The Descriptive Inventory document is available in the Document Library, where it can be created, customized, and applied to specific job types. This document functions as an Opportunity Addendum and supports dynamic inventory data captured during a move.
Accessing the Descriptive Inventory Template
You can create a new Descriptive Inventory document from the Document Library.
Go to Settings > Forms & Documents > Document Library.
Select + New Document.
Choose Opportunity as the Document Applies To value.
Enter a document title.
Select Descriptive Inventory Sheet from the Starting Template dropdown.
Editing the Document
After you create the document, it opens in the document editor where you can update text and adjust the layout as needed.
The Descriptive Inventory template includes:
A full inventory table
Pre-placed tokens for company, customer, agent, addresses, and sticker ranges
Dynamic tokens for company, customer, agent, addresses, and sticker ranges
Symbols and exception codes
Signature fields
Remarks and exception areas
These tokens are already included on the page. They can be moved or removed, but they are not available in the token list and cannot be added from there. If you want to use a token in another part of the document, you can manually type it or copy and paste it from an existing location in the template.
Dynamic Inventory Table
The template includes the token:
@DescriptiveInventoryItemsTable(MaxRowsInTable: 40)
This dynamic row token allows the system to generate up to the maximum number of rows you specify. However, the number of rows that fit on each PDF page will vary depending on how much vertical space each row uses.
In the example shown below, the Max Rows value is 40.
However, the first page displays only 26 rows.
Why the first page stops at Row 26
Row 26 includes a longer description in the Condition at Origin column. Because this text wraps to two lines, the row becomes taller than the others. When this happens, SmartMoving automatically adjusts the layout and ends the page earlier so the content does not overflow.
As a result:
Rows 1–26 fit on Page 1
Rows 27–40 automatically continue on Page 2
Page numbers update accordingly
This behavior is expected. The dynamic table expands based on both total rows and row height, ensuring each page breaks cleanly based on available space.
💡 Unlike traditional paper inventory forms, which have fixed spacing and limited room for longer descriptions, the digital inventory sheet automatically adjusts to fit what you enter. This allows crews to document items accurately without worrying about running out of space or cramming text into small boxes.
Configuring When the Document Applies
Each Descriptive Inventory document can be configured to apply only to specific job parameters.
These settings determine when the document is attached to an opportunity.
You may configure:
Job Types
Branches
Tariffs
Pricing Types
Opportunity Types
Binding job applicability
These options work the same way as other SmartMoving documents. You can create multiple Descriptive Inventory documents and set each one to apply when needed. For example, you may have different formats for DoD moves, Van Line jobs, or standard local moves.
SmartMoving will populate one Descriptive Inventory document per opportunity. If multiple documents exist, the system uses the one that matches the job’s configuration. If no custom document applies, SmartMoving automatically falls back to the default out-of-the-box template.
Adding Shipment-Level Notes
Crews can add notes that apply to the entire shipment, not just individual items.
How To Add Notes
Open the descriptive inventory.
Select Add Notes.
Enter up to 100 characters.
Save your changes.
Once notes are saved, the button label changes to Edit Notes.
Where Notes Appear
On the Descriptive Inventory document
On every page of the document
Shipment-level notes are visible to the shipper.
In the Inventory Report in the Office App (Accounting tab)
How Inventory Checks Appear on the Document
Each completed Descriptive Inventory check updates the inventory document automatically. Depending on the type of check, updates may appear directly on the main inventory pages or on additional pages appended to the document.
Checkmarks on Main Inventory Pages
Each check type has a corresponding column on the main inventory pages.
Items marked as received display a checkmark
Items not checked remain blank, indicating they are missing
These checkmarks provide a quick visual reference for item status across the shipment.
Additional Pages Added After Each Inventory Check
For every completed inventory check other than the Shipper Destination Check, SmartMoving appends a new page to the inventory document.
When Pages Are Added
A new page is generated each time one of the following checks is completed:
Driver Check
Warehouse Check
Warehouse Cross-Reference Check
If multiple checks are completed, each check adds its own page, separated by a page break.
What Each Check Page Includes
Each appended check page contains two tables:
Missing Items
Lists items that were not checked during that check
If no items are missing, the table displays:
“All items were checked in.”
New Damages
Lists items marked with new damage during the check
If no new damages were recorded, the table displays:
“No new damage found for any items.”
Even when both tables are empty, the page still appears so the check is fully documented.
Signatures on Inventory Document
Signature placement depends on the type of inventory check being completed:
Signatures for Driver, Warehouse, and Warehouse Cross-Reference Checks
Every appended check page for these check types includes signature fields to document custody changes.
Signature fields are labeled generically, such as:
Releasing Agent
Receiving Agent
These labels allow flexibility for different handoff scenarios (for example, driver to warehouse or warehouse to driver)
Signatures can be captured even if there are no missing items or new damages recorded during the check.
Signatures for Shipper Destination Checks
Shipper Destination Checks do not generate an additional check page.
Instead:
New damages appear in the Exceptions (if any) at destination column on the main inventory pages
Signatures are captured in the standard At Destination section of the inventory document
During a Shipper Destination Check, crews may see an option to indicate that the customer is not available to sign. When selected:
The check can still be completed
The shipper will receive an email with a link to the Customer Portal to review and sign the inventory later
Emailing the Updated Inventory After a Check
After a check is completed and signed, SmartMoving regenerates the Descriptive Inventory Document to include all new check information.
A digital copy of the updated inventory is automatically emailed to:
The shipper
Contacts associated with the opportunity
Any additional recipients entered during the signing step
This ensures the shipper receives the most current version of the inventory, even if they were not present when the check was completed.
Activity Log and Record Keeping
Each completed inventory check is logged on the opportunity, including:
The type of check completed
The number of items marked as received
The number of items marked as missing
Any new exceptions recorded during the check
This creates a complete audit trail linking the inventory document, check history, and shipment activity.