The Essential Guide to Inventory Management

June 29, 2023 - Toby Mortaro

The Nitty Gritty

  • Find out what inventory management is and best practices
  • Learn a variety of different forms of inventory management techniques
  • Understand the key benefits of a cloud-based inventory management solution
A person is stood in a warehouse holding a tablet device and pointing in the air with a stylus

Are you looking for a way to improve your business’s inventory management processes? Look no further than this essential guide to inventory management, walking you through the different types of inventory management systems, key objectives, benefits of an efficient system, techniques, strategies and more.

By understanding the importance of inventory management and how to implement the right system for your business, you can improve customer satisfaction, reduce costs, and optimize inventory forecasting. You’ll also gain insight into cloud-based solutions and best practices that help you maximize efficiency when facing inventory management challenges. Before we get started, what is inventory management?

What Is Inventory Management?

If you are confused about what inventory management is and why ‌inventory management strategies matter, you aren’t alone! Perhaps your field service business is only just starting to carry inventory. Or, perhaps your inventory control has been easy for your small business because it was all just in the back of your truck. Now you may be getting to the stage where knowing how to keep track of inventory is has become more critical.

Inventory management is a critical process for any business. If you’re not keeping an eye on what’s coming in and out of stock, then it’s not just your business that will start losing money. Customers may face stock shortages and choose not to give you repeat business due to delays in the work being completed. In addition, field staff can’t operate with efficiency and ease if materials they need for a job aren’t available.

The goal of inventory management is to have the right materials in the right amounts at the right time so that work is completed on time while minimizing costs. The types of inventory management systems vary depending on the size of your business. Smaller companies may opt for simpler solutions such as manually tracking stock levels, while larger organizations may benefit from more advanced software systems that can automate tasks like forecasting demand or automatically keeping stock at a certain level.

No matter what type of system is used, there are key objectives that should be kept in mind when implementing an effective inventory management plan. These include ensuring accurate order fulfillment, monitoring stock levels, avoiding shortages and overstocks, reducing costs associated with storage and handling and improving customer satisfaction.

Understanding The Types of Inventory Management

Inventory management techniques differ from business to business. It requires careful tracking of stock levels to ensure your business runs as efficiently and smoothly as possible, and your customers aren’t left disappointed. To help with your inventory optimization there are several different types of inventory management that are common practice.

Cycle counting. This method divides your business’s entire inventory into smaller portions, so that only a portion needs to be counted at any given time. Instead of doing a full physical count every month or quarter. This technique makes it easier to identify problems quickly and make necessary changes before they become major issues.

ABC analysis. ABC analysis categorizes items into three groups (A: high demand/high cost; B: medium demand/medium cost; C: low demand/low cost) allowing you to prioritize which products need attention first.

Just-in-time (JIT). This method reduces waste by supplying only the required amount when it’s needed rather than having extra reserves for future use. For optimal results, this system should be combined with cycle counting or ABC analysis in order to manage efficiently.

Perpetual inventory. Keeps tabs on current stock in real-time by automatically updating records when something is either added or removed from the premises. It relies on an electronic system so isn’t dictated by physical stock numbers. This system guarantees accurate tracking at all times and helps reduce losses due to mismanagement.

When deciding which inventory management techniques suit your business best, consider budget, size of your business and your end goals. Additionally, cloud-based solutions provide convenient data access from anywhere without incurring maintenance costs associated with traditional systems.

Key Objectives of Inventory Management

A hand is holding a barcode scanner pointed towards a cardboard boxEfficient inventory management ensures that customer satisfaction levels remain high, while also reducing costs associated with storage and handling. Through accurate record keeping and tracking of inventory levels, you gain visibility into your supply chain to identify potential problem areas. Additionally, forecasting methods can be used to plan ahead for seasonal maintenance jobs with higher demand and take advantage of supplier discounts for bulk orders.

