Inventory Products Overview and FAQs

The Audit Log and Yard Locations feature/steps shown below are coming soon. If you don't have access to Yards in your ServiceCore account yet, you will in the near future. 

Products in ServiceCore represent every type of inventory your business owns and rents to customers. Each product can be tracked as a bulk quantity or itemized with individual serial numbers, depending on how closely you need to monitor each unit. 

You can organize products into categories, assign them to yards, view where they're located on a map, and check availability across your schedule. 

Keeping your products set up accurately from the start makes scheduling, tracking, and billing faster and more reliable as your business grows.

Before You Start

Here are some things you should know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• Product names must be unique.
• As a best practice, we recommend that you set up and use Inventory Categories to organize and manage your products better.
• You cannot delete a product that's associated with a rental or job.
• You CANNOT convert non-itemized products to being itemized or vice versa.
• If you want to remove a product from active use without losing its history, deactivate it instead of deleting it.
• To learn more about itemizing your products, click here.

About Products

A product in ServiceCore represents a type of inventory your business owns and rents to customers, like a single stall portable toilet, an ADA toilet, or a 20-yard dumpster.

Each product is tracked in one of two ways:

• Bulk: You set a total quantity for the product, like 10 standard portable toilets. When a rental is created, ServiceCore pulls from that quantity without tracking which specific unit goes where.
• Itemized (or Serialized): Each individual unit of the product gets a unique identifier so you can track exactly which unit is at what location. This is done by assigning serial numbers, barcodes, or QR codes to each unit. Drivers can scan items during pickups and deliveries to confirm they're handling the right unit.

TIP: Itemizing your products also allows you to geolocate each unit so your drivers find it quickly on every visit.

Products are also assigned to a yard location so you can see how many units of each product are stored at each location. ServiceCore tracks availability for your products across your schedule, showing you how many units are open to rent on any given day.

There are 2 places in your ServiceCore account where you can view, add, and edit your products:

1. In your main Settings area under Inventory.
   
   
2. In your main Rentals area under Inventory.
   
   

Regardless of where you view a product from, you'll see the same information and management options in the product's details page.

Add a Non-Itemized Product via Web Browser

As your business grows you may start offering new products for rent to your customers that you haven't previously offered. 

In order for you and your team to start creating and managing rentals for those new products, you'll need to add them to your ServiceCore account.

There are 2 ways to add products:

1. From your web browser.
2. From the mobile app.

To add a new product without tracking individual units from your web browser, watch the video above or follow the instructions below:

1. From either your Settings or Rentals area, click "Add Product". (See above screenshots.)
2. Give your product a name, like 10 Yard Dumpster.
3. Add the Brand, if needed.
   
   TIP: This can be helpful if you have different brands of products that you'd like to track things like usage or customer satisfaction for. You'll want to add separate products for each brand to report on them efficiently.
4. Add the Size, if needed.
   
   TIP: This can be helpful if you have different sizes of products that you'd like to track things like usage or customer satisfaction for. You'll want to add separate products for each size to report on them efficiently.
5. If you've set up inventory categories, select the appropriate category for this product.
6. Add a Description, if needed.
7. Click "Edit Product Quantity" to add the total number of units available for rent and select the yard they're stored at. 
   
   
8. By default, the product you're adding will include 1 unit. Use the - or + button to increase or decrease the amount of units until you have the right Total Units number. You can also type in the total number.
9. Select the yard this product is physically stored at between rentals.
10. Select the reason for adding this product from the available options.
11. Add any additional notes, if needed.
    
    TIP: If you select 'Other' as your reason, you'll probably want to leave a clarifying note on what 'Other' actually means in your business for this product. This'll help you and your team keep track of everything properly in the future.
12. Click "Confirm" to save the product's details.
    
    
13. Click "Save" at the bottom to save and add this product to your main list.
    
    

Add an Itemized Product via Web Browser

As your business grows, you may start offering new products for rent to your customers that you haven't previously offered. 

