The Challenge
Managing inventory isn’t just about making sure you have the products you need. It’s about monitoring revenue, stock value, and costs, building customer trust, and making sure your team avoids the chaos of missing items or stockouts. When stock levels aren’t accurate or up to date, you end up with overselling, missed shipments, expensive last-minute purchases, and other uncomfortable situations.
The Solution
Inventory for monday.com is an app that was built to give you real-time visibility, low-stock alerts, clear transaction history, and flexible reporting, all within monday.com. In this webinar, Noam Lapidot, the CRO of spot-nik, shows how to manage inventory directly inside monday.com using spot-nik’s Inventory solution.
Inventory is a ready-made workspace that includes:
- A getting started manual to show you exactly how to set up the app
- A main dashboard that provides a user-friendly snapshot of essential data points such as total products in stock, total stock value, warehouse capacity utilization, and low/out-of-stock distribution.
- A product catalog which will act as the source of truth for all inventory movement
- A transactions board (audit trail broken down into line items—perfect for dashboards, automations, and integrations).
The goal is to make it easy to update stock, and even easier to understand what’s happening with your stock at all times. Below are some ways Inventory helps stock managers work more efficiently within monday.com.
Track Stock with One Dashboard
The Inventory dashboard provides users with a view of what’s going on at any given moment. The main dashboard consolidates key metrics into a clear operational view so managers can understand the current state of inventory without digging through boards or reports.
From a single screen, teams can see how many products are currently available, how much those products are worth in total inventory value, and whether storage capacity is approaching its limits. The dashboard also highlights low-stock and out-of-stock items, allowing teams to immediately identify which products require attention.
Because the dashboard is connected directly to the underlying transaction data, every update to inventory automatically refreshes the metrics. This eliminates the need for manual reporting while giving decision-makers the confidence that the numbers they see reflect the current state of operations.
With this level of visibility, inventory managers no longer need to rely on assumptions or outdated reports. Instead, they can make informed purchasing, allocation, and replenishment decisions based on real-time information.tory managers to stop guessing about stock levels, and to start making more informed inventory decisions.
Add or Remove Stock in Seconds
At the core of the Inventory system is a simple concept: every change in stock should be easy to record and fully traceable.
When inventory needs to be updated, users select products directly from the catalog, choose the quantities involved, and submit the update through a guided workflow. The system prevents actions that would create inaccurate records, such as removing more units than are currently available.
Each update automatically generates two layers of documentation. A stock update records the overall event, while a detailed transaction log captures the exact quantities before and after the change, the action performed, and any additional context provided during the update.
This structure creates a reliable audit trail that allows teams to review exactly how inventory changed over time. If questions arise about missing items or unexpected stock levels, the transaction history provides immediate answers.
Adapt Product Tracking to Your Business
Every business tracks different details, and Inventory is built to adapt to these needs. A retail business may need product variants such as size or color, while a manufacturing operation may require supplier information, expiration dates, or internal codes.
Inventory is designed to accommodate these differences through flexible product tracking. Teams can extend the product catalog with custom columns that store any information relevant to their operations. Fields such as supplier, category, storage requirements, margins, and expiration dates can all be incorporated directly into the system.
Beyond product attributes, organizations can also capture context for each stock movement. Additional fields on the stock update process allow teams to record the reason behind inventory changes, associate updates with projects or clients, assign responsibility, or track delivery methods.
By capturing this information alongside every transaction, inventory data becomes searchable, reportable, and far more useful for operational analysis.
Reduce Errors with Barcode and QR Scanning
For teams managing inventory in warehouses, storage rooms, or on the move, manual data entry often introduces unnecessary errors and delays.
Inventory supports barcode and QR code scanning to accelerate the stock update process. Using a tablet or mobile device, team members can scan items directly during inventory operations rather than searching for products manually.
Existing manufacturer barcodes can be used immediately, and the system can generate QR codes automatically for items that do not already have them. Organizations can also configure scanning behaviors to fit their workflows—for example, defining how many units should be added or removed when a code is scanned.
This approach speeds up inventory operations while significantly reducing the risk of human error.
Better Warehouse Space Utilization
Inventory management is not only about counting items. It’s also about understanding how physical storage space is being used.
The system allows teams to track the volume of products and compare it against the capacity of specific storage locations. Each product can include a volume measurement, and warehouse layouts can be defined within the workspace to represent shelves, aisles, storage zones, or other locations.
The dashboard then summarizes the space used so you can see at a glance:
- Where you’re tight on space
- Whether you’re paying for more space than you need
- Which locations are approaching capacity
Track Individual Assets with Serial Numbers
Some organizations need to track not only product quantities but also individual physical items. Equipment, laptops, tools, and other assets often require serial-level tracking to maintain accountability.
Inventory’s Asset Management template lets you:
- Track assets by serial number
- Assign assets to a specific person or location
- Track purchase date, warranty, age, history, and more
- View each item’s availability status such as ‘available’ or ‘in use’
This level of visibility is especially useful for IT teams, operations departments, and organizations responsible for managing large fleets of equipment.
Managing Multiple Warehouses or Locations
Organizations operating across multiple warehouses or distribution centers often need both local control and global visibility.
Inventory supports this by allowing teams to create separate workspace instances for each location. Each warehouse can maintain its own product catalog and operational boards while still contributing data to a higher-level overview dashboard.
This structure keeps day-to-day operations organized within each facility while providing leadership with a consolidated view of inventory across the entire organization.
Connect Inventory to External Systems
Inventory rarely operates in isolation. Orders, purchases, and financial records often originate in other systems such as e-commerce platforms, accounting tools, or CRMs.
The Inventory workspace was designed to integrate easily with these systems using monday.com integrations, automation platforms like Make, or custom partner solutions. External systems simply need to create transaction records that specify the product, quantity, and type of action.
Once those transaction records exist, the Inventory system automatically updates stock levels, refreshes dashboards, and triggers alerts where necessary.
This architecture allows businesses to connect inventory with the rest of their technology stack without rebuilding their workflows.
Bonus Feature: Taking Orders Via SuperForm
Inventory can also be connected with SuperForm, one of spot-nik’s most widely used monday.com apps. SuperForm allows organizations to collect orders through customizable forms and feed those submissions directly into the inventory system.
This is particularly useful for teams that accept orders from customers, internal departments, or partners outside of monday.com. Forms can even be pre-filled with default information, allowing repeat customers to place orders quickly without entering the same details each time.
By connecting order collection with inventory tracking, organizations create a smooth operational flow from request to fulfillment while keeping all inventory records accurate and up to date.
