The Wraptor handbook

Inventory — track every roll, every drop of ink, every shop supply

Who it's for

Production staff live in Inventory — they record what material a job pulls, watch roll levels, and log printer ink. The owner or manager uses it to see total stock value, spot low-stock rolls, and reorder before a job stalls. Installers don't hold the Inventory permission by default, so the Inventory tab is closed to them — but the job's Materials tab is open on every job card, and logging what a job used from there is deliberately never permission-gated. Anyone scheduling work benefits from knowing whether the vinyl and laminate are on hand.

Where it fits

Inventory plugs into the production and install stages of a job. You nominate three stages under Settings → Workflow: one where Wraptor checks stock is ready, one where it deducts what was planned, and an optional one where it reconciles to what you actually printed. The check and reconcile steps are dialogs that open when you move the job on the board or in the job panel. The deduction runs from every door into its stage — the board, the calendar, the installer's Advance button, the crew's tokened work link, and Rex — so stock never drifts because someone moved the job somewhere else. See workflow-map.md and personas.md.

Overview

Inventory is where you keep your shop's physical stock: print and wrap material (vinyl, laminate, specialty film, PPF, window tint), printer ink, and general supplies (tape, squeegees, cleaners, tools, and anything else). Each item tracks how much is on hand, what it cost, a minimum-stock reorder threshold, an optional reorder link to your supplier, and roll dimensions where relevant.

The real power is the link to jobs. Wraptor works out how much material a job needs from the job's estimated square footage — the figure the approved quote snapshotted, or the one you typed on the job — plus a 15% production allowance. It reserves what a job has planned, deducts it when the job hits your deduct stage, and reconciles it to the panels you actually printed once the wrap is on the vehicle, giving stock back or pulling extra to match reality.

On Wraptor Shop and up, the rack goes one level deeper: instead of one running total per SKU, Wraptor tracks the individual pieces on your rack — every full roll and every remnant — so you can answer "do I have one contiguous piece long enough for this hood?" before you promise the job.

Inventory (Shop → Inventory, /shop?tab=inventory) Reach it from Shop in the sidebar, then the Inventory tab. Old /inventory links still work — they redirect here. A strip across the top of the hub shows total SKUs, stock value, and low stock across material and supplies together, plus out of stock (rolls that have hit zero). Below it are three tabs:

Material — your rolls of vinyl, laminate, specialty film, PPF, and window tint. A rack/list toggle switches between color-family cards and a table.
Ink — your printers with their ink channels. Each channel shows its color and most recent level reading. A badge on the tab counts low-ink alerts.
Supplies — everything that isn't a roll or ink: tapes, tools, cleaners. Rows are grouped by brand, each with a −/+ stepper for the quantity on hand, a Reorder link when one is set, and edit and delete buttons. Its strip counts items, low-stock rows, and total value; a search box and a Low Stock toggle sit above the list.

Material tab Its own strip counts your rolls, how many are low, how many are critical, and the value on hand. A composition bar underneath splits them into healthy / low / out. To the right: the rack/list toggle, Smart import from PDF, and Add Roll.

Rack view groups roll cards by color family. Each card shows brand and SKU, color, finish, a fill gauge with a percentage, quantity on hand, roll width, cost per unit, and a Track pieces → line (or N pieces · longest N ft once pieces are tracked). Cards with stock at or below the minimum carry a LOW badge; empty ones carry OUT. When jobs have material planned but not yet deducted, a second line reads N avail · N reserved.
List view is a table: Material, SKU, Width, Longest piece (only when a SKU has pieces), On hand, Reserved and Available (only when something is reserved), Value, Status (In stock / Low / Out), and a Reorder link on anything low or out that has one. Click a material's name to open its detail page; click its On hand figure to type a new count, which commits as a stock adjustment. A Sort picker offers Status (issues first), Name (A–Z), On hand high→low, On hand low→high, Value high→low, and Longest piece high→low.
Filters sit under the strip: a Search rolls... box (matches brand, product, SKU, color, and finish), one chip per category, one per brand, one per roll width, and a Low Stock toggle.

