A catalog, a stock ledger across locations, orders, seven store connections, accounting and shipping — on its own or beside the store that already sells.
Karmaflow.ai keeps a product catalog, the stock on hand at each of your locations, the orders that move it, and a ledger of every change — and lets the same AI agents that answer your phone, chat and texts look up a product, check stock and take an order. It runs on its own for a business with no online store, or beside Shopify, WooCommerce, BigCommerce, Square, Etsy, eBay or Amazon, where the first decision is simply who owns the count. Orders post to QuickBooks or Xero when you choose, labels come from EasyPost or ShipStation, and the CRM sees it all: a contact's orders, a deal's products, an estimate that becomes an order.
flowchart LR
shop[Online stores<br/>Shopify · WooCommerce · BigCommerce<br/>Square · Etsy · eBay · Amazon] <-->|products · stock · orders| sync[Store sync<br/>webhooks + catch-up poll]
sync --> catalog[Catalog<br/>products & variants]
sync --> ledger[Stock ledger<br/>one row per change]
csv[CSV / Excel import] --> catalog
ui[Products, Stock, Orders pages] --> ledger
agents[Voice · chat · SMS · email · task agents · MCP] -->|search, check stock, order| ledger
ledger --> levels[Levels per location<br/>on hand · reserved · incoming]
levels --> reorder[Reorder plan]
reorder --> po[Purchase orders]
po -->|receive| ledger
levels --> triggers[Workflow triggers & alerts<br/>low stock · out · back in stock]
ledger --> ai[AI: draft copy, categorise,<br/>explain the plan, brief me]
ledger --> books[QuickBooks · Xero<br/>invoices · bills · credit notes]
crm[CRM: contacts · deals · estimates] -->|orders| ledger
| Area | What it carries | Where |
|---|---|---|
| Products & variants | Name, description, category, tags, brand, supplier, images; each variant has a SKU, barcode, price, compare-at price, cost, weight and its own reorder point | Inventory → Catalog → Products |
| Locations | A warehouse, a shop floor, a van — every level and movement names one | Inventory → Setup → Inventory Settings |
| Stock levels | On hand, reserved, available and incoming per variant and location, with a running ledger of every receive, sale, count, transfer and adjustment | Inventory → Catalog → Stock |
| Reorder plan | What to order, how much and how urgently, from the sales pace, lead time and safety days — drafted straight into purchase orders | Stock → Reorder plan |
| Sales orders | From the UI, your agents, your stores, deals, estimates and Workiz jobs in one list; each line reserves and then deducts stock at the moment you choose, ships in part or in full, waits on back-order, comes back as a return | Inventory → Orders → Sales orders |
| Purchase orders | What is on order from suppliers, with freight and duty spread into the landed cost; receiving puts units into stock through the ledger, by lot or serial where tracked | Inventory → Orders → Purchase orders |
| Costing and depth | Average or FIFO cost, cost of goods on every sale; bundles, assemblies with builds, lots with expiry, serial numbers, bins, scanned counts and barcode labels | Inventory → Catalog → Stock and each product |
| Prices and tax | Price lists with volume tiers or a percentage off, assigned to contacts, companies or tags; tax rates by where the order ships | Inventory → Setup → Price lists & tax |
| Reports | Sales and margin, stock that is not moving, ABC classes and turnover, with CSV | Inventory → Orders → Inventory reports |
| Stores | Shopify, WooCommerce, BigCommerce, Square, Etsy, eBay and Amazon: products, stock and orders in the directions you choose, real-time webhooks where the platform sends them and a scheduled catch-up | Inventory → Setup → Stores |
| Accounting & shipping | QuickBooks Online or Xero for invoices, bills and credit notes, posted when you choose and never twice; EasyPost or ShipStation for rates, labels and delivery tracking | Inventory → Setup → Accounting & shipping |
| AI assistance | Product copy drafts, category suggestions, import column mapping, a narrative over the reorder plan and a stock brief — on demand, with two opt-in automations | Throughout, marked with a sparkle |
Every change to stock is a row in the ledger that says what moved, how much, who did it and from where — a person on the Stock page, a chat agent taking an order, a Shopify webhook, a purchase order being received. The level is only ever the sum of its rows, so two agents selling the last unit at the same moment cannot both succeed: the second one is refused with the figures, and the customer hears "we have one left" rather than a promise the business cannot keep.
available is what can be sold now (on hand minus what open orders have reserved). incoming is what is on order from a supplier and not here yet — the agents are told never to promise it.
Connect a store — Shopify, WooCommerce, BigCommerce, Square, Etsy, eBay or Amazon — and choose who owns the count:
Products, stock and orders each have their own direction (pull, push, both or off), webhooks bring changes in within seconds, and a scheduled sync catches anything a webhook missed. A product edited on both sides between syncs keeps the local change on the fields you touched and takes the store's on the rest.
Twenty-three inventory tools are available to every agent type and over MCP: search the catalog, check stock and what this customer pays, take, ship, edit and look up orders, record a return, find a serial number, list back-orders and expiring lots, build an assembly, adjust and transfer stock, draft and receive purchase orders, ask for reorder suggestions and run a report. A voice agent asked "do you have the blue one in medium?" answers from the live level; a chat agent can take the order and reserve the units; a task agent can draft the week's purchase orders. Every write carries the conversation it came from, so the ledger row links back to the call or chat.
The arithmetic — what is available, what crosses a reorder point, how much to order — is fixed and the same for everyone. The AI writes around it: a product description from the record (listing what it had to assume), a category and tags for a batch of imported products, a column mapping for a spreadsheet nobody labelled, a buyer's summary of the reorder plan ("the two urgent lines, and the one that looks odd"), and a morning brief over the ledger. Nothing it writes is saved until you apply it, and what it wrote is marked on the product.
Two automations are a choice, off by default: draft a description for a product a store import brings in with none, and suggest a category and tags for every imported product that has none.
A contact's page lists their sales orders with a one-line total per currency; a deal carries product lines with live stock and becomes an order in one click; an estimate with catalog lines becomes an order, and an order becomes the contact's invoice, linked both ways. Products and orders turn up in global search, and a Workiz job that is marked Done can take the parts it used out of stock. See Inventory in the CRM.
A business with a shop and a phone line stops keeping two counts. A business with no storefront gets a catalog its agents can quote from. A buyer opens the reorder plan instead of a spreadsheet, reads one summary, ticks the lines and has the purchase orders drafted.
Start with Getting Started with Products & Inventory, then Products, Stock and the Reorder Plan, Sales and Purchase Orders, Price Lists, Tax and Inventory Reports, Connecting an Online Store, Accounting and Shipping Partners, Inventory in the CRM and AI Assistance and Agent Tools. The agent tools reach every channel described under Voice Agents, Chat Agents and SMS Agents, and the triggers plug into Orchestrations.
Ready to work in it? Sign in to Karmaflow.ai and open Inventory → Catalog → Products.