Transport and delivery: Inventory software for art transporters
Inventory software for art transporters that tracks shipping crates, travel crates and protective material, with dimensions, condition and location per crate and what is reserved for upcoming shipments.
Where stock drifts for art transporters.
Art transporters own a large collection of crates: travel crates in standard sizes, bespoke crates that came back after a loan and crates waiting at a client's premises for the return journey. Which crate is where, and whether it is still usable, is often known only to the crate maker. As a result a new crate gets built while a suitable one sits in storage, or it turns out at packing time that the foam in a travel crate has compressed. Acid-free tissue, blankets and corner protectors run out without anyone noticing in time.
Inventory software for art transporters
Example- 1
Register crates and materials
DoneEach crate gets a number and a record with inner and outer dimensions, type, condition of the foam and location.
- 2
Reserve for shipments
In progressWhen preparing a quote or schedule, you can search for an existing crate that fits the work's dimensions.
- 3
Update returns and condition
NextAfter a shipment, the system records which crates come back and in what condition.
From receipt to use.
Register crates and materials
Each crate gets a number and a record with inner and outer dimensions, type, condition of the foam and location. Bespoke crates also record the work they were built for. Consumables such as acid-free tissue, foam sheets and corner protectors are counted by type. The stock becomes searchable by size and type.
Reserve for shipments
When preparing a quote or schedule, you can search for an existing crate that fits the work's dimensions. A crate that is found is reserved for the shipment. Crates waiting at a client's premises for a return remain linked to that shipment, so they are not used for something else.
Update returns and condition
After a shipment, the system records which crates come back and in what condition. A crate with compressed foam or a damaged panel is flagged for repair. Material use is booked against each shipment, so it becomes clear when to reorder.
Alongside your purchasing and suppliers.
Crate stock is usually kept in a spreadsheet, on a list in the workshop or in the crate maker's memory. The register connects to the workshop, which adds new crates, and to the job card, where returns are reported. A simple label on every crate makes them easier to find. Crates belong to the art transporter or to the client who paid for them; the register makes that clear for each crate.
Keep crates or dispose of them
Keeping a bespoke crate is useful if the work travels often, but it takes up storage space. Disposing of it frees space but means a new crate for the next journey. The register shows how often a crate is reused, which supports the decision per type of work or client.
Owned by you or the client
When a client pays for a bespoke crate, the question is who owns it afterwards. Some museums want to store their crates themselves, others leave them with the transporter. A clear agreement, recorded per crate, prevents disputes if the crate is later used for something else.
Standard sizes or all bespoke
A stock of travel crates in standard sizes can be deployed quickly for common formats. Bespoke crates fit exactly but take build time. The register shows which sizes are needed most often, so you can decide which standard crates are worth keeping in stock, while unusual formats still get a crate built for them.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhich stock we record.
Crates are in stock with dimensions, type, condition and location, consumables are counted, you search by size and returns come in through the job card. At the start we enter your existing crates. Then we go through an ordinary week of collections together, and a loan where the crates stay at the museum for the return journey. A prompt to reorder and a list of crates that have gone unused for a long time can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we search for a crate that fits a new work?
Yes. You enter the work's dimensions with the required foam allowance and see which crates in stock fit. Each one shows its condition and location, so you know straight away whether it can be used.
How do we track crates left at clients' premises?
Crates left at a client's premises are linked to that client and the related shipment. You see per client which crates are there, since when, and which return they are intended for, so you can follow up in time if a return is overdue.
What if a crate's foam is no longer good?
The crate is flagged for repair at return or inspection. It drops out of available stock until the foam has been replaced, so it is never reserved by mistake for a fragile work that needs proper support.
Can we book consumables against each shipment?
Yes. When completing a job card, the crew states how much tissue, foam and corner protection was used. That is deducted from stock. You see when to reorder and can also reflect actual use in future quotes.
What often connects to this.
- Digital job cards for art transportersDigital job cards for art transporters with an object record for each work: packaging, handling, condition at departure and arrival and a recorded handover with signatures.
- Website for art transportersA website for art transporters that explains packaging options and transport services, from soft wrapping to bespoke crates and accompanied shipments, so a gallery, museum or collector knows what suits the object.
- Enquiry form for art transportersAn enquiry form for art transporters that asks for object dimensions, materials, condition details and the collection and delivery situation, so you can choose packaging and crew with confidence.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for art transporters: crates, foam, blankets and protective material tracked by size and location, with reuse and return of crates.
- Register crates and materials
- Reserve for shipments
- Update returns and condition