How an Automated Inventory Tracking System Works

Are you thinking about adding an automated inventory tracking system to your heavy-duty repair shop’s workflow? If so, you might assume these systems use advanced hardware and software to monitor components’ locations and stock levels—but that’s not quite the case. Instead, here’s a step-by-step look at how these systems get the job done:

1. The fairies living inside your computer keep track of your parts for you.

And that’s it. Thanks for reading, folks!

DISCLAIMER: The “process” described above is a joke, not a carefully guarded trade secret. While automated inventory management systems can locate parts, optimize stock numbers, and predict future demand for components, these systems rely on powerful programs and tracking devices—not pixie dust (or any similar substance). For a factual explanation of Fullbay’s automated inventory tracking process, please consult the remainder of this article.

What is an Automated Inventory Management System?

Though the term “inventory management system” can describe any method shops use to track and reorder parts, it’s typically applied to computer systems designed for this purpose. An automated inventory management system goes one step further—these systems automate crucial steps in the inventory management process, making it easy to manage inventory like a pro.

Automated inventory systems use RFID tags or barcode labels to track parts while they move around a shop. However, these tags can’t function on their own; instead, they need to work alongside automated inventory management software. When you choose the right program for this task, you’ll gain access to automated inventory control, real-time stock updates, and many other perks.

Because these systems use modern technologies to track part levels and locations, your workers won’t have to spend time entering this information by hand. That can benefit your shop in two ways: your employees will be able to focus on doing their jobs, and you’ll receive more accurate inventory data than ever before.

How an Automated Inventory Tracking System Works in Heavy-Duty Repair Shops

Once you’ve set up a new automated inventory system and shown your workers how to use it, this program can help your shop with:

1. Receiving and Labeling Inventory

Your automated inventory tracking system’s job begins when parts enter your shop. If your workers attach and scan barcode labels/RFID tags after a parts delivery, your system can start tracking these parts right away.

Thanks to these tracking technologies, you’ll never have to wonder where components will end up in your shop. Automated inventory systems give techs up-to-date information on part locations, reducing the time they’ll spend looking for components.

2. Tracking Inventory and Maintaining Optimal Stock Levels

Along with tracking part locations, an automated inventory system will give you a detailed view of your shop’s inventory levels. Thanks to the data provided by barcodes and RFID tags, these systems can tell you exactly how many parts you have at any given time.

Automated inventory management systems can also make part reordering a breeze. Once your system notices that part levels are running low, it will trigger a reminder letting you know that it’s time to buy more parts. If you pay attention to these reminders and act accordingly, you’ll be unlikely to run out of vital components.

When your shop doesn’t have to deal with the threat of understocking parts, you won’t need to put ongoing jobs on hold until you can get vital components. At the same time, optimizing your part orders can prevent you from overstocking parts, which can allow components to degrade or become obsolete.

3. Demand Forecasting and Order Management

Knowing what to expect in terms of parts demand is all but impossible for shops without a digital inventory system in place. On the other hand, an inventory management system that supports demand forecasting can help you analyze inventory data and accurately predict your business’ future parts needs. 

Along with that, automated reorder reminders will make your reordering process far more efficient than it would be otherwise. By ordering parts precisely when you need them, you’ll avoid stockouts and ensure your shop can keep up with its repair jobs.

4. Minimizing Human Error and Improving Efficiency

No matter how attentive and qualified your techs are, they can always make mistakes while writing down inventory information. Of course, that’s a non-issue with automated tracking—since these systems don’t rely on manual data entry, you won’t have to worry about human error getting in the way.

Improved accuracy isn’t the only efficiency-related benefit automated inventory management systems deliver, either. These systems can also speed up your inventory management process while minimizing delays and wasted time.

5. Integration With Broader Business Operations

Finally, today’s best automated inventory management systems don’t have to work in isolation. Instead, you can connect these systems to other programs your shop uses, such as accounting and job management software.

As you might expect, these integration capabilities can improve your shop’s overall operations. When your inventory management system, repair schedules, and customer management are all in alignment, you’ll enjoy increased levels of customer satisfaction as a direct result.

Considerations When Choosing an Automated Inventory Management Solution

If an inventory management system can help your shop with each of the tasks listed above, it may very well be the right fit for your business’s needs. But there are some more factors you’ll need to think about before investing in one of these systems, such as:

• Cost. Though your inventory management system should certainly be affordable, it should also offer flexible pricing that lets you pay for the services you truly need.
• Training. Though it will take time for your workers to get used to any new heavy equipment repair software, the best inventory systems make this easier with built-in training features.
• Scalability. As your heavy-duty shop grows, its inventory management system should be able to keep up with its changing needs.
• Ease of integration. When your inventory management system has little to no friction with other tools your business uses, you’ll eliminate another source of stress.

Manage Inventory Like Magic With Fullbay

It’s easy to see how heavy-duty repair shops can benefit from an automated inventory tracking system, but some of these programs will be a better choice for your business than others. An automated inventory tracking system from Fullbay will give your shop access to every feature and benefit listed in this article—allowing you to track and reorder parts like magic*.

As if that wasn’t enough, Fullbay’s software also helps shops communicate with customers, generate purchase orders, and access in-depth reports. To learn more about what we can do for you, set up a demo today!

*DISCLAIMER: Fullbay’s use of the phrase “like magic” is intended as a metaphor and should not be interpreted literally. In the hypothetical event that an inventory management process was powered by “childlike wonder,” said process would be thoroughly patented by Fullbay. Fullbay products are not intended for use outside heavy-duty repair shops, enchanted forests, or your own half-remembered dreams.