Inventory and Order Management Software: A Contractor’s Guide

That frantic call from a technician in the field is a familiar sound. They’re missing a critical part, the supply house is across town, and the job schedule is about to be thrown into chaos. These small moments of friction add up, leading to wasted time, frustrated employees, and shrinking profit margins. The root of the problem isn’t your team; it’s the outdated system of spreadsheets and guesswork you use to manage materials. The right inventory and order management software is designed to eliminate this chaos. It provides a clear, real-time view of what you own, where it is, and when you need to reorder, turning your inventory from a source of stress into a well-oiled asset.

Key takeaways

• Connect your field techs to the warehouse in real-time: Your inventory system should bridge the gap between the office and the job site. A platform with a strong mobile app and seamless integrations gives your team the power to check stock and use parts, ensuring everyone works with accurate, up-to-the-minute information.
• Automate purchasing to stop wasting time and money: Manually tracking stock levels and creating purchase orders leads to errors and delays. The right software automates reordering based on your set levels, preventing stockouts of critical parts and freeing up your team to focus on revenue-generating work instead of paperwork.
• View your inventory system as a tool for growth: Effective inventory management does more than organize your shelves—it builds a foundation for a more profitable business. By reducing material waste and improving job efficiency, the right system directly supports your ability to scale and take on more work.

What to look for in inventory and order management software

Choosing the right software can feel overwhelming, but it boils down to finding a system that solves your specific challenges. For trade contractors, that means a tool built for the realities of managing materials across warehouses, trucks, and active job sites. The goal isn’t just to count parts; it’s to create a smooth, predictable flow from purchasing to installation. A great system will cut down on administrative headaches, prevent costly material waste, and give you the data you need to make smarter business decisions. As you evaluate your options, focus on these core features that will have the biggest impact on your daily operations and your bottom line.

Track inventory in real-time across multiple locations

Your inventory isn’t sitting neatly on a single set of shelves; it’s spread across a main warehouse, multiple service trucks, and maybe even staged at a few job sites. You need a system that gives you a clear, real-time view of every part at every location. When a technician is in the field, they should be able to see exactly what’s on their truck and what’s on a teammate’s truck nearby. This visibility eliminates last-minute runs to the supply house and prevents job delays. It also creates accountability, helping you reduce shrinkage and ensure you always know where your valuable materials are.

Automate reordering and manage purchase orders

Manually tracking stock levels and creating purchase orders is a time-consuming process prone to human error. The right software automates this workflow entirely. You can set minimum and maximum stock levels for your most-used parts, and the system will automatically generate a purchase order when you’re running low. This ensures you never run out of critical components that could hold up a job. It also streamlines your entire procurement process, freeing up your office staff to focus on higher-value tasks instead of chasing down part numbers and managing paperwork.

Connect with your field service and accounting tools

Your inventory software shouldn’t operate in a silo. To be truly effective, it must integrate seamlessly with the other platforms you rely on every day. Look for a solution that offers robust integrations with your field service management software (like ServiceTitan or Jobber) and your accounting system (like QuickBooks). When these systems talk to each other, data flows automatically. A part used on a job is instantly deducted from inventory, and the information is passed to accounting for accurate job costing and invoicing. This eliminates tedious double-entry and ensures everyone is working with the same correct information.

Access your inventory and scan barcodes from anywhere

Your technicians are your front line, and they need inventory information at their fingertips. A user-friendly mobile app is non-negotiable. It allows your team in the field to look up parts, check stock levels, and transfer materials between locations right from their phone or tablet. To make things even faster and more accurate, look for a system with barcode scanning capabilities. Scanning a part is much quicker and more reliable than manually searching for it. This simple feature drastically speeds up everything from checking out materials for a job to performing cycle counts in the warehouse.

Get clear reports and insights

Are you guessing which parts you use most often or how much inventory you really need? The right software replaces guesswork with data. It should provide clear, easy-to-understand reports on key metrics like inventory turnover, usage history, and slow-moving stock. With this information, you can make informed decisions to optimize your stock levels, avoid tying up cash in materials you don’t need, and understand the true profitability of each job. These insights give you the control to run a leaner, more efficient, and more profitable business.

