Raw Material Inventory Management Software: A Guide For the Trades

That frantic, last-minute run to the supply house is a familiar headache for any contractor. It throws the day’s schedule off, leaves a customer waiting, and chips away at the profit from the job. For years, this cycle of reactive ordering and guesswork has been accepted as a normal cost of doing business. But it doesn’t have to be. The root of the problem is a lack of visibility into what you have and where it is. This is where raw material inventory management software comes in. It’s designed to replace the chaos with control, giving you a real-time view of every part in your warehouse and on your trucks, so you can run a smoother, more profitable operation.

Key takeaways

• Gain Control Over Your Cash Flow: Inaccurate inventory counts tie up your money in overstock or cause costly job delays. Software provides the real-time data you need to optimize stock levels, reduce waste, and make financially sound purchasing decisions.
• Find a Solution Built for Contractors: Your business has unique needs that generic software can’t meet. Prioritize a system with features like mobile truck stock tracking and automated purchase orders that are designed specifically for the trades.
• Connect Your Systems to Save Time: Your inventory software should integrate with your field service and accounting tools. This connection automates data entry, prevents errors, and ensures everyone on your team is working with the same accurate information.

What is raw material inventory software?

Let’s cut through the jargon. Raw material inventory software is a digital command center for all the parts and materials you need to get jobs done. Think of it as a system that tracks every coil of wire, every foot of pipe, and every piece of equipment from the moment you order it from a supplier to the second your tech installs it for a customer. For trade businesses, “raw materials” are the essential components you use every day, e.g., the fittings, fixtures, and units that live in your warehouse and on your trucks.

This type of software helps you see exactly what you have in stock, where it is, and when you need to order more. The goal is to eliminate the guesswork that leads to costly problems. Instead of running out of a critical part mid-job or realizing you have thousands of dollars tied up in overstocked items collecting dust, the software gives you the data to make smarter decisions. It streamlines your entire purchasing and management process with features like real-time tracking, demand forecasting, and supplier management, ensuring your team always has what it needs to keep projects moving forward. It’s about moving beyond reactive ordering and creating a proactive system that supports your entire operation, from the back office to the field.

What it does and why you need it

If you’re still relying on spreadsheets or a clipboard in the warehouse, you know how quickly things can get out of sync. A simple typo can lead to ordering the wrong part or thinking you have more stock than you actually do. Software makes managing your materials much easier and more accurate by giving you a real-time view of your entire inventory.

This isn’t just about organization; it’s about profitability. Good raw material inventory management directly impacts how smoothly your operations run and how much you spend. When you know exactly what you have, you can avoid last-minute, expensive runs to the supply house and prevent over-ordering that ties up your cash. It helps you make informed choices that lower costs and keep your jobs on schedule.

Connecting with the tools you already use

The best inventory software doesn’t work in a silo. It should act as the central hub that connects to the other essential tools you use to run your business. A top-tier solution will integrate seamlessly with your accounting and field service management platforms, creating a smooth flow of information from one system to the next. This eliminates the headache of double data entry and reduces the chance of manual errors.

For example, when your inventory software connects with your accounting tool, purchase orders and bills can sync automatically. When it connects with your field service software, your techs can see exactly what parts are on their truck before they even head to a job site. Having strong integrations ensures that every part of your business is working from the same, up-to-date information.

Ply was purpose-built to help to help trade businesses optimize their day-to-day operations including management of raw materials they need.

The must-have features to look for

When you start comparing raw material inventory software, you’ll notice a lot of overlapping features. But not all platforms are built with the trades in mind. To find a solution that actually solves your problems—instead of creating new ones—you need to look for a specific set of tools designed for how your business operates. The right software doesn’t just count parts; it streamlines your entire workflow from the warehouse to the job site.

Here are the non-negotiable features your inventory management software should have.

✓ Track your stock in real-time

Knowing what you have on hand is the foundation of inventory management. Relying on spreadsheets or manual counts leads to guesswork, which costs you time and money. Real-time tracking means you can see exactly what materials are in the warehouse, on a service truck, or assigned to a specific job at any given moment. This visibility is critical for preventing stockouts that delay projects and avoiding overstock that ties up your cash. Look for a system that uses barcodes or QR codes to make tracking inventory fast and accurate, eliminating the errors that come with manual data entry.

