ChatBedsHelp
Inventory

Using and counting stock

Record stock used, damaged, restocked, counted or received, on the dashboard or from WhatsApp.

Stock only changes through the ledger. Every change records who made it, how (dashboard or chat), when, an optional note, and the stock left after it. So you can always see where your towels went.

The five kinds of change

ChangeWhen to use it
RestockedMore came into the store: bought locally, back from the laundry
UsedTaken out to be used
Damaged or lostDamaged, lost or thrown away
CountedYou counted the shelf. Stock is set to that number and the difference is recorded
ReceivedArrived on a purchase order. See Purchase orders

You'll also see minibar lines in the history: "Minibar, charged" when a guest was charged, and "Back from a voided minibar charge" when a charge was voided.

Recording a change

  1. On Inventory, click Record on the item.
  2. Under What happened, choose Restocked, Used, Damaged or lost or Counted.
  3. Enter How many (or Counted for a count).
  4. Add a Note if useful, like "for 305" or "back from the laundry".
  5. Click Record.

Checking stock in WhatsApp

Anyone on the team can ask:

SendYou get
stock check or low stockWhat is low or out, with what is on order
stock towels or how many towels leftOne item, and its last three changes
CBYour hotel on WhatsApp · Sofia, housekeeper
stock towels
Bath towel: 18 pcs (keep 50, reorder at 20, 40 ordered (PO-1003)) - low - Used -4, Sofia Rossi - Restocked +50, Olivia Brown - Used -6, Anna Lee

How ChatBeds reads item names

  • Plurals and capitals don't matter. "towels" finds the one item with "towel" in its name.
  • No word is ignored. "white towels" is only found if an item has "white" in its name.
  • Units must match. "3 bottles of shampoo" works only if shampoo is counted in bottles.
  • Numbers can be digits (1,000 and 2.5 too) or words from one to twelve, and "a dozen".
  • Notes like "for 305" or "from the laundry" are read only at the end of the message.
  • All or nothing. Several items in one message are all recorded, or none are.

If a name fits two items, or none, nothing changes and the reply says why:

CBYour hotel on WhatsApp · Anna, housekeeper
used 2 soaps
Which soaps? Soap bar, Liquid soap. Nothing was changed. Send stock check for the list.

Rules that keep the count honest

  • Stock never goes below zero. Taking out more than the books say is refused, with a hint to count the item.
  • Two people at once taking from the same shelf are counted one after the other, so nothing is lost.
  • Damaged in a room? damaged 1 chair in 305 names no stock item and ends in a room, so it becomes a maintenance ticket. See Reporting problems.
  • When stock drops to its low level, the right supervisor is told. See Low-stock alerts.

Who can record what

TaskWhatsAppDashboard
stock check, stock towelsEveryoneAnyone signed in can see stock and history
Used, damagedOwner, GM, supervisors, housekeepers, maintenance techniciansRoles that can record stock: Owner, Admin, Housekeeping, Maintenance
Restock, countOwner, GM, front desk manager, housekeeping supervisor, maintenance leadSame as above

Still need help?

Contact supportOpen Support in the app and write to us.Ask the communityOther hotels share how they work.Book a callA 30-minute walk-through with our team.

Stock items

Add the things your store keeps, and set how many to keep, when to reorder, the supplier, the cost and the guest price.

Purchase orders

Draft orders for what is low, send them to suppliers, and receive deliveries in full or in part.

On this page

The five kinds of changeRecording a changeChecking stock in WhatsAppHow ChatBeds reads item namesRules that keep the count honestWho can record what