As well as looking at different types of inventory management methods like the ones we’ve discussed above, cloud-based solutions are increasingly popular. This is largely due to their scalability, cost savings potential, and ability to integrate with existing systems. This provides a central hub of information where multiple individuals can access the resources they require. You’re also able to look at inventory details a lot faster, from anywhere with mobile accessibility options.

When properly implemented and managed, effective inventory management can help maximize profits through better decisions about ordering supplies in bulk or small quantities when necessary. In turn, your customers continue to have a positive experience with your business with no delays or stock shortages of materials that are required for work to be completed.

The Benefits of Having an Efficient Inventory Management in Place

If you’re adopting a new system or process within business it’s important to understand the benefits they bring. Think of it the same way with having an efficient inventory management plan in place.

For starters, it helps to ensure customer satisfaction by keeping stock levels at the right level and avoiding stockouts with materials. This means customers can get the required work booked in and completed without delays. Additionally, having an organized system in place allows for better control over inventory costs with accurate forecasting of future needs as well as cost savings associated with storage and handling fees. Furthermore, cloud-based solutions provide real-time tracking capabilities so you can monitor your inventories from any location worldwide using a mobile device.

How many occasions has there been an issue with the correct stock in the correct place? For example, field staff need to ensure their vans are fully equipped and ready for the day with the right materials for each job. Without an efficient inventory management system in place you run the risk of materials going missing, work not being completed on time and staff frantically trying to find what they need. Transparency is key, and a cloud-based solution helps achieve that by giving you the ability to run stock reports and check what’s available digitally, any time.

Overall, having an efficient inventory management system is essential for driving that positive customer experience, gaining complete transparency and reducing operational expenses associated with stocking materials. By utilizing the right combination of technologies, processes, and tools - you can ensure customers remain satisfied while managing costs effectively.

Breaking Down the Most Common Inventory Management Techniques

It’s important for you to be familiar with the various types of inventory management so you can make the right decision for your business. The key focus should be to maximize efficiency and reduce costs. Let’s take a look at a few examples:

  • Just-in-time (JIT) - designed to reduce lead times and maximize efficiency by only ordering what is necessary at the right time, minimizing extra costs associated with storage. Businesses often use this method to maintain the lowest stock levels possible, before having to re-stock.
  • Economic order quantity (EOQ) - This method calculates how much needs to be ordered at once while minimizing ordering costs, helping anticipate future needs based on the demand for work.
  • Reorder point - This method alerts you when materials reach a predetermined quantity, so that you know when to re-order stock before it’s critically low. You can then manage your stock levels accordingly based on the minimum levels.
  • Perpetual - by tracking material and stock changes over a given period of time, this method allows you to record those changes much like sales or purchases.

By understanding these inventory management techniques, you can ensure efficient operations while maximizing customer satisfaction levels at minimal cost. Implementing an appropriate system will help you stay organized, increase profits and manage resources efficiently.

Cloud-Based Inventory Management Systems

When you’re thinking about the question, what is inventory management? It’s difficult to think of an answer that doesn’t include some type of electrical or digital solution. An automated system helps streamline operations, reduce the time and effort required to manage inventories and analyze trends with jobs coming through to your business. It even allows you to predict future material requirements and optimize purchasing processes.

Adopting a cloud-based system to manage your stock and materials offers real-time visibility into what is coming in and out of the business. Allowing your field staff to manage their own van with materials required for their day, as well as giving you access to check different storage devices from anywhere. It saves you time spent on a lot of the manual processes associated with inventory management, which in business, is always a bonus.

By utilizing the right combination of technologies, processes, and tools - you can ensure customers remain satisfied while managing costs effectively.

With any new system the last thing you want is a painful, slow setup process. Thankfully, that isn’t the case with inventory optimization. With the ability to import specific supplier catalogs, group catalog items together and assign materials to jobs with just the click of a button, it isn’t difficult to see the appeal of a cloud-based solution. Once you’ve been through the initial setup process, you can update your inventory as necessary, as well as set up alerts that will let you know when specific stock levels are low.

