Automated, Mobile Inventory Management System: QR Inventory Software Features

Core Features & Advanced Capabilities Of QR Inventory Software At A Glance

• Easy, real-time inventory tracking using mobile devices, with instant updates and live inventory visibility.
• Centralized cloud platform keeps inventory data synchronized and accessible across all locations in real time.
• Inventory and asset tracking with QR codes, barcodes, NFC, or BLE tags allow for fast, accurate data capture anywhere - no manual entries and errors.
• Optional BLE / IoT inventory and asset tracking automates the process and eliminates manual work.
• Customizable mobile forms replace manual paperwork in the field, speeding up data collection, reducing errors and eliminating double entries.
• Customizable fields, transactions, forms and workflows ensure that you can incorporate the system right into your process.
• Modular system design allows you to scale by enabling only the features you need - without paying for unused tools.
• Optional remote IoT monitoring of temperature and humidity using BLE sensors helps you protect sensitive inventory and asset, reduce materials waste and equipment damage.
• Streamlined tool and equipment check out system and digital logs of asset custody chain improve employee accountability, reduce tool loss and theft, and extend asset useful life.
• Tracking inventory through every process stage - from raw materials and job sites to delivery and completion, ensures that there are no delays and bottlenecks, helps you optimize the process, improves traceability and compliance.
• Real-time reports on asset location, inventory transactions, and items movements, combined with analytical insights into usage patterns and trends, help you make informed decisions and optimize inventory levels, asset allocation, planning, and purchasing.
• Built-in AI / NLP tools simplify software setup, daily usage and reporting.

Table Of Contents

Core QR Inventory Software Capabilities

Mobile Inventory Tracking With QR Codes

Mobile inventory tracking in the QR Inventory software enables fast, accurate items identification and data capture anywhere using smartphones or tablets.

  

Real-Time Data Capture In The Mobile App

With the QR Inventory mobile app field and warehouse employees record inventory and asset transactions as they happen using QR code or barcode scanning.

Quick Access to Information Via QR Code Scan

With a single QR code scan, users can access stock levels across locations, asset specifications, photos, drawings, and documents.

Intuitive Mobile Data Entry

The mobile app minimizes manual entry by supporting scan-in fields, selection lists, hint lists, checkboxes & radio buttons, smart auto-fill, and automatic data inclusion (names, date, time, GPS location, pre-filled info).

Rich Media Capture in the Mobile App

Inventory transactions can include photos, signatures, and GPS location data, with custom PDF documents generated as needed.

Centralized Cloud Platform

A centralized cloud platform connects mobile field teams and office users, providing real-time access to inventory and asset data across all locations.

  

Mobile App - Cloud Software Integration

The QR Inventory mobile app is directly connected to the centralized cloud platform, ensuring that all inventory and asset data is stored and managed in one system. Mobile devices and the web interface operate on the same backend, eliminating local data silos and disconnected systems.

Centralized Inventory and Asset Repository

QR Inventory software maintains a centralized repository for inventory and asset data, including stock level, locations, specs, documents, and historical records. This unified data model ensures that inventory information is consistent, structured, and accessible on demand by authorized software users.

Multi-Location Inventory & Asset Tracking and Visibility

QR Inventory supports multi-location inventory tracking across warehouses, yards, job sites, service vehicles, and temporary field locations. Companies can review inventory and asset data across multiple locations through a single unified dashboard for fast, informed operational decisions.

Streamlined Field - Office Communication

Field, warehouse, shop floor and office employees have access to the same up-to-date info, on the mobile devices and office computers, through a centralized cloud system.

Real Time Inventory Synchronization

Real-time synchronization ensures that inventory and asset data are always up-to-date and are consistent for all software users and devices.

  

Instant Inventory Updates

Inventory transactions recorded in the mobile app, via the web interface, or by IoT gateways update central cloud database in real time. Instant updates eliminate delays caused by batch processing or manual reconciliation.

Inventory State Integrity

Each transaction updates stock level and asset status in a controlled sequence, ensuring that data remain accurate and internally consistent over time.

