Basic Inventory Management

Square’s inventory management gives you basic tools to keep a clear count of in-stock items in your item library. For items with inventory enabled, the stock count will update based on sales recorded from Square Point of Sale.

Inventory is currently supported on Apple devices running iOS 6.0 or higher and Google Android devices running 4.0 or higher. Be sure you’re running the most up-to-date version of the Square Point of Sale app on a supported device.

Enable Inventory Management

Enable Inventory by Item

With inventory enabled, you can receive alerts in your Square Dashboard for items that are running low or sold out, so you know when to reorder and restock.

  1. Visit the Item Library tab from your Square Dashboard.
  2. Select an item from the list.
  3. Below Inventory, click Start Tracking Item Inventory.
  4. Edit the In Stock quantity.
  5. To receive alerts when your stock is running low, check the Alert box and enter the alert threshold. 
  6. Click Done and then Save to confirm this update. 

Enable Inventory in Bulk

You can also enable inventory from your Inventory Excel sheet:

  1. Visit the Items Library tab and click Actions > Import Library.
  2. Choose to modify or replace your library > Download our template file. This file includes your entire item library.
  3. Open the file and add your inventory by item in New Quantity. Save the file to your computer.
  4. Drag and drop your saved file to the Import Inventory window and click Upload.

Note: At this time, the ability to enable and manage inventory is available only from your online dashboard, and isn’t accessible from the Square Point of Sale app.

Track Inventory with Stock Alerts

If an item’s in-stock quantity count falls below the alert threshold, a low stock alert is generated. Stock alerts can be viewed in two ways:

  • In the Item Library, low stock alerts are shown under the Stock Alert column.
  • You’ll receive a low stock alert email notification.

You can disable email alerts for an item by unchecking the Alert box for that item. Additionally, you can manage your emails notifications from the Email Notifications tab on your online dashboard.

Manage Inventory for Individual Items

  1. Visit your Item Library.
  2. To view low and out of stock items for all categories, select All Categories or All Inventory in the upper-left corner.
  3. Adjust the In Stock quantity by clicking an item. Click “Manage Item Inventory and Alerts” to add or decrease the quantity.
  4. You can also manage stock alerts for the items by checking the Alert box and setting the alert threshold. If stock reaches, or drops below, the alert threshold, a stock alert will be generated.
  5. Click Save.

Manage Inventory In Bulk

The Import tool allows you to download a report of your current inventory and update your inventory quantities in bulk. This is especially helpful for adding new inventory and verifying current stock.

To download an inventory report or make updates to your inventory in bulk:

  1. Click the Actions > Import Library from the Item Library tab online.
  2. Choose to modify or replace your item library.
  3. Click Download our template file to download your current inventory Excel file.
  4. In this report, update your Alert Threshold and New Quantity values and save the Excel file to your computer. Do not edit any other columns to prevent trouble uploading the file.
  5. Drag and drop your saved file to the Import Inventory window and click Upload.
  6. Once the file is done uploading, click Confirm Import to confirm the changes.
  7. Click Done.
  8. Select Export Inventory from the drop-down menu to download, save, and print this information for your records.

Note: The Import Inventory tool is only for adjusting inventory and alert threshold quantities. You cannot create or edit your items here. To bulk edit or create your item library, choose Import Items from the drop-down menu. 

Track Inventory on Square Point of Sale

When you record a sale in Square Point of Sale, inventory stock automatically decreases to reflect the updated item count. 

Sold out items will not block recording a sale with Square Point of Sale. Your inventory will be updated accurately on your Square Dashboard to show any sold out item below 0, but you can record these sales.

Note: At this time, you can enable and manage inventory exclusively from your online dashboard. This functionality isn’t accessible from the Square Point of Sale app.