Overview
Build the inventory list your team picks from when adding inventory to an opportunity, a survey, or the customer portal.
Available on all plans. Requires an admin role with the Settings module enabled.
How the Inventory Settings Page Is Organized
The Inventory settings page has three panels that work from left to right.
Room Types lists every room your company uses, such as Kitchen or Garage. Click a room to expand it and see its categories.
The middle panel shows the items in whichever category you selected. It reads Select Category until you pick one.
All Items holds every inventory item your company has, with its volume and weight.
You create items in All Items, then drag each one into the room and category where your team should find it.
Note: A new SmartMoving account starts with a standard room and item list already built, so most companies adjust what is there rather than starting from an empty page.
How To Add a Room to Your Inventory List
Go to Settings > Estimates > Inventory.
Scroll to the bottom of the Room Types panel.
Click Add Room.
Click the Unnamed Room name that appears.
Type the room name and press Enter.
The room is saved in the Room Types panel and can be added to any opportunity.
How To Add a Category to a Room
Categories group items inside a room, such as Appliances and Cookware inside a Kitchen.
Go to Settings > Estimates > Inventory.
Click the arrow beside a room in the Room Types panel to expand it.
Click Add Category below the room's existing categories.
Click the Unnamed Category name that appears.
Type the category name and press Enter.
The category is saved under the room and shows a running count of the items it holds.
How To Create a New Inventory Item
Go to Settings > Estimates > Inventory.
Click Add New Item at the top of the All Items panel.
Enter the Item Name.
Enter the Volume in cubic feet.
Adjust the Weight in pounds if you want a different figure.
Enter a Description if you want one.
Click Save.
The item appears at the top of the All Items panel and is ready to drag into a room category.
Note: Item Name, Volume, and Weight are all required. SmartMoving fills in Weight for you as you type the Volume, using your company's volume-to-weight multiplier, so you only touch it when you want a different figure. After you change it by hand, a reset icon appears beside the field to put the calculated weight back.
How To Add Items to a Room in Your Inventory List
Go to Settings > Estimates > Inventory.
Click the arrow beside a room in the Room Types panel to expand it.
Click the category you want to fill.
Find the item in the All Items panel.
Drag the item from All Items into the middle panel.
The category count increases by one, and your team now sees that item under that room.
💡 SmartTip: Use the Search box in the All Items panel to find an item by name or by its exact short code. To take an item back out of a category, drag it from the middle panel into All Items. The item stays in your inventory list.
How To Edit an Existing Inventory Item
Go to Settings > Estimates > Inventory.
Find the item in the All Items panel.
Click the item name.
Update the Item Name, Volume, Weight, Short Code, or Description.
Click Save.
The updated values show in the All Items panel and in every category that holds the item.
Note: The Short Code field appears when you open an item from the All Items panel. It is not available when you create an item or when you open an item from inside a category.
How To Choose Which Rooms Appear on New Opportunities
Go to Settings > Estimates > Inventory.
Select the checkbox for every room you want on new opportunities.
Click the three-dot menu at the top of the Room Types panel.
Click Set selected as default.
Review the listed rooms, then click Set as Default.
A green check appears next to each default room, and every new opportunity starts with those rooms in its inventory.
Note: This action sets your complete default list. Any room you leave unselected stops being a default room, so select every room you want, including the ones that are already default.
How To Import an Existing Inventory List
SmartMoving imports an existing inventory list for you. Prepare the spreadsheet described below, then contact SmartMoving Support to request the import.
Your file must be an .xlsx spreadsheet with these six columns, in this order, using these exact headers in the first row.
Column heading | Required | What to enter |
Room Name* | Required | The room the item belongs to, such as Kitchen |
Item Name* | Required | The item name your team will see |
Item Description | Optional | A short description of the item |
ShortCode | Optional | A whole number used to find the item quickly |
Volume (Cuft.)* | Required | The item's volume in cubic feet |
Weight | Optional | The item's weight in pounds |
Before you send the file, check that it meets these requirements.
One row per item, with the headers in the first row.
Every row has a Room Name, an Item Name, and a Volume.
The file is .xlsx and no larger than 20 MB.
The file is not password protected.
You choose whether the imported items are added to your current inventory list or replace it. Replacing removes your existing rooms, categories, and items before the new ones are created, and it cannot be undone. Carrier Pack and Pack by Owner material items are kept either way.
When the import runs, SmartMoving creates any room name that does not already exist and reuses any room that already matches by name. Every imported item is filed under a category called All Items inside its room. Imported rooms are not set as default rooms, so add the ones you want to your defaults afterward.
Key Details
Setting default rooms replaces your whole default list. Rooms you do not select become non-default.
A new SmartMoving account starts with Bedroom, Dining Room, Kitchen, and Living Room as its default rooms.
Deleting a room, a category, or an item is permanent. There is no undo.
Removing items from a category takes them out of that room only. The items stay in the All Items panel and in any other category that holds them.
Deleting an item from the All Items panel removes it from your inventory list entirely, including every category it sits in.
An item can belong to more than one room category. While a category is selected, the items already in it are hidden from the All Items panel.
The rooms and items on this page are the same ones customers see when they submit their own inventory through the customer portal.
Importing an inventory list is performed by SmartMoving rather than in your own settings.
Best Practices
Create your rooms and categories before adding items in bulk, so you drag each item in once.
Name items the way your estimators and crews say them out loud, so the search box finds them.
Set an accurate volume on every item, since estimates and the calculated weight are built from it.
Click the star on your most-used items so they appear in the Common Items list during estimating.
Review your default rooms after adding a room, because the default list is replaced each time you set it.
Troubleshooting
I created an item but my team cannot find it on an opportunity.
The item is in the All Items panel but has not been added to a room yet. Expand the room in Settings > Estimates > Inventory, select the category, and drag the item into the middle panel.
A room I added does not show up on new opportunities.
A new room is not a default room. Select its checkbox in the Room Types panel, open the three-dot menu, and click Set selected as default. Select every room you want as a default at the same time.
An item disappeared from the All Items panel.
Items already in the category you are viewing are hidden from All Items. Select a different category or collapse the room to see your full inventory list again.
My inventory spreadsheet was rejected.
The file must have exactly six columns with the headers Room Name*, Item Name*, Item Description, ShortCode, Volume (Cuft.)*, and Weight. Every row needs a room name, an item name, and a volume. The file must be .xlsx, under 20 MB, and not password protected.