Xero inventory: items and stocktakes
Xero keeps the products you buy and sell as items and updates their stock levels as bills, invoices and credit notes are approved, with each movement flowing through to your accounts. We set up your items, bring in an existing item list, record your stocktake counts as adjustments and check that quantities move as they should. The details below are from Xero's own page.
What we do with inventory in Xero
- Set up each product you buy and sell as an item with its description and price, or import your existing list from a CSV file.
- Check that approved bills, invoices and credit notes move each item's stock level, and follow up any quantity that looks wrong.
- Record your stocktake counts, and any lost or damaged stock, as adjustments in Xero.
- Keep an eye on the size of your item list against what Xero manages itself, and tell you when an inventory app from the Xero App Store is worth a look.
- Show your team how to add saved items to quotes, invoices and purchase orders, and how to record an adjustment.
How we set up inventory in Xero
- 01
List your products
We go through what you buy and sell and agree which products Xero should track as items.
- 02
Load the items
We set up each item, or import your list from a CSV file, with its description and price.
- 03
Count and adjust
After your stocktake, we enter the counts you give us as adjustments, so Xero starts from your actual quantities.
- 04
Train the team
We show your team how stock moves with each bill and invoice, and how to record the next count.
Xero inventory: what Xero states
| What it lists | As published |
|---|---|
| Most items you can manage natively in Xero | 4,000 finished items |
| Stock features beyond the built-in tools | Added through apps that connect with Xero |
| When stock levels update | As you approve bills, invoices and credit notes |
| How stock links to the accounts | Each stock movement flows through to your accounts |
| After a stocktake or damaged goods | An item's quantity, average cost and total value can be adjusted |
| Saved item details | Fill in the price and description on quotes, invoices and purchase orders |
| Importing and exporting item details | As a CSV file |
Source: Xero Limited, Inventory Management Software. Checked 16 Oct 2026.
General information