Managing inventory in monday.com can become complex when you’re dealing with multiple product types, real-time orders, and constantly changing stock levels. While you can mirror values and use connect boards, this only gets you so far—especially if you want to auto-update item-level data like available stock when an order is placed.

Without the right setup, users often find themselves duplicating data, manually calculating totals, or struggling to keep inventory aligned with incoming orders.

Use pre-made template to inventory & sales using VLOOKUP

Using the VLOOKUP app by Jetpack Apps, you can automate cross-board data lookups—similar to how Excel’s VLOOKUP works. In this setup, VLOOKUP connects your inventory, orders, and stock tracking boards, ensuring that every order reflects accurate stock levels based on the selected product.

This allows you to:

• Track available stock by product type
  
• Auto-fill stock levels in new orders
  
• Maintain a clean, scalable structure using native monday.com boards
  
• Reduce human error and improve response times for order fulfillment
  

The three board inventory tracking template setup

You’ll create a three-board setup:

1. Inventory Board – stores each product and its static stock quantity
   
2. Stock Board – tracks changing stock levels dynamically
   
3. Orders Board – receives new orders and reflects updated stock via VLOOKUP and mirrored fields
   

By linking these boards and using VLOOKUP to match product types, stock quantities are pulled automatically into new orders without manual entry.

How you can use templates to track inventory

• E-commerce Teams: Automatically reflect stock availability when processing orders
  
• Manufacturing: Ensure production or shipment orders are validated against real-time inventory
  
• IT/Asset Management: Track employee requests for laptops, monitors, and other devices
  
• Retail Chains: Synchronize order and inventory flows across multiple locations
  
• B2B Sales: Link order boards with inventory for custom product bundles or stock-sensitive deals
  

Step-by-Step Setup Guide

1. Understand the three pre-made boards

a) Stock Board

• This board will show current stock levels.
  
• Create a column for Product Type (e.g., Laptop, Monitor, Speaker).
  
• Add a Numbers Column to track stock available.
  

b) Orders Board

• This board will capture incoming orders.
  
• Add an Item Name for each order.
  
• Add a Product Type Column (connected to the Inventory board).
  
• Use a Mirror Column to display stock levels from the Stock Board.
  

c) Inventory Board

• This serves as the source board for VLOOKUP.
  
• It includes static product info and is connected to the Orders Board via a Connect Boards Column.
  
• Ensure both boards share a matching column (e.g., Product Type) to enable lookups.
  

2. Set Up Board Connections

• In the Orders Board, link the Product Type Column to the Inventory Board using a Connect Boards Column.
  
• Mirror the Stock Quantity from the Inventory or Stock Board into the Orders Board.
  

3. Install and Configure VLOOKUP

• Go to the Inventory Board (this will be your Source Board).
  
• Click Integrate > VLOOKUP by Jetpack Apps.
  
• Choose the recipe:
  “When an item is created/updated in Destination Board, match [Column A] with Source Board’s [Column B], and bring in [Data Column]”
  
• Set:
  
  • Inventory Board as the Source Board
    
  • Orders Board as the Destination Board
    
  • Match on Product Type
    
  • Bring in the Stock Value or any other relevant column
    

Now, when a new item is added to the Orders Board and a product type is selected, VLOOKUP will populate the correct stock level into the item.

4. Test the Workflow

• Create a test order by selecting a product (e.g., “Laptop”).
  
• The stock quantity will populate automatically using the VLOOKUP logic.
  
• As additional orders are placed, your Stock and Orders Boards will stay updated with synced 
• values.
  

Summary

VLOOKUP in monday.com allows you to power up your inventory workflows by connecting product data across boards. Whether you’re tracking customer orders, stock usage, or fulfillment, this three-board setup gives you a scalable, accurate, and automated way to manage your inventory in real time.

Set up VLOOKUP today and eliminate the manual effort in your order and inventory processes—especially if you’re managing stock across multiple teams or product lines.