We bring the asset register, device list and department spreadsheets together into a single inventory. Every item gets an inventory number as a barcode or QR code on the object itself, with location, assigned person, contract and book value attached behind it. Recording, relocation, issue and return then become a single scan with your phone instead of an entry someone has to remember to make.
Most companies don't have inventory management — they have four partial inventories that contradict each other. It shows exactly twice a year: at stocktaking, and when someone resigns.
Five processes that get stuck at the same points in almost every company with more than 30 employees. You don't have to tackle all five at once — we start with the one that costs you the most time.
Every purchase creates one record, not two. The workflow reads supplier, amount and purchase date from the incoming invoice, creates the inventory item and assigns it according to the rule your tax office sets: immediate deduction, pooled item, or a separate fixed asset. We store the low-value asset threshold and the depreciation period as parameters, so a changed rule costs a number, not a rebuild.
Savings 2–4 hrs per monthThe item carries its own number. When it's created, we assign the inventory number, print the label and attach the complete record behind it: purchase date, book value, location, assigned person, contract. Anyone scanning with their phone sees the current status, not whatever spreadsheet version happens to be sitting on their drive.
Effect One scan instead of searching a listStocktaking becomes a walkthrough with a phone. Two people scan room by room, the system continuously compares against the target stock and delivers three lists at the end: found, not found, unexpectedly found. The stocktaking discrepancy is then a report with timestamp, location and the person who recorded it, which your accountant can follow — not a handwritten note on a printout.
Savings 1–2 days per stocktakeWhoever receives something signs for it, and whoever leaves returns it. On joining, the workflow generates the issue list for the role (laptop, monitor, keys, tool case, fuel card) and has the handover confirmed digitally. On leaving, the same list runs in reverse: whatever is still outstanding goes to the manager and HR before the last working day, not after.
Effect No outstanding devices after offboardingAn item has a location, a contract and a value, and all three change. Moving it to another warehouse is a scan with a location selection, not a ticket. For leased devices, the contract with its end date is attached to the record and gives notice before the return deadline; for owned items, the report carries the book value forward according to the rule stored in accounting.
Effect Return deadline ahead of the additional chargeWe choose based on the use case, not on a partner program. If your company already has Microsoft 365, adding a second tool alongside it would be the more expensive solution.
Microsoft 365The master data sits in a SharePoint list, recording runs through a Power App on the company phone with the camera as scanner, and handover and return approvals run through Power Automate. For companies with existing Microsoft 365 licenses, this is usually the shortest path, because login, permissions and storage location are already settled.
n8nYour inventory is only as valuable as its match with fixed asset accounting. n8n picks up the incoming invoice, writes the new item into inventory and reports purchases, relocations and disposals back to accounting or ERP. On request, self-hosted on a German server, so your inventory data never leaves the building.
If you already have fixed asset accounting in your ERP or an inventory tool, the answer is rarely a replacement. We put an interface in front of it so recording and stocktaking run on mobile and the booking lands exactly where it already belongs today. We calculate what a replacement would cost and deliver beforehand, before you decide on it.
Fixed price instead of an open-ended timesheet: you know before the start what the first productive workflow costs. After 30 days it's running — with real items, not in a demo.
We lay the asset register, IT device list and the department spreadsheets side by side and count how many items are recorded twice, not at all, or incorrectly. At the end of the week there's a number, not a guess.
We clarify what counts as a separate item for you, what the inventory numbering range looks like, which fields are mandatory, and whether a barcode or QR code goes on the object. Your tax office confirms the valuation and depreciation rules beforehand, and we build them in as parameters.
Recording, scanning, assignment, relocation and return first run in one department with real devices. Whatever doesn't work there, we fix before it affects the whole company.
The inventory is rolled out and labeled, everyone involved gets a 30-minute briefing and a quick guide. After that, you decide: you keep maintaining it yourself, or we take over operations with a fixed SLA.
This page covers the inventory of items and the question of where they are and who they're assigned to. If your actual topic is maintenance intervals, inspection deadlines and fault reports on equipment, maintenance management is the right starting point.
In the free initial analysis, we spend 60 minutes going through your inventory and stocktaking process and tell you honestly whether automation pays off. No obligation, no presentation — and if the answer is no, we'll tell you that too.
We work with a fixed price that you know before the start. The range mainly depends on two things: how many items need to be recorded and whether an interface to accounting is added. In the free initial analysis, we calculate this based on your actual inventory instead of giving you a rough guess.
Usually not. If you have Microsoft 365 in-house, SharePoint, Power Apps and Power Automate are enough for inventory, scanning and approvals. If you already have fixed asset accounting in your ERP, we put an interface in front of it instead of replacing the system.
QR codes are more robust for small labels and devices standing at an angle, because they're readable from any angle and with a phone camera. Classic barcodes are worthwhile if you already have handheld scanners in the warehouse and want to stick with them. For outdoor use or workshops, the label material matters more than the code type.
Your tax office, not us. We build the values into the workflow as parameters and document which rule applied when. If the requirements change, that's a changed number in the configuration, not a new project.
No. The obligation to conduct stocktaking remains — we make the process faster and the evidence verifiable. Instead of a ticked-off paper list, you get a report with timestamp, location and the recording person for each item. Which stocktaking method is permitted for your company is something you clarify with your tax office.
