Inventory

Documentation Index

Fetch the complete documentation index at: https://docs.florists.digital/llms.txt

Use this file to discover all available pages before exploring further.

Inventory is where you manage the raw materials your shop runs on: stems, foliage, sundries, vases, and everything else you buy. Digital Florists tracks what you have, what you need, and helps you cost your arrangements accurately.

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Products vs ingredients

Digital Florists uses two layers of inventory:

• Products are what you sell to customers (e.g., “Red Rose Hand-Tied”)
• Ingredients are what you buy from suppliers (e.g., “Red Naomi Rose”, “Eucalyptus”, “Cellophane”)

Products are made from ingredients using Recipes. When a product variant has a recipe, you can see the true cost of making that arrangement and your profit margin.

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The ingredient library

Your ingredient library is where you set up everything you buy. For each ingredient, you can record:

• Name and category (Roses, Foliage, Sundries, etc.)
• Cost per unit (what you pay)
• Price per unit (what you charge, or let Digital Florists calculate it from cost and markup)
• Markup multiplier (e.g., 1.6x) so price can be auto-calculated from cost
• Unit type — whether you buy in individual stems or bunches, and how many stems per bunch
• Colours for filtering and selection (e.g., blush, ivory, red)
• Image so your team can identify items easily

Getting costs right is important because these feed into your recipe costs and profit margins. When you update an ingredient’s cost, your dashboard keeps a price history so you can track how prices have changed over time.

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Ingredient categories

Categories let you organise your ingredients into groups — Roses, Foliage, Sundries, or whatever makes sense for your shop. Categories can be created manually or are auto-created when you import ingredients with new category names.

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Hire items

Some ingredients are things you lend out rather than use up — vases, urns, candelabras, and so on. Mark an ingredient as a hire item to track its stock separately. Hire items have stock quantities and can enforce stock limits so you don’t book out more than you own.

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Stock levels

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Product stock

Product stock is tracked at the variant level. Each product variant (e.g., “Red Rose Hand-Tied — Large”) has its own stock count. When stock tracking is enabled on a variant:

• Your dashboard shows whether items are in stock or out of stock
• Stock is automatically deducted when an order is confirmed
• Stock is returned if an order is cancelled or a substitution is made

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Adjusting stock

Go to Settings > Products > Add Stock to adjust stock levels. You can:

• Scan a barcode using a barcode scanner for fast entry
• Type a barcode manually if you don’t have a scanner
• Choose an adjustment reason from your configured list (e.g., Delivery, Correction, Damaged)
• Set the override option to set stock to an exact number instead of adding/subtracting

Every stock adjustment is recorded with a reason and timestamp, giving you a full audit trail in Stock Movements.

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Substitutions

If you run out of a particular product, you can substitute it on individual orders. For example, swap a “Red Naomi Rose Hand-Tied” for a “Grand Prix Rose Hand-Tied” on a specific order. When you make a substitution:

• Stock is returned for the original product and deducted for the replacement
• The order’s ingredient snapshot is updated so your reports stay accurate
• The substitution is logged in the order history

To substitute, open an order, find the item, and click the substitute option. You can browse replacements by category and filter by price range.

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Ingredient demand reports

Digital Florists adds up ingredient demand from all your orders and events into reports that help you plan your buying:

• Ingredient Summary — a consolidated view of how many of each ingredient you need across your orders for a date range, grouped by ingredient and colour. Shows quantities, purchase units, total cost, and total retail.
• Ingredient Breakdown — a per-order worksheet showing exactly which stems are needed for each order.

These reports are available as downloadable spreadsheets from Analytics > Export > Inventory.

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Common questions

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What’s next?