Inventory management for businesses with mobile teams

Central store, site container and service vehicle in one system: Jobilino shows what is where, who took it and which job it belongs to. Packaging units are converted for you, low stock reports itself – with no ERP project and no spreadsheet.

Stock per central store, vehicle and site in real time
Every withdrawal with person, time and project
Request materials and confirm receipt in the app

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Inventory management means recording and controlling every stock level, movement and withdrawal systematically. Jobilino brings that to where the decisions are actually made in trades, construction, field service and facility management: to the storage location, into the vehicle, onto the site – connected to the job, to time tracking and to reporting.

Why stock control keeps slipping out of hand

The big warehouse is not the problem – what disappears from it every day is: material for the site, small parts without a receipt, half a box left in a service van. Anyone keeping stock in a spreadsheet or in their head notices the gaps only once something is missing.

Nobody knows what material is still sitting in the service vehicle or the site container
Consumed material never lands on a job and is never billed on
Replenishment is ordered once the shelf is already empty
Packaging units make every count uncertain – one box, twelve pieces or a pallet?
Two people reach for the last item, and the list still shows it as available
After the stocktake goods are missing, and nobody can reconstruct who took them and when

The answer: a warehouse that follows every site

Jobilino connects stock, material withdrawal and job in one system – with a stock level that stays right even when material leaves the yard in a van.

Inventory management in Jobilino is built on a central item master: every item has a number, a base unit, optional packaging units, a minimum stock level and a barcode. Goods receipt, withdrawal, return, transfer, correction and write-off are all recorded as bookings. Stock updates immediately, and every movement stays traceable with quantity, unit, timestamp and person.

A storage location is more than the shelf in the yard. Central store, satellite stores, site containers and every service vehicle can be managed separately – a vehicle store belongs to the vehicle, a site store to the project. Moving material between them is booked as a transfer, so it is always clear where an item physically is. Packaging units are converted at booking time and the factor is frozen: a box of twelve stays twelve, even if the packaging is redefined later.

Every withdrawal can be assigned to a project, a site or a client – the same job the time recorded on mobile runs on. Only then does a complete cost picture per job emerge: hours plus material, without anyone in the office retyping delivery notes. Purchase and sale prices are frozen at booking, and every movement carries a flag for whether it will be billed on.

Bookings are made in the web interface – by the employee or by the warehouse keeper on their behalf. The team does not need a computer for that: in the employee app they request materials, see their own withdrawals and confirm receipt. If an item drops below its minimum level, Jobilino reports it by itself – in the system and as a push notification. All data is stored GDPR-compliant on servers in the EU, and inventory management is part of the same platform as time tracking and shift planning: one login, one set of master data, no interfaces to maintain.

What digital inventory management gives your business

A stock figure that holds

Every booking takes effect immediately. If two people reach for the last item at the same time, a record-level lock makes sure only one of them gets it.

Material on the right job

Consumption lands on a project, site or client – instead of on a month-end catch-all nobody can break down afterwards.

Replenishment before the standstill

The minimum stock level per item triggers a notification before the shelf is empty – not afterwards.

No more arguing about packaging

You book in the unit you actually pick up. Conversion and storage always happen in the base unit.

No implementation project

Import items from Excel, create storage locations, start booking. No ERP, no interfaces to maintain, no consulting budget.

Solid enough for the stocktake

Who took what and when is in the ledger – including the quantity and the unit the person actually entered.

How inventory management works with Jobilino

Create items and storage locations

Import the item master from Excel or enter it directly – including opening stock, units, minimum levels and supplier. Storage locations are the central store, vehicles and sites.
Book goods receipt

Record deliveries with quantity, unit, delivery note and purchase price. If you want, the delivery price updates the item price at the same time.
Withdraw or request

Material is taken out and assigned to a project – booked by the employee or by the warehouse keeper on their behalf. Through the app the team requests supplies and confirms receipt.
Report and bill

Stock value, consumption per project and withdrawals not yet billed are available as reports – exportable as PDF, Excel or CSV.

Inventory management features at a glance

Item master with categories

Item number, description, category, unit, minimum stock and barcode. The catalogue can be imported from Excel, edited and pushed back.

Multiple storage locations

Central store, satellite stores, site containers and every service vehicle as its own location. A vehicle store belongs to the vehicle, a site store to the project.

Units and packaging

Piece, metre, box, pallet: Jobilino converts to the base unit at booking time and freezes the conversion factor – later changes never rewrite history.

Goods receipt

Record deliveries with quantity, unit, supplier, delivery note and purchase price. The price of that delivery is frozen at booking.

Withdrawal with job reference

Every withdrawal carries person and timestamp and can be booked to a project, site or client – the basis for costing and billing on.

Four-eyes confirmation

If you want, every withdrawal has to be acknowledged. When the keeper books for an employee, that employee confirms receipt themselves – straight from the app.

Material requests with approval

Employees request items, and the decision is made line by line – in full, in part or rejected. Approved quantities are reserved until they are issued.

Transfers between locations

From the central store into the van or from site to site: one action, two stock figures, one connected operation.

Returns instead of corrections

Material that was not used is booked back. The history shows per person what was taken and what came back – and therefore what is still out.

Stocktaking

Enter the counted quantity and Jobilino books the difference as a correction with a mandatory reason. Stock is dependable again afterwards, the discrepancy documented.

