How Auto-Loading Works

Auto-loading is GlassFlow's automatic inventory deduction system. When a job is finished, it automatically removes the job's parts from the assigned technician's van inventory — so you don't have to update quantities manually after every job.

When It Triggers

Auto-loading runs the first time a job reaches any of these statuses:

• Completed
• Paid
• Paid — Cash/Venmo
• Invoiced

It only runs once per job. If a job is already loaded, it won't deduct again.

How It Works

1. GlassFlow identifies the technician's van location — a storage location linked to that specific tech
2. It looks at the parts listed on the job (part numbers and quantities)
3. For each part, it checks if a matching part number exists in the van location with available quantity
4. If a match is found, it deducts 1 unit and logs it as a "loaded" action with the job reference
5. It marks the job as parts-loaded

What to Check if Auto-Loading Isn't Working

• No van location set up for the tech — each technician needs a dedicated van location linked to their profile. Create one under Inventory → Manage Locations.
• Part number mismatch — the part number on the job must exactly match the part number in inventory (they're normalized automatically, but double-check for typos)
• Quantity is zero — if the van has no stock of that part, it can't be deducted. Add stock first.
• Job already loaded — if the job was previously marked loaded, it won't run again automatically

Viewing the Log

Every auto-load action appears in the Inventory log. You can see which job triggered it, when it happened, and which parts were deducted.

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Updated on: 29/03/2026