June 30, 2024

How to Use Airtable for Inventory Management

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Airtable combines the simplicity of a spreadsheet with the complexity of a database, making it an ideal tool for inventory management. Whether you're running a small business, managing warehouse stock, or just keeping track of personal collections, Airtable's flexibility and user-friendly interface can be tailored to suit your needs.

Getting Started with Airtable

First and foremost, sign up for a free Airtable account. Once you're logged in, you'll be prompted to create a new base—a starting point for your data collection. You can start with a blank base or select a template from Airtable's template gallery. For inventory management, look for templates related to product tracking or asset management to get a head start.

Setting up Tables

An Airtable base is made up of tables, which are similar to worksheets in a spreadsheet. Create separate tables for different types of information you want to track, such as 'Products,' 'Orders,' 'Suppliers,' and 'Customers.'

Designing Fields

In the 'Products' table, design fields that reflect the details you want to track: product name, SKU, category, quantity in stock, restock level, price, supplier, etc. With Airtable, you can choose from various field types, including single-line text, multi-select dropdowns, dates, checkboxes, and more. Attachments and links between tables are also options—for example, linking a product to its supplier information.

Establishing Views

Customize views within each table to display your data in different formats: grid, calendar, Kanban, and gallery views are available. You might use the grid view for data entry and the Kanban view to see stock levels at a glance.

Implementing Filters, Groups, and Sorts

Use filters to hide irrelevant data, such as all items that are above the restock level. Group records by categories like 'Product Type' to streamline the organization, and sort your inventory based on criteria such as 'Lowest Quantity' first to identify which items need restocking.

Automating Processes

Airtable lets you set up automation for repetitive tasks like sending email alerts when a product's stock falls below a certain level or when it’s time to place an order with the supplier.

Analyzing Data

With Airtable's built-in functions and the ability to create custom formulas, you can crunch numbers to analyze your inventory, such as total value, average cost, and sales trends.


Airtable can integrate with other apps through Zapier or Airtable's own API, connecting your inventory management system with other tools like accounting software, sales platforms, and more for seamless operations.

Frequent Updates and Collaboration

Regularly update your inventory to reflect real-time stock levels and collaborate with your team by sharing your base and assigning tasks. Airtable offers different permission levels to maintain control over who edits data.

By following these steps, you'll have a dynamic, interactive inventory management system tailored precisely to your needs. Airtable's scalability ensures it grows with your business, providing powerful ways to organize, track, and analyze your inventory effectively.

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