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Adding Items to Your Inventory

10 min read

Published April 12, 2026

Updated July 2, 2026

Navigating to the Add Item Page

The Add Item page is accessible to users with Admin or Manager roles. Technicians and Cashiers cannot create new inventory items.

  1. Open the Inventory section from the sidebar.
  2. Click the 'Add Item' tab at the top of the inventory page.
  3. You will be taken to the item creation form at /inventory/new.
  4. At the top of the form, select the Product Type: Simple Product or Variable Product. Simple Product creates a single standalone item. Variable Product creates a parent item with child variations, each with independent pricing, stock, and tracking.

Note

If you do not see the Add Item tab, your account role may not have permission. Contact your shop Admin to request access.

Core Item Details

Every inventory item starts with a few essential fields. The Name, Cost Price, and Sell Price are required, all other fields are optional but recommended for better organization.

  1. Enter the item Name, this is how it appears across Fixmo in repairs, sales, and searches.
  2. Enter a SKU (Stock Keeping Unit) for your internal reference code.
  3. Select a Category and Sub Category (covered in the next section).
  4. Enter a Barcode if you use barcode scanning for quick lookups.
  5. Select a Supplier from the dropdown (optional), links this item to a supplier for tracking and filtering. Suppliers are managed in the Suppliers section. You can link additional suppliers with independent pricing and lead times later from the item's Suppliers tab, see the Multi-Supplier Pricing article for details.
  6. Set the Cost Price, what you pay your supplier for this item.
  7. Set the Sell Price, what your customers pay. The profit margin updates automatically as you type.
  8. Optionally enter a Wholesale / Batch Price for bulk or trade pricing.

Note

Cost prices can be hidden from some of your staff. By default Technicians and Cashiers see the Cost Price and the margin as blank, so counter staff cannot read what the shop pays. The shop owner controls this in Settings, Roles and Permissions, under Inventory, 'See cost prices'. When it is off it is off everywhere the number appears — the item list and item page, variations and combo components, the parts already fitted to a repair, supplier item lists, the low-stock suggestions, and any profit or margin figure worked out from it on a report.

Category, Branch, Usage Type & Unit

Organizing items by category and usage type helps with filtering, reporting, and ensuring items appear in the right context, repairs, sales, or both.

  1. Select a Category from the dropdown, or leave it uncategorized.
  2. If the selected category has sub-categories, choose a Sub Category.
  3. To create a new category on the fly, type the name in the '+ New category name' field below the dropdowns. Select a parent category or choose Top-level, then press Enter or click the plus button.
  4. Select the Branch where this item's initial stock will be located.
  5. Choose the Usage Type: Both (Part & Product), Repair Part Only, or Product Only.
  6. Select a Unit of Measurement that matches how you sell or use this item.

Tip

Available units include Pieces, Kilograms, Grams, Liters, Milliliters, Meters, Centimeters, Boxes, Packs, Rolls, Sets, and Pairs.

Stock Tracking & Initial Quantity

Fixmo can track stock levels per branch automatically, deducting quantities when items are used in repairs or sold through POS. If you prefer not to track stock, disable the toggle and the item will be treated as always available.

  1. Toggle Track Stock on if you want Fixmo to manage quantities.
  2. Toggle Serial Number Tracking on if you want to track individual units (requires Track Stock to be enabled).
  3. Enter the Initial Stock, the number of units you currently have on hand.
  4. Set a Min Stock Alert threshold. When stock falls to or below this number, the item appears in your Low Stock count on the inventory dashboard.

Serial Number Tracking

For high-value items or items requiring individual traceability, enable serial number tracking. Each unit gets a unique serial that follows it through sales, repairs, and warranty claims.

  1. Toggle Serial Number Tracking on. Track Stock must also be enabled.
  2. A Serial Numbers text area appears. Enter one serial number per line.
  3. The number of serials you enter must match the Initial Stock quantity exactly.
  4. Fixmo validates that all serial numbers are unique within your shop.

Warning

Once an item is saved with serial tracking enabled, every future restock also requires serial numbers to be entered for each unit added.

Product Measurements

Below the Unit of Measurement field in the core details card, optional physical measurement fields are available.

  1. Toggle Dimensions to enter Width, Height, and Depth with a unit selector (mm, cm, m, in, ft).
  2. Toggle Weight to enter the item weight with a unit selector (Grams, Kilograms, Pounds, Ounces).

Tax, Warranty & Description

A separate collapsible card below the Stock & Tracking card contains tax configuration, warranty settings, and a description field. Click the section header to expand it.

  1. Set the Tax Rate as a percentage. This defaults to your shop's default tax rate configured in Settings.
  2. Toggle Tax Inclusive if your sell price already includes tax.
  3. Choose a Warranty period for this item. Options range from No Warranty to Lifetime, including 7 Days, 14 Days, 30 Days, 3 Months, 6 Months, 1 Year, and 2 Years.
  4. Enter an optional Description for internal notes or product details.