Minimum levels and notifications

When an item drops below its minimum level, the people responsible are notified – in the system and as a push. A second warning follows at zero stock.

Shortfall instead of a block

When stock is used up on paper, Jobilino does not block the booking but flags it in red. On site the material really is gone – blocking only stops people booking at all. If you want it stricter, switch the block on.

Suppliers

Manage, filter and report items per supplier – including in the Excel import, where the supplier is matched by name.

Stock value and prices

Purchase and sale price per item, stock value per item and in total. Amounts are visible only to those with the permission for it.

Five separate permissions

Maintain master data, see stock, request materials, confirm withdrawals, see prices – granted individually instead of all-or-nothing.

A complete movement ledger

The ledger is only ever appended to, never overwritten. A mistake is healed with a correction booking, not by deleting – traceable down to the single movement.

Inventory management at a glance

Three views from daily practice: where the material sits, when a reorder is flagged, and how a withdrawal reaches the job.

A central store and three connected storage locations: a service van tied to the vehicle, a site container tied to the project and an off-site store as its own location. — A store that follows every site

Central store, service van, site container and off-site store as storage locations of their own – material leaving the yard stays visible.

Three items with stock and minimum level: one sufficient, one at the minimum and one unavailable – the alert is raised when the minimum level is reached. — The minimum level speaks up in time

A minimum level per item: the alert reaches the people responsible for the store before the shelf is empty – not afterwards.

The path of a material withdrawal: two boxes are taken out, converted into 24 pieces in the base unit, booked to the project and shown there alongside the hours. — From the withdrawal to the cost picture

Booked in the packaging unit, held in stock as the base unit, visible on the project alongside the hours.

Inventory management in context

Inventory management does not stand alone – it works on the same jobs and master data as the rest of the platform.

Projects and jobs

Every withdrawal can be booked to a project – the same project the working time runs on. For clients without their own project, Jobilino handles the assignment automatically.

Time tracking

Hours and material meet on the same job. Only that produces a complete cost picture per site instead of two separate lists.

Reports and export

Stock list, movement ledger, stock value and consumption per project are available as reports – exportable as PDF, Excel or CSV.

Employee app

My withdrawals, confirm receipt, request materials: the employee's own part of the warehouse lives in the app – in every language the employee app supports.

Notifications

Minimum level reached, new request, decision made, confirmation pending: Jobilino reports in the system and by push to the phone.

Ready for billing

Every movement carries a sale price and a flag for whether it will be billed. What has been consumed but not yet invoiced stays visible as a list.

Inventory management by industry

Digital inventory management has the strongest effect where material leaves the store every day and rarely comes back documented.

Frequently asked questions about inventory management

What is inventory management?

Inventory management is the systematic recording, control and monitoring of all stock levels and stock movements within a warehouse: goods receipt, put-away, withdrawal, transfer and return. The goal is a system stock that matches the physical stock on the shelf – and a complete audit trail of who moved what and when.

How does inventory management differ from stock-keeping and merchandise management?

Stock-keeping describes the decision to hold stock at all. Inventory management is the operational control of that stock. Merchandise management goes further, also covering purchasing, sales and accounting. Jobilino handles inventory management and passes consumption data via export to your merchandise management system for billing purposes.

Do we need special hardware for inventory management?

No. Bookings are made in the web interface – on a computer in the office or in the warehouse. The employee app only needs the smartphone your team already carries: items can be found there by scanning a barcode with the phone camera. Dedicated scanner hardware, a fixed warehouse terminal or a label printer are not required.

What does the team do when nobody is at a computer?

Withdrawals are booked in the web interface – either by the employee or by the warehouse keeper on their behalf. Everything else works in the app: the team requests materials, sees its own withdrawals and returns, and confirms receipt when someone else booked on their behalf. That confirmation is the reason material bookings get acknowledged on site at all.

Can I manage multiple warehouses and service vehicles?

Yes. A main warehouse, satellite stores, on-site containers and every service vehicle can each be managed as a separate storage location. Moving materials between them is recorded as a transfer, so it is always clear where an item is physically located.

How do I get existing item data from Excel into the system?

The item master can be imported. Item number, description, unit, storage location and minimum stock level are taken from your existing Excel list – no manual re-entry required.

How does a stocktake work with digital inventory management?

Via the stocktaking page: you enter the counted quantity per item, Jobilino compares it with the system stock and books the difference as a correction – with a mandatory reason, so it stays traceable later why the stock changed. Nothing is deleted or overwritten: the correction is a movement of its own in the ledger.

Can I see which employee still has which materials?

Yes. Every withdrawal is booked to a person, and so is every return. In the app, each employee sees both side by side under “My material” – and therefore what they still have out. This is not a dedicated tool and equipment management with loan periods, inspection dates or serial numbers: if you want to track tools that way, you create them as items and work with withdrawal and return.

What business size benefits from digital inventory management?

It pays off as soon as several people are withdrawing materials independently of one another – in practice, from around five employees upwards. Traditional inventory management systems rarely make financial sense at this scale, because implementation and upkeep cost more than the benefit they deliver.

Is the inventory management GDPR-compliant?

Yes. All data is stored on servers within the EU. Bookings are traceable to individuals because assigning material to an employee and a job is precisely what the module is for; five separate permissions control who may see stock levels, prices and reports.

Run your inventory digitally from now on

Import items from Excel, create your storage locations, start booking – your stock figures are right from the very first movement. Free to try, no implementation project.

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