Products and stock
Add the products you sell, see stock at each location, receive shipments, move or recount stock, archive products, and get low-stock emails.
Inventory lists the products you sell and how many of each you have. You add a product once for your whole business, and each location keeps its own count.
See your stock
Go to Catalog → Inventory.
- With more than one location, there are two tabs. Stock shows each location's count and a Total. Products shows each product's Price, the locations it's Stocked at, and how many you have in all.
- If you can see only one location, you get one list instead, with Price, On hand and Alert at.
- To see one location's column, choose it in the location menu at the top of the page.
A count marked low is at or under its alert level. One marked out means the location stocks it but has none left. A dash means the location doesn't stock it.
Search by name, brand or SKU. To see what needs restocking, select Filters on the Stock tab or your one-location list, then Low or out. Filters also narrows the list by category. On the Stock tab, it can show only products a location doesn't stock.
Select a product's name to see its stock at each location and its History: its latest 20 changes, like deliveries, sales and recounts.
In the Lilo app, go to More → Inventory. It shows one location at a time.
Owners, admins and location managers
Add a product
- In Inventory, select the arrow at the top right, then choose Add product.
- Enter the Product name and Retail price. Everything else is optional. With a Cost price, Lilo shows your margin.
- Leave Taxable on to charge sales tax at checkout.
- Under Stock by location, check each location that sells it, and enter what each has under On hand.
- To get an email when it runs low, enter a Low stock alert at number.
- Select Add product.
With one location, you'll see only On hand and Low stock alert at.
In the Lilo app, go to More → Inventory, tap +, then tap New product. It's stocked at the location you're viewing. Tap Create Product when you're done.
Owners, admins and location managers
Change a product
- Select the product's name.
- Make your changes and select Save changes.
Photos you add under Photos save right away.
To change several products at once, check them on the Products tab or in your one-location list. Then select Change price to raise or lower their prices by a percentage or set one price, or select Change category.
In the Lilo app, tap the product, then tap Edit product.
Owners, admins and location managers
Receive a shipment
- In Inventory, select the arrow at the top right, then choose Receive shipment.
- Under Delivered to, choose the locations that got it. With one location, skip this step.
- If you like, add a Supplier or reference. It shows in each product's history.
- Search for each product that arrived. Or select Add everything low to add everything that's low or out at those locations.
- Enter how many arrived at each location. With more than one, a number under Every location fills the whole row.
- Select the Receive button at the bottom. It shows how many units you're adding.
Counts go up right away. A location that didn't stock a product starts stocking it. You can also check products on the Products tab or in your one-location list, then select Add stock.
In the Lilo app, tap the product, then tap Record shipment. Enter the Quantity Received and tap Record Shipment. It's added at the location you're viewing.
Lilo Pro · Owners, admins and location managers
Move stock between locations
Transfer stock only shows when you can see more than one location.
- Select the arrow at the top right, then choose Transfer stock.
- Under From, choose where the stock is now.
- Under To, choose one or more locations.
- Search for each product, then enter how many go to each location.
- Select the Move button at the bottom.
The last column shows what's left at the From location. If you ask for more than it has, Lilo shows how many you're short and won't move it. You can move stock on the web only.
Owners, admins and location managers
Change a count or alert level
Use this after a recount, or when something is damaged, lost or used up.
- On the Stock tab or in your one-location list, select the number.
- Enter the new On hand. Change Alert at if you need to. Leave it empty for no alert.
- Under Why it changed, choose Delivery arrived, Recount, Damaged, Lost or stolen, Used in the salon or Other.
- Select Save.
When the count changes, Lilo saves it in the product's history with your reason.
To stock a product at a location that doesn't have it, select the dash. Enter what it has and select Start stocking here, or Save if you see one location.
To stop stocking it at one location, select the number, then Stop stocking here. If units are left, confirm with Stop stocking. The count goes to 0 and the product leaves that location's checkout. You won't see this with one location.
You can change counts and alert levels on the web only.
Owners, admins and location managers
Archive a product
- On the Products tab or in your one-location list, check the product.
- Select Archive, then Archive again to confirm.
Archived products leave your inventory and checkout at every location, along with their stock. You can't undo it.
In the Lilo app, tap the product, tap Delete product, then tap Delete. It's the same as archiving.
Owners, admins and location managers
Manage categories
- Select the arrow at the top right, then choose Manage categories.
- Select Add Category.
- Type a name and select Add.
Select a category's color dot to recolor it, the pencil to rename it, or the trash can to delete it. A deleted category's products become uncategorized. You can also select New category under Category while you add or change a product.
In the Lilo app, go to More → Inventory, tap +, then tap New category.
Low-stock emails
Lilo sends an email when a product runs low at a location. It goes to the owner, admins and that location's managers, and says how many are left.
- Each product has its own alert level at each location. No alert level means no email.
- Lilo emails when a sale, a count change or a transfer takes the count to the alert level or below.
- It emails once, then again only after the count rises above the level and drops again.
- Receiving stock never sends one. Neither does setting an alert level at or above the current count.
Lilo Pro · Owners, admins and location managers
To stop someone's low-stock emails:
- Open Team and select their name.
- Select Preferences.
- Turn off Low stock alerts and select Save Changes.
How it works
- A sale takes products out of stock at its location once the invoice is paid in full. See Check out an appointment and Sell products without an appointment.
- Checkout only offers products the location stocks.
- What you can do here depends on permissions like Restock products and Edit products. See Team roles and permissions.
Common questions
Why didn't I get a low-stock email?
- The product has no alert level at that location.
- The count was already at or under the level. Lilo emails when the count drops to it, not while it stays there.
- Only the owner, admins and that location's managers get these emails.
Lilo Pro · Owners, admins and location managers
- Your Low stock alerts are off. Check Preferences on your profile in Team.
Why is a count below zero?
Checkout lets you sell more than a location has. The sale still comes out of its count. After a recount, change the count to what's really there.
Does a refund put the product back in stock?
No. Refunds don't change stock. To put a product back, change its count.
Why can't I change a count?
Counts and alert levels need the Edit products permission. Restock products only covers receiving and moving stock. Ask your account owner.
Form responses and what clients see
Read and search a form's responses, check a client's forms and signatures, delete a response, and what clients see when they fill in a form.
Add and invite team members
Add staff to your team, check or resend their invite, give a login to someone who can't sign in, and share your team's invite code.