With a cloud-based inventory management system, there’s no need to save data in multiple locations or worry that any information will get into the wrong hands, as everything is backed up securely and remotely. Field staff can easily access this information as long as they have a stable Internet connection. This, in turn, will aid them in their day-to-day work and improve customer service. Your inventory will be stored within the cloud itself so if you need to make changes to your catalog, the changes will be reflected in real-time. Having this added sense of security will give you peace of mind, in addition to not having to worry about losing track of a paper trail with reams of inventory data.

It’s very likely that at some stage your business will grow and with that comes a responsibility to make sure new employees have the correct access and equipment to do their job, as well as ensuring operations are not affected. When inventory is stored in the cloud, it makes this process a whole lot smoother. There are no physical limitations restricting you from scaling with your business, you can adjust your catalog as and when needed.

Whether it’s for inventory forecasting, reducing costs or increasing efficiency. The benefits of introducing a cloud-based inventory management system are vast and effective. By leveraging the power of these solutions you save time and money while ensuring your customers remain satisfied with services over time.

What to Consider When Choosing a Cloud-Based Inventory Management Solution

Choosing the right cloud-based inventory management solution for your business requires careful consideration. The best system should suit your needs, be tailored to your specific industry and processes, and integrate seamlessly with other software systems. Let’s take a look at some of the key areas you should consider when weighing up your options.

Features and customization

Make sure the system you choose offers all of the features you need to effectively manage your inventory. It’s also important to understand what type of customization options are available, if at all, in order for the system to fit your businesses unique needs.


Consider how well the system scales as your business grows. The best inventory management strategies should be able to adapt quickly and easily as you add new products or services, expand into new markets, or increase customer demand.

Security measures

Security is incredibly important. Make sure there are strong security protocols in place that protect your data from unauthorized access or modification. In addition, you want to be able to customize security with the software to allow the right people access to the right information.


There will be significant costs associated with selecting an inventory management solution. Evaluate the costs including initial setup fees as well as ongoing maintenance costs before making a final decision.

Integration capabilities

Your chosen solution should integrate easily with other software systems. For example, an accounting integration such as Sage or Xero. This helps streamline business processes further and avoids duplication of tasks in disparate systems. It also aids productivity amongst other teams as they’re able to see the benefit from having the software, and can get their work done quicker.

Best Practices for Effective Inventory Management

Hopefully by this point we’ve answered the question of: what is inventory management? Let’s take a look at some of the best practice for effective inventory management.

Make sure you are accurately tracking and monitoring stock levels, so you’re able to make quick decisions on restocking materials at the right time. Regular checks should also be conducted to keep records up-to-date. In addition, analyzing inventory data can help with forecasting future needs and ensuring an efficient supply chain.

Creating a reorder process is another way to guarantee materials are always available and overstocking or understocking is avoided. You can also use inventory optimization techniques such as ABC analysis to gain more insight into which materials are required more frequently. Giving you the knowledge to adapt any minimum stock alerts accordingly, based on seasonal or recurring jobs and the materials required.

A cloud-based solution can help with these techniques, as well as provide a heap of positive benefits to other aspects of your business. This includes thing such as improved visibility into your supply chain, reduced costs associated with stocking materials, improved decision making capabilities with access to real-time data, enhanced security protocols and scalability. Your customers stay in-the-know as communication can be sent from the office or while field staff are out on a job, starting right from a quote all the way through to the invoicing stage.


There’s a lot of information to take in. But if you make it a priority to keep efficiency at the forefront when it comes to managing your inventory, you’ll find the right fit for you. A cloud-based solution helps streamline your business and give you enhanced visibility, with reporting functionalities and fantastic security features. For further insights check out our blog on How to Make Data Driven Decisions in Your Field Service Business.

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Author - Toby Mortaro

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Toby started his Simpro journey ‌in support. He learned the product inside out, in order to provide best-in-class customer support. As a key member of the support team, Toby built internal relationships as well as those with our customers. After a couple of years and fancying a creative challenge, he jumped ship to the marketing team.