Maintenance Inventory Management Software: Using QR Inventory For MRO And Parts Tracking

  

Real Time Tools, Materials And Spare Parts Tracking With A Mobile App

Keeping track of tools, materials, and spare parts needed for the efficient maintenance operations can be challenging. A QR Inventory software simplifies this process by providing real time tracking through a QR code scanning mobile app. Using a mobile app, maintenance teams can:

• Record parts and materials transfer from warehouse to a service truck, and parts usage for a maintenance job.
• Check out and check in work tools.
• Instantly check stock levels in any location - warehouse, job site, or service truck - with a QR code scan.
• Update inventory in real time as parts are used, transferred, or restocked.
• Track equipment location and movement history to prevent loss and improve accountability.
• Fill out equipment maintenance forms on a smartphone
• Instantly access equipment spec sheets, documentation and past service history on site

By implementing modern technologies, such as mobile, cloud, QR codes, BLE and IoT, QR Inventory makes inventory management and tool tracking simple and efficient for the maintenance teams. The system ensures that the right parts are available where and when needed, and company employees are accountable for the tools they are using.

  

Custom Data Recording In The Mobile App

With QR Inventory, you have full control over the data recorded by maintenance teams and warehouse staff for each inventory transaction, ensuring it aligns with your maintenance and repair operations (MRO) needs.
You can customize the system to track essential maintenance details, such as:

• Work Order or Asset ID Link spare parts usage to specific equipment or repairs.
• Project number Track for which job, project or client parts and materials were used.
• Task Details Keep records of what was done for the future maintenance and repair tasks.
• Vendor & PO Number Keep a history of parts sourcing for audits and reordering.
• Photos & Signatures Attach photos to the maintenance record for visual documentation, and capture signatures on a smartphone.
• Who Performed Maintenance, Date, Time And GPS Location - These data are captured automatically, so you always know who performed maintenance, when and where.

By recording custom maintenance data in real time, QR Inventory software ensures accurate tracking, better compliance, and streamlined repair workflows, helping you maintain equipment more efficiently.

  

Low Inventory Alerts And Maintenance Reminders

A system of custom alerts in the QR Inventory software ensures that you are not running out of materials and spare parts, you do not miss preventive maintenance, you are aware of the warranty expiration and other important dates, and receive immediate notification if equipment inspection reveals problems that require immediate attention.

• Low Stock Alerts Set re-order points and re-order quantity, globally and by location. Get notified when spare parts and materials are running low to prevent delays in repairs.
• Preventive Maintenance Reminders Set maintenance schedule for different types of equipment. Receive alerts for upcoming maintenance tasks to keep equipment in optimal condition.
• Warranty Expiration Notices Avoid unexpected repair costs by tracking warranty coverage and expiration dates.
• Equipment Inspection Issue Notifications Set in range data for the inspection forms. Get instant alerts if an equipment inspection reveals that any of the tracked parameters are out of acceptable range and require urgent attention.
• Automate Parts And Materials Reordering Automated creation of purchase orders based on inventory level and re-order quantity. Keep track of order fulfillment, get notified if purchase order is not fulfilled by the due date.

By proactively managing inventory levels and maintenance schedules, QR Inventory software helps maintenance teams reduce downtime and prevent costly repairs.

  

Inventory Allocation for Maintenance and Repairs

Maintenance teams need a clear record of which spare parts, tools, and materials are assigned to specific equipment, assets, or work orders. Proper inventory allocation for maintenance jobs prevents shortages, controls costs, and streamlines maintenance operations.

A QR Inventory software makes it easy to allocate inventory to specific maintenance tasks, ensuring parts are properly tracked from procurement to usage in repairs or preventive maintenance.

• Inventory Job Allocation Allocate mantenance projects inventory for a specific job as you receive it. Review inventory allocation, change if needed to accommodate changing priorities.
• Link Used Parts To Jobs A QR Inventory mobile app ensure that parts and materials are used for the correct job number.
• Cost Analysis Reports Get detailed breakdowns of parts usage by equipment, work order, or maintenance task, helping control budgets, properly bill clients and reduce unnecessary spending.

With QR Inventory, maintenance managers have full control on spare parts allocation and full visibility into materials usage per job, ensuring that maintenance and repair operations are running smoothly.

  

Accurate Inventory Reporting For Maintenance And Repair Operations (MRO)

Accurate inventory reporting is essential for maintenance teams. It helps them track spare parts usage, tools and equipment location and movement history, analyze materials and tools usage patterns and get actionable insights into maintenance operations. A QR Inventory software provides real-time, customizable reports, giving maintenance businesses full visibility into parts stock, job allocations, tool assignments, usage trends, and maintenance records. These are key reports available in the QR Inventory software:

• Real Time Parts Inventory Reports Instantly access current stock levels of spare parts and maintenance supplies across all locations, including maintenance facilities, service trucks, and warehouses.
• Tool Assignment and Usage Track who is using tools, where they are located, what jobs they are assigned to, and review tools calibration and maintenance history.
• Parts and Equipment Movement History Monitor the full lifecycle of spare parts and assets, from procurement to usage, including how long items were in storage before being used.
• Usage and Cost Reports Analyze material and spare parts consumption per job work order or equipment, helping with budgeting, cost control, and waste reduction.
• Equipment and Tool Job Billing Track how long equipment and tools have been in use and, if applicable, generate reports for client billing based on job site usage.
• Inventory Valuation Reports See at a glance the monetary value of stocked and consumed inventory, helping with financial planning and audits.
• Trends and Statistical Reports Review equipment utilization, spare parts usage trends, and predictive analytics to optimize purchasing and maintenance planning.
• Tool Calibration and Equipment Maintenance Reports Keep a detailed log of calibration schedules, preventive maintenance tasks, and discovered issues, helping to identify recurring problems and improve asset reliability.

All reports can be exported in .CSV format for sharing or integration with internal software systems. You can also generate custom PDF reports on completed maintenance tasks, equipment inspections, and safety audits for sharing with clients or external auditors.

  

Custom Digital Forms for Maintenance Management

A QR Inventory software allows maintenance managers to digitize and streamline all types of documentation with custom mobile forms. Completed mobile forms are instantly converted nto digital documents that are stored in a secure cloud. Digital forms keep maintenance documentation well organized and easily accessible from anywhere by authorized software users, reducing documents loss and eliminating double entries.

You can design fully customizable digital forms for work orders, preventive maintenance checklists, equipment inspections, repair logs, and compliance reports. Use your paper or pdf forms as a guide, or design the forms from scratch. You can also use our field service digital forms library for your maintenance tasks, as is or customized to your needs.

You can use QR Inventory mobile forms to create a work order for equipment maintenance, prefill the part of a form, assign it to a field technician and dispatch to his mobile device - all via intuitive cloud software web interface.

Field technicians can see all work orders assigned to them in a mobile app, access work order details, complete maintenance form on a smartphone or tablet, and submit To the centralized cloud system in real time. Office staff can review, edit, and approve entries as needed.

Convert completed forms into well-formatted PDF reports, ensuring proper documentation for clients, regulatory compliance, or internal records.

By digitizing maintenance records, QR Inventory software helps field service businesses standardize data collection, eliminate physical paperwork, and ensure accurate, professional documentation for every maintenance task.