No Manual Reconciliation Or Double Entries

Inventory changes are applied automatically, eliminating the need to re-enter field data into the system and reconcile spreadsheets.

Comprehensive Reports & Analytics

Comprehensive reports and analytics provide insight into inventory levels, asset usage, and operational trends, supporting informed planning and decision-making.

  

Customizable Reports

Generate reports tailored to your needs by filtering data using multiple parameters, including custom fields. Reports can be reviewed online, printed, or exported as CSV or PDF files.

Inventory and Asset Status Reports

Review inventory levels and asset assignments, including asset locations, custody chain, and allocation for jobs or projects.

Inventory and Asset Transactions Reports

Analyze detailed records of inventory receipts, transfers, usage, and returns across warehouses, service trucks, and job sites. Reports can include additional transaction data, photos, and signatures.

Historical Inventory and Asset Analysis

Review historical changes in inventory levels and asset locations to support job billing, improve asset utilization, and identify fast- and slow-moving items.

Inventory Usage and Trend Analysis

Analyze inventory consumption and usage trends over time to support forecasting, purchasing decisions, and long-term planning.

Smart Inventory Tags & Trackers

Smart inventory tags and trackers provide a physical identification layer that links inventory and assets to their digital records within the QR Inventory software.

  

Smart Inventory Tags

QR Inventory software supports multiple types of inventory identification tags, including QR codes, barcodes, NFC tags, and BLE tags. Businesses can select the tag technologies that best match their operational needs and budget. It is possible to combine different tag types within a single system, for example use QR codes for inventory and BLE tags for high-value assets.

Smart Inventory Trackers

Smart inventory trackers detect tagged inventory and assets and report their presence to the inventory system. In QR Inventory, businesses can use smartphones with QR code scanning mobile app as a tracker for fast and efficient inventory transactions recording. Or they can for IoT gateways that provide fully automated asset and inventory monitoring 24/7 - no manual scans required.

Find more info on QR Inventory smart tags and trackers here.

Inventory Management Automation & Intelligence Tools

Asset & Inventory Tracking Automation With BLE Tags

BLE-based asset and inventory tracking enables automated detection and monitoring of tagged items without requiring individual scans or manual data entry.

  

Bulk Scanning Using BLE Tags

BLE tags allow you to bulk scan multiple items with a single click in the mobile app, instead of locating QR code and scanning each item one by one. This significantly speeds up high volume asset and inventory transactions.

Fully Automated IoT Asset Tracking With BLE Tags And Gateways

In the IoT asset tracking configuration, IoT gateways act as autonomous trackers that continuously detect BLE-tagged assets and inventory without human involvement. This enables unattended, 24/7 monitoring of asset and inventory in the areas where gateway is installed. As an additional benefit, existing Android or iOS devices can be used as IoT gateways, significantly reducing total system costs.

Remote Conditions Monitoring With BLE Sensors

Optional IoT temperature and humidity monitoring system allows you to remotely and automatically monitor conditions of sensitive assets and inventory 24/7. Alerts and historical logs help prevent spoilage, damage, or compliance issues.

AI Inventory Assistant For Setup, Software Usage, Reports

AI tools in the QR Inventory software simplify system setup, daily usage, and data access by allowing users to interact with the system using natural language.

  

AI-Assisted System Onboarding

AI-assisted onboarding helps businesses configure QR Inventory by describing their requirements in plain language. The system interprets these inputs and provides guided setup steps, reducing training time and minimizing common configuration errors.

AI Inventory Chatbot / Assistant For Daily Use

The built-in AI inventory chatbot answers questions about system usage, inventory data, and configuration in natural language. Users can get immediate guidance without searching manuals or navigating complex menus.

Natural Language Inventory Queries And Reporting

AI-based natural language reporting allows users to retrieve inventory data by asking questions in plain language. This approach allows users to instantly get exact info they need without searching throug available pre-defined reports or filling out complex forms.

Workflow Customization, Data Collection, and Traceability

Customizable Inventory Management Process

Model your existing processes by defining workflow steps, what data should be stored in the system, what data is captured, and how inventory info is displayed and reported.

