Facilio Items API

openapi: 3.2.0
info:
  title: Facilio REST Items API
  version: 5.0.0
  description: The Facilio REST API gives you programmatic access to Facilio's Connected CMMS — the unified platform for managing property operations at portfolio scale.
  contact:
    name: Facilio Support
    url: https://facilio.com
  license:
    name: Proprietary
servers:
- url: https://{region}.facilioapis.com/{app_name}/api/v5
  variables:
    region:
      description: Regional deployment
      default: us
      enum:
      - us
      - au
      - ae
      - uk
      - us-azure
      - sa
    app_name:
      description: '''maintenance'' for API Key, ''developer'' for OAuth2'
      default: maintenance
      enum:
      - maintenance
      - developer
security:
- apiKey: []
- oauth2: []
tags:
- name: Items
  description: Item balances per storeroom (read-only list, detail, and bin list); non-rotating quantity changes use the item adjustment endpoint.
paths:
  /item:
    get:
      tags:
      - Items
      summary: List items
      description: Item balances per storeroom (read-only). Standard list filters apply (e.g. by `storeRoom`, `itemType`).
      operationId: listStockedItems
      parameters:
      - $ref: '#/components/parameters/page'
      - $ref: '#/components/parameters/pageSize'
      - $ref: '#/components/parameters/select'
      - $ref: '#/components/parameters/expand'
      - $ref: '#/components/parameters/search'
      - $ref: '#/components/parameters/count'
      - $ref: '#/components/parameters/changed'
      - name: sortBy
        in: query
        schema:
          type: string
          enum:
          - id
          - quantity
          - currentQuantity
          - rate
          - sysCreatedTime
          - sysModifiedTime
      - name: sortOrder
        in: query
        schema:
          type: string
          enum:
          - asc
          - desc
          default: desc
      responses:
        '200':
          description: List of item records
          content:
            application/json:
              example:
                success: true
                data:
                - id: 1
                  itemType:
                    id: 1
                  storeRoom:
                    id: 1
                  currentQuantity: 100.0
                  quantity: 100.0
                pagination:
                  page: 1
                  pageSize: 50
        '401':
          $ref: '#/components/responses/Unauthorized'
  /item/{id}:
    get:
      tags:
      - Items
      summary: Get an item
      operationId: getStockedItem
      parameters:
      - $ref: '#/components/parameters/recordId'
      - $ref: '#/components/parameters/select'
      - $ref: '#/components/parameters/expand'
      responses:
        '200':
          description: Item record
          content:
            application/json:
              example:
                success: true
                data:
                  id: 1
                  itemType:
                    id: 1
                  storeRoom:
                    id: 1
                  currentQuantity: 100.0
                  defaultBin:
                    id: 2
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
  /item/adjustment:
    post:
      tags:
      - Items
      summary: Adjust item quantity (non-rotating types)
      description: 'Posts an **adjustment increase** or **decrease** via item transactions. **Rotating** item types are rejected.

        If no item row exists for the given **itemType** + **storeRoom**, one may be created as part of the operation.

