy	30+ days	No action needed

How Predictions Work

ClientFlow calculates depletion estimates using your average daily sales rate over the past 30 days. The prediction is displayed on the inventory dashboard and in the depletion report at Inventory → Analytics → Depletion. Products with irregular sales patterns show a confidence indicator so you know how reliable the estimate is.

Supplier Management

Keep track of your product suppliers and streamline reordering.

Adding Suppliers

Go to Dashboard → Suppliers to manage your supplier list. For each supplier, record:

• Company name and contact information
• Primary contact person
• Payment terms (Net 30, COD, etc.)
• Lead time (days from order to delivery)
• Minimum order quantities and values
• Notes and special instructions

Linking Products to Suppliers

Associate products with their suppliers for easy reordering. When a low-stock alert fires, the reorder link takes you directly to the supplier's details with the product information pre-filled. You can track purchase orders and receiving history per supplier.

Supplier Performance

Over time, ClientFlow tracks supplier reliability metrics including average delivery time, order accuracy, and pricing consistency. Use this data when negotiating terms or deciding between multiple suppliers for the same product.