✓ Forecast demand and plan ahead

The best inventory software does more than just track what you have; it helps you predict what you’ll need. By analyzing historical usage data, the system can help you forecast future material needs for upcoming jobs or seasonal rushes. This allows you to make smarter purchasing decisions, reduce waste, and ensure you have the right parts available without carrying excess stock. Good forecasting helps you improve your cash flow and run a more efficient, profitable operation. Instead of reacting to inventory shortages, you can plan ahead and stay in control.

✓ Automate your purchase orders

Manually creating and tracking purchase orders is a time-consuming administrative task. Modern inventory software can automate this entire process. You can set minimum stock levels for essential materials, and when inventory dips below that threshold, the system can automatically generate a purchase order for your approval. This ensures you never run out of critical parts and frees up your team to focus on more important work. An automated purchasing system also reduces the risk of human error, simplifies supplier communication, and gives you a clear, organized record of all your orders.

✓ Manage inventory from anywhere

Your work doesn’t just happen in the office, and your inventory management system shouldn’t be stuck there either. Your technicians need to be able to see what parts are on their truck, and you need to be able to check stock levels from a job site. A cloud-based platform with a user-friendly mobile app is essential. This allows your entire team to access and update inventory information from any device, anywhere. This accessibility ensures everyone is working with the most current data, which prevents confusion and improves communication between the field and the office.

✓ Connect all your locations and tools

Your inventory software shouldn’t operate in a silo. It needs to be the central hub that connects your warehouse, your fleet of service trucks, and your back office. More importantly, it needs to integrate seamlessly with the other software you rely on every day. Look for a solution that offers robust integrations with your field service management platform, like ServiceTitan or Jobber, and your accounting software, like QuickBooks. When your tools communicate with each other, you eliminate double data entry, streamline workflows, and get a complete picture of your business operations.

7 top raw material inventory software options

With a clear idea of the features you need, it’s time to look at some of the best software options available. Each platform has its own strengths, so the right choice depends on your industry, business size, and specific operational challenges. We’ll start with our own solution, built specifically for contractors, and then explore other popular tools that serve a wider range of industries.

1. Ply: built for the trades

If you run an HVAC, plumbing, electrical, or other trade service business, you know your inventory needs are unique. Ply is designed from the ground up to solve the specific material management challenges contractors face. It’s not a generic manufacturing tool; it’s a system for managing parts, truck stock, and purchasing workflows in a way that makes sense for your team. Ply helps you track materials from the warehouse to the job site, automate purchase orders, and ensure your techs always have the right parts on their trucks. Plus, it offers deep integrations with the field service and accounting software you already use, like ServiceTitan, Housecall Pro, and QuickBooks, creating a seamless operational flow.

2. Fishbowl Inventory

Fishbowl is a comprehensive inventory management solution that goes beyond raw materials to cover warehouse operations, manufacturing workflows, and stock control. It’s designed to be an all-in-one system that helps you streamline production and reduce costs. If your business involves manufacturing finished goods from raw components, Fishbowl provides the tools to manage that entire lifecycle. It’s a robust option for businesses looking to gain better control over their entire production process, from sourcing raw materials to shipping the final product. This makes it a popular choice for small to medium-sized manufacturers who need a single platform to handle multiple operational areas.

• BLOG: 7 Best Fishbowl Alternatives

3. NetSuite Inventory Management

For businesses that need powerful financial tools alongside inventory control, NetSuite is a leading option. As an Enterprise Resource Planning (ERP) system, it connects your inventory data with accounting, CRM, and other core business functions. This creates a single source of truth across your entire organization. NetSuite Inventory Management is particularly well-suited for small and mid-sized businesses that are scaling quickly and need a system that can grow with them. Its strength lies in providing a holistic view of how inventory levels and material costs impact your company’s overall financial health, making it a strategic tool for data-driven decisions.

4. Odoo manufacturing

Odoo is a suite of open-source business apps, and its manufacturing and inventory modules are quite powerful. It offers features that are on par with many specialized systems, including barcode scanning to track items in your warehouse, optimized picking strategies, and forecasting tools for replenishment. What makes Odoo stand out is its modularity; you can start with just the inventory app and add others like accounting, CRM, or project management as your needs evolve. This flexibility makes it an attractive option for businesses that want to build a customized software stack without being locked into a single, monolithic system.

5. MRPeasy

As the name suggests, MRPeasy is built for small to medium-sized manufacturers. It’s a cloud-based system that brings raw materials management, production planning, and order fulfillment into one place. The software gives you a clear view of all your raw materials, helps you schedule production runs, and supports your purchasing process. One of its key features is the ability to track materials by batch, which is essential for businesses that need to maintain quality control and traceability. MRPeasy connects all your business data, aiming to provide a straightforward solution for managing the complexities of a manufacturing environment.

