GarageVault - AI-powered garage organization app logo with padlock and wrench icon

GarageVault
arrow_back Back to Support

How to Add Items to Your Inventory

A complete guide to adding items with detailed information for each category.

Quick Start: Adding Your First Item

Basic Steps

  1. Open Garage Vault
  2. Tap the "+" button (usually at bottom right or top)
  3. Choose "Add Item Manually" or "Scan Item with AI"
  4. Fill in the item details
  5. Tap "Save"

That's it! Your item is now in your inventory.

📹 Video Tutorials

Watch step-by-step video guides to learn how to add items to your inventory.

Category-Specific Videos

Adding Tools

Complete guide to adding power tools and hand tools

Adding Fasteners

How to add screws, nails, and other fasteners

Adding Paint

Tracking paint colors, codes, and expiration dates

Adding Equipment

Setting up lawn mowers, generators, and equipment with maintenance tracking

Advanced Topics

Batch Adding Multiple Items

Tips for adding many items efficiently

Using Storage Locations

Organizing items with storage locations and QR codes

Setting Up Low Stock Alerts

Never run out of consumables again

Photography Tips for Inventory

Video coming soon - Taking great photos for serial numbers and documentation

Two Ways to Add Items

Method 1: Manual Entry (Traditional)

Best for when you:

  • Already know all the item details
  • Want complete control over what's entered
  • Don't have the item's packaging or labels

Steps:

  1. Tap "+" → "Add Item Manually"
  2. Fill in all fields (see sections below)
  3. Tap "Save"

Method 2: AI-Powered Scanning (Smart & Fast)

Best for when you:

  • Have the item or its packaging
  • Want to save time typing
  • Need help identifying model/serial numbers

Steps:

  1. Tap "+" → "Scan Item with AI"
  2. Point camera at the item, label, or packaging
  3. Take a clear photo
  4. AI automatically extracts:
    • Model numbers
    • Serial numbers
    • Brand names
    • Product details
  5. Review and edit the auto-filled information
  6. Tap "Save"

Pro Tip: For tools and equipment, you can scan multiple photos (front, back, label) for better detail extraction!

Core Fields (All Items)

These fields are available for every item, regardless of category:

Basic Information

  • Item Name (Required)

    • What you call the item
    • Examples: "Milwaukee M18 Impact Driver", "Deck Screws 3-inch", "Red Paint - Living Room"
    • Tip: Be descriptive so you can find it easily later

  • Category (Required)

    • Select from dropdown: Tools, Fasteners, Paint, Automotive Fluids, Equipment, Custom categories
    • Tip: Choose carefully - this determines which special fields appear!

  • Brand

    • Manufacturer name
    • Examples: Milwaukee, DeWalt, Makita, Rust-Oleum, Mobil 1
    • Tip: AI scanning often auto-fills this

  • Model Number

    • Product model/SKU
    • Examples: "2853-20", "DWE7491RS"
    • Why it matters: Needed for warranty claims, finding manuals, ordering parts

  • Description

    • Add any additional details
    • Examples: "Birthday gift from dad", "Use this for outdoor projects only", "Needs blade sharpening"

Quantity & Units

  • Quantity (Required)

    • How many you have
    • Examples: 1, 5, 250
    • Updates automatically when you log usage or add more

  • Unit

    • What you're counting: pieces, boxes, gallons, quarts, cans, liters, pounds, ounces, sets, pairs
    • Examples: Screws: 100 pieces, Paint: 2 gallons, Motor oil: 4 quarts

  • Low Stock Threshold

    • Alert you when quantity drops below this number
    • Example: Set threshold to 10, get notified when you have fewer than 10 left
    • Tip: Great for consumables like screws, paint, fluids

Images

  • Photos (Highly Recommended)

    • Free tier: 1 photo per item
    • Premium: Unlimited photos
    • Tips: Take photos in good lighting, capture front/back/labels, photo the manual, document condition for loans
    • Tap camera icon to add photos

  • Image Tags & Captions

    • Tag photos: Front, Back, Manual, Receipt, Damage, Label
    • Add captions: "Serial number location", "Damage from drop"

Storage Location

  • Where is it stored?

    • Select from your storage locations
    • Examples: "Red Toolbox", "Garage Shelf 2", "Packout Drawer 3"
    • Leave blank if not using storage tracking

  • Storage Position

    • Exact spot within the storage location
    • Examples: "Top drawer", "Slot 3", "Back left corner"
    • Tip: Makes finding items super fast!