Item detail (/inventory/[id]) Switch the Material tab to list view and click a material's name to open its detail page. The same page opens from the material name in a job's usage table and from a linked expense on the Money hub. It shows:

Quantity on hand, all-time used (with the last 90 days beneath it), cost per unit with the average you have actually paid, and total value.
A Stock Analysis card: Stock Level against your minimum, Days Until Reorder with your average per day (and a Reorder Soon badge when it's close), and Usage (last 90 days) by week.
Product Details — brand, product, color, finish, roll width and length, preferred vendor, supplier SKU, reorder link.
Stock Settings — current stock, minimum stock, unit cost, notes.
Purchase History — what you paid, per unit, and how much stock each purchase brought in.
Usage History — every deduction, the job it was tied to, quantity, cost, and notes.
Buttons for Adjust Stock, Edit, Reorder (when the item is low and a link is set), and delete.

Inside a job Open a job and go to its Materials tab. It holds:

An Estimate vs actual strip once material has been deducted — planned sq ft, used sq ft, and the cost difference.
Assigned Materials cards for anything planned but not yet deducted — On Hand, Full Roll, Remaining, an Amount to use box, and Confirm, which deducts that card there and then without waiting for the stage.
Estimated Need — Required, With Waste (15%), Vinyl Available, Laminate Available — plus Record Vinyl Usage and Record Laminate Usage buttons while anything is still left to deduct. The whole block is hidden when the job has no estimated square footage.
Total Material Cost, an Add from Rack picker, and the table of confirmed usage.

On the Jobs board and list, Sort → Material brings jobs that don't have enough material to the top. See Jobs.

Capabilities

Material and supply items

Add Roll opens a catalog browser: search a brand or product, pick one, and the form arrives pre-filled — or choose Enter manually. Add Supply skips the catalog and opens the form with the Supplies category selected.
Item fields: SKU, category, brand, product, color, finish, roll width and length, quantity, unit, minimum stock, Cost per Roll ($) (Wraptor derives the per-unit cost from it), Charge Price per unit, Preferred Vendor, Supplier SKU, reorder URL, and notes.
Categories are a fixed list: Vinyl, Laminate, PPF, Window Tint, Specialty, Supplies. The first five live on the Material tab; Supplies is everything else.
Preferred Vendor and Supplier SKU feed Purchasing: reorder-low-stock groups items by preferred vendor, and the supplier's part number prints on purchase orders.
Quick fill from catalog sits at the top of the material form — search a material to auto-fill brand, product, width, finish, and a suggested price.
Adjust Stock, on the item detail page, offers Add Stock, Remove, and Set To, with an optional reason. Wraptor blocks any adjustment that would push stock below zero. For a quick correction, type over the On hand figure in the Material list view, or use the −/+ stepper on a supply row.
When you Add Stock, tick Log this as a purchase to book what it cost in the same step — total cost, vendor, date, and category. The vendor field autocompletes from your Purchasing vendor list and links the record when the name matches. It lands in your Expenses ledger tied to the item, and Update unit cost resets the item's cost to what you actually paid. (Logging the spend needs the Billing permission; without it you can still move stock.)
For shipments you ordered on a purchase order, skip the manual adjustment — receiving the PO moves the stock and books the expense in one step (see Purchasing).
Delete archives an item rather than destroying it, so its usage history survives.
Search items by SKU, brand, product, color, or finish; filter by category, brand, roll width, or low stock only.

Pieces and remnants (Wraptor Shop and up)

The Track pieces → line on a roll card opens the Pieces dialog for that SKU. Below the Shop plan it shows an upgrade panel instead: "Per-roll tracking comes with the Shop plan".
The dialog lists every piece as length ft × width" · N sq ft, with a REMNANT badge on offcuts. Click a length to correct it, or use the × to take a piece off the rack.
Add pieces backfills what's already on your rack: Length (ft), Width (in), Count, and a Remnant / offcut checkbox.
A variance row compares Pieces N sq ft · ledger N sq ft. The running total per SKU stays the source of truth until you press Sync ledger — partial adoption never silently collapses your on-hand figure to the pieces you have typed in so far.
Receiving a purchase order mints pieces automatically. When you record usage against a SKU that has pieces, the picker adds a Which piece? step; the piece you cut from becomes a remnant, and a piece that runs out is archived.
The rack list view gains a Longest piece column once any SKU has pieces; the matching Longest piece high→low sort is always in the Sort picker.

