Tracking Tools with Inventory Software 2022

Jumpstart your tool management and maintain an accurate inventory of tools using web based software designed for tracking tools.

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Written by Caesar Vindor

Last Updated 

Accurately tracking tools ensures their availability and minimizes losses due to damage or theft. And the best way to accurately track tools is with a web based Tool Tracking System like Skyware Inventory.

How to start tracking tools?


With high quality tracking software you can organize your inventory of tools by location, category, manufacturer, model, unique identifier (like barcode, SKU or UPC) and by custom fields you setup and choose to track such as size, age, replacement date, or otherwise. So put some thought into what you wish to track about your tools during setup.

The first step to using Skyware Inventory is to create a free account. During the account creation process you will be able to customize your account, so that it is set up for your needs. You can track the cost of tools you've purchased and enter the locations you will use to organize them. From there you will be ready to enter your tools.

How to manage tracking tools?


The easiest way to manage tools is with Simple Inventory Software that allows you to add, subtract, or move tools using a series of simple transactions, all kept in a time ordered ledger of tool usage activities.

With Skyware Inventory you will use one of our convenient transaction types: Receipts, Tickets, Transfer and Adjustments.

  • Receipts are for tools you purchase or bring into your shop.
  • Tickets are for tools you sell or permanently move out of inventory.
  • Adjustments are for tools that have been lost, found, stolen or destroyed.
  • Transfers are for moving tools between locations, tool cribs, trucks or storage.

How to automate tracking tools?


In this guide we'll use the desktop version of the application to walk you through some automation examples. You can perform the same functions through our mobile or tablet interfaces as well. The first step is to enter the ITEMS module and press the New Item Button:

Create New Item Button

Enter information about each tool

On the Item Entry Screen you will see all the fields you activated during your account setup. The image below is a simple example of the information one might track.

Tool Inventory Item Entry

And if you wish to further customize your items use the gear icon to open our item designer tool and add or remove tracking fields.

Add Images or Documents

Once you have saved the tool as a new item, you can add Images and Documents. You can add multiple images and documents to easily review different views of a tool, as well as data sheets, schematics, or warranties.

Add Tool Inventory Images and Documents

How to bulk import tools into inventory?


Skyware Inventory features a powerful spreadsheet import and export wizard that enables users to do the following:

  • Bulk import new tools into inventory,
  • Bulk update existing tools in your inventory,
  • Update the current balances of tools in your inventory across all locations, and
  • Export all your current tools and balances by location.

How to enter new tools into inventory?


To enter new tools to your inventory you'll generally use a Receipt. Visit the TRANSACTIONS module and select New Receipt.

Create Inventory Receipt

Fill out the top of the Receipt with relevant information such as vendor, comment, date and reference. From there you'll move-on to adding line items to the middle portion of the form where you'll include important information such as the item, location, quantity, and sale price. Lastly, if there are any documents associated with the transaction you can add them at the bottom. Here's an example:

Inventory Receipt

And if you wish to further customize the form use the gear icon to open our form designer tool and add or remove tracking fields.

How to use tools from inventory?


When you're ready to use tools from your inventory you'll generally use a Transfer. Visit the TRANSACTIONS module and select New Transfer.

Create Inventory Transfer

Fill out the top of the Transfer with relevant information such as a comment, date, project, customer, or reference. From there you'll move-on to adding line items to the middle portion of the form where you'll include important information such as the tool picked from your inventory, the location it's pulled from, plus it's quantity. Continue the process for additional tools that go with the same transfer until you're done. Lastly, if there are any documents associated with the Transfer you can add them at the bottom. Here's an example:

Inventory Transfer

How to adjust for tool breakage, loss or theft?


To adjust tools in your inventory that are broken, lost or stolen you'll want to use an Adjustment. With Adjustments you can easily decrease your inventory and include comments as to why. Note, Adjustments also allow you to increase your inventory if you found lost tools and wish to add them back to inventory. Adjustments work just like Receipts and Transfers, so visit the TRANSACTIONS module, select New Adjustment - and fill it out in a very similar fashion. Here's an example:

Ticket screenshot

What about selling tools?


When you sell tools in your inventory use a Ticket. With Tickets you can decrease your inventory through a sale, track the details of the buyer, add sales taxes and account for shipping & fees. Tickets work like the above forms, so visit the TRANSACTIONS module, select New Ticket - and fill it out in a very similar fashion.

Start tracking tools for free with Skyware Inventory!


Whether you're tracking new tools or used tools, in tool cribs, within your vehicles, or on the shop floor - finding the tright software for tracking tools will help automate your routine tasks and save you time, money and hassle.

With Skyware Inventory's simple features, plus a free personal plan, you'll be able to manage your inventory of tools with ease. Visit our Pricing webpage today to learn more.

About the Author
Author Caesar Vindor
Caesar Vindor Caesar is a Freelance Writer with over 20 years of experience helping businesses grow through Website Design, Blogging and Seach Engine Optimization (SEO). When he's not writing he can be found exploring the stomping grounds of his forebears in Ganajuato, Mexico or Pune, India. You can find him on Medium @caesarvindor and on LinkedIn.