Limiting Inventory/Stock

Reading time: 4 minutes | Difficulty: Beginner

Overview

Track and limit the number of purchases for your payment forms. This guide covers setting up inventory management for limited products or events.

Prerequisites

• A payment form created
• Knowledge of your available stock/capacity

Accessing Inventory Settings

1. Edit your payment form
2. Click the Restrictions tab
3. Find the Inventory section

Step 1: Enable Inventory Tracking

1. Toggle Enable Inventory on
2. Enter your Total Inventory count
3. Save the form

Inventory Settings

Setting	Description
Enable Inventory	Turn tracking on/off
Total Inventory	Maximum available quantity
Sold Count	Automatically tracked
Remaining	Calculated (Total – Sold)

How Inventory Works

Tracking

Each successful payment:

1. Decrements available inventory
2. Updates sold count
3. Checks remaining stock

With Quantity

If quantity selection is enabled:

• Purchase of 3 items = 3 inventory used
• Inventory limit includes all quantities

Example

Total Inventory: 100
Customer A buys: 2
Customer B buys: 5
Remaining: 93

Customer Experience

Items Available

Normal checkout experience:

• Form displays normally
• No stock warnings
• Payment proceeds

Low Stock

Optional low-stock messaging:

• “Only X remaining!”
• Creates urgency
• Quantity limited to remaining

Sold Out

When inventory reaches zero:

• Form hidden or disabled
• Custom sold-out message displayed
• No purchase possible

Sold Out Message

Customize what customers see when sold out:

1. Find Sold Out Message setting
2. Enter your custom message
3. Save the form

Example messages:

• “Sorry, this item is sold out!”
• “All tickets have been claimed.”
• “Check back later for restocks.”

Common Use Cases

Event Tickets

Total Inventory: 200 (venue capacity)
Quantity Enabled: Yes
Max per order: 10

Prevents overselling venue

Limited Edition Product

Total Inventory: 50
Quantity Enabled: No (1 per customer)

Creates exclusivity

Workshop Seats

Total Inventory: 25 (class size)
Quantity Enabled: Yes
Max per order: 4

Limits registrations to capacity

Digital Product Limit

Total Inventory: 1000 (promotional limit)
Quantity Enabled: No

Caps promotional sales

Viewing Inventory Status

From the form editor:

• See current sold count
• See remaining inventory
• Calculate fill rate

Adjusting Inventory

Increase Stock

1. Edit the form
2. Increase Total Inventory
3. Save changes

Useful for:

• Restocking products
• Adding event capacity
• Extending promotions

Decrease Stock

1. Edit the form
2. Decrease Total Inventory
3. Save changes

Note: Can’t set below current sold count.

Reset to Zero

1. Set Total Inventory to current sold count
2. Form shows as sold out

Inventory and Refunds

When you refund a transaction:

• Inventory is NOT automatically restored
• Manually increase Total Inventory if needed
• Consider your restocking policy

Inventory and Cancellations

For subscriptions:

• Initial signup uses inventory
• Cancellation doesn’t restore inventory
• Manual adjustment needed if restocking

Combining with Other Restrictions

Inventory works with:

+ Scheduling

Available: Dec 1-15 OR until sold out
Inventory: 100

Whichever comes first closes the form.

+ Login Required

Must be logged in AND items in stock

+ Roles

Only subscribers can purchase AND must be in stock

Quantity Limits Interaction

When both inventory and quantity are set:

Remaining Inventory: 5
Max Quantity Setting: 10

Customer can only buy up to 5 (inventory limit)

The lower limit always applies.

Real-Time vs Cached

Inventory checks happen:

• At page load (shows current availability)
• At checkout submission (final validation)

For high-traffic forms, consider caching implications.

Race Conditions

For very popular items:

• Two customers might see “1 remaining”
• First to complete checkout wins
• Second gets “sold out” error

This is normal behavior for limited inventory.

Best Practices

1. Buffer stock – Keep a small reserve for issues
2. Clear messaging – Tell customers about limits
3. Monitor closely – Watch popular items
4. Plan restocks – Know when/if you’ll add more
5. Handle oversells – Have a policy for edge cases

Troubleshooting

Inventory not decreasing

• Verify tracking is enabled
• Check that payments complete successfully
• Look for webhook issues

Sold out showing incorrectly

• Verify Total Inventory setting
• Check sold count accuracy
• Clear any caching

Customer completed purchase after sold out

• Race condition (normal for popular items)
• Decide: honor or refund
• Consider oversell policy

What’s Next?

• Scheduling Payment Availability – Time limits
• Requiring User Login – Login restriction
• Adding Quantity Selection – Quantity controls