How to Track Consumables by Quantity or Volume

When to Use This Method

This method is best if you’re managing bulk consumables (like paint, flakes, fabric, chemicals, or raw materials) and you only need to know the total amount on hand.

✅ Simple to set up

✅ Easy to track usage across jobs

✅ Best when you don’t need to track each individual item

Step 1: Create the Item

1. Go to your Sortly inventory.
2. Create a new item (example: Fabric Roll).
3. Set the Unit of Measure to the unit you track in (e.g. pounds, gallons, yards, feet, liters).
4. Enter the total quantity available.
   • Example: If you have 12 rolls at 10 yards each, enter 120 yards.
     

Step 2: Check Items Out by Quantity

When your team uses material for a job:

1. Subtract the quantity used (e.g. -5 yards).
2. Optionally move that amount into a job folder or location folder to track usage by project.

3. The total quantity in stock will automatically decrease.

   

Step 3: Monitor and Replenish

• Update the total quantity whenever you receive new stock.
• Use reports to track consumption trends.

• Optional: Add custom fields (e.g. supplier, batch, or purchase date).

  
   

Tips & Best Practices

• Use the smallest unit of measure possible. For example, track individual straws instead of boxes of straws for more accurate stock counts. This gives you flexibility when subtracting smaller amounts.
• Set up low stock alerts so you’re notified before you run out and can stay ahead of reordering.
• Move quantities into job/location folders whenever they’re used. This makes reporting more accurate at the project level.

👉 If you need to track each individual item with its own QR code, check out:
How to Track Individual Items with Unique QR Codes

Questions? Please contact our Support Team.