Mobile Inventory Management: Run Your Production from Your Phone

Aleksander Nowak · 2026-02-16 · Inventory Management

Learn how mobile inventory management works. See why your smartphone can replace expensive scanners for small manufacturing operations.

Mobile Inventory Management: Run Your Production from Your Phone

The device in your pocket can scan barcodes, update stock levels, and track materials across your entire operation. No expensive hardware required.

Most guides about mobile inventory focus on retail: scanning products at checkout, managing store shelves, tracking shipments. For manufacturers, the needs are different. You're tracking raw materials through production, recording batch numbers, managing recipes, and monitoring work-in-progress.

This guide covers mobile inventory management for small manufacturers. You'll learn when your smartphone is enough, when dedicated hardware makes sense, and how to set up mobile tracking for production operations.

What Is Mobile Inventory Management?

Mobile inventory management means tracking and controlling stock using smartphones, tablets, or handheld devices instead of desktop computers or paper records.

A typical setup has three components:

Mobile app: Runs on your phone or tablet. Handles scanning, data entry, and real-time lookups.

Cloud platform: Stores all inventory data. Syncs between devices so everyone sees the same information.

Scanning capability: Uses your phone's camera to read barcodes and QR codes, or connects to an external Bluetooth scanner.

The mobile app handles tasks that happen away from a desk: receiving deliveries, counting stock, recording production. The cloud platform handles reporting, analytics, and management tasks better suited to a larger screen.

Mobile vs Desktop: When to Use Which

Mobile works best for: - Receiving materials at the loading dock - Scanning during production - Inventory counts on the warehouse floor - Quick stock checks from anywhere

Desktop works best for: - Setting up products and materials - Running reports and analytics - Managing users and permissions - Bulk data imports

Most operations use both. The question isn't mobile or desktop—it's having software that works well on both.

Why Mobile Matters for Manufacturing

Production doesn't happen at a desk. Materials arrive at a loading dock. Production runs on a shop floor. Finished goods ship from a warehouse. If your inventory system only works on a desktop computer, you're either walking back and forth constantly or writing things down to enter later.

Real-time updates everywhere: When a delivery arrives, scan it into the system immediately. Stock levels update instantly. No delay, no data entry backlog, no discrepancies between physical inventory and system records.

Multi-location visibility: Check stock at any location from anywhere. Production manager needs to know if materials are available? They check their phone instead of calling the warehouse.

Faster decisions: Low on a critical material? You'll know immediately, not at the end of the day when someone finally enters the paperwork.

Reduced errors: Scanning is more accurate than writing down numbers and typing them later. One scan, done correctly, beats two manual entries.

Smartphone vs Dedicated Hardware

You have options for how to scan and track inventory. Here's how they compare:

When Your Phone Is Enough

For most small manufacturers, a smartphone handles daily needs. If you're scanning materials at receiving, recording production output, and doing occasional inventory counts, phone scanning works fine.

Modern smartphones have capable cameras that read standard barcodes quickly. The limiting factors are: - Speed (dedicated scanners are faster for high volume) - Battery life (camera scanning drains battery faster) - Durability (phones don't survive drops onto concrete as well)

When to Invest in Hardware

Consider dedicated scanning hardware when: - You're scanning hundreds of items per day - Workers handle devices in harsh conditions (cold, wet, dusty) - Speed matters for throughput (busy receiving dock) - Devices get dropped frequently

Many operations start with smartphones and add hardware later if volume justifies it. That's the smart approach: prove the workflow works before spending on equipment.

Key Features for Manufacturing

When evaluating mobile inventory software, look for features that matter for production operations:

Camera-based scanning: The app should use your phone's camera to scan barcodes and QR codes. No special attachment needed.

Offline mode: Warehouses and production floors often have poor WiFi. The app should work offline and sync when connectivity returns. Otherwise, you'll lose data or waste time waiting for connections.