In order for you and your team to start creating and managing rentals for those new products, you'll need to add them to your ServiceCore account.

There are 2 ways to add itemized products:

1. From your web browser.
2. From the mobile app.

To add a new product with individual units from your web browser, just follow the instructions below:

1. From either your Settings or Rentals area, click "Add Product". (See above screenshots.)
2. Give your product a name, like 10 Yard Dumpster.
3. Add the Brand, if needed.
   
   TIP: This can be helpful if you have different brands of products that you'd like to track things like usage or customer satisfaction for. You'll want to add separate products for each brand to report on them efficiently.
4. Add the Size, if needed.
   
   TIP: This can be helpful if you have different sizes of products that you'd like to track things like usage or customer satisfaction for. You'll want to add separate products for each size to report on them efficiently.
5. Check the Itemized Product box to indicate that you'll be itemizing this product.
6. If you've set up inventory categories, select the appropriate category for this product.
7. Add a Description, if needed.
8. Click "Save" at the bottom to save and add this product to your main list.
   
   
9. Click "Add Item" from the product's details page and fill out the form. Repeat this step until all units have been added to the product.
   
   TIP: For more detailed instructions on adding items to a product, please click here. You'll associate each individual item with a yard instead of the high-level product.
   
   

Product Details Page

After you add a new product or click on one from your list of products, you'll land on its details page.

Products' details are split into 4 or 5 different sections depending on whether it's itemized or not.

Items

This section will only appear if the product has been itemized and has individual units to track. 

You'll see each individual unit listed here along with its main details. To learn more about items, please click here.

In Progress Rentals

This section will only appear if the product or its items are currently associated with a rental.

Each rental will be listed underneath a map that shows each rental location. You can use the options on the right to view the rental or create an invoice for it. 

Clicking on the arrow next to the rental name will show you what items are associated with that rental and their serial number/barcode, if itemized. 

Services

This section will appear regardless of whether you've assigned services to this product.

Services represent the line items your business charges customers for on invoices. Once assigned to a product, these services (line items) can be selected as the rental rates for the product associated with a rental. 

Rental rates track how much you charge for each product and automatically update quantities on invoices whenever units are added or removed from the rental.

Click here to learn more about adding services to your ServiceCore account.

Click here to learn how to assign services to your products.

Durations

This section will appear regardless of whether you've added durations to the services assigned to this product.

Durations are how ServiceCore automatically calculates total service times when creating a driver’s daily route. 

Click here to learn more about service durations.

Audit Log

This section records all product and item movement and changes. This includes pickups, deliveries, purchases, availability adjustments, and transfers, along with who performed each action and when. 

Clicking on an action in the log will show you even more information about the action that was taken. The Audit Log gives you a single place to trace how your product/item counts changed over time so you can identify discrepancies and hold your team accountable without tracking changes manually.

Please Note: Audit log data is available starting from 2/4/26. Activity before that date is not included.

Edit a Product's Quantity or Yard

At some point after you add a product you may want to edit its details, like its total units or the yard it's stored at.

There are 3 ways to edit a product after it's been added:

1. In your main Settings area under Inventory.
   
   
2. In your main Rentals area under Inventory.
   
   
3. In a product's details page using the pencil icon.
   
   

Please Note: The steps to edit a product's quantity differs for itemized and non-itemized products.

Edit a Non-Itemized Product's Quantity

To update a non-itemized product's total units, just follow the instructions below:

1. Click either "Edit Product" or pencil icon, depending on where you're starting from. (See screenshots above.)
2. Click "Edit Product Quantity".
   
   
3. Adjust the total units for this product.
4. Select the yard where those units will be stored at or removed from.
5. Select the reason for adding/removing this product from the available options.
6. Add any additional notes, if needed.
   
   TIP: If you select 'Other' as your reason, you'll probably want to leave a clarifying note on what 'Other' actually means in your business for this product. This'll help you and your team keep track of everything properly in the future.
7. Click "Confirm" to save your changes.
   