6. Cin7 Core

If your business operates out of multiple locations, Cin7 Core is a powerful inventory control software worth considering. It’s specifically tailored for companies that need to manage stock across several warehouses or fulfillment centers. This platform gives you a centralized view of all your inventory, no matter where it’s physically located. This is crucial for making smart decisions about purchasing, transferring stock between locations, and fulfilling orders efficiently. Cin7 Core is designed to handle the complexity that comes with a distributed inventory, making it a great fit for growing ecommerce brands, wholesalers, and retailers with a multi-location footprint.

7. Sortly

For businesses looking to move away from spreadsheets without committing to a complex ERP, Sortly offers a simple and intuitive solution. It’s a powerful app designed to help you track and manage your raw materials, tools, and equipment with ease. The platform is highly visual and user-friendly, making it easy for your entire team to get on board quickly. Sortly focuses on saving you time and reducing the human errors that are common with manual tracking methods. It’s an excellent starting point for small businesses that need a straightforward, no-fuss way to get their inventory organized and gain visibility into their assets.

Comparing your options: price and features

Once you have a shortlist of software contenders, it’s time to get into the details. Comparing platforms isn’t just about ticking boxes on a feature list; it’s about finding the right fit for your team’s workflow, your budget, and your long-term goals. The flashiest software isn’t always the best one for the job. Instead, focus on the value it brings to your specific operations.

Think about your must-haves versus your nice-to-haves. Do you absolutely need multi-warehouse tracking, or is a streamlined purchasing process your top priority? Answering these questions will help you cut through the noise and see which platform truly aligns with your business. Let’s break down how to look at pricing, compare core features, and learn from the experiences of other businesses like yours.

A look at pricing models

Inventory software pricing can feel all over the map, but it’s usually tied directly to the features you need and the size of your operation. Many platforms offer tiered plans, allowing you to start with the basics and add more functionality as your business grows. This is great for smaller businesses that don’t want to pay for complex enterprise-level tools they’ll never use.

Generally, you’ll find pricing based on the number of users, locations, or even the volume of orders you process. Cloud-based systems often have a monthly or annual subscription fee, which can be more manageable than a large, one-time investment. When you’re weighing costs, remember to think about the return on investment. A system that saves your team hours every week can quickly pay for itself. You can even calculate your potential ROI to see how the numbers stack up.

Side-by-side feature comparison

When you start comparing features, you’ll notice that some tools are built for very specific industries. For example, Cin7 Core is a strong choice for businesses managing stock across multiple fulfillment centers, while Odoo offers a broad suite of tools that includes barcode scanning and advanced forecasting. These are powerful, but they might be overkill if you’re a trade contractor focused on managing truck stock and job site materials.

This is where a specialized solution shines. Instead of trying to adapt a generic system, a platform like Ply is designed with the specific features trade businesses need, like purchase order management and seamless integrations with field service software. While one platform might excel at tracking raw materials for manufacturing, another is built to ensure your technicians have the right parts on their trucks every morning.

What real users are saying

Marketing materials will always highlight a platform’s best features, but user reviews and testimonials tell the real story. Look for feedback from businesses that are similar to yours in size and industry. Are they praising the customer support? Do they mention a smooth implementation process? These are the details that make a huge difference in your day-to-day experience.

Reading what others have to say can give you a clear picture of a platform’s true strengths and weaknesses. Effective inventory management is all about walking that tightrope between having enough stock and not tying up too much cash. Real user stories can show you how a particular software helps businesses achieve that balance. Checking out a company’s testimonials page is a great place to start gathering this kind of insight.

Click here to learn more about how Nigel Mulgrew Plumbing saved money with every job using Ply

Common inventory headaches (and how software solves them)

If you’re managing inventory for your trade business, you’re probably familiar with the daily grind. It’s the frantic last-minute runs to the supply house because a tech is missing a part, the frustration of seeing expensive materials sit on a shelf for months, and the nagging feeling that you’re losing money somewhere in the chaos. For years, contractors have relied on spreadsheets, whiteboards, or just plain memory to track everything, but these methods are prone to errors that cost you time and money.

This is where inventory management software steps in. It’s designed to replace the guesswork and manual effort with a streamlined, automated system. Instead of reacting to problems as they pop up, you can get ahead of them. Good software gives you a clear, real-time view of what you have, where it is, and when you need to order more. It turns your inventory from a constant headache into a well-oiled machine that supports your team and helps you book more jobs. It’s about working smarter, not harder, and finally getting control over one of the most critical parts of your business.