Loan Status

  • Current Status

    • Available (ready to use/loan)
    • Loaned (someone borrowed it)
    • Borrowed (you borrowed from someone else)

  • If Loaned/Borrowed:

    • Who has it
    • Expected return date
    • Contact information
    • Condition when loaned
    • Tip: Great for tracking tools borrowed by neighbors!

Category-Specific Fields

Different categories have special fields tailored to that type of item.

🔧 Tools Category

When to Use

  • Power tools (drills, saws, sanders)
  • Hand tools (wrenches, screwdrivers, hammers)
  • Pneumatic tools
  • Measuring tools
  • Tool accessories

Special Fields

  • Tool Type: Drill, Impact Driver, Circular Saw, Miter Saw, Sander, Grinder, Wrench Set, Socket Set, Hammer, etc.
  • Battery Platform (For cordless tools): M12, M18 (Milwaukee), 20V MAX, FlexVolt (DeWalt), 18V LXT (Makita), and many more
  • Voltage: 12V, 18V, 20V, 40V, 60V, 120V, 240V
  • Serial Number (Important!): Unique identifier - needed for warranty claims, police recovery if stolen, prove ownership
  • Size/Specifications: Examples: "1/2 inch chuck", "7-1/4 inch blade", "6-inch"
  • Condition: New, Like New, Good, Fair, Poor

🔩 Fasteners Category

When to Use

  • Screws (wood, metal, drywall)
  • Nails, Bolts, Nuts, Washers, Anchors, Rivets

Special Fields

  • Fastener Type: Screw, Nail, Bolt, Nut, Washer, Anchor, Rivet, Staple
  • Size: Examples: "#8 x 2-1/2 inch", "1/4-20", "16d", "M8"
  • Material: Steel, Stainless Steel, Brass, Aluminum, Galvanized, Zinc-Plated
  • Thread Type (For screws/bolts): Coarse, Fine, Machine, Wood, Self-Tapping
  • Drive Type: Phillips, Torx, Hex, Square (Robertson), Flathead, Pozidriv
  • Head Type: Flat, Pan, Round, Oval, Hex, Button, Truss
  • Finish: Galvanized, Zinc-Plated, Black Oxide, Stainless, Brass, Plain
  • Package Count: How many pieces came in the original package

💡 Measuring Loose Screws (No Packaging)

If you have loose screws without packaging, use a ruler or tape measure to determine the size:

  • Length: Measure from the tip to where the head meets the shank (for flat/pan heads) or to the bottom of the head (for countersunk heads)
  • Diameter: Measure the shank width (the threaded portion) using a ruler or compare to a screw size chart
  • Thread Pitch: For machine screws, count threads per inch or use a thread gauge if available
  • Pro Tip: Place the screw next to a ruler and take a photo - this helps with accurate measurement and future reference
  • Drive Type: Visually identify by looking at the head (Phillips cross, Torx star, Hex, etc.)

Example: A loose wood screw that measures 1-1/2 inches long with a #8 diameter would be entered as "#8 x 1-1/2 inch"

🎨 Paint Category

When to Use

  • Interior paint, Exterior paint, Primers, Stains, Varnishes, Specialty coatings

Special Fields

  • Paint Type: Latex, Oil-Based, Acrylic, Enamel, Epoxy, Lacquer
  • Finish Type: Flat, Eggshell, Satin, Semi-Gloss, Gloss, High-Gloss
  • Color Name: Manufacturer's color name (e.g., "Swiss Coffee", "Naval")
  • Color Code: Exact color formula/code (e.g., "SW 6147", "HC-172") - Critical for exact color matching!
  • Room/Location Used: Track where you used this paint
  • Expiration Date (Important!): Paint goes bad over time (typically 2-10 years)
  • Base Type: White, Clear, Light, Medium, Deep, Neutral
  • Coverage Area: Square footage per gallon

🚗 Automotive Fluids Category

When to Use

  • Motor oil, Coolant/Antifreeze, Brake fluid, Transmission fluid, Power steering fluid, Windshield washer fluid, Gear oil, Hydraulic fluid

