How Do I Set Up Stock Tracking for my Products?

How to Set Up Inventory Tracking in PhotoBiz ECommerce

Overview

PhotoBiz ECommerce includes inventory tracking tools that help you manage how many products you have available for sale. This is helpful when you sell physical products, limited edition artwork, albums, prints, gift items, or any product with a limited quantity.

When inventory tracking is enabled, PhotoBiz uses the stock quantities you enter to control how many items customers can purchase from your website. If a product or product option sells out, your website will display it as Out of Stock so customers cannot continue purchasing that item.

This guide walks you through how to turn on stock tracking for a product, how to track inventory for product options, and where to review your current stock levels.

Prerequisites

Before you begin, make sure you have:

An active PhotoBiz account
ECommerce enabled on your account
At least one product created in your ECommerce dashboard
Your available stock quantities ready to enter

PhotoBiz Website packages include up to 1,000 SKUs. If you need more, you can purchase additional SKUs in blocks of 1,000.

Each tracked product or product option uses a SKU. Products with multiple tracked options may use more than one SKU.

STEP ONE

This opens your ECommerce dashboard, where you can manage products, orders, payments, shipping, taxes, and inventory settings.

STEP TWO

At the top of your ECommerce dashboard, hover over SELL ONLINE.

In the dropdown menu, click PRODUCTS.

This opens your product list, where you can view and manage the products available in your online store.

STEP THREE

Click the name of the product you want to track inventory for.

This opens the product settings, where you can edit product details, pricing, images, options, shipping settings, and stock tracking.

STEP FOUR

Click the STOCK tab in the product settings.

This section allows you to turn on inventory tracking for the product. You can track one overall quantity for the product, or you can track separate quantities for different product options.

Use product-level tracking when the item has one total quantity. Use option-level tracking when each variation needs its own quantity.

STEP FIVE

Choose whether this product has multiple options with limited quantities.

If your product does not have variations, leave the option set to No. This is best when you are tracking one total quantity for the product.

If your product has options that need separate inventory amounts, switch the option to Yes when asked, Does this product have multiple options with limited quantities?

This is helpful for products that come in limited sizes, colors, finishes, materials, editions, or other variations.

STEP SIX

When your stock quantities are entered, click Start Tracking Stock.

Your product inventory is now being tracked in PhotoBiz. Inventory limits do not apply until you click Start Tracking Stock.

Your website will use the quantities you entered to control how many items customers can purchase. If a product or option sells out, customers will see Out of Stock on the product page.

FINAL STEP

When your stock quantities are entered, click Start Tracking Stock.

Your product inventory is now being tracked in PhotoBiz. Your website will use the quantities you entered to control how many items customers can purchase.

If a product or option sells out, customers will see Out of Stock on the product page.

How to Check Your Inventory Levels

You can review your inventory levels at any time from the ECommerce tracking tools.

Go to the TRACKING section of your ECommerce dashboard and click the STOCK tab.

This area gives you an overview of available stock quantities across your products, so you can monitor inventory and restock items as needed.

Updating Stock After Tracking Is Enabled

Orders placed through your PhotoBiz website will reduce your stock quantities automatically.

If you sell products outside your website, such as through in-person sales, studio orders, events, or phone orders, you will need to update your stock quantities manually. This helps keep your online inventory accurate and prevents customers from ordering more items than you have available.

You can return to the product’s STOCK tab to review or update quantities as your inventory changes.

What Customers See

When inventory tracking is enabled, your online store automatically adjusts product availability based on your stock levels.

Customers may see:

A limited quantity dropdown based on the number of items available
Fewer purchase options when certain variations are low in stock
An Out of Stock message when a product or option is no longer available

This helps prevent customers from ordering products or options that are no longer available.

Additional Options and Helpful Notes

You can use inventory tracking for many types of products, including:

Fine art prints
Limited edition artwork
Albums
Frames
Gift items
Physical products
Products with size, color, finish, or material options

If you want to track inventory by size, color, finish, material, or another option, make sure those product options are added to the product before setting up stock tracking.

If you use product options, make sure each tracked option has the correct quantity and SKU. This helps keep your product inventory organized and accurate.

Inventory tracking works best when you update your stock levels regularly, especially after any sales that happen outside your PhotoBiz website.

Troubleshooting and FAQs

Why do I need a SKU?

A SKU is a unique identifier for a product or product option. PhotoBiz uses SKUs to track inventory accurately.

PhotoBiz automatically generates SKUs by default, but you can replace them with your own custom SKU numbers if needed.

What happens when an item sells out?

When an item reaches zero available stock, customers will see Out of Stock on the product page and will not be able to purchase that item.

Can I track inventory for different product options?

Yes. If your product has limited quantities for different options, such as sizes, colors, covers, or finishes, you can enable option-level stock tracking and enter a separate quantity for each option.

Where can I see all of my stock levels?

You can view your inventory by going to the TRACKING section of your ECommerce dashboard and clicking the STOCK tab.

Do website orders update inventory automatically?

Yes. Orders placed through your PhotoBiz website will reduce stock automatically when inventory tracking is enabled.

Sales made outside your website must be updated manually.

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