ServiceM8 doesn't have a stocktake feature, because it doesn't own your stock numbers. Those live in your accounting software or an inventory system. But if you use ServiceM8, a regular stocktake is still the only way to know your stock levels are right.
This guide covers when to count, how to count a warehouse and a fleet of vans without stopping work, and how to post the differences correctly.
Why trade businesses need regular stocktakes
Even with job materials syncing perfectly, stock drifts:
- Parts used on warranty call-backs or quotes that never became jobs
- Items swapped between vans without a record
- Damaged, lost or returned stock
- Materials used on a job but never added to the job card
A stocktake resets the numbers. It also shows where the leaks are. A van that's always short on the same items usually means those parts aren't making it onto job cards, and probably aren't being billed.
When to count
| Count type | What to count | How often |
|---|---|---|
| Full stocktake | Everything, every location | Once a year, before 30 June for EOFY |
| Van count | All stock in one van | Quarterly, rotating through vans |
| Cycle count | High-value or fast-moving items | Every two to four weeks |
| Spot check | One item that looks wrong | Whenever a number doesn't make sense |
For Australian businesses, the full count is usually done at the end of the financial year, so closing stock is right for tax. Check the timing with your accountant.
How to run a stocktake: step by step
The steps below use StockUnify, but the same process works in most inventory systems.
1. Pick one location
Run one stocktake per location: the warehouse, or a single van. Smaller counts are faster and easier to check.
2. Freeze movements for that location
StockUnify doesn't lock stock during a count, so pause activity at that location while you count. For a van, count first thing in the morning or at the end of the day. For the warehouse, hold deliveries and transfers until the count is done.
3. Download a count sheet
In StockUnify, go to Reporting → Stocktake Report and download the product list with current stock on hand. Filter by location or product category to keep it manageable.
4. Count
Count what's physically there and enter it in the CountedQty column. Tips:
- Count by shelf or van compartment, not by product list order.
- Count in the unit you stock in (each, metre, roll).
- Two people counting together catch more mistakes.
- Leave an item blank if you didn't count it. Blank rows are ignored, so they won't be adjusted.
5. Upload and review variances
Create a new stocktake under Inventory → Stocktakes, choose the location and upload the sheet. For small counts, add products by searching or scanning barcodes and type the counts in directly. StockUnify calculates the difference between counted and system quantities.
Review any large variances before approving. Recount anything that looks wrong.
6. Approve and update Xero
When you approve the stocktake, StockUnify creates stock adjustments for the gains and losses, both linked to the stocktake number. For batch- or serial-tracked items, you confirm which batches or serial numbers are affected. If the adjustments include Xero-tracked products, you can choose to sync them to Xero.
Counting vans without losing a day of work
- Rotate. Count one or two vans a week instead of the whole fleet at once.
- Count the van list, not everything. Focus on the items each van is supposed to carry. See van stock tracking for ServiceM8.
- Count before restocking. Count first, post the variance, then top the van back up.
- Count where the van is. Print the count sheet or open it on a phone, and enter the results back in the office.
What to do with the results
- Look for patterns. The same item short in every van suggests it's used without being recorded.
- Check job cards. Compare shortages with recent jobs to find unbilled materials.
- Adjust minimum levels. If a van is always over or under on an item, change its target.
FAQ
Can I do a stocktake in ServiceM8?
No. ServiceM8 displays stock from your accounting software and has no stocktake feature. Count in your inventory system or accounting package.
Do I need to stop work to do a stocktake?
Only for the location you're counting. Count one van or one warehouse at a time, and pause movements there until you're done.
Can I count only some items?
Yes. In StockUnify, items left blank on the count sheet are skipped, so you can run partial cycle counts.
Do stocktake adjustments go to Xero?
In StockUnify, adjustments for Xero-tracked products can be synced to Xero when you approve the stocktake.
Read the full ServiceM8 inventory guide, or see our step-by-step stocktake help article.
Make your next stocktake easier. Try StockUnify free for 14 days.
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