Smart import from PDF (AI)

Shop → Inventory → Material → Smart import from PDF turns a supplier cost sheet or your own price sheet into inventory rows.
Pick the document type: Supplier costs (you also set a Markup (cost × this = sell), default 2) or My price sheet (the numbers are already sell prices). Attach the PDF and press Extract.
Wraptor reads the PDF and opens Review imported pricing: a Materials section (product, brand, category, cost, sell, unit) and a Labor rates section (service, rate), every field editable and every row tickable. Nothing is written until you press Apply N items.
Approved materials become inventory items. Approved labor rates match by name into Money → Quote Settings → Materials, labor & add-ons → Labor (see Settings) — an existing row just takes the new rate, and a name Wraptor has never seen arrives as a new hourly row that is on new estimates by default — turn On new estimates off for it if you don't want it on every estimate. The import never creates films: those stay yours to set on Standards.
Re-import a newer sheet any time. Rows match the items you already have — by the supplier's SKU first, then your SKU, then brand and product, then product name alone — so applying updates them in place instead of duplicating them.
Cost-drift alerts (Wraptor Shop and up) — when a re-imported sheet prices a matched item differently, a banner reads "Re-import detected: N lines matched existing inventory — median cost up X%" (or "median sell" for your own price sheet) and each drifted row carries an old → new chip. Supplier sheets compare cost; your own price sheets compare sell price. If the new costs push a film under your margin floor, Apply lands on a Costs applied panel listing them, with Fix rate card and Go to inventory, and a bell fires.
It needs the Settings permission, costs one AI credit per extraction (the trial's one-time allowance counts), and reads text-based PDFs under 20 MB — not scanned images. See AI and Plans.

Recording and managing usage

Record how much material a job used and Wraptor decrements the item in one atomic step. It refuses if there isn't enough stock.
Click a roll card in the rack to deduct inline: type an amount, name a job in Link to job (optional) if it belongs to one, and press Enter.
On a job's Materials tab, Add from Rack searches your rolls, asks which piece when the SKU is piece-tracked, and records the amount.
The New Job form can attach planned materials up front, so the plan is waiting before the job ever moves.
On a job's Files tab, a PDF or AI file carries Analyze roll usage: it reports print size, best roll, roll used, and side waste, then Deduct logs that footage against a roll you pick. See Files.
On the job's Materials tab, deleting a usage row adds its quantity back to stock — and back onto the piece it was cut from. The item detail page's usage history is read-only.

Stage-driven material tracking

Check stock is ready at — moving a job into this stage on the board or in the job panel opens Confirm Materials: the materials assigned to the job with an amount each, an Add material row, an Insufficient stock warning where one applies, and Confirm & Advance. Confirming writes the plan; it does not yet move stock.
Deduct from inventory at — entering this stage deducts every planned row. It is atomic and idempotent: if one item is short, nothing is deducted and the move is blocked with the reason. This one runs from every door into the stage, not just the board.
Reconcile leftovers at (optional) — moving into this stage opens Reconcile Material Usage (see below).
Moving a job back out of a deducted stage opens Material Used? — choose Return to Stock to replenish, or Already Used to leave the deduction standing.

Material availability check

Wraptor takes the job's estimated square footage — the approved quote's snapshot, or the figure typed on the job — and adds a 15% production allowance. Vehicle presets and coverage type are never turned into demand on their own.
It compares what's left to deduct against your total vinyl and laminate on hand, and reports ready, low (inside 20% of running out), insufficient, or unknown when the job has no estimated square footage.

Ink tracking

Printers, plotters, and laminators are added under Settings → Equipment (the same list is the Shop → Equipment tab), along with each ink channel's Color Name, color swatch, and Reorder URL. See Equipment.
On the Ink tab, press Log Levels on a printer to enter the current level (0–100%) for each channel. Readings are timestamped.
Channels at 25% or below are flagged low; 10% or below counts as critical. The tab badge and the N low pill count them.
Each printer card carries a 30-day level chart, and you can add or edit a channel's reorder link inline.

What Wraptor reports

Hub totals: total SKUs, stock value, low-stock count, out-of-stock count.
Material totals: rolls, low, critical, value on hand, plus the healthy / low / out composition bar.
Per item: all-time used, used in the last 90 days, average paid per unit, average daily usage, Days Until Reorder, and a weekly usage chart.
Per job: planned versus used square footage and the cost difference. Wider profit reporting lives in Reports.

