Know what's short before the shop does.
Inventory and purchasing software for manufacturing. Real-time stock by warehouse and location, and every order reserves the materials it needs. A nightly scan nets out what's already on order and hands purchasing a queue to review, not a spreadsheet to rebuild.
EVERYTHING PLAN · INVENTORY, PURCHASING, RECEIVING, VENDORS
From shortage to purchase order,
in one review.
Add incoming dealer orders and watch them reserve material. Anything that drops below min lands in the review queue, the way the nightly scan puts it there. Then create the PO: one per vendor, ordered up to max. Illustrative data only.
NEXT Tick the suggestions to order, then Review selected orders.
Replenishment
How suggestions are calculated
Each warehouse is planned separately. When Available + Supply is below its minimum, order up to its maximum. Undated demand also reduces available stock. Draft orders do not count as supply. Quantities below use the Stock unit shown; purchase quantities respect vendor minimums and multiples. Refreshing recalculates suggested quantities; your quantity overrides are retained.
| Item | Description | Warehouse | Stock unit | Available | Supply | Minimum | Maximum | Order qty | Vendor | Scanned | ||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| MTR-RTS-15 | Tubular Motor, RTS 15 Nm | Main Plant | ea | 2.0000 | 0.0000 | 6.0000 | 16.0000 | 14.0000 | Northline Components | Oct 09, 2026 02:00 AM |
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01 · OVERNIGHT
The scan checks every stocked item
On hand, minus what orders have reserved, plus what's already on order, against the min and max you set per warehouse. Stock already on a PO isn't ordered twice.
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02 · MORNING
Purchasing reviews one queue
Each suggestion shows why it's there. Switch the vendor, override the quantity, or dismiss it. Buying terms like vendor minimums and order multiples apply at review.
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03 · ONE CLICK
Draft POs, grouped by vendor
Selected suggestions become draft purchase orders, one per vendor, ready for approval and sending. Nothing goes out until your team says so.
Inventory software built for build-to-order.
Your orders already know what they need. The bill of materials on every order and work order reserves stock, so available means available, and the shortage shows up days before the shop runs out.
Real-time, by warehouse and location
Reservations and shortage alerts
The item workspace
Lot and serial trace
Standard costs and three units
Cycle counts
Negative stock never blocks production.
Some inventory systems refuse to let a work order consume material the count says isn't there. That turns a counting error into a stopped line. Painless records what the shop actually used, lets the balance go negative, and raises an alert so someone fixes the count or places the order. Reality first; the paperwork catches up.
Purchase order software
without the chasing.
One work queue tells purchasing what needs doing next: approvals, POs ready to send, confirmations to record, deliveries running late, receipts waiting on a bill.
- Approval threshold: POs under your limit approve themselves on submit; larger ones wait for an admin.
- Submitters can't approve their own POs when another admin is on the account.
- Change orders after placement are tracked, and unsent changes are flagged until the vendor has them.
- PDF emailed to the vendor contacts you pick, with the send outcome recorded on the PO.
- Vendor confirmations and expected delivery dates on every PO.
- Full history on each PO: who submitted, approved, sent, changed, and received.
What arrived, who sent it, what you owe.
Receipts update stock the moment they post. Vendor bills match against what you ordered and what you actually received before anyone pays them.
Goods receipts
Vendors
3-way match on bills
Fewer surprises
for everyone who touches stock.
Shortages show up while there's still time to act.
The order that caused a shortage is named on the alert, days before the work order reaches the station. Nobody walks to an empty rack.
The morning starts with a list, not a hunt.
Reorder suggestions, POs to send, confirmations to chase, late deliveries. One queue, oldest first, each with the next action spelled out.
Spend has a limit and a paper trail.
Big POs need approval, bills match receipts before they're paid, and inventory is valued at standard cost on the same ledger as the rest of the business.
CONNECTED TO THE REST OF PAINLESS
Production & shop floor
Invoicing & accounting
Plans & pricing
Inventory and purchasing questions
Which plan includes inventory and purchasing?
Inventory, purchasing, receiving, and vendors are part of the Everything plan (1% of invoice volume). You can start on the Ordering plan and move to Everything when you are ready to run the whole operation in one system.
Will a negative stock count stop production?
No. Painless records what actually happened. If the shop uses material the system did not know it had, the balance goes negative and a shortage alert tells you to recount or reorder. Work orders keep moving.
How does the replenishment scan decide what to order?
Every night it takes each stocked item's projected availability (on hand, minus what orders have reserved, plus open purchase orders) and compares it to the min and max you set for each warehouse. Items below min become suggestions in a review queue. Nothing is ordered until someone on your team creates the purchase orders.
Can we buy in one unit, stock in another, and use in a third?
Yes. Every item has a purchase unit, a stock unit, and a usage unit with conversion factors. Buy fabric by the roll, stock it by the yard, and consume it by the square foot on the bill of materials. The factors stay editable when a vendor changes packaging.
How do purchase orders reach our vendors?
Painless emails a PDF of the purchase order to the vendor contacts you choose. When the vendor confirms, you record the confirmation and expected delivery date. Anything unconfirmed or overdue shows up in the purchasing work queue.
Does it handle 1099 vendors?
Yes. Vendor records hold contacts, tax details, and W-9 documents, and the 1099 report totals what you paid each 1099 vendor for the calendar year.
Stop counting on a clipboard and a hunch.
Tell us how you buy, stock, and consume today. We'll show you your items, your vendors, and your reorder points running in Painless.
No seat licenses · No long-term contracts · Keep QuickBooks