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How to Track Consumables by Quantity or Volume

If you're managing bulk consumables like paint, flakes, fabric, chemicals, or raw materials, you often only need to know the total amount on hand, not track each individual unit. This method makes that simple.

When to use this method

Use this when precision at the individual-unit level isn't necessary, just an accurate running total.

Step 1: Create the item

  1. 1Go to your Sortly inventory

  2. 2Create a new item

    For example, Fabric Roll.

  3. 3Set the Unit of Measure

    Set Unit of Measure to the unit you track in (pounds, gallons, yards, feet, liters, etc.).

  4. 4Enter the total quantity available

    Example: if you have 12 rolls at 10 yards each, enter 120 yards.

    Entering the total quantity available for a consumable item

Step 2: Check items out by quantity

When your team uses material for a job:

  1. 1Subtract the quantity used

    For example, -5 yards.

  2. 2Optionally move that amount

    Move it into a job folder or location folder to track usage by project.

  3. 3Watch the total update automatically

    The total quantity in stock will automatically decrease.

    Checking out a quantity from a consumable item

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).
Adding custom fields to a consumable item

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.
💡 Need to track each individual item with its own QR code instead? See How to Track Individual Items with Unique QR Codes.

Frequently Asked Questions

What's the difference between this method and unique QR codes per item?
This method tracks one total quantity for the whole item, ideal for bulk consumables. Unique QR codes give each individual unit its own identifier, which is better when you need to trace specific pieces.
What unit of measure should I use?
Use the smallest practical unit for your material, like pounds, gallons, yards, feet, or liters. Smaller units give you more precise stock counts and more flexibility when subtracting usage.
How do I get notified before I run out of stock?
Set up low stock alerts on the item so you're notified before quantity runs out and can stay ahead of reordering.
Can I track usage by job or location?
Yes. When material is used, move that quantity into a job folder or location folder so reporting stays accurate at the project level.

Questions? Please contact our Support Team.