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Level 2

Using QB to track in house items.

My client has a 40 unit SRO (Single Room Occupancy) Hotel. An SRO, for those who do not know, acts similar to a hotel except there are shared bathrooms and a shared kitchen.  Some occupants are residential; some are tourists/transient.  The rooms mostly come furnished (except for residential tenants who decide to bring their own).  We have a cleaning staff who has supplies and we provide linens, etc.   We are also not as formal as a hotel. I am familiar with QB and the way it works. 


I am looking for an app or a way to use QB online to my advantage.  That is to somehow "track" (I use that loosely) the furniture, supplies, and linens.  


Supplies: We buy a bulk amount each month.  It is not sold, and we use about 90% of whatever we buy each month.  So it's not inventory.  I could use the non-inventory item but is there a report or a way, even if I export and manipulate it some, to print what I purchased and use it to give to staff for quicker ordering? Right now we use an excel sheet.  Would PO's work?


Linen:  We buy linens and store them every.  Do any hospitality members have tips on how to keep track of them.  For example, I purchased a bulk amount of blankets.  They were received, and now I don't know which rooms have them, if I have any left to use, etc.  Again, is there any way to use QB to help me with this? The value of these is not necessarily an inventory/asset item; more consumables that are fully expensed. 


Furniture: I'd like to keep track of what furniture we have.  Not so much for Balance Sheet purposes as some of it is bought and expensed.  But to assist in knowing where the furniture is located.  Is there a way for QB to help with this?


I realize this isn't really something QB does and the solution to my question is probably going to require some creativity.  But that is why I am coming to the community. 


Thanks so much!

1 Comment
QuickBooks Team

Using QB to track in house items.

I appreciate the complete details about your concern, @dswazes.


You can record your furniture, supplies, and linens as Non-Inventory items and assign a location on it. I can guide you on how to do it.

  1. Go to the Sales menu.
  2. Select the Products and Services tab.
  3. Click the New button.
  4. Choose Non-Inventory.
  5. Enter the item details.
  6. Click Save and Close

You can read through this article for more detailed steps: Track your services or non-inventory items.


Meanwhile, you can visit our Quickbook Online app center and check for a supported third-party application that offers the same tracking features you want. For more insights, you can check this article: Find apps.


To visit QuickBooks Online’s app center, here’s how:

  1. Login to your QuickBooks Online account.
  2. Go to the Apps menu.
  3. Type in the clue word of the specific app you're looking for.
  4. Click the magnifying glass to search.

Leave your comments below if you have other questions. I'm just a few clicks away.

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