Stock levels, the Unavailable badge, and low-stock alerts

How Salesbuildr tracks warehouse and distributor stock, when the Unavailable badge appears, and how low-stock emails and inventory sync warnings work.

Written By Bram Fofana

Last updated 1 day ago

Salesbuildr shows stock on product cards, the product page, and quotes from two sources: your own warehouse (internal stock from your PSA) and distributor feeds. Low-stock emails watch only internal stock. The red Unavailable badge means Salesbuildr has no usable quantity from either source.

How stock levels are tracked

Internal stock (your warehouse)

Internal stock is the quantity you hold in warehouses that Salesbuildr syncs from your professional services automation (PSA) system — Autotask, ConnectWise, or HaloPSA.

To include a warehouse:

  1. Open Settings > Integrations > [your PSA] > Inventories.

  2. Turn Synchronize on for each location you want to pull.

  3. Click Synchronize enabled inventories to pull now, or wait for the hourly refresh.

On Autotask, the quantity Salesbuildr stores is units on hand, minus units already picked or reserved. Locations you do not enable are ignored, even if they have stock in the PSA.

You can also load quantities from a spreadsheet with Import inventory on the product list. That write uses a Default location. It updates stored quantities, but it does not send the low-stock email described below.

On a product, internal stock appears as Internal stock: 12. If the quantity is below the product's alert level, the badge adds (Low). (The email uses a slightly different rule — see below.)

Distributor stock

Distributor stock comes from each connected distributor's price and stock feed — not from your PSA. Typical badges:

BadgeWhat it means

In stock (with a number)

Units available now from one or more distributors

In stock (no number)

The distributor reports unlimited availability

Backorder (with a date)

Incoming or back-ordered units, with an expected date. The catalog filter lists this as Back order.

ATP (with a date)

Available-to-promise date from the distributor

Open the product editor Pricing tab to compare Stock, Last Updated, and Cost per distributor. Use the refresh icon on that table for a live check of that product.

How often those numbers refresh is covered in How often do distributor prices and stock levels update?.

Hiding stock badges

If a product or its category is set to hide availability, Salesbuildr shows no stock badge — including Unavailable. In bulk edit this is Show/hide availability. On a storefront category it can also be Hide out-of-stock products, which hides zero-stock items from customers instead of only hiding the badge.

How low-stock notifications are triggered

Low-stock alerts are emails to administrators, not a bell notification. They fire only after a PSA inventory sync (Autotask, ConnectWise, or HaloPSA) finishes recalculating warehouse totals.

Set the alert level

  1. Open the product and click Edit.

  2. Go to the Admin tab.

  3. Set Alert when product internal stock is less than to a whole number (0 or higher).

Leave the field empty if you do not want an email for that product. The threshold applies to internal stock only — distributor feed quantities never trigger this email.

When the email is sent

After each PSA inventory sync, Salesbuildr compares the new warehouse total with the previous total:

  • No email if the product has no alert level.

  • No email if the new total is still above the alert level.

  • No email if the previous total was already at or below the alert level (the email is sent once, when stock first crosses down through the threshold).

  • Email when the new total is at or below the alert level and the previous total was still above it (or there was no previous total).

Example: alert level 5, stock falls from 8 to 3 → email. Stock later falls from 3 to 1 → no second email. Stock rises to 10, then falls to 4 → email again.

What the email says

  • Subject: {product name} stock level is low - {current quantity}

  • Body: {product name} stock level is low. Current stock {current quantity}. Alert level {threshold}

  • The email includes a link to that product.

Recipients are the people listed under Settings > Email > Settings > Admin contacts. If that list is empty, every user with the Admin role is emailed instead.

Distributor feed updates and Import inventory from a spreadsheet do not send this email.

What the inventory synchronize warning means

This is an in-app warning in the header bell — not the low-stock email. If support refers to an inventory_synchronize_warning event, this is the one.

Admin users receive a warning-severity entry that reads was synchronized with warnings, followed by a message such as:

Inventory sync skipped records: 3 product(s) not found …; 1 inventory location(s) not found …

That means Salesbuildr saved the warehouse rows it could match, and skipped rows whose product or warehouse location is missing from Salesbuildr. Typical causes:

  • Stock arrived in the PSA for a product that is not in your Salesbuildr catalog (or is not linked to that PSA item).

  • Stock arrived for a warehouse that is not set up as an inventory location in Salesbuildr.

Turn on Automatically import products missing from Salesbuildr found on [PSA] inventories when synchronizing on Settings > Integrations > [your PSA] > Inventories if you want missing catalog items created during the pull. Then confirm every warehouse you sync exists as an inventory location and is enabled.

This warning can appear after a PSA inventory sync or after Import inventory from a spreadsheet. It does not mean a product is out of stock.

This warning is sent to Admin users. Use Ignore to dismiss the entry for yourself; other admins still see it until they dismiss it.

What the Unavailable badge means

The red Unavailable badge means Salesbuildr has no usable quantity to show: no distributor units in stock, on backorder, or on ATP, and no internal warehouse quantity.

It does not mean the product is unlisted, cannot be sold, or is missing from the Marketplace. A manufacturer part number can sit in your catalog as Unavailable and still be absent from a live marketplace feed — those are different checks.

Unavailable appears when:

  • The product has no stock records at all.

  • Every stock record is zero (nothing in stock, nothing on back order, no ATP date).

  • The selected source is your warehouse and that warehouse quantity is zero.

Unavailable is cleared when any of these are true:

  • A distributor reports in-stock, backorder, or ATP quantity.

  • Internal stock is greater than zero (the Internal stock badge replaces Unavailable).

  • Availability is hidden (no badge is shown).

Bundles do not use Unavailable; they show a bundle indicator. Services that are not tied to a distributor product show no stock badge.

A Pax8-linked product can still show Unavailable. Linked and priced on the Pax8 tab is not the same as having a matching stock or price row for the catalog term. See Pax8.

You can filter the catalog to products whose stock status is Unavailable.

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