With Ply’s Purchase Order Management tool, you can create, manage, and send POs directly from the Ply platform, directly to your suppliers

The top inventory and order management software reviewed

Choosing the right software comes down to finding the tool that fits your specific industry and workflow. A solution built for a multi-channel retailer won’t have the right features for an HVAC contractor, and vice versa. The key is to look past the general feature lists and focus on how a platform will solve your unique challenges, whether that’s managing truck stock, tracking materials across job sites, or integrating with the tools you already use every day. A generic system might check a few boxes, but a specialized one understands the nuances of your business, like the need to track parts from the warehouse to a service vehicle and then to a specific job, all while keeping your accounting in sync.

The market is full of options, and they all promise to simplify your operations. But what does that actually mean for you? For some, it means a visual way to track tools. For others, it’s about connecting their online store to their warehouse. For trade contractors, it’s about eliminating the frantic phone calls to check if a part is in stock and ensuring techs have what they need to finish a job on the first visit. We’ve reviewed seven of the top inventory and order management platforms to help you see how they stack up. This breakdown will help you identify the software that aligns with your business goals and can make a real difference in your day-to-day operations. We’ll cover what each platform does best, who it’s for, and where it might fall short for a trade contractor.

1. Ply: Best for trade contractors and field service businesses

Ply is designed specifically for the way trade contractors work. It’s not a generic inventory tool; it’s a complete system for buying and managing materials in industries like HVAC, plumbing, and electrical. The platform focuses on simplifying the entire procurement process, from creating purchase orders to tracking items in the warehouse and on every tech’s truck. What makes Ply stand out is its deep integrations with field service software like ServiceTitan, Housecall Pro, and Jobber. This connection allows for a seamless flow of information, ensuring parts used on a job are automatically deducted from inventory and accounted for, which helps you maintain accurate stock levels and protect your profit margins.

2. Sortly: Best for visual inventory management

If you’re a visual person, Sortly might be a great fit. It’s a straightforward, all-in-one software that helps businesses track their physical assets, from supplies and materials to tools and equipment. Its main appeal is its simplicity and visual interface, which allows you to add photos to your inventory items, making it easy to identify what you have on hand at a glance. The platform is designed to help businesses of all sizes save time and money. While it’s a strong general-purpose tool, it may lack the specialized purchasing and job-costing features required by service-based trade businesses.

BLOG: Top Sortly Alternatives Built for the Trades

3. Zoho Inventory: Best for small to medium businesses

Zoho Inventory is part of the larger Zoho suite of business apps and offers a solid solution for small to medium-sized businesses. It helps you manage inventory across multiple warehouses, handle sales and purchase orders, and track shipments. The software is built to streamline inventory operations and help you sell more efficiently by managing item groups and creating special price lists for customers. It’s a suitable option for retail or e-commerce businesses but isn’t tailored to the unique project-based workflows of field service contractors.

4: Quickbooks Commerce: Best for accounting integration

For businesses already running on QuickBooks, QuickBooks Commerce (formerly TradeGecko) offers a tightly integrated solution. It handles the basics well, allowing you to track stock levels, manage costs, create purchase orders, and run inventory reports. Because it lives within the QuickBooks ecosystem, it ensures your inventory data and financial data are always in sync, which can simplify your accounting. However, its native features are best for basic needs and may not be robust enough for businesses with more complex operational requirements, like managing truck stock or tracking serialized parts.

5. inFlow Inventory: Best for manufacturing operations

inFlow Inventory is a powerful platform that serves a wide range of industries, but it truly shines in manufacturing and assembly. It allows you to create bills of materials (BOMs), track the production process from raw materials to finished goods, and manage stock across different locations. If your business involves any light manufacturing or kitting—like assembling HVAC units or pre-building plumbing kits for installations—inFlow provides the features to manage that complexity. It’s a comprehensive solution for businesses that make, as well as sell, their products.

6. Cin7: Best for multi-channel retailers

Cin7 is built for the modern retailer. Its core strength is connecting and synchronizing your inventory across multiple sales channels, including e-commerce websites, online marketplaces like Amazon, and physical retail stores. It automates order management and provides a single source of truth for your stock levels, preventing overselling and ensuring a smooth customer experience. Cin7 also includes features for managing warehouse operations and connecting with third-party logistics (3PL) providers. It’s an ideal choice for product-based businesses that sell to customers through various online and offline channels.

