# Inventory-count and restock tasks

Add an Inventory Count task to a checklist so staff count a short list of items. Anything under its minimum becomes a Restock Order task for managers.

For: Admins, Managers, Employees · On: Web, iOS, Android · [Help Center](https://www.mays.app/help) › [Inventory](https://www.mays.app/help/inventory) · Last updated October 13, 2026 · Mays Team

Add an Inventory Count task to a checklist so staff count a short list of items. Anything under its minimum becomes a Restock Order task for managers.

This is a checklist feature, not part of Inventory:

- It works on **every plan**, including Basic.
- The items are names you type into the task. They aren't linked to **Inventory → Items**, and the counts don't change your stock on hand. For full stock counts, see [Running stock counts](https://www.mays.app/help/inventory/stock-counts).

## Set up the task

1. Open a checklist template under **Tasks → Templates**, or create one. See [Creating a checklist template](https://www.mays.app/help/tasks-checklists/create-a-checklist-template).
2. Add a task, such as *Count the milk fridge*, and set its answer type to **Inventory Count**.
3. Click the items button on the task (it starts at **0 items**).
4. Click **Add Item** for each thing to count and fill in:
   - **Item Name**;
   - **Unit**: each, pack, bottle, bunch, lb, oz, gallon, case, box or bag;
   - **Min Stock**: the least you want on hand;
   - **Case Size** (optional): how many units come in a case. Leave it empty for items you buy one at a time;
   - **Instacart Name** (optional): saved with the item for your reference. Mays doesn't order from Instacart.
5. Click **Save Changes**.

![A checklist template on the web with the task Count the milk fridge set to Inventory Count and 4 items open: Oat milk each, min 12, case of 6; Whole milk gallon, min 6, case of 4; Half & half each, min 4; Cold brew concentrate bottle, min 3, case of 6](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__inventory-count-tasks__01-template-items.c98b23f261.png)

## Count in the app

Whoever the task is assigned to counts in the Mays app:

1. Tap **Respond** on the task.
2. Enter a count for every item. **Submit** stays greyed out until each item has a number.
3. Items under their minimum show *Below minimum — need (number) more*.
4. Tap **Submit**.

![Counting the milk fridge on iPhone: Oat milk 3 against a minimum of 12 with Below minimum — need 9 more, Whole milk 7 gallons, Half & half 1 with Below minimum — need 3 more, Cold brew concentrate 3 bottles, and the Submit button](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__inventory-count-tasks__02-count-in-app.735e3f4b15.png)

## What happens when items are low

When the count is submitted and anything is under its minimum:

- **A Restock Order task** is added to the location's list, called *Restock Order - (location) - (date)*. It's high priority and only managers and admins see it.
- **An Order list** on it shows each low item with its count, its minimum, its case size and how much to order: the minimum minus the count, rounded up to whole cases when the item has a case size. The top shows the total number of cases.
- **The location's managers and admins get a notification**, *Restock Needed: (number) items are below minimum stock at (location)*. Tapping it in the app opens the restock task.

![The Restock Order - South - 2026-09-24 task on iPhone, priority High: 2 items need reordering based on inventory count; order list with Oat milk, current 3, minimum 12, 6 per case, 2 cases (9 each needed) and Half & half, current 1, minimum 4, 3 each, 2 cases total; Mark as done and Submit](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__inventory-count-tasks__03-restock-order.bd84396628.png)

After placing the order, switch **Mark as done** on and tap **Submit** to complete the restock task.

The counts themselves are on the task's details: **Tasks → Tasks** on the web (click the task), or **History** in the app.

## Good to know

- **The amount to order brings you back to the minimum,** not to a par level. Set **Min Stock** to the amount you want after a delivery if you order to par.
- **Every submitted count can make a new Restock Order,** for example when a count task is sent back and submitted again.
- **Complete it from the app.** An Inventory Count task created as a one-off task on the web can't be completed, because the web has nowhere to list its items. Use a checklist template. See [Task answer types](https://www.mays.app/help/tasks-checklists/task-response-types).
- **Counts keep their decimals:** a count of 3.5 against a minimum of 5 says *need 1.5 more*, the same 1.5 the restock task orders. Counts, minimums and amounts to order are rounded to at most two decimal places on the web and in the app: 17.8 lb counted against a minimum of 20 lb orders 2.2 lb.
- **Employees can't see restock tasks.** See [Why can't I see my tasks?](https://www.mays.app/help/tasks-checklists/why-cant-i-see-my-tasks).

## Related articles

- Tasks & checklists: [Task answer types](https://www.mays.app/help/tasks-checklists/task-response-types) — Every task has an answer type that decides how staff complete it. Tick a box, take a photo, enter a number or text, pick an option, record a location, count stock or fill in a form.
- Tasks & checklists: [Creating a checklist template](https://www.mays.app/help/tasks-checklists/create-a-checklist-template) — Build an opening, closing or cleaning checklist once as a template — groups, tasks and answer types — and Mays turns it into your team's task list in the app.
- Tasks & checklists: [Completing your tasks in the app](https://www.mays.app/help/tasks-checklists/complete-tasks-on-mobile) — Your checklist lives in the Tasks tab of the Mays app. Tick checkboxes with one tap, take photos, enter numbers, add a note — and fix and resend a task your manager sent back.
- Inventory: [Running stock counts](https://www.mays.app/help/inventory/stock-counts) — A count records what's on your shelves. Submitting it sets each counted item's stock on hand and shows how far it was from what Mays expected.
- Inventory: [Inventory at a glance](https://www.mays.app/help/inventory/inventory-overview) — Inventory tracks what you stock, what it costs and what you use, from items and vendors to counts, orders, invoices and waste. It's part of the Pro plan.
- Tasks & checklists: [Why can't I see my tasks?](https://www.mays.app/help/tasks-checklists/why-cant-i-see-my-tasks) — The Tasks tab is empty or a checklist is missing? Usually you need to clock in, it's outside the checklist's hours, or it isn't assigned to your role or location. Here's how to check.

## Still need help?

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Canonical: https://www.mays.app/help/inventory/inventory-count-tasks