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Online Inventory System: No More Manual Tracking

Inventory management is a critical aspect of running a successful business, whether it’s a small startup or a large enterprise. Effective inventory management ensures that you have the right products in stock at the right time, minimizing stockouts, reducing carrying costs, and improving customer satisfaction. In today’s digital era, online inventory systems have emerged as a powerful tool for businesses to manage their inventory efficiently. This article will explore the concept of an online inventory system, how to create one, and the benefits it offers.

What is an Online Inventory System?

An online inventory system, also known as inventory management software or inventory control software, is a digital solution that enables businesses to track and manage their inventory in real time. It provides a centralized platform where businesses can monitor stock levels, track sales and purchases, generate reports, and streamline order fulfillment processes. With an online inventory system, businesses can say goodbye to manual record-keeping, spreadsheets, and guesswork, and embrace automation and accuracy.

Benefits of Using an Online Inventory System

Efficient Inventory Tracking

One of the primary benefits of an online inventory system is efficient inventory tracking. It allows businesses to have a real-time view of their stock levels, including available quantities, reserved items, and incoming shipments. This visibility helps businesses make informed decisions about purchasing, production, and fulfillment, ensuring optimal inventory levels and preventing overstocking or stockouts.

Real-Time Inventory Updates

With an online inventory system, inventory updates happen in real time. As sales are made, stock levels are automatically adjusted, providing accurate information about available quantities. This eliminates the need for manual updates and reduces the risk of overselling or disappointing customers due to inaccurate stock information.

Streamlined Order Management

An online inventory system streamlines order management processes by automating

tasks such as order fulfillment, order tracking, and shipping notifications. It enables businesses to process orders more quickly and accurately, improving customer satisfaction and reducing the chances of errors or delays.

Improved Accuracy and Minimized Errors

Manual inventory management methods are prone to errors and inconsistencies. Online inventory systems eliminate manual data entry, reducing the risk of human error. They provide features like barcode or RFID scanning, which enhance accuracy during receiving, picking, and shipping processes. By minimizing errors, businesses can optimize their operations and improve customer experiences.

How to Create an Online Inventory System

Creating an online inventory system involves several steps. Let’s walk through the process of setting up an efficient system for your business:

Choose a Reliable Inventory Management Software

The first step is to choose a reliable inventory management software that suits your business needs. Look for a solution that offers features such as real-time inventory tracking, order management, reporting, and integration capabilities with your existing systems or e-commerce platforms.

Set Up Your Inventory Categories and Units of Measurement

Next, set up your inventory categories based on your product types or business requirements. Categorizing your inventory makes it easier to organize and search for items. Additionally, establish standard units of measurement to ensure consistency in recording and reporting stock quantities.

Add Products to Your Inventory

Once your inventory structure is set up, add your products to the system. Include relevant information such as product names, descriptions, SKUs, prices, and any additional attributes specific to your business.

Set Reorder Points and Safety Stock Levels

To avoid stockouts, establish reorder points and safety stock levels for each product. Reorder points indicate when it’s time to replenish inventory, while safety stock levels help account for unexpected increases in demand or delays in supplier shipments. Use your inventory scheduler to monitor your inventory levels. 

Integrate with Sales Channels and Suppliers

If you rent out products through multiple sales channels or work with distribution hubs like 7eleven, consider integrating your online inventory system with these platforms. Integration allows for seamless data exchange and automatic updates, reducing the need for manual intervention.

Implement Barcode Scanning

Barcode scanning enhances the accuracy and efficiency of inventory management processes. Implement a scanning system to easily identify, receive, pick, and ship products. This technology minimizes human errors and speeds up operations.

Train Your Staff on Using the System

Proper training is essential for successful adoption and utilization of an online inventory system. Train your staff on how to use the software effectively, from basic tasks like entering stock levels to more advanced features like generating reports or fulfilling orders.

How to Keep Track of Your Inventory Online

Once your online inventory system is set up, it’s crucial to establish practices for effectively keeping track of your inventory. Here are some key strategies:

Regularly Update Inventory Levels

To maintain accurate stock information, regularly update inventory levels in your online system. Deduct stock quantities as sales are made and adjust for incoming shipments. This practice ensures that your inventory records reflect the actual stock available.

