How to run an inventory count

Count your store's stock against expected levels, record what you find, and finalize the count so WashWerk reconciles on-hand quantities and flags discrepancies. This guide is for store managers, shift leads, maintenance techs, and owners, on web or mobile.

Before you start

• Where: Store-level — Inventory count screen
• Permission: Manage Inventory
• Available by default to: Owners and Store Managers. (On custom roles, this needs the permission named above.)
• You must have: Active inventory items at your store. To scan during a count, you also need QR labels printed and the WashWerk mobile app (scanning is mobile-only).

Set up a recurring count schedule

Configure a schedule so WashWerk generates a pending count automatically at a regular interval.

1. Open Inventory in the sidebar, go to the Items view, then the Schedule tab.
2. Choose a Frequency (Daily, Weekly, or Monthly), set the Time, and pick the Day of Week or Day of Month when prompted.
3. Optional: Set an Assigned Role so only that role is prompted to run it; leave it blank for any role.
4. Make sure Schedule Active is on, then select Save Schedule.

Start a count

You can start a count two ways. Use whichever fits the moment.

Start an ad-hoc count

1. Open Inventory in the sidebar. The current-stock view opens.
2. Select Start Ad-Hoc Count (top right). WashWerk creates a count line for every active item and opens the active-count screen.

Start a pending scheduled count

1. On the Inventory screen, find the count under Scheduled Counts.
2. Select Start Count on that card. The active-count screen opens.

Record quantities

1. In the active count, select an item line. The count entry dialog opens showing the expected quantity.
2. Enter the Counted Quantity, then select Save & Next to record it and jump to the next uncounted line. The line shows a green chip with the count and any discrepancy.
3. To pass on an item without recording it, select Skip. The dialog advances to the next uncounted line.
4. On mobile, to jump straight to a specific item, select the scan (QR) button and scan the item's QR label. Its count entry opens directly.

Filter the count lines

• Use the Search items box to find a line by name.
• Select a category chip (Chemicals, Parts, Supplies, Tools, Other) to show only that category.
• Select Uncounted Only to hide lines you've already counted.

Complete the count

1. Select Complete in the top bar. The completion dialog summarizes counted, skipped, and discrepancy totals.
2. Review the Discrepancies Found list (expected vs. actual for each item).
3. Optional: Add Notes about the count.
4. Select Submit Count. WashWerk marks uncounted lines as skipped, writes an adjustment for each discrepancy, and finalizes the count. You land on the Items list pre-filtered to low stock so you can reorder.

Print QR labels for items

1. On the Items tab of the Items & Vendors page, select Print QR Labels.
2. On the labels screen, select Print to print the label sheet. Only items that have a QR code appear.

Expected result

The count moves to Completed in your count history, on-hand quantities update to match the counted figures, and any item that dropped to or below its par level shows a Low Stock or Reorder status.

Troubleshooting

• If you can't start or open a count: Your role doesn't include the Manage Inventory permission — ask an owner or manager to grant it.
• If "Scanned item is not part of this count" appears: The item isn't in this count (it may be inactive or not carried at this store). Record it from its line in the list instead.
• If QR scanning does nothing: Scanning works only in the WashWerk mobile app. On web, find the item line manually.
• If the labels screen is empty: None of your items have QR codes yet. Items get a QR code when created; recreate or re-save the item if its label is missing.

Related guides

• How to review inventory count history and discrepancies
• How to record stock movements and track an item
• How to add inventory items