   
8. Click "Save" to update your product's total units.
   
   

Edit an Itemized Product's Quantity

Because itemized products are split into individual units, there isn't one specific field to use when adjusting that product's quantity like there is for non-itemized products.

Instead, you'll need to adjust the product's items in order to change the product's quantity. Deleting a unit will reduce the product's quantity by one while adding a new item will increase the product's quantity by one. 

Click here to learn how to add a new item.

Click here to learn how to delete an item. 

Please Note: You cannot delete an item that's associated with a rental or job.

Edit a Product's Yard

To transfer a product or its items from one yard to another, you'll need to either log an internal transfer (no job for a driver to complete) or create a transfer job (a job for a driver to complete, usually upon pick up).

Click here to learn how to transfer a product or its items from one yard to another.

Deactivate a Product

Deactivating a product removes it from new rentals, jobs, and availability charts while keeping it visible in all existing records. You can reactivate a product at any time.

Before deactivating, make sure the product meets the following requirements:

• No services are assigned to the product.
• No active rentals are associated with the product.
• For itemized products, all associated items must be deactivated first.

Deactivate a Non-Itemized Product

To deactivate a non-itemized product, follow these steps:

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Products".
4. Locate the product. 

5. Click the "Deactivate" icon in the Actions column to the right of the product. 

   
   
    

6. Click “Confirm Deactivation”.

   
   

Deactivate an Itemized Product

Since itemized products are made up of individual units, you need to deactivate each item before you can deactivate the product itself.

To deactivate an itemized product, follow these steps:

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Products".

4. Click its hyperlinked Product name.

   
   
    

5. Click the "Items" tab on the Product’s Details page.

6. Click the drop-down menu for an item and select “Deactivate Item”.

   
   
    

7. Select a Reason.
8. Add a Note. (Optional)

9. Click “Confirm Deactivation.”

   
   
    

10. Repeat Steps 6-9 above for each item listed for the product.
11. Once all items have been deactivated, go back to the Products list.
12. Locate the product.

13. Click the "Deactivate" icon in the Actions column to the right of the product. 

    
    
     

14. Click “Confirm Deactivation”.

    
    

Delete a Product

While it's possible to delete your products, we strongly advise against ever doing that because you'll lose important inventory-related data.

Deleting products is permanent and irreversible, even by ServiceCore. Links to the product and its items in related invoices will break, line items on invoices may change to display incorrect information or no information at all, and your product availability may become inaccurate.

Please Note: You cannot delete a product that's associated with a rental or job. If you want to remove a product from active use without losing its history, deactivate it instead.

To delete a product, follow these steps:

1. Click the "Edit Product" or pencil icon for the product you want to delete.
    

   

    

2. On the Edit Product page, click "Delete Product" in the bottom right corner.
   
   
    
3. Click "Confirm Delete".
   
   

You'll no longer see this product listed in your Settings or Rentals areas, or in the yard's details page where it was originally stored.

Frequently Asked Questions (FAQs)

These FAQs address common questions and quick clarifications to help you use this feature with confidence.

Can I Change a Product from Itemized to Bulk, or Bulk to Itemized?

Once a product's type is set, it can't be changed. The best path forward is to create a new product with the correct type, close out all active rentals on the old product, and then deactivate the old product once those rentals are resolved. Click here to learn how to deactivate a product.

Why Can't I Delete an Inventory Product?

ServiceCore prevents deletion when a product has rental history, service associations, or file attachments. This is by design to preserve your historical records. Deactivate the product instead so it hides from new rentals while keeping all history intact. Click here to learn how to deactivate a product.

Why Can't I set my Inventory Quantity to Zero?

ServiceCore requires a minimum quantity of 1 for any active product. If you no longer carry a product, deactivate it rather than trying to set the quantity to zero. Deactivating removes it from active availability and new rentals while keeping your historical records intact. Click here to learn how to deactivate a product.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!