The old way: a spreadsheet last updated three weeks ago.
You have 400 pieces of Navy PC54 in a bin somewhere. You think.
PromoTastic tracks inventory at the bin level, ties stock to purchase orders, alerts you before you run out, and handles DTF prints the same way it handles blank tees. One system for everything in your shop.
The inventory problem
Before
Order comes in. You check the spreadsheet. You check the bin. The bin says 48. The spreadsheet says 12. You text the warehouse. Nobody responds until Tuesday.
Now
Every bin has a real count. Inventory links to the product catalog. On-order quantities track what hasn't arrived yet. You know before you quote.
- Bin-level location tracking
- DTF and apparel in one system
- Reorder alerts before stock-out
- One record per product across every module
What other inventory tools miss.
Each one solves a problem you've been working around for years.
Bin 14, third shelf. Not "somewhere in the back."
Inventory tracked at the bin level. When orders reach ready-for-production, staff generate a guided pick list sorted by bin number. Walk the warehouse in order, check off each item, and the system marks units as allocated. Short picks are logged. Completing a batch transitions orders directly to in-production. Two people can pick at the same time. The system keeps them out of each other's stock automatically.
Without guided picking, warehouse staff walk back and forth, miss items, and don't have a clear handoff to production.
Your DTF transfers are inventory too.
A separate inventory view for DTF prints and heat transfers. Each design-size combination is tracked as a distinct item with a thumbnail of the artwork. When you print a batch of 50, add them to stock. When an order consumes transfers, they're deducted. DTF stock alongside blank stock on the same screen, with the same color-coded indicators.
No competitor has DTF-specific inventory. This was built by a shop that actually runs DTF, for shops that run DTF.
The alert fires at 15 units, not at zero.
Set a reorder threshold per item. When stock drops to that level, a badge appears in the navigation -- not an email, not a daily digest, a live counter you see every time you open the app. Click it: which items are low, current QOH, threshold, and what's on order. Quick action: "Add to On Order." The alert clears when you receive new stock.
Distributors discover stock-outs when an order can't be filled. This surfaces the problem days earlier.
Your inventory and your catalog are the same record.
The PC54 Navy M in your inventory is the same PC54 Navy M in your catalog. One record, referenced everywhere. Change the description in your catalog and inventory reflects it instantly. No duplicate data, no "Navy" vs "NAVY" mismatches, no sync jobs running overnight hoping nothing breaks. Custom items like pre-decorated one-offs switch to freetext mode when they don't map to a catalog product.
Competitor tools copy product data into every module and hope the copies stay in sync. PromoTastic doesn't copy -- it links.
Just placed a PO by email. Record it in 20 seconds.
Not every PO goes through the formal workflow. Sometimes you call SanMar. The On Order modal lets you record it in 20 seconds: style, color, size, quantity, expected date. Quick-add buttons for common quantities. The on-order count shows immediately in the inventory table. When the shipment arrives and you receive it, On Order drops and QOH increases.
The modal mirrors how production staff already use the Take/Put quantity adjustments.
A day with Inventory
This is what Wednesday looks like when your stock runs itself.
- 7:30
Morning stock check
Reorder alert fired overnight for Navy PC54 L. You log a PO before your first client call.
- 9:00
Order comes in
Client needs 48 white shirts. Inventory shows 52 in Bin 4. Order confirmed with confidence.
- 11:45
Shipment arrives
Receive 144 units. System updates bin counts and clears the on-order quantity.
- 3:15
Pick list for afternoon production
Three orders going to production. Pick lists show exact bins and quantities for each.
Questions about Inventory
If you carry any client-specific blanks in bulk, or if you run DTF transfers in batch, inventory tracking pays off quickly. If you truly order fresh for every job, the module is there when you're ready.
PromoTastic enforces uniqueness on style number + color + size using case-insensitive matching. 'M', 'SIZE M', and 'm' are treated as the same size. Duplicates are caught at entry, not discovered during a pick.
Inventory and orders share the same product records. When an order is created, available inventory is visible. When stock arrives and is received, on-order quantities update automatically.
Inventory connects with
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