The stock count that is wrong before it's finished
You know what you bought. You're guessing at what you have.
Stock levels, locations, batches and consumption — rebuilt so inventory is accurate continuously instead of once a quarter, and so the system knows where something is, not just how many exist.
You will recognise at least three of these.
- Stock levels live in a spreadsheet updated after the fact, or in a system nobody trusts.
- A quarterly count shuts down part of the operation for a day and finds significant variance.
- Location is tribal knowledge — the system says you have twelve, the question is where.
- Consumption is recorded when someone remembers, often at the end of a shift or a job.
- Reorder points are static numbers set years ago by someone who has left.
Signals it is costing more than anyone has measured.
- You buy things you already own because nobody could find them.
- Jobs get delayed for a part that was in the building the whole time.
- Write-offs at year end are large enough that nobody wants to discuss them precisely.
- Two people order the same item in the same week.
- Your working capital is tied up in stock you hold because you don't trust the count.
What it becomes.
Inventory becomes a live ledger rather than a periodic photograph. Every movement — receipt, transfer, pick, consumption, return, adjustment — is recorded where it happens, on a phone or a scanner, in seconds rather than on a form. Location is part of the record, so the system answers where rather than just how many, down to bin, van or job site. Because movements are continuous, cycle counting replaces the annual shutdown: the system nominates a small sample each day, weighted toward high-value and high-variance items, and variance becomes a trend you can act on instead of an annual shock. Reorder points stop being static numbers and start reflecting real consumption and real supplier lead times, which is usually where the working-capital saving comes from.
What the system does
- Live stock by item, batch, expiry and location — including vans and job sites
- Movement capture by barcode, QR or photo at the point it happens
- Cycle counting that targets high-value and high-variance items instead of everything
- Dynamic reorder points based on actual consumption and supplier lead time
- Full traceability — where a batch came from and everywhere it went
What it connects to
- Purchasing, so a reorder suggestion becomes a purchase order
- The job or production system that consumes the stock
- Finance, so stock valuation and cost of sales reconcile without a manual adjustment
- Supplier systems or price files for lead times and costs
It augments the systems of record you already run. Nobody is asking you to replace your accounting package.
Where we would start, and how long it takes.
One location and one category of stock, with mobile movement capture and live levels, inside about a week. Cycle counting starts in week two once there is a baseline. We deliberately avoid a big-bang count on day one — the accurate ledger builds itself from movements faster than a full count can be reconciled.
Pharmacy Flow exists because a national compounding pharmacy could not locate its own inventory across disconnected tools. Warehousing, production and fulfilment now sit on one ledger.
See our platforms →Others in operations
The workflow that runs on email
“A process that only moves when somebody remembers to move it.”
Internal apps & portalsThe spreadsheet three people quietly depend on
“It was a spreadsheet. Now it's load-bearing, and it has no owner.”
Trackers & registersThe tracker nobody updates until something lapses
“You find out the certificate expired when the claim gets denied.”
Let's build
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