InventoryPhysical Goods Tracking & Distribution
Track physical goods, manage stock levels across locations, and distribute items directly to participants and households. Record intake from donations, purchases, and grant-funded sources with full audit trail.
Know What You Have,Where It Is
Stop guessing about stock levels. The Inventory module gives you complete visibility and control over your physical goods.
Real-Time Stock Visibility
View current stock levels across all sites and locations. See total quantity, available quantity, and status indicators (adequate, low, critical, out) at a glance.
Low Stock & Expiration Alerts
Get notified when items fall below minimum thresholds. Track perishable items with expiration dates and see what's expiring soon before it goes to waste.
Complete Audit Trail
Every intake and distribution is logged with timestamps, users, and notes. Track supplier/donor names, lot numbers, and source types for compliance reporting.
From Intake to Distribution
A complete workflow for managing physical goods—designed for the way human services organizations actually work.
Record Intake
Add inventory from donations, purchases, grant-funded sources, or transfers. Capture supplier/donor name, lot/batch numbers, expiration dates, and unit costs.
Manage Item Catalog
Create and organize items by category with SKUs, unit types, and minimum stock thresholds. Mark items as perishable to enable expiration tracking.
View Stock Levels
See real-time stock across all locations. Filter by category or site. Expand items to see quantity by location and items expiring soon.
Distribute to Participants
Issue items directly to a participant or household. Select the item, source location, and quantity. The system validates available stock before distribution.
Track Movement History
Review all inventory movements—intakes, distributions, adjustments, and transfers. See who did what, when, and any notes recorded.
Generate Reports
Export distribution history for reporting. Filter by date range, item, location, or recipient to meet funder requirements and internal audits.
Connected to YourWhole Workflow
Inventory doesn't exist in a silo. It connects directly to client profiles, intake, referrals, and documents.
Clients
Distribute items directly from a client's profile. See their full distribution history alongside case notes and referrals.
Intake
Capture inventory needs during client intake. Automatically flag households that may need food, hygiene supplies, or other goods.
Referrals
Include inventory items as part of a referral package. Track which goods were provided as part of coordinated services.
Documents
Attach receipts, donation letters, or grant documentation to inventory records for compliance and audit purposes.
Module Availability
Inventory is an optional module available on Standard, Premium, and Enterprise tiers. It can be enabled for your organization by an administrator via the enabled modules configuration.
Available on these tiers:
Not sure if Inventory is right for your organization? Request a demo and we'll walk you through the capabilities.
Ready to Take Control of Your Inventory?
See how the Inventory module can help your organization track goods, reduce waste, and serve participants more effectively.