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HVAC inventory management, from warehouse to van

Track filters, refrigerant, and fittings across the shop and every truck. Techs scan from the driveway — even in a basement with no signal — and counts move with the parts.

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Free forever for 100 items · no credit card · works offline in the mechanical room

From the ride-along

A day in the life with StockZip

6:45 AM

Load out. The tech scans filters, capacitors, and a recovery kit off Shelf A onto Van 2 — the counts move from the warehouse folder onto the van as they go.

10:20 AM

On the job. A run capacitor comes out of the van in a no-signal basement. The tech logs it offline; StockZip syncs the change automatically back at the curb.

1:30 PM

Refrigerant pull. A cylinder is drawn by lot number, so the lot, its remaining amount, and the movement history stay attached to the record for the compliance file.

3:40 PM

Restock alert. Van 2 drops below its minimum on 16×25 filters, so the item surfaces in reorder suggestions and the office picks it up before the next call.

5:15 PM

Tools back in. The recovery machine is checked back into the crib by scan — the audit trail shows which tech had it and when it came home.

Warehouse → van → job site → return

How the work flows

01 · Warehouse

The shop is a folder with shelves and bins under it. Restock parts by scanning them in, and set a minimum on the fast movers — filters, capacitors, contactors, refrigerant — so shortages surface before the season starts.

02 · Onto the van

Each truck is its own folder. Scanning parts from the shelf onto Van 2 moves the counts with them, so dispatch can see what every tech is actually carrying without a handwritten list.

03 · On the job site

Techs check parts out as they use them — offline in an attic or mechanical room with no signal. The stock record updates the moment the part is used and syncs when the phone is back in range.

04 · Back to the crib

Reusable gauges and recovery machines are checked back in by scan, and refrigerant lots keep their expiry and movement history — so the truck is ready and the audit trail is intact for the next day.

Frequently asked questions

How do HVAC companies track van inventory?

Create a folder for each service van and one for the warehouse. Techs scan parts as they use them on a call, and warehouse staff scan when restocking a van. You see the stock level on each van without manual counts or spreadsheets.

Can techs see only their own van?

Yes. StockZip has role-based access, and you can scope what a staff member sees to their locations — so a tech works from their own van folder rather than the whole company catalogue, while managers see everything.

Can I track refrigerant by lot number and expiry?

Yes. Lot tracking keeps a lot number, expiry date, and full movement history attached to the item, so you can pull from the right cylinder and keep the record you need for compliance and warranty. Lot and expiry tracking is on the Pro plan and up — see pricing for the tier.

Does the app work offline during service calls?

Yes. StockZip is offline-first. Scan and update stock in attics, basements, and mechanical rooms with no signal — everything syncs automatically once the technician is back in range.

How do I track tools that get checked out to a tech?

Check reusable gear — gauges, recovery machines, meters — out to a tech or van, and check it back in when it returns. StockZip logs who had it and when, so a missing recovery machine has an audit trail instead of a guess. Tool check-in / check-out is on the Starter plan and up — see pricing for the tier.

Can I set low-stock alerts for HVAC parts?

Set a minimum stock level on any part, and set different minimums per location so each van and the warehouse stay stocked. Items at or below their minimum surface in low-stock views and reorder suggestions. Setting a minimum is available on every plan; the Low Stock report and reorder-suggestion tasks are part of the paid plans — see pricing for the tier.

Free template

Free inventory spreadsheet template

Not ready to set up an app yet? Start with the free inventory spreadsheet — a shelf-and-van count sheet you can fill in today and import into StockZip later.

Get the template