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Using Inventory in Work Orders

This article explains how to add, edit, transfer, and manage inventory items within a work order in ServiceBox.

Summary

This document explains how a user will be able to use Inventory items inside of a Work Order. Please ensure you have Inventory enabled in your ServiceBox site and you have inventory items added.  If you have not yet set up inventory, follow the instructions in the Inventory User Guide [linked here]. 

Using Inventory in a Work Order

When you have inventory enabled in your site, you will now notice in the time and materials page in the Work Order, there will be an additional category called Inventory.  This section will look like this:

 

You can do the following with inventory within the work order:

  • Add new inventory items to the work order

  • Choose the location where inventory will be pulled from

  • Automatically add inventory items from a quote

  • Transfer inventory between locations

  • Check availability of inventory across all locations

Note: Once an item is added to a work order, it is removed from the selected inventory location.

 

Inventory Table Columns

  • Item Number – Searchable by item number or description

  • Description – The item’s description (not searchable)

  • Location – The location from which the item will be pulled

  • Unit Cost – The cost per unit (not editable)

  • Quantity – Editable field for the number of items used

  • Tax Level – Editable; defaults to the item’s assigned tax level

 

Inventory Table Buttons

Green Checkmark – Adds the inventory item to the work order

Slider Icon – Opens inventory allocation view for all locations

 

Adding Inventory Items Used on the Job

To add inventory to the work order:

  1. Search by item number or description in the Item Number column

  2. Choose the correct Location (if not default)

  3. Enter the Quantity

  4. Click the ✅ Green Checkmark to add the row

The row’s total cost is calculated as Unit Cost × Quantity, and each row contributes to the inventory subtotal.

 

 

Adding Inventory from a Quote

If the work order is linked to a quote:

  • Go to Time and Materials → Inventory section

  • Click Add Inventory From Quote

  • The Transfer Inventory from Quote screen appears, allowing you to:

    • View inventory items on the quote

    • Choose quantity and location

  • Click OK to add the selected items to the work order (inventory counts will update)

You can also view inventory availability by clicking the inventory allocation button in the row. This is the screen that will appear:

Editing Inventory Items

To edit an inventory entry:

  • Click the pencil icon on the line item

  • Make your changes

  • Click ✅ Green Checkmark to save or ❌ Red X to cancel

 

Note: You can apply all categories (Labour, Non-Inventory items) to the quote, and these will be included in the total.

 

Transferring Items Between Locations

To transfer inventory directly from the work order screen:

  • Go to Time and Materials → Inventory

  • Click Transfer Items

 

  • In the transfer screen, select:

    • From Location

    • To Location

    • Inventory items and quantities

  • Click OK to complete the transfer

When Inventory Is Removed

Important: Inventory added to a quote is not removed from stock at that stage.
Items are only deducted when they are added from the quote to the work order.

To better understand how inventory behaves in quotes, please refer to the [Inventory User Guide].

 

Need Help?
Contact support by clicking the Help button in the bottom-right corner of your screen when logged in or email us at support@jobboxsoft.com.