Know what you have, always
28 categories, multi-location tracking, and purchase orders in one system
Hospio360 tracks stock across every hotel department — from kitchen supplies to guest amenities to maintenance parts. Purchase orders, goods receiving with quality control, stock takes, and movement tracking all built in.
Key capabilities
28 product categories from Fresh Food to HVAC Supplies — with SKU, barcode, batch, expiry, and serial number tracking
Purchase orders with per-item discount, tax, specs, shipping costs, and supplier management
Goods receiving (GRN) with quality inspection — damage assessment, packaging condition, and rejection reasons per item
Stock takes with three audit types — Full, Partial, and Cycle Count — with variance tracking and stock freeze option
A product catalog built for hotel complexity
Hotels consume a staggering variety of supplies. Fresh food and frozen goods for the kitchen. Alcoholic and non-alcoholic beverages for the bar. Cleaning and laundry supplies for housekeeping. Guest amenities, linens, and minibar items for rooms. Electrical, plumbing, and HVAC parts for maintenance. Stationery and office equipment for admin.
Hospio360 organizes all of this into 28 categories. Each product has a SKU, optional barcode, name, description, brand, manufacturer, category, subcategory, and tags. Units are configurable — pieces, kilograms, liters, bottles, boxes, cartons, rolls, or any of 25 unit types. Set a base unit and purchase unit with a conversion factor for items bought in bulk but consumed individually.
Advanced tracking lets you enable batch numbers, expiry dates, serial numbers, and perishable flags per product. Set min stock level, max stock level, and reorder quantity. The system uses FIFO valuation by default.
Purchase orders with full financial detail
Creating a purchase order starts with selecting a supplier and expected delivery date. Optionally add a requisition number, quotation number, payment terms, and payment method. Then add items — select each product, enter the quantity, unit, unit price, per-item discount percentage, tax rate, and any specifications or notes.
The PO calculates subtotals per item after discount and tax. Add shipping costs and other charges at the order level, plus a global discount percentage. Include delivery address, delivery instructions, terms and conditions, external notes for the supplier, and internal notes for your team.
Suppliers are managed in a dedicated page with name, email, phone, and linked products. Add suppliers one at a time or bulk upload via Excel. When you create a PO, the supplier's details and product pricing are pre-loaded.
Goods receiving with quality control at the door
When a delivery arrives, create a Goods Receipt Note. Select the supplier, optionally link to a purchase order, choose the storage location, and set the receipt date. Record the supplier invoice number, delivery note number, who delivered it, and the vehicle number.
For each item, enter the quantity received and quantity accepted. If they do not match, the system tracks the discrepancy. Expand the quality control section per item to log batch number, serial number, manufacture date, expiry date, quality status and notes, rejection reason, damage details, and packaging condition. Flag items as damaged or expired with checkboxes.
This is not a simple count-and-confirm. It is a full receiving inspection that catches problems before they reach your guests or your kitchen.
Stock takes, movements, and real-time levels
Run stock audits in three modes: Full (count everything), Partial (count selected items), or Cycle Count (rotating subset). Each audit records the storage location, scheduled date, supervisor name, counter name, and acceptable variance percentage. Enable stock freeze to prevent movements during the count.
The stock movements page tracks every change: purchase receipts coming in, issues going out, transfers between locations, and write-offs. Each entry shows the movement number, type, product with SKU, from and to locations, quantity (color-coded green for inbound, red for write-offs), date, and who performed it. Click any product to see its full movement history.
Stock levels are viewable across all locations with filters for stock status (All, Low Stock, Out of Stock), category, and search. Export as CSV, PDF, or Excel. The product catalog dashboard shows total products, active products, inactive products, and low stock count at a glance.
Why hotels choose Hospio360 for inventory
Never run out
Set min and max stock levels per product. The system flags Low Stock and Out of Stock items so you reorder before guests notice.
Quality at the door
When a delivery arrives, log quantities received vs accepted, check batch numbers and expiry dates, note damage, and reject items — all in the GRN form.
Movement audit trail
Every stock movement — purchase receipt, issue, transfer, write-off — is logged with who did it, when, and which locations were involved.
See inventory in action
Free 14-day trial. No credit card required. Set up in minutes.
Start free trial
