Always know what's in stock — in every warehouse and every van

Track exactly which items sit in each warehouse and van. The moment a part is used on a job, it's deducted from the right location automatically — so your stock levels are always accurate and shortages don't catch you out.

The Inventory Management Power-Up gives you full control over your warehouses, vans and materials. You register exactly which items are in stock and where they are located. As soon as an item is consumed in a work order, it is automatically deducted from the correct warehouse.

You can create multiple warehouses, for example per branch or service van. You also easily set minimum and reorder levels. When an item falls below the desired level, OutSmart can automatically generate a task to order more. This prevents your mechanics from running out of parts on site and keeps your service reliable.

Over 20.000 happy daily users

Bring your existing stock in — and keep it accurate

Import stock with Excel

Switching from spreadsheets or another system doesn't mean starting from zero. Bulk-import your current stock via Excel, mapped to your existing warehouses and items — commonly used during onboarding, with a small test import recommended first to catch mapping issues early.

Record stock transactions

Not every stock change comes from a work order. Log deliveries, damaged or missing goods, transfers between warehouses and vans, or count corrections as a stock transaction — so the history stays complete and every location stays accurate.

Manual stock control vs. OutSmart Inventory Management

Topic	Without OutSmart	With OutSmart
Stock visibility	Unknown until someone counts manually or a job stalls	Live stock levels per warehouse and per van, updated in real time
Material usage	Reported later from memory or paper — often incomplete	Registered on the job in the app — accurate and immediate
Van inventory	Technician manages from memory — office has no view	Digital van stock per technician, visible to planners at all times
Reorder process	Noticed when parts run out mid-job	Automatic alert when stock falls below the configured minimum
Cost per job	Materials missed or estimated on invoices	Exact quantities and costs captured per job, invoiced automatically
Multi-location	Separate lists per depot — no unified overview	All warehouses and vans in one dashboard with transfer logging

With the right tools on the job

Due to the connection with work orders and the OutSmart app, inventory management is fully integrated into your daily workflow. Employees simply indicate in the app when they use materials, and then the stock is updated immediately. This makes the system reliable and always current.

With Inventory Management you save time, prevent double administration and ensure that projects run smoothly. You always know which materials are available and where they are, so you can plan and execute more efficiently.

Practical example

An installation company with several service vans often had problems with missing parts. Since the introduction of Inventory Management, each van has its own digital warehouse. As soon as a mechanic uses material, it is automatically deducted. In addition, the warehouse manager automatically gets a task when the stock drops below the minimum. This prevents shortages and keeps projects on schedule.

Benefits

Always insight into current stock, per van or location.
Automatic deduction when materials are used.
Set minimum and reorder levels to prevent shortages.
Time savings and higher reliability in execution.

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

Frequently asked questions about OutSmart Inventory Management

Inventory management software tracks parts, materials, and tools across all storage locations — central warehouse, regional depots, and technician vans — in real time. OutSmart Inventory Management ensures the right stock is in the right place before every job, and that every material used is captured accurately for invoicing.

Each technician's van has its own digital inventory in OutSmart. When they use a part on a job, they register it in the app and the van stock level updates instantly. Planners and managers see what every technician carries without making a call.

Yes. Every part or material registered during a job is linked to the work order and included automatically in the invoice. There are no missing line items, no manual reconciliation, and no end-of-month catch-up on unbilled materials.

Yes. You set a minimum stock level per item. When available stock drops below that threshold — whether from van usage or warehouse withdrawals — OutSmart sends an automatic alert to the responsible buyer or manager. Jobs are never delayed because someone forgot to reorder.

Yes. OutSmart supports multiple storage locations — main warehouse, satellite depots, and individual van inventories. Stock transfers between locations are logged, and a central dashboard shows total availability and movement across all locations.

Yes. Technicians can check whether a required part is available in their van, a nearby depot, or a colleague's van before departure. If the part isn't where it needs to be, a stock transfer can be arranged in time — avoiding a wasted journey.

Yes. OutSmart integrates with Exact Online, AFAS, SnelStart, and Moneybird. Material costs sync to your accounting package automatically, and low-stock alerts can trigger purchase order workflows directly — keeping procurement and operations aligned.

Yes — you can bulk-import your current stock via Excel, mapped to your existing warehouses and items. This is commonly used during onboarding or when migrating from spreadsheets or another system. Run a small test import first to catch mapping issues early.

Yes. For every item in every warehouse you can define a minimum, preferred, and maximum stock level. OutSmart uses these to trigger reorder alerts and tell you exactly how far to restock.

Yes — record a stock transaction whenever a change doesn't come from normal work-order material usage: deliveries, damaged or missing goods, transfers between locations, or count corrections.

Yes. Stock transactions let you log a transfer between any two locations, so the history stays complete and the current position stays accurate everywhere.

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