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Inventory is where you manage the raw materials your shop runs on: stems, foliage, sundries, vases, and everything else you buy from suppliers. The system tracks what you have, what you need, and what you’re wasting.

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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 sells, the system can automatically deduct the ingredients from your stock.

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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.)
  • Buy price per unit (what you pay the wholesaler)
  • Stems per bunch so the system knows how to convert between bunches and individual stems
  • Supplier to link ingredients to your preferred suppliers
  • Image so your team can identify items easily
Getting buy prices right is important because these feed into your recipe costs and profit margins.

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Stock levels

The system uses a simple traffic light for stock:
  • Green means plenty in stock
  • Amber means running low
  • Red means out of stock

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Adding stock

You can add stock in two ways: Manual adjustment is quick for when a delivery arrives. Find the ingredient, enter the quantity received, and save. Invoice upload lets you bulk-import stock from a supplier CSV file. This is much faster when you’re receiving hundreds of stems at once.
When you adjust stock, the system asks for a reason (Delivery, Waste, Correction) so you have a clear audit trail.

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Stock levels and substitutions

If you run out of a particular stem, you can do a global substitution. For example, swap “Red Naomi Roses” for “Grand Prix Roses” across all confirmed orders. The system updates every affected order and recalculates costs so your margins stay accurate.

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Buying lists

The system adds up ingredient demand from all your orders and events into a Buying List. Instead of checking dozens of order cards, you see one consolidated list: “Red Naomi Roses: 500 stems needed”. You can add a buffer percentage (e.g., 10%) to account for breakage and waste.

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Wastage tracking

Tracking waste helps you understand how much money you’re losing and where.
  1. Find the ingredient and record the waste
  2. Choose a reason: Dead/Old, Damaged, or Stem Breakage
  3. The system deducts it from your stock and logs it
The Wastage Report shows you how much waste you’re generating each week or month, broken down by reason. This helps you spot problems early, like a particular variety that’s consistently arriving in poor condition.

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Common questions

No. Stock tracking is optional. Many shops only track their most expensive stems and let everyday sundries run on a visual check.
Yes, if the product’s variant has a recipe linked to it. The system deducts the ingredient quantities from stock when the order is confirmed.
Yes. Use the invoice upload feature to import a CSV file from your supplier. The system matches columns to your ingredients and updates stock levels.
Go to the ingredient and click Stock Movements to see a full audit trail of every adjustment. Check if a recent bulk upload may have overwritten values. Also make sure product recipes are correctly set up — selling a product automatically deducts its recipe ingredients, so an incorrect recipe can cause unexpected stock changes. If you need to correct the numbers, do a manual count and use Correction as the adjustment reason.

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What’s next?

Products

Manage your product catalogue and pricing.

Recipes

Build recipes to cost your arrangements.

Promotions

Create discount codes for your customers.

Analytics

Review your sales and financial reports.
Last modified on March 9, 2026