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Inventory Management

Keep track of your stock levels across direct sales and external channels. Artbase Studio automatically updates inventory when orders come in.

Inventory Overview​

Access inventory management from Inventory in the Creator Hub.

The inventory dashboard shows:

  • All product variants
  • Current stock levels
  • Low stock alerts
  • Channel mappings

Stock Tracking​

Automatic Updates​

Inventory updates automatically when:

  • Customer places order through your storefront
  • Order syncs from Etsy or Gumroad (if product mapped)
  • You manually adjust stock

Manual Adjustments​

To adjust stock manually:

  1. Go to Inventory
  2. Find the variant
  3. Click to edit
  4. Enter new quantity
  5. Optionally add a note (reason for adjustment)

Stock States​

StateDescription
In StockAvailable for purchase
Low StockBelow threshold, needs attention
Out of StockQuantity is 0
UnlimitedNo quantity tracking (digital products)

Low Stock Alerts​

Configure alerts to avoid overselling:

Setting Thresholds​

  1. Edit the product variant
  2. Set Low Stock Threshold (e.g., 10)
  3. Save changes

When stock drops below threshold:

  • Dashboard shows low stock warning
  • Item flagged in inventory list
  • Optional: email notification
Sales VelocitySuggested Threshold
Slow (1-5/month)3-5
Medium (5-20/month)10-15
Fast (20+/month)20-30

Unlimited Stock​

For items you can always fulfill:

  1. Edit the variant
  2. Toggle Unlimited Stock on
  3. No quantity tracking needed

Best for:

  • Print-on-demand items
  • Digital downloads
  • Items you can quickly restock

Inventory Sync Across Channels​

When products are mapped to channel listings:

Your Inventory: "Mountain Print 8x10" = 50 units

Connected:
├── Etsy listing → Sale of 2 → Inventory: 48
├── Gumroad product → Sale of 1 → Inventory: 47
└── Direct storefront → Sale of 3 → Inventory: 44

Setting Up Sync​

  1. Go to Inventory → Channel Mapping
  2. Select a channel product
  3. Map to your Artbase variant
  4. Inventory now syncs automatically

See Syncing Inventory for detailed setup.

Bulk Operations​

Bulk Stock Update​

Update multiple items at once:

  1. Go to Inventory
  2. Select multiple variants (checkboxes)
  3. Click Bulk Actions
  4. Choose Set Stock Level
  5. Enter new quantity

Import/Export​

Export inventory for backup or analysis:

  1. Inventory → Export
  2. Choose CSV or Excel format
  3. Download file

Import stock updates:

  1. Inventory → Import
  2. Upload your CSV file
  3. Map columns
  4. Review and confirm

Inventory Reports​

Stock Value Report​

View total inventory value:

  • Sum of (quantity × cost) per variant
  • Helps with accounting and insurance

Movement Report​

Track stock changes over time:

  • Sales (decreases)
  • Restocks (increases)
  • Adjustments (manual changes)

Low Stock Report​

List all items below threshold:

  • Export for reorder planning
  • Sort by urgency

Overselling Prevention​

Artbase prevents overselling:

  1. Real-time check at checkout
  2. If item sells out during checkout, customer notified
  3. Order blocked if insufficient stock
  4. Race condition handling for simultaneous orders

If Overselling Occurs​

Rare cases (channel sync delay):

  1. Contact customer immediately
  2. Offer alternatives or refund
  3. Adjust inventory
  4. Review sync frequency

Best Practices​

Regular Audits​

  • Count physical inventory monthly
  • Reconcile with system counts
  • Adjust discrepancies

Restock Planning​

  • Monitor low stock alerts
  • Order supplies before running out
  • Factor in production/shipping time

Seasonal Prep​

  • Increase stock before busy seasons
  • Plan for holiday rush
  • Pre-produce popular items

Accurate Counts​

  • Update immediately after producing
  • Track work-in-progress separately
  • Don't guess—count

Next Steps​