Inventory
Manage your gear catalog, physical units, storage locations, and equipment details.
Items vs. Item Units
Find Boxes uses a two-layer model to represent your gear:
- Item — A product in your catalog. Think of it as the make and model (e.g., "Panasonic PT-MZ10KLWU"). One item can represent any number of physical pieces you own.
- Item Unit — A specific physical piece of equipment tied to one item. Each unit has its own serial number, QR code, and storage location. This is the record that gets reserved when you create an order.
The Item Catalog
The item catalog is your master list of all product types. Each item record stores product-level information shared across all units of that model.
Item Fields
| Field | Description |
|---|---|
| Name | The full product name or model number. |
| Friendly Name | An optional short nickname displayed in lists and searches. |
| MSRP | Manufacturer's suggested retail price. Used for reference and reporting. |
| Watts / BTU / Rack Units | Technical specs for power and rack planning. |
| Manufacturer | Flag indicating this item is a manufacturer/brand entry rather than a product. |
| Tags | Searchable labels for quick filtering. See Tags section below. |
| Photo URL | A URL pointing to a product photo displayed in the item detail view. |
Item Units
Each item unit represents a single physical piece of equipment. Units are created under their parent item and tracked independently.
Unit Fields
| Field | Description |
|---|---|
| Storage Location | Which storage room this unit lives in when not on a job. |
| Serial Number | Manufacturer serial number for this unit. |
| PO Number | Purchase order number associated with this unit. |
| MAC Address | Network MAC address, useful for networked AV gear. |
| Custom Field | A free-text field for any additional identifier or note. |
| Unit Price | What your organization paid for this specific unit. |
| Purchase Date | Date this unit was acquired. |
| Status | A free-text status label (defaults to "Available"). |
| Notes | Internal notes visible to your team. |
| In Service | Marks a unit as currently being serviced — excluded from availability checks. |
| Installed | Marks a unit as permanently installed — excluded from availability checks. |
| In Bundle | Set automatically when the unit belongs to a bundle. |
Photos
You can upload photos directly to individual item units. Photos are visible on the unit's detail page and help staff identify equipment in the field.
Service History
Track service events for any item unit. Each service history record logs what happened and when, giving you a maintenance trail for each piece of gear.
Storage Rooms
Storage rooms are the containers your inventory lives in. Every item unit must be assigned to a storage room.
- Add storage rooms from Settings > Storage Rooms.
- Each room has a name and optional notes.
- Rooms can be marked inactive to hide them from active workflows without deleting them. Inactive rooms are excluded from the Verify report.
- Custody records, pull lists, and inventory searches can all be filtered by storage room.
Categories
Categories group items by type (e.g., "Projectors," "Cables," "LED Panels"). They appear throughout the app wherever you browse or search inventory.
- Each category can have its own QR code sheet for bulk scanning.
- Assign items to categories when adding or editing an item.
- Categories are org-wide — all members share the same category list.
Tags
Tags are freeform, searchable labels you attach to an item — useful for finding gear by a quality that isn't in the model name (e.g. "wireless," "outdoor," "4K"). Unlike categories, an item can carry any number of tags, and a tag applies to the catalog item itself, so every unit of that item shares the same tags.
Adding and Removing Tags
- Open an item's page within a storage room to see its current tags and update them from the Tags field — pick from existing tags or type a new name to create one on the fly.
- You can also edit an item's tags from the Add To Inventory item list: open a row's action menu and choose Edit Tags.
- Typing a new tag name in either place creates it immediately — there's no separate creation step.
Managing the Org Tag List
Org admins and the org owner can view, search, and remove tags for the whole organization from Settings > Tags. Removing a tag here deletes it — and its assignment to every item — for the whole org.
Searching by Tag
Tags exist so you can find gear without remembering exact model numbers. Any search box that searches items — the global search bar, the main inventory search, and the item picker used when adding equipment to a pull list — also matches against tag names. A partial match on a tag returns every item carrying a tag that contains that text.
Bundles
A bundle is a kit made up of multiple item units that always travel together. When a bundle is checked out, every unit in it is reserved at once.
- Create a bundle from the inventory section and assign item units to it.
- Units that belong to a bundle are flagged as In Bundle and are not available individually.
- Edit a bundle to add or remove units. Removing a unit from a bundle clears its In Bundle flag and makes it available again.
QR Codes
Find Boxes generates QR codes that link directly to check-in and check-out workflows.
Per-Unit QR Codes
Every item unit gets its own QR code. Scanning it on a mobile device opens the check-in or check-out page for that specific unit. QR codes are generated automatically when you add a unit and can be regenerated at any time from the unit's detail page.
Per-Category QR Codes
Each category can generate a printable QR code sheet for all items in that category. Useful for printing labels in bulk after adding a large shipment of gear.
Bulk Print Jobs
If you need to regenerate QR codes for many items at once, Find Boxes queues bulk print jobs in the background. You can view the status of all print jobs and download the resulting sheets from the QR print jobs page.
Searching Inventory
The inventory search works across item names, friendly names, and tags. Results are scoped to your organization's items plus any global catalog items shared across all organizations.
- Search from the main inventory list or inline from anywhere a pick list appears.
- Filter by category, storage room, or tag from the inventory list page.
- The global search bar (top of every page) searches items along with projects, orders, and other records simultaneously.