If you’ve managed inventory for any length of time, you know the balancing act: keep enough product on hand to meet demand without tying up cash in excess stock. That’s exactly what our inventory system is designed to help you do—automatically and consistently.
Sometimes called “par levels,” our system uses Minimum Quantity to Have on Hand and Preferred Quantity to Have on Hand to control inventory and simplify reordering.
How Our Inventory System Works
For each product, you define two key numbers:
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Minimum Quantity to Have on Hand
This is the lowest amount of inventory you’re comfortable carrying. When your on-hand quantity reaches this number, it’s a signal that it’s time to reorder. -
Preferred Quantity to Have on Hand
This is your ideal stock level—the amount you want to be fully replenished to after ordering.
When inventory drops to the minimum quantity, the system automatically calculates a Suggested Order Quantity using a simple formula:
Preferred Quantity − Current Quantity on Hand = Suggested Order Quantity
This removes guesswork from ordering and ensures you’re restocking just enough to get back to your preferred level—not too much and not too little.
All of these settings are configured per product, giving you precise control over your inventory.
The Foundation of Smarter Inventory Control
At its core, this system is designed to prevent the two biggest inventory problems:
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Running out of product
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Overordering and tying up cash
Think of it like a fuel gauge in your car. You don’t wait until the tank is empty to refill—you act when it reaches a certain point. Your minimum quantity works the same way. It gives you a clear, data-driven trigger to reorder before shelves go empty.
By pairing that minimum with a preferred quantity, you’re not just reacting to low stock—you’re replenishing to a planned, intentional level.
Why Minimum and Preferred Quantities Matter
Setting these quantities gives your team clarity and consistency. When inventory reaches the minimum level, there’s no debate or gut feeling involved—the system tells you exactly what to order.
This approach delivers real operational benefits:
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Prevents lost sales
Products stay in stock when customers want them. -
Protects cash flow
You avoid overstocking and reduce money tied up in slow-moving inventory. -
Simplifies ordering
Staff don’t need to calculate quantities manually—the system does it for them.
Instead of reacting to problems after they happen, you’re managing inventory proactively.
Notifications That Fit Your Workflow
Our system keeps you informed without overwhelming you.
You can configure email notifications in two common ways:
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Real-time alerts when products hit their minimum quantity
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A single daily inventory report, which many users prefer, showing all items that need attention in one email
This flexibility lets you stay on top of inventory in the way that best fits your operation—whether you want immediate alerts or a once-a-day summary.
Flexible by Product, Location, and Season
Minimum and preferred quantities are not one-size-fits-all. They can—and should—vary based on how products actually sell.
You might set:
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Higher preferred quantities for fast-moving items
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Lower preferred quantities for slow movers
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Different minimums for seasonal products
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Separate settings for the same product across different locations
Because these values are set per product, your inventory system adapts to real-world demand instead of forcing everything into a single rule.
Best Practices for Using Minimum and Preferred Quantities
To get the most out of the system:
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Base quantities on sales data, not assumptions
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Review settings regularly, especially for seasonal or promotional items
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Adjust preferred quantities when demand changes
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Increase minimums if supplier deliveries are unreliable
These numbers are meant to evolve as your business does.
From Guesswork to Control
By replacing manual counts, spreadsheets, and intuition with minimum quantities, preferred quantities, and automated suggested orders, your inventory process becomes predictable and repeatable.
You always know:
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When to reorder
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How much to order
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Which products need attention
The result is fewer stockouts, less overstock, and a cleaner, more confident approach to inventory management.