Establish Order With a Modern Online Inventory Management System

Online Inventory Management: The Ideal Tool for Your Employees

The classic magnetic board, Excel and locally installed programmes have one major thing in common: each of these systems is out of date due to a lack of security, scalability and accessibility. While business operations set a strict pace, incidents such as the allocation of work resources are becoming more and more frequent.

However, this does not happen when employees work independently with an online inventory management system. Here, QR codes, a personal inventory and easy-to-use menus are used to record all events. This not only saves time and avoids errors.

Once employees themselves are familiar with recording their objects in the inventory, this should be done regardless of location. This requires access to an asset management system that is always up to date, which is best done via the employee’s own smartphone or tablet. With decentralised storage, all data is always accessible and kept up to date with online inventory management – for everyone.

In contrast to Excel and Co., not only one person is familiar with the online inventory management, but the data transfer takes place decentrally: this job is performed by every employee with minimal effort. In this way, the accessibility of all information is also ensured.

Assets Software Free of Charge: How to Successfully Access Core Data

Every scanned object creates a data record in your company’s inventory. In order to access this data conveniently, modern systems can already be opened via web app views in the browser.

With your own login data, all devices become a source of information for your inventory: only a browser is needed for the mobile app. Thanks to secure data transmission, even a private smartphone or tablet can be used for login. This advantage minimises the costs for employee devices and creates flexibility at the workplace, since assets and stock levels can be checked in real time.

Not to be neglected are the low and constant costs, which are compared to an own software on the same scale, besides the effort and risk in the development when making the “make” decision. The online inventory management already includes hosting, GDPR-compliant backups and the provision of new features in the future.

The same amount is charged monthly for a constant number of employees. If you want to get away from Excel or analogue inventory recording (e.g. IT inventory), you should take a look at online variants to control costs. This is often the cornerstone for a digital landscape in the working environment of any kind of business.

Woman using online inventory management with Timly

Inventory Management Made Easy With Timly


IT Asset Management Digitalises Processes

What used to have to be recorded with scanners and external computers can now be conveniently entered into the system or booked out via any form of terminal device. This is an advantage that is especially relevant when scheduling objects.

While the smartphone acts as a QR code scanner, the inventory can be assigned to an employee in real time. Due to the lack of delay, double allocation of objects is thus not possible, which avoids conflicts and bottlenecks.

As an employee in scheduling, it is always good to know where the objects and work equipment are in use. Whether vehicles, tools or other objects, the GPS function of modern recording systems creates clarity. Already integrated in the online inventory management, the whereabouts can be displayed on a map in real time.

Additional information about the employee, return periods and the condition of objects are also quickly visible.

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Service, Security and Maintenance: Online Inventory Management

In addition to the operational work with equipment and inventory items, maintenance and service also play a major role.

For this reason, it is important that employees can also find the necessary documents and information behind each object. This includes instructions, certificates and manuals as well as maintenance intervals and service dates.

Online inventory management on mobile devices

The most important questions about inventory – everything at a glance

By recording responsibilities and deadlines in the online inventory management, deadlines are no longer missed. This is also ensured by push notifications and e-mails that those responsible can receive.

Anyone who is at a loss in the company quickly has to deal with the company’s compliance in security matters. The necessary standards can also be found in the online inventory management and are quickly accessed via web view.

These are advantages that would go beyond the scope of classic and analogue systems. Should a device have a defect, this can be reported digitally by any user. A photo is all that is needed to make a contribution in the event of damage or defects. The damage reports can then go to the back office or to the respective operations manager.

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Benefit From Online Inventory Management


Flexible and Mobile Use as an Asset Management App

While employees can use objects and operating resources in everyday life, the data obtained can be used efficiently in controlling and the back office. The modern online inventory management comes up trumps especially in document management: Contracts, performance reports and much more are stored in one place.

This simplifies analysis and evaluation for new acquisitions, depreciation and other events. In addition, numerous tools can be used to create reports – rarely has a real-time overview of the company been achieved so quickly. Inventory software provides a remedy for administrative chaos.

With the help of role and rights allocation, documents can be released for certain employees, while they remain under lock and key for other colleagues. Role release is particularly important when personnel data and contracts are linked to the corresponding persons and objects.

Without data protection risks, the online inventory management is also filled with various useful features:


Overview of the inventory at any time and from anywhere

Compatibility with mobile devices such as smartphones or tablets

Integrated barcode / QR code scanner

Easy mass inventory possible

Assigning the inventory to individual persons or places


Store files, documents or even contacts

GPS location tracking incl. location history

Trapped in Old Systems: The Problem With Asset Management Excel

Every system reaches its limits without a corresponding roadmap. Especially affected by this are folders in Excel, which are doomed to fail as the number of business transactions increases. As an SME, more information is needed over time than simply the use of objects.

Rather, it is about security through planning, so that bottlenecks and duplicate assignments in the system can be avoided. The solution here is a fully comprehensive system in combination with open API interfaces (for example to DATEV).

For online inventory management, it is essential to pass on the collected data internally within the company. In order for this to happen automatically, API interfaces create the connection between programmes of various types. Thus, the degree of wear and tear and the demand for items can be retrieved for accounting with a click.

The same applies to information on budget planning and the use of operating resources over a self-defined period. Together with your existing programmes, online inventory management is the solid foundation for data collection. Don’t miss any more opportunities for growth with inventory software, thanks to efficient data collection and a permanent overview.

Online inventory management on a desktop computer

The Timly online inventory management effectively saves you time in the administration effort

Intuitive Management of Your Assets

With Timly you get access to an efficient online inventory management. A wide range of sophisticated functions makes it easy to digitalise your inventory.

Manage All Assets

Whether IT resources, tools, machines, vehicle fleet, furniture or contracts: everything in Timly.

Mobile Available Everywhere

Localise your assets with the integrated barcode scanner for smartphones & tablets.

Clever Assignment

Easily assign assets to people, projects, rooms, locations or external service providers.


Digital File Management

Digitally store important information, files, documents, audit trails & contacts for your assets.

GPS Recording

Save the exact GPS location of your assets with one scan. All GPS data historically verifiable.

Maintenance Management

Documentation of repairs & maintenance at the asset location, as well as deadline management.

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