        Optional **`executeWorkflows`** query. Requires **UPDATE** on the item module.'
      operationId: itemAdjustment
      parameters:
      - name: executeWorkflows
        in: query
        schema:
          type: boolean
          default: true
      requestBody:
        required: true
        content:
          application/json:
            schema:
              type: object
              required:
              - data
              properties:
                data:
                  $ref: '#/components/schemas/ItemAdjustment'
            example:
              data:
                adjustmentType: increase
                quantity: 5
                itemType: 2
                storeRoom: 1
                bin: A-1
                unitCost: 3.5
      responses:
        '200':
          description: Adjustment applied
          content:
            application/json:
              example:
                success: true
                message: Adjustment posted
                data:
                  id: 1
                  itemType:
                    id: 2
                  storeRoom:
                    id: 1
                  currentQuantity: 105.31
        '400':
          $ref: '#/components/responses/BadRequest'
        '401':
          $ref: '#/components/responses/Unauthorized'
  /item/{id}/bin:
    get:
      tags:
      - Items
      summary: List bins and on-hand quantities for an item
      description: Returns bins with quantities for the item id in the path (the same id as `GET /item/{id}`).
      operationId: listItemBins
      parameters:
      - name: id
        in: path
        required: true
        description: Item record id (not item type id).
        schema:
          type: integer
      responses:
        '200':
          description: Bin rows
          content:
            application/json:
              example:
                success: true
                data:
                - id: 3
                  name: Shelf-A
                  quantity: 0.25
                  isVirtualBin: false
                - id: 2
                  name: Virtual
                  quantity: 104.06
                  isVirtualBin: true
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
  /item/metadata:
    get:
      tags:
      - Items
      summary: Get item field schema
      operationId: getStockedItemMetadata
      parameters:
      - $ref: '#/components/parameters/includeAllowedValues'
      responses:
        '200':
          description: Field schema
          content:
            application/json:
              schema:
                $ref: '#/components/schemas/ModuleMetaResponse'
        '401':
          $ref: '#/components/responses/Unauthorized'
        '404':
          $ref: '#/components/responses/NotFound'
components:
  parameters:
    page:
      name: page
      in: query
      description: Page number (1-based)
      schema:
        type: integer
        default: 1
    select:
      name: select
      in: query
      description: Comma-separated field names to include in the response
      schema:
        type: string
    includeAllowedValues:
      name: includeAllowedValues
      in: query
      description: 'When `true`, the metadata response adds `allowed_values` ([{label, value}]) on every picklist-capable field — `ENUM`, `SYSTEM_ENUM`, `MULTI_ENUM`, `STRING_SYSTEM_ENUM`, and `LOOKUP` fields targeting system picklist modules (status, priority, category, type, ...).

        Default `false` keeps the original metadata payload (no enrichment, no extra DB calls).

        Use this to discover acceptable write values without round-tripping `GET /picklist/{moduleName}/{fieldName}` for every picklist field.

        '
      schema:
        type: boolean
        default: false
    search:
      name: search
      in: query
      description: Free-text search on the primary field (subject, name, etc.)
      schema:
        type: string
    count:
      name: count
      in: query
      description: Include total record count in response
      schema:
        type: boolean
        default: false
    expand:
      name: expand
      in: query
      description: 'Comma-separated lookup field names to expand on **list** endpoints (max 5).

        Expanded objects follow the same rules as single-record GET (see **Lookup fields in responses** in the API overview).

        '
      schema:
        type: string
    pageSize:
      name: pageSize
      in: query
      description: Records per page (max 200)
      schema:
        type: integer
        default: 50
        maximum: 200
    changed:
      name: changed
      in: query
      description: 'Delta sync: returns records created/modified after this UTC timestamp'
      schema:
        type: string
        format: date-time
    recordId:
      name: id
      in: path
      required: true
      description: Record ID
      schema:
        type: integer
        format: int64
  schemas:
    FacilioField:
      type: object
      description: Schema descriptor for a single field within a module.
      properties:
        name:
          type: string
          description: Field name used in API requests and responses (e.g. `subject`, `po_reference_workorder`)
        displayName:
          type: string
          description: Human-readable field label
        dataType:
          type: string
          description: 'Field data type. Common values:

            `STRING`, `NUMBER`, `DECIMAL`, `BOOLEAN`,

            `DATE`, `DATE_TIME`,

            `BIG_STRING` (large text, excluded from list responses),

            `LOOKUP` (reference to another record — see `lookupModuleName`),

            `MULTI_LOOKUP` (multi-reference — see `lookupModuleName`),

            `ENUM`, `SYSTEM_ENUM`, `STRING_SYSTEM_ENUM` (picklist types)

            '
          example: STRING
        required:
          type: boolean
          description: '`true` if this field must be provided on record creation'
        readOnly:
          type: boolean
          description: '`true` if this field cannot be set or modified via the API (e.g. auto-generated system fields)'
        isCustom:
          type: boolean
          description: '`true` for fields added by your organization; `false` for standard built-in fields'
        sortable:
          type: boolean
          description: '`true` if this field can be used as a `sortBy` value on the list API'
        lookupModuleName:
          type: string
          description: Present only on `LOOKUP` and `MULTI_LOOKUP` fields. The name of the target module (e.g. `site`, `users`, `ticketstatus`).
        max_length:
          type: integer
          description: 'Maximum number of characters accepted by the V5 write API for text-style fields.

            Present only when the field''s `dataType` is one of:

            `STRING` (255), `LARGE_TEXT` (2000), `BIG_STRING` (32000).

            Omitted for all other data types.