Real-time sync: When you do have connectivity, updates should appear immediately across all devices. No manual sync buttons or delays.

Batch and lot tracking: Manufacturing often requires traceability. The system should record which material lots go into which production batches.

Recipe-based tracking: For batch production, the system should know your formulas and calculate material requirements automatically.

Multi-user access: Multiple people need to scan and update inventory simultaneously without conflicts.

Works on any device: iOS and Android support. Not everyone has the same phone.

Mobile Inventory for Manufacturing Operations

Retail mobile inventory focuses on receiving shipments and tracking sales. Manufacturing has more complex workflows:

Receiving Raw Materials

Delivery arrives. Instead of writing down quantities on paper:

1. Open the app on your phone
2. Scan each material's barcode (or supplier's packing slip)
3. Enter quantity received
4. Record lot number and expiration date if tracked
5. Confirm receipt

Stock levels update immediately. Purchase order shows as received. The whole process takes seconds per item.

Tracking Production Consumption

Start a production batch. The system knows your recipe: 50kg of ingredient A, 10kg of ingredient B, 5 units of packaging.

Option 1 (manual): Scan each material as you use it. System deducts scanned quantities.

Option 2 (automatic): Complete the production order. System deducts materials based on recipe and quantity produced.

Either way, no manual calculation. No forgetting to record usage. Materials consumed match actual production.

Recording Finished Goods

Production complete. Scan or generate a barcode for the finished batch:

• System adds finished goods to inventory
• Assigns batch number
• Records production date
• Links to materials used (traceability)

If a quality issue emerges later, you can trace exactly which material lots went into that batch.

Inventory Counts on the Floor

Time for a cycle count. Walk through the warehouse with your phone:

1. Scan an item
2. System shows expected quantity
3. Enter actual count
4. Move to next item

Discrepancies flag immediately. Adjust inventory with documented reason. No paper count sheets to transcribe later.

Checking Stock Anywhere

Production manager planning tomorrow's schedule. Opens phone, checks material levels for planned batches. Sees that one ingredient is low. Contacts purchasing before it becomes an emergency.

No walking to the warehouse. No calling someone to check. Information available instantly.

Example: A Day on the Production Floor

Here's how mobile inventory management works in practice for a small cosmetics manufacturer:

7:30 AM - Start of day Production lead opens the app, checks material levels for today's scheduled batches. Everything looks good except shea butter is at reorder point. Flags it for purchasing.

8:15 AM - Receiving Delivery arrives with fragrance oils. Worker scans the packing slip barcode, verifies quantities match the order, enters lot numbers from supplier labels. Materials appear in inventory immediately. Takes 3 minutes for 6 items.

9:00 AM - Production starts First batch: lavender body lotion. Worker opens the production order on their phone, sees materials needed. Scans each container as they add ingredients. System tracks actual quantities used.

11:30 AM - Batch complete 100 units produced. Worker records output, system generates batch number and creates finished goods inventory. Links to the lot numbers of all ingredients used.

2:00 PM - Quick count During a slow moment, worker counts the five most-used materials (A items). Scans each, enters count. One shows a small discrepancy—records adjustment with note "spillage."

4:30 PM - End of day Manager reviews daily activity on their laptop: materials received, production completed, any variances. Everything reconciles. No surprises.

Setting Up Mobile Inventory Management

Getting started is simpler than most people expect:

Step 1: Choose Software with a Mobile App

Not all inventory systems have good mobile apps. Some are desktop-only with clunky mobile web access. Look for native apps (iOS and Android) with full scanning capability.

Check that the app works offline. Test this before committing—take your phone to the area with the worst connectivity in your facility and verify the app still functions.

Step 2: Add Your Products and Materials

Enter your inventory items into the system. Each needs: - Name and description - SKU or product code - Barcode number (if items already have barcodes) - Unit of measure

If items don't have barcodes, the system can generate them.