Say goodbye to spreadsheet errors

We’ve all been there. The spreadsheet says you have five of a specific valve, but when your tech gets to the warehouse, the shelf is empty. Manual tracking systems are full of potential pitfalls—a simple typo, a forgotten update, or multiple versions of the same file can throw your entire count off. These small mistakes create big problems, leading to job delays and frustrated customers.

Inventory management software acts as your single source of truth. Because it tracks materials in real-time as they’re used on jobs or received from suppliers, the data is always accurate. This eliminates the human error that comes with manual entry and gives you the confidence to make smart purchasing decisions based on what you actually have.

Avoid stockouts and overstock

Walking the line between too much and too little inventory is a tough balancing act. Stockouts bring jobs to a screeching halt, forcing your techs to make unplanned trips to the supply house while customers wait. On the other hand, overstocking ties up your cash in parts that aren’t being used, taking up valuable space on your trucks and in the warehouse. Both scenarios eat into your profit margins.

Software helps you find that sweet spot. By tracking usage patterns, it can help you set automatic reorder points for every item. This ensures you always have essential parts on hand without sinking money into slow-moving stock. You can even use an ROI calculator to see how much you could save by optimizing your stock levels.

Simplify your purchasing process

How much time does your team spend creating purchase orders, calling suppliers, and tracking down shipments? The traditional purchasing process is often a manual, time-consuming task that pulls your staff away from more important work. Juggling different vendors, price lists, and order forms can quickly become a major bottleneck for your operations.

The right software automates and centralizes your entire purchasing workflow. You can store supplier information, compare pricing, and generate purchase orders in just a few clicks. Some systems can even be set to automatically create and send a PO when stock levels for an item hit a predetermined minimum. This streamlines the entire buying and management process, freeing up your team to focus on what they do best.

Get a better handle on your cash flow

Every single part sitting on a truck or in your warehouse represents cash. When you have a clear view of your inventory, you have a clearer view of your finances. Without it, it’s easy to lose track of where your money is going. Slow-moving or obsolete stock is essentially cash collecting dust, while frequent stockouts can lead to lost revenue and emergency expenses.

Inventory software gives you the data you need to get a firm handle on your cash flow. You can easily identify which items are your top performers and which ones aren’t worth stocking heavily. This insight allows you to invest your money in the materials that actually make you money, reduce waste, and improve your bottom line.

Is this software right for your industry?

Raw material inventory management isn’t a one-size-fits-all solution. While the goal is always to have the right materials on hand when you need them, the specifics can look very different depending on what you do. A plumbing company’s needs are worlds away from a food producer’s. The challenges of tracking copper fittings across a fleet of trucks are completely different from managing perishable ingredients with strict expiration dates. Because each industry has its own unique workflows, regulations, and pressures, the right software needs to address those specific pain points. A generic system might help you count items, but an industry-specific one understands why you’re counting them and what you need to do with that information. It can help you comply with safety standards, manage mobile inventory for service calls, or track components through a complex assembly line. Understanding how software can be tailored to your specific industry is key to finding a system that doesn’t just work, but actually makes your job easier. Let’s break down how this kind of software can help in a few key sectors, so you can see where your business fits in.

Raw material inventory management isn’t a one-size-fits-all solution. While the goal is always to have the right materials on hand when you need them, the specifics can look very different depending on what you do.

Manufacturing and production

In manufacturing, everything hinges on a smooth production line. Raw material management is the backbone of that process, covering both the direct materials that go into your final product (like wood for furniture) and the indirect ones that keep things running (like oil for your machinery). Getting this right means you can plan production schedules accurately, avoid costly delays, and prevent money from being tied up in excess stock. Good software gives you a clear view of your inventory, helping you make smarter purchasing decisions that directly impact your bottom line.

Construction and the trades

If you’re in the trades, you know the chaos of managing materials across job sites, warehouses, and service trucks. The right software helps you finally ditch the messy spreadsheets and gain control. It gives your whole team an easy way to see exactly what materials you have, where they are, and how much they cost—all from a phone or tablet. This real-time visibility means fewer last-minute trips to the supply house and less time wasted searching for parts. For businesses in the trades, this means you can reduce errors, complete jobs faster, and keep projects on budget.

