Inventory and asset tracking systems

It fits how your stocktake really works: your own locations, categories, asset statuses and rules for settling discrepancies, plus integrations with accounting or ERP. Off-the-shelf programs often force you to change the process to suit the tool, while a custom system works the other way round. We deliver a web application and a mobile app for scanning codes, plus code and documentation that belong to you. That way staff do not keep a spreadsheet on the side, and stock data is in one place.

We start by analyzing the process: how the count runs today, who counts, what is counted and where the results go. Then we agree on scope and build the system iteratively, ideally beginning with the most painful step, such as scanning or the discrepancy report. It is wise to test it on one zone or part of the assets before covering the whole count. Duration depends on the number of processes, devices and integrations, and on the quality of the data to be loaded. We run the first launch in parallel with the current way of working, so the count results are not put at risk.

The price depends on the number of processes, the complexity of rules (zones, asset categories, settling discrepancies), integrations with other systems and whether scanners or a mobile app are needed. We estimate after analysis, splitting the scope into modules so the cost of each is visible. The budget is also affected by importing the existing asset register. We start with what saves the most time and add the rest later. For comparison we also present a minimal and an extended variant, so you can choose the scope of the first release.

Every movement and every count should be recorded as a separate operation with a date and a person, rather than by overwriting a number, so the result can always be reconstructed and checked. We add validations, such as a warning when the same item is scanned twice, and barcode scanning, which reduces typing mistakes. Data is protected by backups and access roles, following an approach aligned with ISO/IEC 27001. Before launch we run a trial comparison count.

Yes, provided the other system has an interface or data export. Typical integrations are exporting discrepancy reports and fixed assets to accounting software or an ERP system, and importing a list of assets. We analyse each integration separately, because its cost depends on the quality of the interface on the other side. After launch you can extend the system in iterations, and the code and documentation are yours.