On a job site, a field parts inventory keeps photos, quantities, model details, and notes together for later quotes, reorders, warranty requests, or client reports. Retinelle lets you capture that information on your phone and organize it by client or job without relying on loose notes.
Core workflow
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Create a project for each client or job site. Use one project per job for one-off work, or one per client when several visits belong in the same history.
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Photograph each part, material batch, or piece of equipment. Capture labels, serial plates, and model stickers close enough to read later.
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Add quantity, condition, and location. These details make the photo useful when preparing a quote or supply order.
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Export the relevant records. Generate a filtered PDF or spreadsheet for a client, office, or supplier. The recipient does not need Retinelle to open the file.
Parts documentation that holds up later
The useful details depend on what you are recording:
- Replacement parts and consumables: photograph the part number and note quantities used and remaining.
- Installed equipment: capture the model plate, serial number, and visible wear or damage.
- Bulk materials: photograph the storage area and note approximate quantity, unit, and manufacturer when relevant.
- Damaged items: take several angles and describe the issue in neutral, specific language.
Retinelle’s custom fields bring real structure to field documentation. Set up a number field for “Quantity,” a currency field for “Unit Cost,” and an enum for “Status” (In Stock, Needs Reorder, On Order, Defective). These typed fields let you filter your inventory — showing only parts that need reordering, for example — and sort exported PDFs or spreadsheets by cost or status. When you generate a report for a client or a supply order for your distributor, the data is already organized instead of buried in freeform notes.
Why on-site photos outlast written notes
A photo can preserve label text, condition, and surrounding context that a handwritten part number omits. Attach a short note while the details are fresh. If the record is later used for a dispute, warranty request, or compliance review, its value still depends on the contract and applicable requirements.
Mistakes that create extra return trips
- Photographing from too far away. A wide shot of a shelf full of parts looks organized but is useless when you need to read a specific part number. Get close enough that labels and markings are legible.
- Skipping the context note. A photo of a valve means nothing six months later if you did not note which unit it belongs to, what floor it is on, or why you documented it. Spend the extra five seconds on a note.
- Mixing multiple clients in one project. When documentation for different jobs is tangled together, finding what you need takes longer and exporting a clean report for one client becomes difficult.
- Waiting until the end of the day to log everything. By then, details blur together. Capture as you go, even if the notes are brief. A rough note taken on-site is more accurate than a detailed one written from memory hours later.
Frequently asked questions
How do I document parts without slowing the job?
Document as you work: photograph the label, then add quantity, condition, and location before moving on. Consistent fields keep later searches and exports predictable without requiring a long description for every item.
What is the best app for on-site inventory?
Look for offline capture, readable label photos, structured fields, useful search, and exports your recipients can open. Retinelle fits a phone-based, photo-first workflow; a warehouse system may be a better choice when you need shared accounts, live stock levels, or dedicated barcode hardware.
Should I organize by client or by job?
Use a project per job for one-time work. For recurring service, a project per client keeps visits together. Split by site or system when one client project becomes difficult to filter or export.