Food and beverage

For businesses that produce food or beverages, quality and consistency are everything. Effective raw material management is crucial for ensuring every batch meets your standards. This is especially important when dealing with ingredients that have expiration dates. Software designed for this industry helps you track stock in real-time, manage shelf life, and maintain lot traceability for safety and compliance. By moving away from manual tracking, you reduce the risk of human error, minimize spoilage, and ensure your customers get the high-quality product they expect every single time.

How to choose the right software for your business

Picking the right software can feel like a huge decision, because it is. The right tool will streamline your operations and save you money, while the wrong one can create more headaches than it solves. Instead of getting overwhelmed by demos and feature lists, let’s break down how to find the perfect fit for your business. It comes down to three key steps: understanding your own needs, making sure the software plays well with others, and finding a solution that’s actually built for your industry. By focusing on these areas, you can confidently choose a system that supports your team and helps your business grow.

Assess your business needs and budget

First, take a clear look at your own operations. A solo electrician has very different needs than a 50-truck plumbing company. Think about the biggest inventory challenges you face right now. Is it tracking parts on service trucks? Managing purchase orders? Getting a handle on job costs? Make a list of your must-have features versus your nice-to-haves. Then, consider your budget. While the monthly subscription cost is important, think about the total value. A good system should pay for itself through reduced waste, fewer emergency supply runs, and more accurate job costing. You can even calculate the potential return on investment to see how much a dedicated system could save you.

Your inventory software shouldn’t be a silo. For it to be truly effective, it needs to communicate seamlessly with the other tools you rely on every day.

Check for key integrations and scalability

Your inventory software shouldn’t be a silo. For it to be truly effective, it needs to communicate seamlessly with the other tools you rely on every day. Does it connect with your field service management software, like ServiceTitan, Housecall Pro, or Jobber? What about your accounting platform, such as QuickBooks or Sage Intacct? These key integrations eliminate double entry and ensure your financial data is always accurate. Also, think about the future. The software you choose today should be able to grow with you. A cloud-based system allows you to scale up without the steep costs of new hardware or complex installations, ensuring your tools can keep pace with your success.

Look for industry-specific features

Generic inventory software designed for retail or ecommerce just doesn’t cut it for the trades. You need a solution that understands the unique workflows of a contractor. Look for industry-specific features like multi-location tracking that treats each service vehicle as a mobile warehouse. Does it have a robust purchase order system that lets you assign materials directly to jobs? Can it handle assemblies or kits for common installations? Software built specifically for trades will have these functionalities baked in, saving you from trying to force a generic tool to fit your process. This specialized approach is what separates a helpful tool from a truly transformative one.

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Speak to an Expert

Frequently asked questions

My team is used to doing things the old way. How hard is it to get everyone to use new software?

This is a common concern, but modern inventory software is designed to be user-friendly, especially on mobile. The best platforms have intuitive apps that make it simple for techs to see what’s on their truck and log parts used on a job. The key is to frame it as a tool that makes their job easier—no more surprise trips to the supply house or confusion about what’s in stock. A good software provider will also offer support and training to ensure a smooth transition for your entire team.

I already use QuickBooks for my finances. Can’t I just use its inventory features?

While accounting software like QuickBooks has basic inventory tracking, it’s not built for the day-to-day operational needs of a trade business. A dedicated inventory platform is designed to manage the complexities of truck stock, automate purchasing based on job demand, and integrate deeply with your field service software. This creates a seamless flow of information from the field to the office that accounting software alone can’t provide.

How does this software specifically help with managing inventory on my service trucks?

This is where specialized software really shines. It treats each of your service vehicles as its own mobile warehouse. Your technicians can see exactly what parts they have on their truck right from their phone or tablet. When they use a part on a job, they can log it in the app, and the system instantly updates the inventory count. This gives you a real-time view of all your truck stock, helps you set minimum levels for each vehicle, and makes restocking a simple, organized process.

I’m a small contractor. Is this type of software really necessary for my business?

Inventory software isn’t just for large companies. In fact, it can be even more critical for a small business where every dollar and every minute counts. Losing track of materials, making unnecessary supply runs, or over-ordering expensive parts can have a huge impact on your cash flow. A good system gives you the control and visibility you need to run profitably and provides a solid foundation to build on as your business grows.

What’s the difference between ‘raw material inventory’ and just ‘inventory’?

For a trade business, there really isn’t a practical difference. The term “raw materials” comes from the manufacturing world, where it refers to the basic components used to create a finished product. In your world, it simply means all the parts, fittings, equipment, and supplies you keep in your warehouse and on your trucks to get jobs done. Think of it as the essential stock you use every day before it’s installed for a customer.