Project equipment tracking
Equipment tracking software from delivery schedule to installed location.
Equipment tracking means knowing where every item on a job is. Integrio follows each panel pallet, inverter, battery and charger from delivery schedule to installed location, with its serial and data points.
Office User from £65 per user per month, field engineers from £15 · free 7-day trial, no credit card required
Free template: Equipment delivery checklist →Example depot · PV, battery and EV
Project equipment · 126 items
12
On order
41
Delivered
73
Installed
- 50 kW inverterPlant roomINV-50K-20418Installed
- Battery modulePlant roomBAT-7713-02Delivered
- 22 kW EV chargerCar park · bay 4EVC-22-0931Installed
- PV modules · pallet 3Roof BPallet P-03Delivered
- Export meterSwitch room—On order
Pallet P-03 checked in · 30 of 32 modules
Site compound · Delivery 3 of 4 · 09:14 · Alex M.
What is equipment tracking software for installers?
For an installer, equipment tracking software records every item bought for a client project and where it is at each stage: on a delivery schedule, checked in, installed in a particular space, tested and handed over. Each item holds its serial number and other data points, which grant claims and handover documents often ask for. It is not a GPS or tool tracker.
Last updated . Facts checked on 30 September 2026 against GOV.UK: Workplace Charging Scheme guidance for installers and MCS MIS 3002 Solar PV Systems, issue 6.0.
Why does equipment go missing on installation projects?
On most installs the equipment list lives in a quote, a purchase order, a spreadsheet, a pile of delivery notes and the side of a pallet. Nobody is quite sure what has arrived, what is in the compound and what went onto which roof or into which bay, and the serial numbers get written up from photos the week after. Then the questions come: the grant claim needs each charger's serial, the handover document lists the key components, and the client rings about a fault. Each item needs its serial number, data points and QR code on one record that stays with the client's site.
Short deliveries found on install day
A pallet arrives two modules short, or the battery ships without its mounting kit, and nobody notices until the scaffold is up and the crew is on the roof.
Kit lost between store and site
Items are checked in at the warehouse, moved to a site compound, then fitted. Somewhere between the three, a charger goes to the wrong bay or back to the wrong project.
Serials captured after the fact
Serial numbers are copied off labels once the inverter is on the wall or the module is on the roof, or they are not captured at all.
Handover lists rebuilt from memory
The as-installed equipment list is pieced together from the quote and engineers' notes, so it rarely matches what is actually on the wall.
Aftercare calls with no detail
The client reports that an inverter has stopped generating. Without a record you are asking them for a model number before you can even book a visit.
How do you track equipment from order to handover?
01 · Build the delivery schedule
Purchase orders become delivery schedules through the ERP integration, or you add them yourself, so you can see what is due from each supplier and when.02 · Set the data points
Pick the products from your library, or import them from a Sales Order or Quote, with the data points each type needs, such as serial, rating and firmware.03 · Check deliveries in
Scan each item's QR code as it arrives. Incomplete orders are flagged, and your ERP is updated when items are checked in.04 · Install and record
Assign each item to the roof, plant room, bay or space it goes in. On site, the engineer scans it, confirms its location, and records its serial, data points, photos and testing form.05 · Hand over and support
The client's installed inventory is searchable by site and space and exports in one click. Later, a scan of the QR code brings up the product's data and history.Put your next pallet delivery on an Integrio delivery schedule.
What should equipment tracking software do?
Integrio's product management tools follow each item from purchase to maintenance. Here is how they cover the jobs an installer needs equipment tracking for.
✓Delivery schedules
Follow deliveries from supplier to site in real time, track incoming and outgoing items, flag incomplete orders and check items in with a QR scan.
✓Data points per product
Define data points such as serial number, rating, firmware, IP address and logins once, and they are applied automatically to new entries. Add custom fields per product type.
✓Product library
Add products manually or in bulk by CSV, with data points, images, supplier details and costs. Every product is then available on every project.
✓QR codes on every product
A unique QR code is generated for each product. Scanned in the Integrio app it shows the product's data and logs its arrival; scanned with an ordinary phone camera it shows the product data and, if you enable it, lets someone raise a helpdesk ticket.
✓Installed inventory
Search and filter installed products by customer, site or space, with each item's history, data points and related helpdesk tickets. Export reports in one click.
