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. Build integrations that connect Facilio with your ERP, accounting systems, BMS, IoT platforms, and other business tools. Automate work order creation from external triggers, synchronize asset data across systems, push tenant and vendor records from your CRM, or pull maintenance data into your reporting dashboards. **What you can do with this API:**

    - **Work Orders & Service Requests** — Create, assign, track, and close maintenance tasks programmatically

    - **Assets** — Manage your equipment registry, track asset lifecycle, and sync with external asset management systems

    - **Portfolio (Sites, Buildings, Floors, Spaces)** — Maintain your facility hierarchy and space data

    - **People (Tenants, Vendors, Clients)** — Synchronize contacts and stakeholder records

    - **Inventory (Item Types, Tool Types, Items & Tools, Services, Storerooms)** — Master data, per-storeroom item/tool balances (read), per-bin quantities by item or tool record, quantity adjustments, and warehouse locations

    - **Procurement (Quotes, Purchase Requests, Purchase Orders, Receivable receiving, Invoices)** — Procurement with line items; receive against a PO via receivable APIs

    - **Credit Notes (Vendor Credits, Client Credits)** — Manage credit notes for refunds and transaction adjustments with line items

    - **Inventory Requests** — Track material requisitions from work orders to storerooms

    - **Custom Modules** — Manage your organization''s custom modules — record types you define for the data and workflows that are specific to your business

    - **Schema Discovery** — List all accessible modules and inspect field schemas (name, type, required, readOnly, lookup target) via `GET /modules` and `GET /{moduleName}/metadata`

    - **Attachments & Comments** — Attach documents, photos, and notes to work orders and service requests

    - **Picklists** — Discover available values for status, priority, category, and other configurable fields


    The API follows REST conventions with JSON request/response bodies, standard HTTP methods (GET, POST, PATCH, DELETE), and consistent error handling across all endpoints. ## Base URL


    ```

    https://{region}.facilioapis.com/{app_name}/api/v5

    ```


    | Variable | Description | Values |

    |----------|-------------|--------|

    | `region` | Your deployment region | `us`, `au`, `ae`, `uk`, `us-azure`, `sa` |

    | `app_name` | `maintenance` for API Key auth, `developer` for OAuth2 auth | `maintenance`, `developer` |


    ## Authentication


    All API requests must be authenticated using one of the following methods:


    ### API Key (Personal Access Token)

    Generate an API key from your Facilio account settings and pass it in the `x-api-key` header. The key inherits the permissions of the user who created it. ```

    x-api-key: your-api-key-here

    ```


    ### OAuth2

    For developer app integrations. Supports **authorization_code** and **password** grant types. | Endpoint | URL |

    |----------|-----|

    | Authorize | `https://{region}.facilioapis.com/identity/oauth2/authorize` |

    | Token | `https://{region}.facilioapis.com/identity/oauth2/token` |

    | Refresh | `https://{region}.facilioapis.com/identity/oauth2/token` (with `grant_type=refresh_token`) |

    | Revoke | `https://{region}.facilioapis.com/identity/oauth2/revoke` |


    Pass the access token as:

    ```

    Authorization: Bearer oauth2

    ```


    ---


    ## List Operations


    All list endpoints (`GET /{module}`) support these query parameters:


    | Parameter | Type | Default | Description |

    |-----------|------|---------|-------------|

    | `page` | integer | 1 | Page number (1-based) |

    | `pageSize` | integer | 50 | Number of records per page. Maximum is 200. |

    | `select` | string | — | Comma-separated field names to include in the response. If omitted, module default fields are returned. |

    | `expand` | string | — | Comma-separated lookup field names to expand with full details (max 5).'
  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:
  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
    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'
    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
    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
    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'
  parameters:
    recordId:
      name: id
      in: path
      required: true
      description: Record ID
      schema:
        type: integer
        format: int64
    changed:
      name: changed
      in: query
      description: 'Delta sync: returns records created/modified after this UTC timestamp'
      schema:
        type: string
        format: date-time
    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
    select:
      name: select
      in: query
      description: Comma-separated field names to include in the response
      schema:
        type: string
    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
    page:
      name: page
      in: query
      description: Page number (1-based)
      schema:
        type: integer
        default: 1
    count:
      name: count
      in: query
      description: Include total record count in response
      schema:
        type: boolean
        default: false
    pageSize:
      name: pageSize
      in: query
      description: Records per page (max 200)
      schema:
        type: integer
        default: 50
        maximum: 200
  responses:
    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
    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
  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: {}
x-provenance:
  method: harvested
  publisher: Facilio
  source: https://static.facilio.com/developers/api/v5/openapi.yaml
  note: split by refine-openapis from the provider's own published document, verified by fetch (openapi/_original/*.fetch.json);
    stamped by stamp-openapi-provenance.py (roadmap#793)