7. Fishbowl: Best for QuickBooks users

If you’re a dedicated QuickBooks user but have outgrown its native inventory capabilities, Fishbowl is designed for you. It’s positioned as the top manufacturing and warehouse management solution for the QuickBooks platform. Fishbowl adds advanced features that QuickBooks lacks, such as barcode scanning, part tracking, and management for multiple warehouses. It essentially supercharges your accounting software with serious operational power. This makes it a strong contender for businesses that require granular control over their entire inventory chain, but want to stick with the familiarity of the QuickBooks environment for their financials.

Getting started: what to expect during implementation

Choosing the right software is the first step. The next is getting it up and running in your business. This implementation phase is where you transition from your old methods (whether that’s spreadsheets or a different system) to a new, more efficient workflow. It might sound like a huge undertaking, but with a clear plan and a supportive software partner, it’s completely manageable. A successful implementation transforms your manual processes into streamlined digital workflows that improve inventory accuracy and operational efficiency.

The process typically involves a few key stages: 1) planning the project, 2) connecting the new software to your existing tools, 3) moving your data over, and 4) training your team to use it confidently. Think of it as a project with a clear beginning, middle, and end. The goal is to get your business operating on the new system with minimal disruption. A good software provider will guide you through each step, acting as a partner to ensure everything goes smoothly. The key is to set realistic expectations and communicate openly with both your team and your new software provider.

A successful implementation transforms your manual processes into streamlined digital workflows that improve inventory accuracy and operational efficiency.

What to know about pricing and hidden fees

When you’re budgeting for new software, it’s important to look beyond the monthly subscription price. The total cost of implementation can include one-time fees for setup, data migration, and team training. Some providers charge extra for specific integrations or customizations, so it’s smart to ask for a detailed breakdown of all potential costs upfront. This transparency helps you avoid any surprises down the road and ensures the investment aligns with your budget.

Before you commit, make sure you understand the full financial picture. Ask direct questions like, “Are there fees for onboarding?” and “What does your support package include?” This helps you compare different options accurately. You can also use a return on investment calculator to see how the software will pay for itself through reduced waste, fewer last-minute supply runs, and more efficient operations. A clear understanding of the costs and benefits makes the decision much easier.

Connecting with your current systems

Your inventory software doesn’t operate in a vacuum. It needs to communicate with the other tools you rely on every day, like your accounting software and field service management platform. A smooth integration means data flows automatically between systems, saving you from tedious manual entry and reducing the risk of errors. For example, when a tech uses a part on a job in your field service app, the inventory count should update automatically.

Before you start, map out which systems need to connect. The best inventory management platforms offer pre-built integrations with popular tools like QuickBooks, ServiceTitan, and Jobber. This makes the connection process much simpler. Appointing a point person or a small team to oversee the technical setup can help ensure everything is configured correctly from the start, giving you a single source of truth for your business data.

Moving your data and training your team

Getting your existing data into the new system is a critical step. This usually includes your parts list, supplier information, and current inventory levels. Taking the time to clean up your data before you migrate it will pay off immensely. It’s the perfect opportunity to get rid of duplicate entries and correct any inaccuracies. Once your data is in, the focus shifts to your team. The most powerful software is only effective if your technicians and office staff know how to use it.

Great software providers offer comprehensive training resources, from video tutorials to live support sessions. Your team needs to understand not just how to use the new tool, but why it benefits them and the business. Involving them in the process early and providing clear instructions will help get everyone on board. This ensures a smooth transition and helps you get the most value from your new system right away.

Managing the project and the transition

Treating the implementation like a formal project is the best way to keep it on track. This means setting a realistic timeline with clear milestones for each stage, from initial setup to the final “go-live” date. Having a dedicated project manager, even if it’s just one organized person on your team, is essential for managing tasks and keeping everyone informed. Regular check-ins with your software provider will also help you address any challenges quickly.

When it’s time to make the switch, plan for a smooth transition. Some businesses choose to run the old and new systems in parallel for a short time to ensure everything is working perfectly. Having a strong support plan in place for the first few weeks is also crucial. For businesses with more complex needs, some providers even offer onsite warehouse implementation to help you organize your physical space and set up workflows for maximum efficiency.

Click here for the whole story on how Nigel Mulgrew Plumbing removed their inventory bottlenecks with Ply

The payoff: How the right software changes your business

Switching from spreadsheets and paper logs to a dedicated software system is more than just a tech upgrade; it’s a fundamental shift in how your business operates. When you have a clear, real-time view of your materials, the benefits ripple through every part of your company. You’ll see fewer mistakes in the office, less waste in the warehouse, and happier customers who get their problems solved faster. It’s about transforming chaotic, manual processes into a smooth, reliable system that supports your team and your bottom line. This isn’t just about organizing parts; it’s about building a stronger, more efficient, and more profitable business from the ground up.