            '
          example: 255
        allowed_values:
          type: array
          description: 'List of acceptable write values for picklist-capable fields. Present **only when the request includes `?includeAllowedValues=true`** AND the field is one of:

            `ENUM`, `SYSTEM_ENUM`, `MULTI_ENUM`, `STRING_SYSTEM_ENUM`, or a `LOOKUP` targeting a system picklist module (e.g. `ticketstatus`, `ticketpriority`, `ticketcategory`, `tickettype`).

            Each entry uses `{label, value}`; the `value` is the canonical form accepted by create/update payloads.

            '
          items:
            type: object
            properties:
              label:
                type: string
                description: Display label as shown in the UI
              value:
                type: string
                description: Canonical value accepted by create/update for this field and filtering
    ItemAdjustment:
      type: object
      required:
      - adjustmentType
      - quantity
      - itemType
      - storeRoom
      properties:
        adjustmentType:
          type: string
          description: '`increase` or `decrease` (case-insensitive)'
        quantity:
          type: number
          format: double
          exclusiveMinimum: 0
        itemType:
          description: Item type id — pass the number directly (object with `id` is also accepted).
        storeRoom:
          description: Storeroom id — pass the number directly (object with `id` is also accepted).
        bin:
          description: Optional bin — pass the bin name as a string, the bin id as a number, or an object with `id` or `name`.
        unitCost:
          type: number
          format: double
          description: Increase only — purchased item unit cost
        unitPrice:
          type: number
          format: double
          description: Alias of `unitCost` on increase
        purchasedDate:
          description: Epoch ms (number) or ISO date string — `costDate` on purchased item (increase)
        remarks:
          type: string
    ModuleMetaResponse:
      type: object
      description: Response body for GET /{moduleName}/metadata.
      properties:
        success:
          type: boolean
        data:
          type: object
          properties:
            module:
              $ref: '#/components/schemas/FacilioModule'
            fields:
              type: array
              description: 'Ordered list of fields for the module.

                Standard Facilio modules return built-in fields first, followed by any fields your organization added.

                Custom modules return all fields.

                '
              items:
                $ref: '#/components/schemas/FacilioField'
    FacilioModule:
      type: object
      description: A single entry in the module catalogue returned by GET /modules.
      properties:
        name:
          type: string
          description: Module name used in all API paths (e.g. `workorder`, `custom_employees`)
        displayName:
          type: string
          description: Human-readable module label (e.g. `Work Orders`, `Employees`)
        description:
          type: string
          description: Module description as configured in Facilio Setup. Omitted when blank.
        isCustom:
          type: boolean
          description: '`true` for modules created by your organization; `false` for standard Facilio modules'
    Error:
      type: object
      description: Error response
      properties:
        success:
          type: boolean
          example: false
        error:
          type: object
          properties:
            code:
              type: string
              description: Machine-readable error code
            message:
              type: string
              description: Human-readable error message
  responses:
    NotFound:
      description: Record or module not found
      content:
        application/json:
          schema:
            $ref: '#/components/schemas/Error'
          example:
            success: false
            error:
              code: RECORD_NOT_FOUND
              message: Record with the given ID was not found
    BadRequest:
      description: Validation error — missing required fields, invalid field values, or malformed request body
      content:
        application/json:
          schema:
            $ref: '#/components/schemas/Error'
          example:
            success: false
            error:
              code: VALIDATION_ERROR
              message: 'Required field(s) missing: name'
    Unauthorized:
      description: Missing or invalid authentication credentials
      content:
        application/json:
          schema:
            $ref: '#/components/schemas/Error'
          example:
            success: false
            error:
              code: UNAUTHORIZED
              message: Missing or invalid authentication credentials
  securitySchemes:
    apiKey:
      type: apiKey
      in: header
      name: x-api-key
      description: Personal access token
    oauth2:
      type: oauth2
      description: Supports authorization_code and password grant types
      flows:
        authorizationCode:
          authorizationUrl: https://us.facilioapis.com/identity/oauth2/authorize
          tokenUrl: https://us.facilioapis.com/identity/oauth2/token
          refreshUrl: https://us.facilioapis.com/identity/oauth2/token
          scopes: {}
        password:
          tokenUrl: https://us.facilioapis.com/identity/oauth2/token
          refreshUrl: https://us.facilioapis.com/identity/oauth2/token
          scopes: {}