Special Fields

  • Fluid Type: Motor Oil, Coolant, Brake Fluid, Transmission Fluid, Power Steering, Windshield Washer, Gear Oil, Hydraulic Fluid, Grease
  • Viscosity Grade: Examples: 5W-30, 10W-40, 0W-20, 75W-90, DOT 3, DOT 4 - Critical for proper engine/system performance!
  • Application: What it's used for (Engine, Transmission, Brakes, Differential, Transfer Case)
  • SAE Rating (For oils): Examples: SAE 5W-30, SAE 15W-40
  • Specification (For oils): API, ILSAC, ACEA ratings (e.g., "API SN", "ILSAC GF-6")
  • Synthetic/Conventional: Full Synthetic, Synthetic Blend, Conventional
  • Expiration Date (Important!): Fluids can degrade over time
  • Compatible Vehicles: List vehicles this fluid works with

⚙️ Equipment Category

When to Use

  • Lawn mowers, Snow blowers, Chainsaws, Pressure washers, Generators, Compressors, Welders, Garden tillers, Any motorized equipment

Special Fields

  • Equipment Type: Lawn Mower, Snow Blower, Chainsaw, Pressure Washer, Generator, Air Compressor, Welder, etc.
  • Fuel Type: Gas, Electric (Corded), Battery, Diesel, Propane, Manual
  • Engine Size: Examples: "190cc", "6.5 HP", "3000 PSI", "5500 watts"
  • Power Rating: Horsepower, Watts, PSI, CFM, Amps
  • Year/Model Year: When it was manufactured
  • Serial Number (Very Important!): Required for warranty, theft recovery, recalls
  • Purchase Date: When you bought it
  • Warranty Expiration: When warranty ends - Get alerts before expiration!
  • Condition: New, Excellent, Good, Fair, Poor, Needs Repair
  • Operating Hours: Total runtime hours (if equipped with hour meter)
  • Fuel Capacity: How much fuel it holds

Maintenance Fields (Equipment-Specific)

Equipment items have full maintenance tracking:

  • Maintenance Schedules: Create recurring maintenance tasks - Exports to your calendar!
  • Maintenance Parts: Track consumable parts (blades, filters, spark plugs) - Get low stock alerts
  • Service Records: Log completed maintenance, track costs, before/after photos

See the Maintenance Calendar Guide for complete details on equipment maintenance tracking.

Tips for Effective Item Entry

Photography Best Practices

✅ DO:

  • Take photos in bright, natural lighting
  • Capture serial number plates clearly
  • Photo the original packaging/label
  • Include all sides of power tools
  • Photograph manuals or instruction stickers
  • Show any damage or wear

❌ DON'T:

  • Take photos in dark or shadowy areas
  • Use flash (can cause glare on labels)
  • Skip photographing serial numbers
  • Forget to photo receipts before throwing away

Naming Conventions

Good Names:

  • "Milwaukee M18 Hammer Drill 2804-20"
  • "Deck Screws 3-inch Torx GRK R4"
  • "Sherwin Williams Naval SW 6244 - Kitchen"
  • "Mobil 1 5W-30 Full Synthetic"

Bad Names:

  • "Drill" (too vague)
  • "Screws" (which size?)
  • "Blue Paint" (what room? what brand?)
  • "Oil" (for what?)

Tips:

  • Include brand and model
  • Add size or key spec
  • For paint: include room used
  • For fluids: include viscosity
  • Be specific enough to distinguish from similar items

Organization Tips

  • 💡 Enter Items Immediately - Add items as soon as you buy them, use AI scanning while still in parking lot
  • 💡 Batch Entry - Adding many items? Set aside 30 minutes, gather everything, take photos, enter all at once
  • 💡 Start with High-Value Items - Tools and equipment first (warranty, theft recovery), focus on items worth $50+
  • 💡 Use Consistent Storage Names - Name storage locations before adding items, use QR codes on physical storage

AI Scanning Tips

Best Results from AI Scanning

  • For Tools/Equipment: Scan the main label with model number, take additional photo of serial number plate, photo of specification sticker
  • For Fasteners: Scan the package label, get close enough to read text clearly
  • For Paint: Scan the lid or label, include color code and name, photo of batch/formula sticker inside lid
  • For Automotive Fluids: Scan the front label, get close to see specifications
  • For Equipment: Scan multiple angles (front, side, engine), photo all labels and plates, include manual if available

When AI Makes Mistakes

  • Review all auto-filled information
  • Correct any errors before saving
  • AI is smart but not perfect!
  • Double-check serial numbers especially

Need Help?

If you need assistance:

Start building your inventory today! 📦🔧

arrow_back Back to Support