Knowing how many units of each product you have on hand -- and getting alerted before you run out -- is the difference between a seamless client experience and a missed sale. SpaSphere's stock management tools let you adjust quantities as shipments arrive or products are used, set reorder points that trigger low-stock warnings, and filter your entire inventory by stock status to see exactly which items need attention right now.

Why This Matters for Your Spa

Product stockouts do not just cost you the sale price of the item -- they cost you client trust. A client who finishes a facial and wants to purchase the serum their esthetician recommended will not wait for your next order; they will buy it online from someone else. Industry data suggests that 73% of retail customers who encounter an out-of-stock item either switch brands or switch stores. For a spa selling an average product at $45, running out of just your top three best-sellers for one week can mean $500-1,000 in lost revenue and a damaged recommendation loop. On the flip side, over-ordering ties up cash in products sitting on shelves. SpaSphere's reorder point system helps you strike the right balance: order early enough to prevent gaps, but not so early that you are sitting on excess inventory.

Key Capabilities

Quick quantity adjustment with plus/minus controls and a reason field for audit tracking
Reorder point configuration that triggers "Low Stock" badges when inventory drops to a threshold
Stock status filters to instantly view In Stock, Low Stock, or Out of Stock products
Per-product detail view showing current quantity, reorder point, and low-stock warnings
Margin visibility alongside stock data so you can prioritize high-margin reorders

Filtering by Stock Status

The Inventory page includes a Stock Status filter dropdown that lets you quickly segment your products:

All Stock -- Shows every product regardless of quantity
In Stock -- Shows only products with a quantity greater than zero that are above their reorder point
Low Stock -- Shows products where the current quantity is at or below the reorder point but still above zero
Out of Stock -- Shows products with a quantity of zero or less

Inventory page with Stock Status filter dropdown showing All Stock, In Stock, Low Stock, and Out of Stock options — Use the Stock Status filter to quickly find products that need reordering or are already out of stock.

In the inventory table, stock status is displayed inline in the Quantity column:

Products at zero show a red Out of Stock badge
Products at or below their reorder point show an amber Low badge
Products above their reorder point display the quantity number with no badge

Check Low Stock weekly to stay ahead of reorders

Set a weekly routine to filter your inventory by Low Stock and Out of Stock. This takes less than two minutes and gives you a shopping list of items that need reordering. Spas that review low-stock items weekly instead of reactively reduce stockout incidents by over 60%, which translates directly into retained retail revenue and happier clients who can always take home the products recommended during their treatments.

Adjusting Inventory Quantities

When a shipment arrives, a product is damaged, or you need to correct a count, SpaSphere provides a dedicated quantity adjustment modal.

Open the product detail drawer

Click any product row in the inventory table. A detail drawer slides open from the right side, showing inventory details, product details, and price details.

Click Edit Quantity

In the Inventory Details card within the drawer, click the Edit Quantity button next to the current quantity value. The Adjust Inventory Quantity modal opens.

Adjust Inventory Quantity modal showing the current quantity with plus and minus buttons, a numeric input field, and a reason text area — The quantity adjustment modal makes it easy to increment or decrement stock with a reason for the change.

Set the new quantity

Use the + and - buttons to increment or decrement the quantity, or type the new number directly into the input field. The modal displays the Adjustment amount -- the difference between the current and new quantity -- so you can verify the change before saving.

For example, if the current quantity is 12 and you change it to 24, the adjustment shows "+12" indicating you are adding 12 units.

Add a reason for the adjustment

Enter a note in the Reason for Adjustment text area to explain why the quantity changed. Common reasons include:

"New shipment received" for incoming stock
"Damaged inventory -- 2 units" for losses
"Physical count correction" for reconciliation
"Used during treatment" for backbar deductions

While the reason field is optional, filling it in creates an audit trail that helps you understand inventory movement over time.

Save the adjustment

Click Save Quantity. SpaSphere updates the inventory record immediately. A success notification shows the exact adjustment that was made (e.g., "Inventory adjusted by +12 units"). The inventory table and detail drawer refresh to reflect the new quantity, and any stock status badges update accordingly.

Setting and Using Reorder Points

A reorder point is the inventory level at which SpaSphere alerts you that a product is running low. When a product's quantity drops to or below its reorder point, a "Low" badge appears in the inventory table, and the product shows up when you filter by Low Stock.

Open the product form

Navigate to the Inventory page and click the product row to open the detail drawer. Click Edit to open the full product editing form.

Switch to the Inventory tab

Click the Inventory tab in the product form. You will see fields for Quantity and Reorder Point.

Set the reorder point

Enter the minimum quantity you want to maintain. When current stock drops to this number or below, SpaSphere marks the product as Low Stock.

To calculate an appropriate reorder point, consider:

Weekly sales velocity -- How many units do you sell per week?
Supplier lead time -- How many days between placing an order and receiving it?
Safety buffer -- Extra units to cover unexpected demand spikes

Formula: Reorder Point = (Weekly Sales x Lead Time in Weeks) + Safety Buffer

Inventory tab of the product form showing Quantity and Reorder Point input fields — Set the reorder point high enough to account for supplier lead time and a safety buffer.

Save the product

Click Save Product. The reorder point takes effect immediately. If the current quantity is already at or below the new reorder point, the product will immediately display a Low Stock badge in the inventory table.

Reorder point example calculation

Suppose you sell 8 units of a popular face serum per week, and your supplier takes 10 days (roughly 1.5 weeks) to deliver. You want a safety buffer of 4 units in case of a busy week. Your reorder point would be (8 x 1.5) + 4 = 16 units. When stock drops to 16, SpaSphere flags it as Low Stock, giving you time to place an order before you run out. This calculation takes 30 seconds per product and can save you thousands in lost sales annually.

Monitoring Inventory Health at a Glance

The inventory table is designed so you can assess the health of your product stock in seconds:

Column	What It Tells You
Quantity + badge	Current units on hand, with Low or Out of Stock alerts
Margin %	How profitable the product is, to help prioritize reorders
Brand	Filter to see all products from one supplier for consolidated ordering
Status (Active/Inactive)	Whether the product is currently part of your active inventory

Combine the Stock Status filter with the Brand filter to create a targeted reorder list. For example, filtering by "Low Stock" and "SkinCeuticals" shows you every SkinCeuticals product that needs reordering, making it easy to compile a single purchase order for that supplier.

How to Manage Stock Levels and Adjust Inventory Quantities in SpaSphere