✓ Eliminate manual errors and cut down on admin time

Think about all the hours your team spends manually tracking parts, chasing down purchase orders, or double-checking invoices. Every one of these manual steps is a chance for human error to creep in—a typo that orders the wrong part or a missed PO that delays a job. Automated order management takes these repetitive tasks off your team’s plate. Instead of someone having to remember to reorder a specific filter when stock gets low, the system can do it automatically. This frees up your office staff and technicians to focus on what they do best: serving customers and completing jobs, not getting bogged down in paperwork.

✓ Improve stock control and reduce material waste

How much money do you have tied up in materials just sitting on warehouse shelves? Or worse, how many jobs have been delayed because a technician didn’t have a common part on their truck? The right software gives you a crystal-clear, real-time view of your entire inventory, from the main warehouse to every single service vehicle. This means you can stop guessing and start making data-driven purchasing decisions. You’ll reduce overstocking, minimize waste from expired or obsolete parts, and ensure your techs always have what they need to get the job done on the first visit. It’s about turning your truck stock from a liability into a well-oiled asset.

✓ Serve customers better with faster order fulfillment

In the service industry, speed and reliability are everything. When a customer has a problem, they want it fixed—fast. Your inventory system plays a huge role in making that happen. When your team can instantly see what parts are available and where they are, you can schedule jobs with confidence. If a special part is needed, the ordering process is quick and trackable, so you can give the customer an accurate timeline. This efficiency leads to faster job completion, fewer return visits, and a much better customer experience. Ultimately, a well-managed inventory helps you build a reputation for being the company that gets it done right the first time.

✓ Set your business up to scale and grow

The manual systems that worked when you had two trucks will break down when you have ten. As your business grows, you need processes that can handle increasing complexity without causing chaos. Cloud-based inventory solutions provide a scalable foundation for growth. They can manage a growing number of technicians, vehicles, and jobs without skipping a beat. By putting the right system in place now, you’re not just solving today’s inventory headaches; you’re building an operational backbone that will support your business for years to come. It’s a strategic move that ensures you can take on more work and expand your team without your operations falling apart.

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• Inventory Management Software: The Ultimate Guide
• Stock Inventory Management Software for Contractors

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Frequently asked questions

I’m currently using spreadsheets to track my inventory. Why should I switch?

Spreadsheets are a common starting point, but they often create more problems than they solve as you grow. They aren’t updated in real-time, which means the information can be outdated the moment it’s entered. This leads to technicians thinking a part is in stock when it isn’t, causing last-minute supply house runs. A dedicated software system gives everyone, from the office to the field, a single, accurate view of what you have and where it is, which cuts down on costly errors and wasted time.

What’s the single most important thing to look for in software for a trade business?

While features like barcode scanning and mobile access are crucial, the most important factor is how well the software integrates with the other tools you already use. Your inventory system needs to connect seamlessly with your field service management platform and your accounting software. This ensures that when a part is used on a job, it’s automatically deducted from your stock and added to the invoice, creating a smooth workflow that eliminates manual data entry and ensures accurate job costing.

How much work is it to get a new system set up?

Switching to a new system is a project, but it doesn’t have to be a headache. The process typically involves cleaning up your existing parts list, importing that data, and training your team. A good software provider will act as a partner, guiding you through each step with clear instructions and support. The initial effort is well worth it when you consider the long-term benefits of having a streamlined, automated system that runs smoothly in the background.

Will my technicians in the field actually use this?

Your team will adopt any tool that makes their job easier, and a good inventory app does exactly that. Instead of calling the office to check on a part, they can see what’s on their truck—and even on a nearby teammate’s truck—right from their phone. Features like barcode scanning make it fast and simple to check materials out for a job. When the software saves them from a frustrating trip to the supply house, they’ll see its value immediately.

How does this software actually help my bottom line?

The right software impacts your profitability in several direct ways. It helps you reduce the amount of cash tied up in overstocked or obsolete parts. It ensures every single item used on a job is accounted for and billed correctly, protecting your profit margins. Finally, by making sure your technicians have the right parts for the job on the first visit, you can complete work faster, which improves cash flow and allows you to book more jobs.