  

Custom Transaction Types and Workflows

QR Inventory software allows organizations to define custom inventory transaction types that reflect how materials and assets move through their operations. Transactions can include receiving, storage, transfers, job site delivery, usage, returns, sales, or any other process-specific action required by the business.

Custom Workflow Steps for Manufacturing and Assembly Processes

QR Inventory allows organizations to define custom workflow steps that reflect how items move through manufacturing or assembly processes. Each step represents a stage in the production lifecycle and can be tracked using QR code scanning or automated data capture.
For example, a fabricated component can move through defined workflow stages such as Preparation, Cutting, Fitting, and Assembly. As the item progresses through each step, its status is updated in the system, creating a clear, traceable record of where the item is in the production process.

Data Collection For Transactions & Workflows

In QR Inventory companies can define what exact data needs to be collected during inventory transactions, and / or as manufacturing orders move through production steps. Data requirements are fully configurable and can be tailored to different transaction types, workflow stages, item categories, or business processes.
By allowing users to control what data is collected and when, QR Inventory ensures that records reflect real operational needs, support traceability and compliance, and provide meaningful context for audits, reporting, and process improvement.

Custom Fields and Properties

Custom fields can be added to inventory and assets to store all required business-specific information. Fields can include text, numeric values, selections, images, and documents, allowing companies to store and review the exact data they need.

Mobile Forms and Checklists

Companies can create custom mobile forms and checklists for any type of paperwork they need to complete, replacing paper-based documentation. Forms can be completed on smartphones or tablets and submitted directly to the centralized cloud system, creating structured, searchable digital records.

Lot, Serial, and Batch Tracking

QR Inventory software supports tracking inventory by lot number, serial number, or SKU - based on the company needs and traceability requirements.

Customizable Dashboards & Reports

Users can control which fields are displayed on the main inventory dashboard and reports, ensuring that they see data that reflect operational priorities rather than fixed templates. By aligning data collection, dashboards, and reporting within a single configurable framework, QR Inventory gives companies immediate visibility into the information that matters most.

Mobile Forms And Checklists

Mobile forms and checklists enable digital data collection instead of paper forms, speeding up field paperwork and providing readily accessible, searchable digital records.

  

Mobile Data Collection in the Field

Forms and checklists are completed in the mobile app on smartphones or tablets, allowing field teams to easily capture required info as work is performed.

QR Code–Driven Form Access

Forms are automatically linked to an inventory item, asset, manufacturing order or location with a QR code scan. This eliminates errors and ensures that the correct form is used for each task.

Offline Field Data Collection

When data connection or wifi are not available, mobile forms can be completed offline. A user can submit all completed forms to the cloud once connection is available.

Organized Digital Records

Submitted records are stored as structured digital records in the centralized cloud system. Authorized software users can search records by multiple parameters to access the exact info they need.

Customizable PDF Documents

Users can generate PDF documents based on the completed forms, on the mobile devices after the form is completed, or on the computers in the office later on. PDF documents data and layout is based on predefined templates created by the user. Reports can include captured data, images, and signatures. PDFs can be viewed, printed, or shared directly from the mobile app.

Mobile Process Tracking And Traceability

QR Inventory software allows businesses to track manufacturing workflow as items move through the production steps, while maintaining end-to-end traceability of materials, processes and shipments / deliveries.

  

Track Process Steps With QR Code Scanning

After custom workflows are created, shop floor employees can track work orders through the steps using QR code scanning in the mobile app. Scanning identifies the correct item or work order and records its current status and progress.

Workflow Steps Data Capture

Required data can be captured at each process step, including measurements, test results, quality control checklists, notes and photos. This ensures that work progress is well documented, documentation is saved as digital records in the cloud and can be easily accessed on demand.

Live Work Orders Status Visibility

Supervisors and office staff can review the real-time status of active work orders through the cloud dashboard, including date/time, employee who is working on the item, current step, progress, and completion state. Optional email alerts notifies authorized personnel when work order status has changed.

Work Orders History, Audit Trail And Documentation

Each work order maintains a complete history of process steps, date/time, employees, what was done, and collected data. This data provide a clear audit trail for quality control, issue resolution, and compliance review.