Step 3: Print Labels for Items Without Codes

Raw materials from suppliers often don't have scannable barcodes, or the supplier's codes don't match your system. Print barcode labels:

• Thermal label printer ($100-200) for volume
• Regular printer with adhesive sheets for small quantities

Apply labels to bins, shelves, or containers. Now everything is scannable.

Step 4: Train Your Team

With phone-based scanning, training is minimal. Most people already know how to use their phone's camera. Show them:

• How to open the app and log in
• How to scan a barcode
• How to enter quantities
• What to do if something doesn't scan

Five to ten minutes covers the basics. They'll learn the rest through use.

Step 5: Start Small, Then Expand

Don't try to implement everything at once. Start with one workflow:

Best starting point: Receiving. Every delivery gets scanned in. This builds the habit and immediately improves accuracy.

Next: Stock counts. Regular cycle counts using mobile scanning.

Then: Output tracking. Recording material usage during batches.

Build confidence with each step before adding complexity.

Common Mistakes to Avoid

Buying hardware too early: Start with smartphones. Add dedicated scanners only if volume or conditions require it. Many small operations never need anything beyond phones.

Choosing retail-focused software: Software designed for stores and e-commerce often lacks manufacturing features like recipes, batch tracking, and production orders. Make sure the system fits your workflow.

Ignoring offline capability: If the app requires constant internet connectivity, it will fail in warehouses with poor WiFi. Test offline mode before committing.

Skipping barcode labels: Mobile scanning only works if items have barcodes. Invest time upfront to label everything. The payoff comes with every scan thereafter.

Over-complicating workflows: Start simple. You can add complexity later. A basic scan-to-receive workflow that people actually use beats an elaborate system that gets ignored.

How Krafte Handles Mobile Inventory

Krafte includes mobile inventory management built for manufacturers.

Scan with any device: The mobile app works on any smartphone. Use your phone's camera to scan barcodes—no additional hardware required.

Offline mode: Continue scanning and recording transactions when connectivity is poor. Data syncs automatically when you're back online.

Manufacturing workflows: Not just receiving and shipping. Track materials through production, record batch outputs, manage recipes and formulas.

Batch traceability: Record lot numbers at receiving. Track which lots go into which production batches. Full traceability from materials to finished products.

Connect external scanners: If you do need faster scanning, Bluetooth barcode scanners work with the app. Scans appear just like camera scans.

Real-time sync: Updates appear immediately across all devices. Production floor and office see the same data.

Whether you're scanning materials at a loading dock or checking stock levels from home, Krafte makes your inventory accessible from anywhere.

Frequently Asked Questions

What is mobile inventory management?

Mobile inventory management uses smartphones, tablets, or handheld devices to track and control stock. Instead of being tied to a desktop computer, you can scan barcodes, update quantities, and check levels from anywhere in your facility.

Do I need to buy special hardware?

Not necessarily. Modern smartphones have cameras capable of scanning standard barcodes. For small operations with modest scanning volume, your phone is sufficient. Dedicated scanners make sense for high-volume operations or harsh environments.

Can I use my phone as a barcode scanner?

Yes. Inventory management apps use your phone's camera to read 1D and 2D barcodes. Point the camera at a barcode, and the app captures the data. It's slower than a dedicated scanner but accurate and free.

Does mobile inventory work offline?

Good mobile inventory apps include offline mode. You can scan items and record transactions without an internet connection. Data syncs to the cloud when connectivity returns. This is essential for warehouses and production floors with poor WiFi.

What's the best mobile inventory app for manufacturing?

Look for apps with manufacturing-specific features: recipe/BOM support, batch tracking, production orders, and material traceability. Generic retail inventory apps often lack these capabilities.

How accurate is phone scanning compared to dedicated scanners?

Phone scanning is equally accurate—the barcode either scans correctly or it doesn't. The difference is speed. Dedicated scanners are faster for high-volume work. For typical small manufacturing operations, phone speed is adequate.

Tags: Inventory Management, Automation, Free Tools, Small Business