Perform Cycle Counts and Audits

Periodically conduct cycle counts or audits to verify the accuracy of your inventory records. These physical checks involve counting a subset of your inventory to compare against the system’s recorded quantities. Identifying discrepancies helps address potential issues and maintain data integrity.

Utilize Reporting and Analytics

Take advantage of the reporting and analytics capabilities offered by your online inventory system. Generate reports that provide insights into sales trends, stock turnover, and forecasting. Analyze this data to make informed decisions about purchasing, promotions, and inventory optimization.

Set Up Automated Alerts

Configure automated alerts within your online inventory system to notify you of critical events or inventory thresholds. For example, you can receive an alert when stock levels reach the reorder point or when a product is low on stock. These alerts help you proactively manage inventory and avoid stockouts.

Sharefox Online Inventory System

One popular online inventory system is Sharefox. Sharefox offers a user-friendly interface with robust features designed to streamline inventory management processes. Some key features of Sharefox include:

  • Real-time inventory tracking: Get instant visibility into stock levels, orders, and sales from anywhere, at any time.
  • Order management: Efficiently process orders, manage backorders, and track order fulfillment.
  • Reporting and analytics: Generate customizable reports to gain insights into inventory performance and make data-driven decisions.
  • Integration capabilities: Seamlessly integrate with e-commerce platforms, accounting software, and shipping carriers.
  • Mobile accessibility: Access your inventory system on-the-go via mobile devices for added convenience.


Sharefox offers various pricing options to cater to businesses of different sizes and needs. It provides free trials and flexible plans, allowing you to choose the option that best fits your requirements and budget.

Inventory Management Software for Small and midsize Businesses

Inventory management is particularly crucial for small and midsize businesses that often have limited resources and tighter margins. Investing in the right inventory management software can significantly impact their operations and success. When selecting inventory software for businesses, consider the following factors:

Importance of Inventory Management for Small and medium Businesses

For businesses, effective inventory management is essential for several reasons. It helps optimize cash flow by reducing excess stock and preventing stockouts that can lead to missed sales opportunities. It also enables better demand forecasting, efficient order fulfillment, and improved customer satisfaction.

Key Features to Look for in Inventory Software

When evaluating inventory software for small businesses, consider features such as:

  • Inventory tracking: Real-time visibility into stock levels, product details, and inventory history.
  • Order management: Streamlined order processing, backorder management, and order tracking.
  • Integration capabilities: Seamless integration with e-commerce platforms, accounting software, and other essential tools.
  • Reporting and analytics: Robust reporting capabilities to analyze sales, inventory turnover, and identify trends.
  • Scalability: The ability to grow and adapt as your business expands.


Best Inventory Management Software

Choosing the best inventory management software for your business depends on various factors, such as your industry, business size, and specific requirements. Here are some criteria to consider when evaluating different options:

Criteria for Evaluating Inventory Management Software

  • Functionality: Assess the features offered by each software and determine if they align with your business requirements.
  • Scalability: Consider the software’s ability to handle your current inventory volume and accommodate future growth.
  • Integration capabilities: Evaluate the software’s compatibility with other essential tools and systems you use, such as e-commerce platforms, accounting software, or shipping carriers.
  • User-friendliness: Ensure the software has an intuitive interface and is easy for your team to learn and navigate.
  • Support and training: Look for software providers that offer reliable customer support, training resources, and documentation.



Efficient inventory management is crucial for businesses to optimize operations, reduce costs, and provide excellent customer service. Online inventory systems offer a powerful solution to streamline inventory tracking, order management, and reporting. By creating an online inventory system and utilizing the right inventory management software, businesses can gain real-time visibility into their stock, reduce errors, and improve overall efficiency. Evaluate your business requirements, consider free or paid software options, and select the best inventory management solution to meet your needs and help your business thrive.

What are you going to do now?

When you are ready… Here are 4 ways we can help you expand your rental business! 


  1. Do you want to grow your business today? Try Sharefox rental system for free – or book a demo and get a personal expert to analyze your company’s situation, come up with solutions on how you can streamline your methods and create a more profitable company.
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