Know who changed what, and when

What a history line looks like

Open any item and its history sits underneath the counts, newest first. A busy morning on one item might read like this:

Quick repeated taps stay readable: if the same person presses +1 five times within a minute, the history shows a single +5 line rather than five separate ones. Edits and changes that carry a reason always keep a line of their own.

What gets logged

• Stock movements in all four buckets, from manual adjustments (including after a QR-code or barcode scan), received and shipped orders, assembly builds (“Used to build 2 × Sourdough loaf”) and changes made by AI.
• Item details: name, unit of measure, barcode, unit cost, warning and critical levels, reorder point and quantity, preferred supplier, order links, notes, photo and unit tracking.
• Custom field values, such as a bin location or supplier SKU being set, changed or cleared.
• Individual units when unit-level tracking is on for an item.
• Deletions and restores, each with the name of whoever did it.

Where to find it

• On the item. Every item page lists its own history, and new lines appear live while you’re looking at it, with no refresh.
• Across the company. The Overview shows the latest changes, and See change history opens every recent change in one searchable list you can copy, export or print. Type a name, an item or a kind of change to filter it.
• In a spreadsheet. The Reports section downloads the transaction history as CSV, optionally for a date range: date, item, type, change, who, whether it came through AI, and the note or before-and-after values.

Every change has a name on it

A trail is only as good as the names on it. Everyone on the team signs in with their own account (team members are unlimited, so there is no reason to share a login), and companies that want identity handled centrally can require SAML single sign-on.

AI is held to the same standard. Each connection to the built-in MCP server acts as the person who authorized it, is limited to one company, and is listed in the AI / MCP Access section with a Disconnect button. Its changes land in the same history as everyone else’s, labelled as coming from the AI assistant.

From “what happened?” to an answer

The history is where a discrepancy turns into an explanation. Pair it with reconciliation snapshots: the snapshot tells you what the count was, the history tells you every change since. Record lot numbers or expiry dates as unit-level custom fields and you can find which stock lines hold an affected lot. And when shrinkage is the worry, a log nobody can edit is the foundation; our guide to reducing inventory shrinkage covers the rest.