We would love to use the ticketing system as a central Work Order management control hub managing customer orders repairs and service jobs. To improve operational efficiency, financial tracking, inventory accuracy, and procurement workflow, we request the addition of an inventory management module that tightly integrates with the existing work order/ticketing system, along with a lightweight procurement/purchase order system.
Overview
- Inventory Management Module
- Ability to create and manage inventory items via unique SKUs
- Support for two types of SKUs:
- Service-only items (labor, warranty work, diagnostics, etc.) with cost/pricing only
- Physical parts/items with cost price, sale price, current stock quantity, and reorder threshold (minimum/reorder level)
- Bulk import/export of SKUs via CSV
- Inventory count / cycle count functionality (manual adjustment with reason and audit log)
- Automatic low-stock alerts when quantity reaches or falls below reorder level
- Work Order / Ticket Integration with Inventory
- Ability to add one or multiple SKUs (parts + services) directly to a work order ticket
- Line-item quantities, individual cost/sale price, line totals, and automatic calculation of grand total for the entire ticket
- Real-time deduction of physical parts from inventory when the work order status reaches a configurable stage (e.g., “Completed” or “Shipped”)
- Option to manually adjust inventory impact if needed
- Ability to send an online invoice/bill to the customer for payment for the work order ticket.
- Shipping Tracking Directly on the Work Order
- Field(s) on the work order to enter one or more tracking numbers (UPS, FedEx, USPS, and others supported by common APIs)
- Automatic real-time display of current shipping status, estimated delivery date, and latest tracking event directly on the ticket (no need to leave the page or open external sites)
- Visual indicator (green/yellow/red) for on-time, delayed, or delivered shipments
- Customizable Work Order Statuses
- Fully customizable status list for work orders (admin-configurable)
- Suggested statuses to include by default:
- Open / In Progress
- Awaiting Parts
- Awaiting Customer Approval
- In Repair
- Awaiting Shipment (outbound)
- Shipped
- Completed – Return Shipment
- Closed
- On Hold
- Ability to trigger actions on status change (e.g., deduct inventory, send customer notification, etc.)
- Purchase Order / Procurement Module (tied to Inventory)
- Create purchase order request for approval that can be turned into an actual purchase order and linked to Work Order tickets (specail order parts)
- Create purchase order linked to vendor
- Vendor database (name, contact, website, notes)
- PO fields:
- PO number (auto or manual)
- Vendor selection
- Clickable link/URL to vendor’s order confirmation or portal
- One or more tracking numbers with automatic real-time carrier status and ETA (same integration as work-order tracking)
- Line items: SKU, description, quantity ordered, cost per unit, line total
- PO grand total
- Expected delivery date
- Status (Draft, Sent, Partially Received, Received, Closed)
- Custom tracking number
- Notes/section for additional information
- When a PO is marked “Received”, and parts are checked in/scanned (full or partial), automatically increase inventory quantities for the corresponding SKUs
- Ability to generate a printable PDF purchase order
- Ability to add automatic login links into the Vendor section so that we (or VA’s) could go in and place an order for a part on a purchase order request and advance to a full purchase order awaiting fulfillment. The automatic login would be similar to a password manager that would autofill and login so that VA’s wouldn’t be able to see account passwords.
Key Benefits
- Accurate job costing and profitability tracking directly on each work order
- Real-time visibility into parts availability and shipping status for both inbound (procurement) and outbound (customer) shipments
- Significant reduction in manual tracking and status-checking across multiple websites
- Cleaner audit trail for inventory movements and purchasing
Additional Notes
Thank you for considering this enhancement. This integrated system would dramatically streamline our repair, procurement, and inventory processes and allow us to scale more efficiently. I also have other businesses I’m considering using and adapting Tawk.to with and these systems would dramatically assist as well.