Step-by-step tasks

Add a roll of vinyl to inventory
1. Open Shop → Inventory and stay on the Material tab.
2. Click Add Roll.
3. Search the catalog for your brand and product and pick it, or choose Enter manually.
4. Check SKU, category, brand, product, color, finish, width, and length.
5. Enter the quantity on hand, Cost per Roll ($), and a Min Stock threshold for low-stock alerts. Paste your supplier's reorder link if you have one.
6. Save. The roll appears in its color-family group with a fill gauge.
Receive a shipment and record what it cost
1. On the Material tab, switch to list view, click the material's name, then click Adjust Stock.
2. Keep Add Stock selected and enter the quantity that arrived.
3. Tick Log this as a purchase, then enter the total cost, vendor, date, and category. Use the reason field for a PO number — it becomes the expense note.
4. Leave Update unit cost ticked to reset the item's cost to what you actually paid. Wraptor shows the old and new figure before you apply it. Untick it to keep your existing cost.
5. Press Apply Adjustment. Stock goes up and the purchase appears in your Expenses ledger on the Money hub, linked to the item.
6. It works from the other direction too: on Money → Expenses, the Restocks inventory (optional) block lets an expense name the Item and Quantity received, and the stock goes up when you save.
7. If you delete a purchase that added stock, Wraptor takes that stock back. If it has already been used on jobs, it asks you to adjust stock first rather than letting the two disagree.
Check whether a job has enough material
1. Open the job and go to its Materials tab.
2. Read Estimated Need: Required, With Waste (15%), Vinyl Available, Laminate Available.
3. If the block is missing, the job has no estimated square footage. Approve a quote onto the job, or set the figure on the job itself.
4. On the Jobs list, Sort → Material brings the jobs that are short to the top.
Deduct material when a job goes into production
1. Move the job into your check stage. Confirm Materials opens.
2. Set the amount for each material, add anything missing, and press Confirm & Advance. The rack now shows that quantity as reserved.
3. Move the job into your deduct stage. Wraptor decrements stock and records the usage against the job.
4. If the job moves back out, choose Return to Stock in the Material Used? dialog to put the stock back.
Reconcile to actual usage after printing
1. Move the job into your reconcile stage. Reconcile Material Usage opens with everything Previously deducted and a Total reserved.
2. Under Panels printed (includes reprints), enter Panels, Width (in), Height (in), and Waste %. Wraptor shows the sq ft per panel, the Actual used total, the linear feet off the roll, and the Variance vs reserved.
3. Add a Note (optional) — "1 reprint due to bubble" — and press Confirm & Move.
4. Wraptor adjusts stock to match. Vinyl and laminate each take the full printed area, because they are parallel layers; two rolls in the same category share it in proportion to what each had deducted.
5. If nothing was deducted, the dialog says Nothing to reconcile — deduct first.
Log printer ink levels
1. Open Shop → Inventory and switch to the Ink tab.
2. Find the printer and press Log Levels.
3. Enter the current level (0–100%) for each channel and save.
4. Channels at 25% or below show as low-ink alerts; 10% or below is critical. Use the reorder link to restock.
Spot and reorder low stock
1. On the Material or Supplies tab, toggle Low Stock to see only items at or below their minimum.
2. For a roll, switch the Material tab to list view and open it to read its Stock Analysis card and its Days Until Reorder.
3. Click Reorder to open your supplier's link in a new tab, or raise a purchase order from Purchasing.
Import pricing from a supplier PDF
1. On the Material tab, click Smart import from PDF.
2. Choose Supplier costs and set your markup, or My price sheet if the numbers are already your sell prices.
3. Attach the PDF and press Extract.
4. On Review imported pricing, fix any category, cost, sell price, or unit, and untick rows you don't want.
5. Press Apply N items. Materials land in your inventory and any labor rates update Money → Quote Settings → Materials, labor & add-ons.
Start tracking individual rolls (Wraptor Shop and up)
1. On a roll card, click Track pieces →.
2. Under Add pieces, enter Length (ft), Width (in), and Count, ticking Remnant / offcut for offcuts. Press Add.
3. Repeat for every piece of that SKU on your rack.
4. When the variance row shows pieces and ledger disagree, press Sync ledger to set the SKU's on-hand quantity to the sum of its pieces.