Materials And Parts Traceability

Materials and parts can be tracked by SKU, lot number, or serial number throughout the process. Organizations can see which serialized inventory is used in each product, enabling fast identification of affected items in case of defects or recalls.

Implementation, Scalability, and System Integration

Inventory Management Software With Modular Structure

QR Inventory is built on a modular architecture that allows organizations to start with core inventory capabilities and add specialized functionality as operational needs grow. Modules can be enabled individually, ensuring the system scales without unnecessary complexity.

  

The following modules extend QR Inventory into specific operational areas while remaining fully integrated with the core platform:

Operations, Visibility, and Control Modules

• Equipment Service and Maintenance – track service history and maintenance schedules for tools and equipment.
• Pallet, Rack, and Container Tracking – manage inventory stored in movable containers and nested locations.
• Real-time Asset / WIP Status Dashboard - Display live operational data on wall-mounted screens across the facility, providing shared visibility into asset locations, work order status, and inventory levels across multiple locations. Dashboards update automatically and support screen rotation for continuous, hands-free monitoring.
• Field Inventory Requisition – streamline job-site materials requests with mobile approvals and fulfillment tracking.

Production and Materials Management Modules

• BOM and Assembly Tracking - Manage BOM lists, track generic and serialized assemblies building. Record lot / serial number of components that go into each serialized assembly for traceability. Inventory stock is automatically adjusted as components are consumed.
• Stocktaking and Asset Audits – perform physical inventory counts and audits using mobile scanning.

Financial Modules

• Purchasing and Invoicing – manage purchase orders, receiving, and inventory replenishment.

Documentation and Media Modules

• Images, Documents, and Signatures – attach photos, documents, and digital signatures to inventory records.
• Documents module - create customizable PDF documents for completed inventory transactions and digital forms.

Simple & Intuitive Inventory Software

QR Inventory software is designed for fast adoption, allowing teams to start using the system with minimal training and without technical expertise. Built-in guidance, AI assistance and timely tech support are available to help users find answers quickly when needed.

  

Simple and intuitive mobile app

The mobile app is designed for field inventory tasks, focusing on speed, accuracy, and minimal data entry. These advanced mobile app features make field inventory tracking quick and simple:

• scan-in fields
• selection lists
• hint lists
• smart data auto-fill
• dynamic sections that can be inserted on demand
• photo capture
• automated data capture (date/time, employee, GPS location)
• and more...

User-friendly web interface

A cloud software interface is intuitive, user-friendly and is designed to reduce repetitive tasks.

Guided software walk through

A guided walkthrough introduces core features and common workflows, helping companies become productive quickly without lengthy training sessions.

Scalable Software With Flexible Hosting Options

QR Inventory software is built to adapt to changing operational and infrastructure requirements over time.

  

Scale Up Easily As Your Operations Grow

Companies can start small and scale QR Inventory up as needed by adding users, inventory items, assets, locations, and functionality. The underlying data model and workflows remain consistent, ensuring that growth does not require system redesign, data migration, or operational disruption.

Flexible Hosting and Deployment Options

QR Inventory can be hosted in the environment that best fits organizational requirements. Deployment options include cloud hosting with us, self-hosting on an internal network, or deployment on a preferred cloud provider such as AWS or Microsoft Azure.

System Integrations

QR Inventory integrates with financial and project management systems to keep inventory, purchasing, and project data aligned without double entries.

  

Accounting and Financial System Integrations

QR Inventory integrates with accounting platforms such as QuickBooks Online, QuickBooks Enterprise, and Sage Intacct to synchronize inventory-related financial data. Inventory transactions recorded in the QR Inventory, such as materials receiving, usage or sale, can automatically create relevant financial documents in the accounting system, such as invoices, bills or purchases. This integration reduces duplicate data entry and helps businesses to maintain consistency between inventory and financial records.

Project Management System Integrations

Integration with project management systems such as Procore and Asana connects job site deliveries, materials and equipment usage, and field documentation to project workflows. Inventory transactions and field documentation recorded in the QR Inventory mobile app are associated with projects or tasks, with related documents uploaded to the project management system and attached to the corresponding project records.