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Inventory Snapshot

Keep a dated record of your inventory for audits, tax preparation, and financial reporting. Inventory Snapshot saves a point-in-time copy of your Inventory Summary report every month, so you have it on file without running manual exports. This article walks you through how Inventory Snapshot works, how to subscribe to a full or filtered snapshot, where to find past snapshots, and how to manage your subscription.

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How Inventory Snapshot works

With Inventory Snapshot, you can:

  • Subscribe once and receive a snapshot every month, with no manual export.
  • Access up to 1 year of past snapshots in Sortly.
  • Stay ready for audits and taxes with consistent, dated records.

Owners, Admins, Team Members, and Custom Roles can use Inventory Snapshot.

⚠️ When you subscribe to a report, you choose a Schedule Type. Pick Snapshot, not Custom Schedule. Snapshot is the only option that saves your report in Sortly for 1 year. Custom Schedule sends the report by email on a flexible schedule, but doesn't save it to the Snapshots panel.

Subscribe to a snapshot

Want a monthly record of your full inventory? Subscribe to the Inventory Summary report on the web.

1
Open the Inventory Summary report: select Reports in the left menu, then select Inventory Summary.
2
Select the calendar icon at the top right of the report, next to Export, to subscribe.
3
Under Subscribe to, select Current View.
4
Enter a Report name.
5
Under Schedule Type, select Snapshot. Snapshot reports run monthly and are saved in Sortly for 1 year.
Subscribe to Report window with Current View and the Snapshot schedule type selected
6
Select Save & Subscribe.
✅ Once you subscribe, your snapshot arrives each month as a CSV, after 8:00 PM (your company's time zone) on the last day of the month. You get it by email and in the Snapshots panel.

The email includes a Download Report button:

Sortly email saying a subscribed report is ready, with a Download Report button

Create a custom snapshot

Need a snapshot of only part of your inventory? Filter the report to specific folders or items before you subscribe.

1
Open the Inventory Summary report: select Reports in the left menu, then select Inventory Summary.
2
Select the filter icon next to Any folder to open Filters.
3
Choose your filters. For example, under Folders, select the folder you want.
Inventory Summary report with the Filters panel open and the F1 folder selected
4
Select Apply.
5
Select the calendar icon at the top right of the report, next to Export, to subscribe.
6
Under Subscribe to, select Current View to subscribe to your filtered results.
7
Enter a Report name, such as "F1 Monthly Snapshot".
Subscribe to Report window named F1 Monthly Snapshot, filtered to 1 folder, with Snapshot selected
8
Under Schedule Type, select Snapshot.
9
Select Save & Subscribe.
✅ Your custom snapshot now arrives each month with only the filtered data you chose, and it's saved in Sortly for 1 year, the same as a full monthly snapshot.

Access past snapshots

1
In Reports, open your saved snapshot report under Inventory Summary.
2
Select Snapshots on the right, next to Group Items.
Saved Monthly Inventory Snapshot report with the Snapshots button on the right
3
Browse the months under Available Months. You'll see up to 1 year of past snapshots, and you can download each one with the download icon.
Snapshots panel listing October 2025 under Available Months with a download icon

Your snapshot reports are also listed in the reports list on the left, nested under Inventory Summary.

Reports list with two snapshot reports nested under Inventory Summary

Manage your snapshot subscription

1
Open the subscription settings. From your saved snapshot report, select the calendar icon at the top right. Or, in the reports list on the left, select the three-dot menu next to the report name and select Subscribed.
Saved snapshot report with the calendar icon and the three-dot menu showing Subscribed
2
In Manage Subscription, select Unsubscribe. This stops future snapshots from being delivered by email. Your past snapshots (up to 1 year) are still available in Sortly.
Manage Subscription window with the Unsubscribe option at the bottom left

To subscribe again, reopen the subscription settings and select Resubscribe.

💡 If you subscribed to a filtered folder or item view separately from your full monthly snapshot, each subscription is managed on its own. Unsubscribing from one doesn't affect the other.

Snapshots are sent after 8:00 PM (your company's time zone) on the last day of each month.

Frequently Asked Questions

How do I subscribe to a monthly Inventory Snapshot?
Go to the Inventory Summary report, select the calendar icon at the top right to subscribe, and choose Snapshot as your Schedule Type. You don't need any filters for a full inventory snapshot.
Can I still apply filters and subscribe to a custom snapshot?
Yes. Filter the Inventory Summary report to the folder or items you want, then choose Snapshot as the Schedule Type when you subscribe. Your filtered snapshot is saved for 1 year, the same as a full monthly snapshot.
What's the difference between Snapshot and Custom Schedule?
Snapshot always runs monthly and saves each report in Sortly for 1 year. Custom Schedule lets you pick a different delivery schedule (like weekly), but only sends the report by email. It isn't saved to the Snapshots panel.
Where can I find my past monthly snapshots?
Open your saved snapshot report and select Snapshots. You'll see all past snapshots stored for that report, up to 1 year back.
Why don't I see any past snapshots?
Snapshots only start saving from the month you subscribe. If you just subscribed, your first snapshot appears after the next scheduled delivery, at 8:00 PM on the last day of the month.
What happens if I unsubscribe?
You'll stop receiving future emails, but your past snapshots (up to 1 year) are still available in Sortly.
What if I accidentally unsubscribe from the email?
You can subscribe again anytime in Sortly. This only affects email delivery, not your saved snapshots or your access to Sortly.
Can I subscribe to both a monthly snapshot and saved reports?
Yes, as long as you stay within the limit of 15 reports per type.