Settings & permissions

Who can see and use Inventory

Inventory is available to roles with the Inventory permission. By default that's the Manager and Production roles. Designer and Installer don't have it, so they won't reach the Inventory tab unless you add the permission to their role under Shop → Team → Roles & Permissions — see Team. The same permission also covers the Purchasing and Equipment tabs.

Two things need a different permission: booking a stock adjustment as a purchase needs Billing, and Smart import from PDF needs Settings. One thing needs none: recording what a job used, from the job's Materials tab, works for anyone who can open the job — an installer without inventory access still logs their own material.

Material tracking

The check / deduct / reconcile automation is a shop-level switch. Open Settings → Workflow, scroll to Material tracking ("Confirm, deduct, and reconcile inventory automatically as jobs move. Turn off to manage stock by hand."), and pick the stage for each of Check stock is ready at, Deduct from inventory at, and Reconcile leftovers at (optional). Turn the switch off to manage stock entirely by hand. Changing stages needs the Settings permission.

Plan availability

Inventory is open on every plan and during the 7-day free trial — the aggregate stock rack, ink, supplies, usage, and the availability check are not gated. Two pieces need Wraptor Shop ($199/mo) or above: per-roll pieces and remnants, and cost-drift alerts on a re-imported supplier sheet. Smart import from PDF costs one AI credit. See Plans.

Linking stock to your quote rates

On Money → Quote Settings → Materials, labor & add-ons, each film row has a Roll cost & stock action that ties it to a vinyl and a laminate item, so the film shows live stock and real margin. Vinyl items that aren't linked to a film are still quotable on their own. See Settings and Quotes.

Tips & common pitfalls

Stock can't go negative. Both adjustments and usage are blocked if they'd drop an item below zero. If a deduction fails for insufficient stock, add stock first.
A missing estimate, not a missing vehicle, is what makes availability "unknown". The check reads the job's estimated square footage — the approved quote's snapshot or the number typed on the job. A vehicle's measurements alone no longer create demand, so a job with no approved area shows nothing.
Waste is built in. Required is the raw area; With Waste adds 15% on top. That larger figure is what Wraptor compares to your stock and asks you to deduct.
Reconcile only after you deduct. Reconciliation works against material already deducted for the job. If nothing was deducted, it says so.
Reconciliation is per layer, not per roll. One printed-area figure applies in full to vinyl and in full to laminate, because a laminated wrap uses roughly equal amounts of each.
The deduct stage is all-or-nothing. If any planned item is short, nothing is deducted and the job stays put with the reason on screen — so you never end up half-deducted.
Deleting an item keeps its history. Items are archived rather than destroyed, so past usage stays intact. Deleting a usage row on the job, however, returns that quantity to stock.
Material, supplies and ink are split by tab. Vinyl, laminate, specialty, PPF and window tint live on the Material tab; everything else is on Supplies; printers and ink are on Ink. If an item isn't where you expect, check its category.
Charge Price falls back to 2× cost. Leave the per-unit charge price blank and quotes price that material at twice its cost.
Pieces don't move the ledger on their own. The SKU's on-hand quantity stays the source of truth until you press Sync ledger, so a half-finished backfill never wipes out your real count.

Purchasing — vendors and purchase orders; minimum stock levels here drive its reorder suggestions, and receiving a PO restocks these items and mints their pieces.
Jobs — the job's Materials tab and the stage-driven check, deduct and reconcile steps come from Inventory.
Vehicles — vehicle measurements feed the quote that sets a job's estimated square footage.
Quotes — vinyl items are quotable materials, priced at their charge price.
Equipment — printers, plotters and laminators are added there; their ink is logged here.
Colors — your color library is separate from physical vinyl stock, but they go hand in hand.
Invoicing & billing — logged purchases land in Money → Expenses, linked to the item.
Reports — material spend feeds the profit and loss view.
Workflow map — where material checks and deductions happen in the job lifecycle.
Personas — who works in Inventory.

Material setup for quoting

Use Quote setup to select exact inventory items, enter roll dimensions and purchase cost, and set separate customer selling prices in Money → Quote Settings. A preset is a catalog suggestion, not proof of stock or purchase cost. Saving a preset to inventory starts it at zero stock. Save roll cost updates the linked inventory item without changing stock or customer selling prices.