✓Testing forms per product
Attach testing, commissioning or sign-off forms to a product, with mandatory fields that must be completed before project sign-off.
✓ERP integration
Import products from Sales Orders and Quotes, create delivery schedules from Purchase Orders, bring in existing customers and update your ERP when items are checked in.
✓Warranty and aftercare
The support helpdesk tracks warranty periods and service agreements and flags warranties that are about to expire, alongside each product's full history.
Equipment tracking in Integrio: the short version
- Deliveries
- Delivery schedules track incoming and outgoing items from supplier to site, flag incomplete orders and check items in by QR scan.
- Data points
- Serial numbers, ratings, firmware, IP addresses, logins and any custom fields you set, plus a QR code generated for every product.
- What it tracks
- The equipment you supply and install for a customer, held against the project, the site and the space it goes in.
- Who uses it
- Solar PV, battery, EV charger, building services, fire and security and electrical contractors, from the office raising orders to the engineers fitting the kit.
- Price
- Office User £65 per user per month (£52 billed annually) for product management; Field Service User £15 (£12 annually) for engineers using the QR scanner.
- Limits
- No GPS, RFID or Bluetooth tags, no live location of vehicles or tools, and no tool, plant or hire-fleet management. It tracks project equipment, not your own kit.
What should an equipment tracking checklist include?
Use this as the starting point for your own equipment record. Set the identifiers up as data points so they appear on every new product, and build the install and test checks as a form in the Integrio Form Builder.
✓Customer, site and project
✓Make, model and product type
✓Supplier and purchase order reference
✓Delivery schedule: due date, and on order, part-delivered or delivered, with quantity confirmed
✓Date checked in and who checked it in
✓Where it is held before install, such as the warehouse or site compound
✓Installed location: building, roof or array, plant room, parking bay or space
✓Serial number
✓Rating and other product data points, such as string or circuit reference
✓Firmware version, and IP address and login details where the client needs them
✓QR code fitted to the item and scanned
✓Photo of the installed item showing its model and serial label
✓Testing or commissioning form completed
✓Warranty start date and period
✓Included in the handover equipment list and signed off
Is this the same as GPS asset tracking or tool tracking?
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No. GPS and Bluetooth trackers, and tool or plant hire systems, follow a company's own equipment as it moves between jobs. Integrio tracks the equipment you supply and install for a client: what was ordered, what has arrived, where it is installed, its serial number and its history after handover. There are no location tags, and it does not show live positions of tools or vehicles.
Why record a serial number for every charger or inverter?
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Because the paperwork asks for it. GOV.UK's Workplace Charging Scheme guidance says installers' claim photos must show the model installed and its serial number, and the charge point's location including the parking spaces it serves. On the solar side, MCS MIS 3002's model PV array test report records the inverter's make, model and serial, and the signed handover document lists the key components installed. Integrio holds the serials and photos; it does not submit grant claims.
Sources: GOV.UK: Workplace Charging Scheme guidance for installers and MCS MIS 3002 Solar PV Systems, issue 6.0.
Can we track serial numbers and other data points?
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Yes. Serial number, rating, firmware, IP address, MAC address and logins can be set up as data points once and applied automatically to every new product, and you can add as many custom data points as you need, globally or on a single project. Engineers fill them in on site from the mobile app.
How do the product QR codes work?
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Integrio generates a unique QR code for every product when it is added. Scanned in the Integrio app, the code shows the product's data and logs its arrival, which is how deliveries are checked in. Scanned with a phone camera without the app, it shows the product data and, if you turn it on, lets the client raise a helpdesk ticket for that item from their browser.
Is there an equipment tracking template or checklist?
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Use the checklist on this page as a starting point: customer and site, make and model, supplier and PO, delivery schedule and status, storage and installed location, serial and network details, QR code, installation photo, test form, warranty and handover. Set up the identifiers as data points and build the checks in the Form Builder so every engineer records the same things.
Does it work offline?
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The Integrio mobile app has an offline mode, so engineers can keep recording on roofs, in plant rooms and in basements with no signal. What they capture syncs when the device is back online.
Which plan do we need for equipment tracking?
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Product management, including the product library, data points, delivery schedules and product QR codes, is part of the Office User plan at £65 per user per month, or £52 a month billed annually. Engineers who scan and record equipment in the field can use the Field Service User plan at £15 per user per month (£12 annually), which includes the QR scanner and offline mode.
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