Sale / Promotion (Optional)

For simple products, a Sale / Promotion card lets you put the item on sale as you create it. Turn on the sale toggle, choose a fixed sale price or a percentage discount, then set how long it runs (days, hours, minutes, seconds). Fixmo previews the final price, the savings, the end time, and a live countdown. The sale ends automatically when the timer runs out, and it never changes your regular sell price. For variable products, add the discount from the Edit page after creating the product.

Tip

See the dedicated guide, Running Sales & Promotions on Inventory Items, for full details on sale pricing, discounts, and variable products.

Uploading a Product Photo

A product photo helps your team quickly identify items visually. Each item supports one photo.

  1. In the right column of the form, find the Product Image card.
  2. Click to upload or drag and drop an image file (PNG, JPG, or WebP).
  3. The photo will be automatically optimized and stored securely.

Product Variants (Variable Products)

When you select Variable Product as the product type at the top of the form, Fixmo treats the item as a parent container with child variations. Each variation is an independent item with its own cost price, sell price, wholesale price, stock level, serial tracking, and supplier link. The parent product itself does not hold stock, it serves as a grouping container.

  1. Select 'Variable Product' as the product type at the top of the Add Item form.
  2. Fill in the parent product details, name, category, usage type, and photo. These apply to the parent container.
  3. In the Variants section, select one or more variant types from the available options (e.g., Color, Size, Quality). Variant types are managed in the Variants tab of the Inventory section.
  4. For each selected type, choose the specific options you want (e.g., for Color: Red, Blue, Black).
  5. Fixmo automatically generates all variant combinations in a table below.
  6. For each variation row, configure its independent fields: SKU, Cost Price, Sell Price, Wholesale Price, Initial Stock, Serial Tracking toggle, and Supplier.
  7. When you save, the parent product and all its variations are created. Each variation is a linked inventory item with its own stock, pricing, serial numbers, and supplier connections.

Tip

Variant types and their options are defined in the Inventory > Variants tab. Set up your variant types (Color, Size, Quality, etc.) and their options before creating variable products for the smoothest workflow. When a variable product is selected anywhere in Fixmo, POS, Sales, Repairs, Invoicing, or Purchase Orders, a variant selector popup appears so you can pick the specific variation.

Saving Your New Item

Once you have filled in the details, choose the save action that matches your workflow.

  1. Click Save Item to create the item and return to the inventory list.
  2. Click Save & Add Another to create the item and immediately start a fresh form for the next item, great for batch data entry.
  3. Click Save & Restock (available when Track Stock is enabled) to create the item and return to the inventory list where you can then restock to additional branches from the item's action menu.

Tip

To add stock to additional branches after creating the item, use the Restock option from the item's three-dot action menu in the inventory list.

Frequently asked questions

A Simple Product is a standalone item with a single set of pricing, stock, and serial tracking. A Variable Product is a parent container that holds multiple variations, for example, the same phone case in different colors or sizes. Each variation has its own independent cost price, sell price, wholesale price, stock level, serial tracking, and supplier links. Choose Simple for items with no variations and Variable when you need to group related options under one product.

Repair Part items appear when adding parts to a repair job. Product items appear in your point-of-sale for direct sales. Both means the item is available in both contexts, this is the default and recommended for most shops.

Yes. If Track Stock is disabled, the item is treated as having unlimited availability. If Track Stock is enabled, you can leave Initial Stock at 0 and restock later from the item's edit page.

Fixmo calculates profit margin in real time as you enter Cost Price and Sell Price. The margin is displayed as a percentage based on the formula: ((Sell Price - Cost Price) / Sell Price) × 100.

Yes. Below the Category dropdown, there is a quick-create section. Type a new category name, optionally select a parent category to create a sub-category, and press Enter or click the plus button. The new category is immediately available.

When enabled, each unit of this item is tracked individually by serial number. You must enter serial numbers (one per line) matching the initial stock quantity. Serials are then tracked through their lifecycle: In Stock, Sold, Used in Repair, and more.

Fixmo accepts common image formats including PNG, JPG, and WebP. Each item supports one product photo. Images are automatically optimized for fast loading.

Save & Restock saves the new item and returns you to the inventory list. From there you can use the item's action menu to restock additional branches. This option only appears when Track Stock is enabled.

When you click a variable product in POS, Sales, Repairs, or any other product selector, a variant selector popup appears showing all available variations. Pick the variation you want, then proceed as normal, if that variation has serial tracking, the serial picker opens next; otherwise it is added directly to the cart or parts list.

Yes. For simple products, the Add Item form has a Sale / Promotion card where you can set a fixed sale price or a percentage discount with an automatic expiry. A sale is promotional pricing only, it never changes your regular sell price. For variable products, add the discount from the item's Edit page after creating it.

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