How to Create an Inventory Management System in Stackby

Stackby Content Team -

It's 2025, and not having an inventory system is driving blindfolded, it's not safe and will be full of expensive errors. But many small companies still use spreadsheets, notebooks, or even trust their memory. And that can only last so long.

The worldwide inventory management software industry was worth USD 2.31 billion in 2024 and is estimated to be worth USD 2.51 billion in 2025 and USD 4.79 billion by 2032, indicating consistent growth. But even today, most companies are trapped in traditional ways of managing inventory.

Source: https://www.fortunebusinessinsights.com/inventory-management-software-market-108589

Inventory management isn't merely being aware of your stock, it's also control: from automating changes, to monitoring orders in real-time, and avoiding expensive mistakes.

But not every inventory management software is created equal. Some are so awkward, some are downright confusing, and some are just too pricey. That's where Stackby comes in. It's an adaptable, no-code tool to create a bespoke inventory system that fits your business. You can begin small and grow with it, from managing stock, to streamlining orders, and having real-time insights.

This tutorial will guide you through creating an effective, scalable inventory management system in Stackby, step by step.

What is an Inventory Management System?

An Inventory Management System (IMS) is a computer-based system that assists companies in monitoring, organizing, and controlling their inventory. It makes you aware of what you hold, where it is located, and when you need to restock.

Main Functions of an IMS:

  1. Stock Monitoring: Track inventory quantity in real-time.
  2. Purchase Order Handling: Monitor stock arriving from suppliers.
  3. Sales Order Handling: Monitor stock going out and sales performance.
  4. Supplier Management: Keep a list of reliable suppliers along with their information.

Without an effective IMS, companies can lose business through stockouts, overstocking, or poorly handled orders, all of which could result in lost revenue and disappointed clients.

Why Use Stackby for Inventory Management?

Stackby is not just another database tool, it's a whole toolkit. A spreadsheet-like simplicity, database power, and API magic, all under one roof. Stackby in 2025 has much more to offer for inventory management:

  1. Real-Time Inventory Database: Monitor stock updates in real-time without manual updates.
  2. Internal Automations: Automatically set reminders for low stock, reordering, and more.
  3. Advanced Integrations: integrate with apps such as Shopify, QuickBooks, and others using third-party APIs for purchase and sales order management.
  4. Custom Views: Control stock with grid view, follow orders with Kanban, and track deliveries with calendar view.
  5. Pre-Built Templates: Get started right away with inventory management templates specifically created for different use cases.
  6. Multi-User Collaboration: Advanced permission controls to make sure the right people have access.
  7. Mobile App Support: Take inventory on the move.
  8. Cost Effective: It expands with your requirements without straining your budget.

Step-by-Step Guide To Build Your Inventory Management System in Stackby

First thing first, start by logging into your existing Stackby account and if you don't have one yet, sign up for free to get started.

Step 1: Create Your Inventory Management Stack

Head over to Stackby's template library and choose from the pre-built inventory management template that fits your need and if you can't find one, you can create your own from scratch.

In this case, we will create a new stack with six interrelated tables, each handling various sides of your inventory system, where you can add and update your data easily by adding various fields like text, checkbox, email, formula etc.:

  • Products: List your products with information such as name, SKU/Product Id, total quantity, images, etc.
  • Suppliers: Save all supplier details, including contact and supply information.
  • Purchase Orders: Keep a record of every purchase order you make with suppliers such as date, amount, payment, etc.
  • Customers: Store customer information, contacts, and purchase history thereby enabling you to develop strong customer relationships.
  • Line Item Orders: Track individual order information, such as product quantity and price.
  • Sales Orders: Track sales, follow status, and review your sales performance.

With Stackby's "Link" column type  you can link associated records across tables and keep your data synced. For example, Link suppliers to products, link sales orders to customer information, and so on.

Any change you make in one table automatically propagates to all connected tables, keeping your entire system connected and up-to-date.

Step 3: Tailor Your Views

Make your data easier to understand for you and your team by toggling among various views:

  • Grid View: Spreadsheet-like layout, perfect for detailed data input and inventory management.
  • Kanban View: See your order process, follow statuses with card-based display.
  • Calendar View: Schedule and track order dates and deliveries from a calendar.
  • Gallery View: Show product pictures for fast identification and visual simplicity.
  • List View: Obtain an uncluttered, simple list of your inventory information for fast reference.
  • Timeline View: Lay out your orders and shipments on a timeline for easy scheduling.

Step 4: Use Forms for Simple Data Entry

Design sales order or line item order forms inside your inventory database. You can also include button columns in your Products table, such as "Received Products" and "Sold Products", that, upon being clicked, launch the corresponding forms directly. This configuration, using CONCAT formula, associates buttons with your forms so that order management becomes effortless and quick.

Step 5: Automate Repetitive Tasks

Streamline your inventory management by making it faster and precise through setting up automations such as:

  • Stock Alerts: Set up triggers that immediately alert you when stock levels fall below your specified threshold.
  • Reorder Reminders: Get automatic reminders to replenish based on your sales velocity and stock levels.
  • Order Status Updates: Have Stackby update order statuses automatically as they move through their lifecycle, without requiring any intervention.
  • Inventory Calculations: Automate sales, purchases, and return-based stock calculations to maintain accurate records.

Step 6: Integrate with External Tools

Supercharge your inventory management by integrating with other apps:

  • E-commerce Platforms: Sync with Shopify or WooCommerce.
  • Accounting Software: Integrate with QuickBooks or Xero for seamless financial tracking.
  • Communication Tools: Use Slack or Microsoft Teams for team updates.

Step 7: Analyze Your Data

Make your data come alive in actionable insights using Stackby's App Marketplace, where you can use different apps to meet your requirements, in this case you can use:

  • Charts: Monitor performance metrics, see data trends, and get transparent insights.
  • Pivot Tables: Summarize data, spot patterns, and make data-driven decisions.
  • Summary: Take a quick glance of your most important data points for simple analysis.
  • Goal Tracker: Create goals, track progress, and remain on track.
  • Page Designer: Design your own documents, like receipts or page slips, right inside Stackby.

Step 8: Work with Your Team

Make your team collaborate in real time:

  • Utilize Stackby's row commenting to comment on particular records and keep conversations in check.
  • Easily track changes using the activity log and keep a clean history.
  • Control who sees or edits data by setting permission levels.
  • Apply reminders to keep your team in sync and on time.

Ways to Optimize Your Stackby Inventory System:

  • Avoid any bottlenecks by making sure your inventory data is maintained and accurate.
  • Bring Power-Ups to use such as the Column Permissions to lock down sensitive data or the Row History to see what changed when. There are 30+ powerups that make your whole inventory management robust.
  • Bring into use the Formula Column Type for computations such as the valuation of stock or profit margins.
  • Control access with permissions based on roles so that only authorized individuals can view or modify particular data. This provides an additional level of security without hindering workflow.
  • Use Gallery View to make a product catalog of your inventory to share with potential buyers.

Typical Use Cases

  • Retail stores can efficiently manage orders and keep track of their stock.
  • E-commerce companies can easily handle purchase orders and sales.
  • Teams in charge of logistics and warehousing can effectively manage their inventory.
  • Small manufacturers can track finished goods and raw materials.
  • Service companies that oversee their supplies and equipment.
  • Wholesale distributors who plan shipments and bulk inventory.

In conclusion

Building an inventory management system in Stackby is similar to having your own command hub. It is scalable, adaptable, and built to expand with your company. With Stackby's powerful features, managing your inventory is simple and hassle-free, regardless of your company size.

So are you prepared to take control? Get started with creating your Stackby inventory management system today.