Tool Inventory: Advantages of Specialised Software

The Advantages of a Web-Based Tool Inventory

Today’s asset management does not take place on paper or on a magnetic board. Equipment, tools, furniture, hardware or virtual assets such as licences have long been managed digitally in many companies. However, programmes without the right features are often used. The consequences are unnecessary additional work and loss of time.

Modern inventory software, on the other hand, ensures that equipment management runs smoothly. It is a great help for facility managers – thanks to services such as mobile device recording in real time or reminders of maintenance deadlines and warranty expirations. The digital inventory of assets facilitates the monitoring of the technical infrastructure and the timely commissioning of external service providers.

Inventory software in conjunction with inventory labels can be used for tool management or maintenance planning for IT resources, for example. With web-based software (purpose: tool inventory), damage or defects can be reported by any authorised employee, regardless of location, via smartphone app.

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When the advantages of cloud-based inventory software are made clear, the disadvantages of classic methods become visible at the same time. Locally installed computer programmes, for example, have the same problem as magnetic boards or paper lists on the storage wall or in an office folder: they are located in a central place to which one must move in order to manage equipment.

Any delays that occur can lead to duplication of items. In addition, if only certain employees are entrusted with the inventory, there is a backlog of tasks in the event of illness or holidays, with the result of potential loss of information. If, on the other hand, the tool inventory is decentralised, it can be carried out by different employees on their own responsibility.

Scanning and managing the assets directly on site saves time and travel. For efficient and secure facility management, information on the location and status of inventory items as well as appropriate instructions should be available wherever an employee needs them.

Free inventory software with mostly only rudimentary functions cannot cover this. The costs for an online inventory management like Timly already include hosting, future updates and GDPR-compliant backups.

Tool Inventory on a smart tablet

Your Perfect Asset Management Is Only One Step Away


Simplify Tool Inventory in the Warehouse With Software

Thanks to modern, cloud-based inventory software, many companies have already been able to make tool inventory more efficient and reliable. In the process, inventory labels were attached to equipment to be inventoried, such as tools or industry-specific devices. This includes, for example, machinery, vehicle fleet, surveying equipment, IT resources, furniture or medical equipment.

Data such as equipment numbers, serial numbers, accounting numbers or operating manuals can be stored in the inventory software. After the corresponding entry in the database, the software reminds the user on time about the expiry of the warranty or upcoming maintenance. Important dates such as employee certifications or training courses can also be managed via the efficient software.

Tasks of warehouse coordination, such as reservations and the targeted distribution of equipment to employees, are depicted in detail by the software. In many cases, a web-based tool inventory improves the connection to third-party systems – for example, procurement or accounting software.

The inventory software continuously records data, the evaluation of which is helpful for accounting. In this way, possible savings and necessary investments can be precisely identified.

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Make Office Tool Inventory More Reliable

For the office area of a company, IT inventory plays an essential role. Due to the increasing variety of equipment, the costs for IT resources are becoming increasingly difficult to plan.

A powerful inventory software helps to reduce the administrative effort.

Tool inventory on three devices

It increases transparency and provides an overview of resources such as hardware, software licences or virtual environments at all times. This avoids unnecessary purchases and extends the life of IT equipment thanks to timely maintenance. Documents and manuals are quickly available on the computer or mobile device for the respective licence or device users.

With the additional web-based inventory of furniture and office equipment, you support the work of the facility manager. A documentation system tailored to individual company needs records inventory lists, inventory history and purchase receipts, among other things.

The digital tool inventory of your equipment ensures a legally compliant inventory and insurance record. It also creates the transparency needed to identify potential savings.


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

How Is a Simple Management of Your Tools Possible?


Modern Asset Management: Web-Based and Location-Independent

The basis for digital asset management is QR code labels that are placed on the objects so that they can be scanned when needed. Instead of bringing assets to the warehouse each time, they can be recorded on the move. Employees can use mobile scanning devices such as smartphones or notebooks for this purpose.

This saves walking distances and time, as changes to the inventory database can be made anywhere there is an internet connection. Thanks to the cloud connection and the decentralised tool inventory, it is no longer necessary for specific rooms or employees to be available promptly. Equipment management is transferred to the users’ own responsibility and thus becomes faster and more flexible.

With a mobile app tool inventory, for example, becomes easier. Damage to equipment can be reported directly on site from an employee’s smartphone, including a photo. The same applies if a piece of equipment is passed on to another employee.

By means of GPS recording, locations of inventory items can be stored and historically tracked. For management and controlling, the software creates an overview for viewing and evaluating important inventory data.

If the web-based inventory software is used within the framework of a Software as a Service model, no own IT infrastructure is required for all this. In this case, the provider of the device management software takes care of the legally compliant data processing and a secure data centre.

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Intuitive Management of Your Assets

Our inventory software offers you a wide range of sophisticated functions. This way, your inventory is digitalised easily and reliably.

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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Of course, there is the possibility to use free inventory software solutions and checklists for inventory. But is this advisable for a professional management of resources? So much in advance: We are of the opinion that this is not advisable, because free inventory software usually only offers rudimentary functions for managing inventory.

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In this blog post, we would like to show you how you can best manage IT inventory of all kinds with inventory software. Whether in the office, in the warehouse or in the field... you encounter it everywhere. We are talking about IT inventory, ranging from devices such as computers and laptops including installed software, input terminals and barcode scanners to smartphones.

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