Skip to main content
Inventory management in the HoopAI platform allows you to track how many units of each product variant you have available, control what happens when stock runs out, and maintain accurate SKUs for every item in your catalog. Inventory is tracked at the variant level, meaning each size, color, or format combination has its own independent stock count.

​
Accessing inventory management

Navigate to Payments > Products and select Inventory from the dropdown menu (or the sub-navigation). The Inventory page displays all products and their variants in a single table view, giving you a centralized location to review and update stock levels without opening each product individually.

​
Inventory table overview

The inventory table shows:
  • Product name — the name of the parent product
  • Variant — the specific variant (e.g., “Blue / Large” or “Standard”)
  • SKU — the stock-keeping unit identifier. Products without an assigned SKU display as “NO SKU.”
  • Available quantity — current units in stock
  • Continue selling when out of stock — whether the product remains purchasable after reaching zero inventory

​
Updating stock quantities

To update the inventory quantity for a variant:
  1. Find the variant in the Inventory table. Use the search bar to filter by SKU or product/variant name.
  2. Click the quantity field for that variant and type the new value.
  3. Click Save (or apply changes) before navigating away. The platform will prompt you to save or discard if you attempt to leave with unsaved changes.
You can update multiple variants in sequence and save them all at once with a single Save action.

​
SKUs (stock-keeping units)

A SKU is a unique alphanumeric identifier you assign to each product variant for tracking purposes. SKUs help you:
  • Match physical inventory counts to platform records
  • Identify specific variants quickly in the inventory table
  • Integrate with third-party fulfillment and shipping tools that require SKU references
  • Track which specific variants are selling fastest
Assign SKUs when creating or editing a product variant. SKUs must be unique across your catalog — duplicate SKUs will cause conflicts when exporting orders or integrating with fulfillment software.

​
Sold-out behavior

When a variant’s inventory reaches zero, the platform has two possible behaviors, controlled by the Continue selling when out of stock toggle at the variant level: Toggle OFF (default): When the inventory hits zero, the variant is marked as sold out on the product page. The “Add to Cart” button is replaced with a “Sold Out” indicator, and customers cannot purchase that variant. The variant remains visible on the product page so customers can see it exists, but they cannot add it to their cart. Toggle ON: The variant remains purchasable even when inventory is zero or below. The platform will allow purchases and the inventory count will go negative. This is useful for made-to-order products, print-on-demand items, or situations where you know you can fulfill the order regardless of the tracked count.
Setting “Continue selling when out of stock” to ON does not automatically fulfill orders or alert suppliers. It only controls whether the platform allows the purchase. You are responsible for managing the actual fulfillment of orders placed when inventory is technically depleted.

​
Enabling inventory tracking

Inventory tracking is enabled per variant. When creating or editing a product:
  1. Navigate to Payments > Products and open the product.
  2. Click on a variant to open its configuration panel.
  3. Find the Inventory section.
  4. Toggle Track quantity to ON.
  5. Enter the starting quantity.
  6. Set the Continue selling when out of stock preference.
  7. Save the variant.
If inventory tracking is turned off for a variant, no stock count is displayed or enforced — the variant is always available for purchase.

​
Inventory in abandoned cart emails

When a customer abandons a cart and later returns via the recovery email link, the platform checks current inventory status. If a previously carted item is now out of stock, the system automatically removes it from the recovery cart view and displays a “Remove item” prompt. This prevents customers from completing a purchase for items you can no longer fulfill.

​
Inventory and the product detail page

On the storefront, sold-out variants are visually indicated to customers:
  • The variant selector (e.g., a size or color grid) may show sold-out variants as grayed out or crossed through, depending on your store theme.
  • If all variants of a product are sold out, the “Add to Cart” button is replaced with a “Sold Out” message.
  • Customers can still view the product page and its details even when all variants are sold out.

​
Best practices for inventory accuracy

  • Start with accurate counts: Enter real inventory quantities when setting up products. If you are not tracking inventory precisely, leave tracking off to avoid false sold-out displays.
  • Use SKUs consistently: Assign SKUs before you start receiving orders so every transaction is traceable to a specific variant.
  • Reconcile regularly: After fulfillment runs, cross-reference your physical stock count against the platform inventory table and correct any discrepancies.
  • Audit before promotions: Before running a sale or sending a promotional email, verify that your inventory levels reflect actual available stock to avoid overselling.
If you use a third-party fulfillment partner (like Printful or Shippo), coordinate with them on how inventory counts are managed. Some integrations update the platform inventory automatically; others require manual reconciliation.
Last modified on March 5, 2026