Repairs and specialist services: Inventory software for coffee machine service companies
Inventory software for coffee machine service companies that tracks seals, service kits, filters and parts in the warehouse and in vans, with reservations per visit and a view of replacement machines.
Where stock drifts for coffee machine service companies.
A coffee machine service company holds stock in several places: in the warehouse, in every van and sometimes at a large customer's site. Seals, filter baskets, water filters and service kits differ by brand and type, and a technician standing at a customer's machine with the wrong kit loses a visit. What is in the vans is rarely tracked; technicians top up when they happen to be at the warehouse. Replacement machines stand somewhere in the warehouse, but whether they are cleaned and ready nobody knows for sure. Only when a café needs one does it turn out the only available machine is still full of old coffee grounds.
Inventory software for coffee machine service companies
Example- 1
Stock visible per location
DoneEvery item has a record listing the machine types it suits.
- 2
Reserve for planned visits
In progressWhen preventive visits are scheduled, the required kits and filters are reserved.
- 3
Book usage and restock vans
NextWhat the technician uses is booked out on the service record.
From receipt to use.
Stock visible per location
Every item has a record listing the machine types it suits. Stock is tracked per location: warehouse, each van and possibly a customer site. Replacement machines get their own record with a status such as available, on loan, being cleaned or under repair.
Reserve for planned visits
When preventive visits are scheduled, the required kits and filters are reserved. The system checks whether they are in the technician's van or need to come from the warehouse. For breakdowns with a known error message, the planner can reserve the likely part in advance.
Book usage and restock vans
What the technician uses is booked out on the service record. From that, a restock list per van is prepared for the next warehouse visit. Replacement machines that come back first go through cleaning and checks before they are marked available again.
Alongside your purchasing and suppliers.
Stock is often kept in the service system for the warehouse, while van stock lives in the technician's head. We extend the existing item file with a location per van and link usage to the service record. Orders with suppliers run through the existing channels. The warehouse manager owns the stock, the technician their van, the planner the replacement machines.
Fixed van stock or restock to the schedule
A fixed van stock with the most used parts is simple and covers most breakdowns. Restocking based on tomorrow's schedule is more precise but needs the warehouse to prepare a list every day. A fixed base plus top-ups for planned visits combines certainty and efficiency.
Kits per machine or loose parts
Service kits per machine type make a visit predictable and quick. Loose parts give more flexibility, but the technician then has to work out what is needed. Kits for preventive visits and loose parts for breakdowns is often the handiest split in practice. A kit not fully used goes back to the warehouse.
Own replacement machines or hire them
Your own replacement machines are available immediately but stand idle a lot and need maintenance. Hiring from a supplier is more flexible but takes time to arrange. A year of replacement machine usage shows how many of your own you need. A small own fleet plus hiring at peaks is common.
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.
Stock sits per location in the software, vans included, with reservations for planned visits and the status of replacement machines. The warehouse manager chooses which items we bring over first at the start. We go through an ordinary week together, and an urgent call for which the only matching part is in another technician's van. Restock lists per van, minimum stock levels in the warehouse and stock at customer sites can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we track van stock without extra work for technicians?
By booking usage out through the service record they already fill in. Restocking follows from what was used, so the technician only confirms what they take. A periodic count corrects any drift. Nobody has to keep a separate list.
Can we see where each replacement machine is?
Yes. Every replacement machine has a status and location, including which customer has it and since when. You can also see which machines have been with a customer for a long time and whether the repair of that customer's own machine is still running.
What if a part for an old machine is no longer available?
Then the item is marked discontinued. When that machine type breaks down, the planner sees straight away that repair will be difficult, which helps in the conversation with the customer about replacement. Used parts from written-off machines can sometimes still help.
Can we track stock held at a large customer's site?
Yes, as a separate location. A customer with many machines can hold a small stock of filters and seals on site. Usage is booked out at each visit, and restocking travels with the next planned service.
What often connects to this.
- Digital job cards for coffee machine service companiesDigital job cards for coffee machine service companies that record the counter reading, work carried out, parts used and machine condition at every visit, linked to the contract.
- Website for coffee machine service companiesA website for coffee machine service companies that explains the maintenance options for espresso machines, bean-to-cup machines and filter brewers, and which brands you look after.
- Enquiry form for coffee machine service companiesAn enquiry form for coffee machine service companies that asks for device number, error message, usage and location, so the planner knows which technician and which parts are needed.
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 coffee machine service companies: track seals, service kits and filters in warehouse and vans, reserved per planned visit.
- Stock visible per location
- Reserve for planned visits
- Book usage and restock vans