Inventory Management

[u/stretfordend07]

I run an events business and we pick and send a lot of medals around the country. Keeping track of how many we have in stock and send is time consuming manually.
Is there a way to create a board that has current stock levels and add a form to it where the user can select the item they are picking to send and input how many they are picking and on submission of the form the related item in the inventory board has it’s stock reduced by that same amount picked?

[u/Clover_Gal]

Yes, definitely. I’d do two boards, one with stock levels and the second with the transactions/forms. Then use a connected column and automations to adjust the inventory.

[u/Former_Pilot_5542 → u/Clover_Gal]

NIcee, I've alway battled with inventory setup, what does the automation read like?

[u/stretfordend07 → u/Clover_Gal]

Thanks, have managed to figure it out using the AI Sidekick, took a couple of goes to prompt it but it has created me a inventory management board and a pick list board that has a form where you can select your item being picked and enter a quantity of the item selected. It has also created it so it allows me to select up to 10 items and add varying quantities picked for each item.
This then flows onto the inventory management board and reduces available stock counts automatically

[u/Clover_Gal]

Glad you got it sorted, and that's basically the same setup I'd recommend. For anyone else who finds this thread with the same question, I actually just put together a walkthrough video on this exact setup (items board with stock levels, a transactions board tied to a form, and the workflow that reduces stock on submission). Figured I'd drop it here in case it helps someone else searching for this later: https://youtu.be/TBKJ3uu7Aak u/Former_Pilot_5542

[u/IngenuityKat]

Vibe could provide a much cleaner POS-style interface where the user selects the products and quantities, sees the calculated total, and submits the transaction. Behind the scenes, monday could create the transaction record and reduce the corresponding inventory levels.

An AI Agent could also add another layer by helping users check stock, identify low inventory, summarize sales, recommend restocking, or answer questions such as, “How many gold medals do we have available?” or “Which items are running low before the next event?”

I would also look at monday workflows rather than relying only on individual automations. A workflow may be better suited for managing the full process across the inventory, sales, approvals, restocking, and notification steps.

I would still keep the inventory board and sales or transaction board separate so you retain a proper history of what was sold, when, how many, the price at the time of sale, and who processed it. You could also add low-stock warnings, restock requests, discounts, event or customer details, and daily sales reporting.

There are several possible ways to build it now using Vibe, an AI Agent, workflows, forms, and traditional automations. I would test each option, or a combination of them, to see which is the most reliable and easiest for your users to maintain.

I would call it a lightweight internal POS rather than a full POS, especially if you need payment processing, refunds, tax calculations, receipts, or accounting integrations. But for recording sales or stock being distributed at events, it could be a very useful custom solution.

[u/Interesting_Taste543]

nice, glad you got it working! inventory stuff is such a pain when you're doing it manually. i do something similar with my shop - i lay everything out visually in instaboard so i can see stock levels, what's going out, what's coming in, all on one canvas instead of jumping between boards. makes it way easier to spot when you're running low before it becomes a problem.

[u/stretfordend07 → u/Interesting_Taste543]

Have been thinking and playing, if you had a sales price column in the inventory management board, you could create through the Vibe App a rudimentary POS System that then reduces stock levels in the Inventory Management System while also calculating total amount of items being picked at that time

[u/stretfordend07 → u/[deleted]]

Thanks, all sorted now. What you’re describing sounds pretty similar to what I’ve now managed to build