Work / Lab inventory
Lab inventory management software
Every reagent lot and every freezer, in one system.
An expired lot shouldn’t depend on someone reading the box. Here the kiosk refuses it. We built a clinical lab one system for 250 reagents, 177 stock lots and 13 fridge and freezer sensors. We host it and run it for one flat monthly rate.
- Lot OK
- Lot OK
- Expired
Expired lot blocked
The checkout kiosk: badge, then box. An expired lot waits for an admin’s PIN and a reason. A drawing with product names and lots hidden.
Where a lab stockroom usually slips.
These are the problems we see in most labs that track stock by hand. They’re typical, not quotes from this lab.
Expiry checked by eye
Someone reads the date on each box when they remember to. An expired lot can sit at the front of the shelf until it reaches the analyzer.
Temperatures on a clipboard
A paper log on the fridge door gets filled in once a shift. If a freezer drifts at night, nobody knows until the morning reading.
Who took the last box?
Stock is counted when it runs out. There is no record of which tech used which lot, so a recall means a search.
Techs scan. Admins decide.
Each person sees the part that’s theirs. Lots, expiry dates and checkouts all land in the same record.
Techs
Use the kiosk, and can look up stock and temperatures without changing them.
Admins
Run stock, users, alerts and reports, and are the only ones who can let an expired lot through.
One scan per box
The GS1 barcode on a reagent box carries the product code, lot number and expiry date. One scan reads all three, so nobody types a lot number.
Badge checkout at a kiosk
A wall kiosk next to the stock. The tech scans their badge, then each box. No password screens at the bench.
Expired lots stopped
The kiosk refuses an expired lot. Only an admin can let it through, with their PIN and a reason, and both are logged.
Stock by lot and by place
Every lot is tracked down to its building, room, fridge and shelf, with alerts when a reagent runs low or runs out.
Expiry dashboard and email
One screen and a daily email list what has expired, what expires today, and what expires in the next one to three days.
Every change on record
An audit log of each stock change and who made it. Stock leaves with a reason: expired, damaged, recalled or used up.
The fridges are watched when nobody is in.
For most labs, environmental monitoring starts with cold storage. Here it lives in the same system as the stock, so the reagents in a fridge and that fridge’s temperature history sit side by side.
- Wireless sensors in each fridge and freezer report on their own, all day and all night.
- An alert goes out once a unit has been out of its range for 20 minutes or more, and staff add a note to say what happened.
- Each unit gets its low, high and average for the day, and an admin signs off the day.
- On the 1st of every month the temperature report is emailed as Excel and PDF.
Fridges and freezers
Today- FreezerIn range
- FridgeIn range
- Fridge20+ min out
- FreezerIn range
- FridgeIn range
The fridge and freezer board: each unit’s low, high and average, one unit flagged out of range, and the day waiting for sign-off. A drawing with temperatures hidden.
Starting from the stock the lab already had.
The lab’s own records came across, and the gaps were flagged for a person to fill in, not guessed.
The lab’s stock and sensors first ran inside a larger clinical portal. In August 2026 they moved into a system of their own, built only for the lab.
323 product and lot rows came over from the lab’s existing data, giving 250 reagents and 177 stock lots on day one.
44 of those rows had no barcode number, so they were flagged for a person to fill in. New products can be looked up by barcode to fill in their names.
The lab, in numbers.
250
reagents set up from the lab’s own records
177
stock lots carried over with their lot numbers and expiry dates
323
product and lot rows brought over from the lab’s existing data
44
rows with no barcode number, flagged for a person to fill in
13
wireless sensors in the lab’s fridges, freezers and rooms
20 min
out of range before a temperature alert is sent
No deposit. No build invoice.
Projects like these usually get quoted at $8,000 to $40,000. We don’t ask you for that. The build goes into one flat monthly rate, locked for 48 months, with hosting, backups, maintenance and development hours included.
Still tracking stock in a spreadsheet?
Lot numbers typed by hand, a file only one person understands, and no way to prove who changed a number. If that sounds like your stockroom, start here.
Replace the spreadsheet
Where a spreadsheet stops fitting, and what a system costs instead.
Three processes we automated
This lab system is one of them.
We also built medical supply ordering for hospices.
Questions lab managers ask.
Why not buy lab inventory software?
Some labs should, and we will say so. Before building, we used the feature list of an open source inventory tool as a checklist, then built around what this lab needed most: a badge kiosk at the stock, lot-level expiry blocks, and its own fridge sensors in the same system.
Does it meet our inspection rules?
It keeps the records most labs are asked for: lot numbers, expiry dates, who used what, daily temperature figures with sign-off, and notes on every alert. Whether that satisfies your inspector or accreditor is for your lab director to judge. We do not claim any certification.
What does it cost?
No build invoice. One monthly price, fixed for 48 months, pays for building the system, hosting it, backups, fixes, and a block of change hours every month for when the lab's needs change.
Comparing quotes? Read what goes into the price of custom software.
Still logging temperatures by hand?
Tell us how your lab tracks reagents and cold storage today. One of us will reply, and we’ll say plainly whether a system like this is worth it for you.
The screens on this page are drawings: product names, lots and temperatures are hidden, and the lab is not named.