How Inventory Updates Work in ARI
ARI automatically keeps your parts and tires inventory in sync with your invoices. When you add parts to an invoice, save it, convert between estimates and invoices, void, or delete, your stock numbers update accordingly. No manual adjustments needed.
Here is exactly how it works, when it kicks in, and what to keep in mind.
💡 The Basic Rule
Only invoices affect your inventory. Estimates never do.
When you add a part to an estimate, your stock stays the same. The moment that the document becomes an invoice and gets saved, ARI deducts those parts from your inventory. If you convert it back to an estimate, ARI (Auto Repair Software)offers to add them back.
When Does Inventory Update?
1. Saving an Invoice
Every time you save an invoice, ARI calculates what has changed since you last saved:
- Added a part? That quantity is deducted from stock.
- Increased the quantity? The difference is deducted.
- Decreased the quantity? The difference is added back.
- Removed a part? The full quantity is restored to stock.
ARI only applies the difference—not the full quantity every time. For example, if you previously saved an invoice with 3 oil filters, then edit it to 5, only 2 additional filters are deducted.
2. Converting an Estimate to an Invoice
When you convert an estimate to an invoice (via the Job Card or Settings page), ARI asks:
“Would you like to update your inventory by subtracting the parts on this invoice?”
If you confirm, the full quantity of every part is deducted.
3. Converting an Invoice to an Estimate
ARI will ask:
“Would you like to add the parts back to your inventory?”
If you confirm, every part’s full quantity is restored to your stock since the document is no longer a finalized invoice.
4. Voiding, Writing Off, or Refunding
When you change an invoice’s status to Voided, Written Off, or Refunded, ARI prompts:
“Considering this status change, would you like to add the parts back to your Inventory?”
If confirmed, all parts return to stock. The logic is simple: if the invoice is no longer valid, the parts should be available for other jobs.
5. Deleting an Invoice
When you delete an invoice, ARI automatically restores all parts to inventory. The confirmation message will state: “Any used parts will be returned to your inventory!”
- Note: Deleting an estimate has no effect on inventory.
Key Features
Both Parts and Tires
All logic applies equally to your Materials/Parts inventory and your Tires inventory. Both are updated in the same operation.
Low Stock Detection
When a part’s stock drops to zero or falls below your set minimum threshold, ARI automatically flags it. This works in real-time—no separate checks required.
Location of Conversion
Whether you convert from the Job Card or the Settings page, the rules are the same, with one minor timing difference:
- From the Job Card: The prompt appears immediately.
- From the Settings page: The adjustment is deferred until you hit Save. This ensures the adjustment reflects your final, finished part list.
⚠️ Known Limitations
- Unsaved edits during conversion: If you change quantities and then convert before saving, the adjustment is based on what is currently on screen.
- Leaving without saving: If you change the document type via Settings but navigate away without saving, the inventory adjustment may be skipped.
- Offline timing: If you lose connection during a type change, a brief mismatch may occur until the device syncs back with the server.
Quick Reference Summary
| Action | Inventory Effect |
| Save an Invoice | Deducts/restores based on the difference since the last save |
| Save an Estimate | No effect |
| Estimate ➔ Invoice | Prompts to deduct all parts |
| Invoice ➔ Estimate | Prompts to restore all parts |
| Void / Write Off / Refund | Prompts to restore all parts |
| Delete an Invoice | Automatically restores all parts |
| Delete an Estimate | No effect |
Your inventory stays accurate without extra work. Add parts to invoices, save, and ARI handles the rest.
