Quotes reserve the inventory they use

Inventory is only useful if it’s on the booking, and typing it in by hand after every accepted quote is the step that gets skipped. So the quote does it.

Tell each item what it uses

On the Items page, edit an item and add what it takes under Uses inventory. A “Round table setting” might use 1 round table, 10 banquet chairs and 1 white tablecloth.

Accepting the quote reserves it

When a client accepts a quote with twelve round table settings on it, the booking gets 12 tables, 120 chairs and 12 tablecloths. The same happens when you add the item, a package holding it, or a menu built from your items straight to a booking’s Charges. These lines show From the charges.

• Per head items reserve for every guest.
• An item charged by the hour reserves one, not one per hour. Bar hire for 5 hours needs one bar.
• Optional extras the client turned down reserve nothing.

It follows the charges

Change a line’s quantity and the inventory changes with it. Delete the line and its inventory comes off. When the client adds ten guests on their final numbers, a dinner that uses a chair per guest reserves ten more chairs.

If you change one of these lines yourself, 1pm leaves it as you set it and marks it Changed by hand.

Shortfalls while you quote

While you build the quote, each line that uses inventory says how many are free on the lead’s date, like “Banquet chairs, uses 120 chairs. 80 free on Sat 12 Dec.” The client doesn’t see it. Nothing is reserved until they accept, and if they accept while you’re short, the acceptance still goes through and your notification says what’s short.

Inventory has the details.