Office supply management
Office Supply Inventory Management Software
No more supply cabinet emptied without warning, no more cartridges ordered once the printer has already run dry. Hector tracks your office stock in real time (paper, pens, cartridges) and triggers the order as soon as a threshold is reached. And because an office is not only consumables, Hector also assigns your computers, chairs and furniture to each employee, in the same place.
What is office supply inventory management?
Office supply inventory management means tracking, monitoring and organizing essential items (paper, pens, cartridges and other consumables) to keep them constantly available. Dedicated software replaces the shared spreadsheet with real-time tracking, reorder thresholds and automated purchase orders.
Beyond consumables, a good solution also covers durable office equipment (computers, monitors, furniture) assigned to employees, so you have a complete view of what the office owns and consumes in a single tool.
Consumables and durable assets in one place
Most tools only handle consumables. Hector handles both kinds of office inventory.
Your consumables
Paper, pens, cartridges, coffee: manage each consumable in bulk, with rigorous quantity tracking. Set a min/max threshold: as soon as stock drops, Hector alerts you and generates the purchase order with the right supplier. Consumption is counted down by scan.
Your durable assets
Computers, monitors, ergonomic chairs, desks: assign each item to an employee and always know who holds what. When someone leaves, get the list of equipment to return in one click.
Self-service and item requests
Give your whole team access to the system, with role-based rights. Each employee can check what they have borrowed, view available stock or send an item request approved by the manager. The result: fewer direct asks for the office manager, and requests that are tracked rather than scattered across emails. Since pricing depends on the volume of assets, not the number of users, you can open access to everyone at no extra cost.
Why use office supply inventory management software?
Neither shortage nor excess
Reorder thresholds keep stock at the right level, without overstocking just in case.
Real savings
By ordering at the right time and tracking what is assigned, you stop duplicate purchases.
Time back for the office manager
Assignment, requests and orders move from the spreadsheet and emails into the system.
Full visibility
Consumables and durable equipment in a single base, updated in real time.
How it works
01. Inventory your supplies and equipment
Consumables in bulk, durable assets by unit (barcode / QR, supplier, photo).
02. Set thresholds and access rights
A min/max threshold per consumable, roles per team.
03. Consume, assign, request
Issues by scan, equipment assigned per employee, self-service requests.
04. Reorder and audit
Automatic purchase orders on threshold, stock counts and configurable reports.
Hector vs Excel
| Criteria | Hector | Excel spreadsheet |
|---|---|---|
| Stock levels | Real time | Manual count, quickly wrong |
| Reordering | Thresholds and automatic purchase orders | You order once it is already empty |
| Consumables and durable equipment | Both in one place | Two separate files |
| Assignment (PC, furniture) | Per employee, with history | "Who has the ergonomic chair?" |
| Item requests | Self-service with approval | Scattered emails |
| Team access | Roles and permissions, unlimited users | A single shared file |
| Inventory audits | Counts by scan | Tedious recount |
Software built for every industry
Hector adapts to your needs, whatever your industry.
Everything you need
Asset Tracking
Get an instant overview of all your hardware and software assets, with a flexible tool that adapts to your needs.
Equipment Loans
Automate equipment check-in and check-out, and keep clear track of your loans and rentals.
Mobile App
Access Hector anywhere: track your assets, scan your items and reserve equipment securely.
Report Generation
No more manual reports. Generate your inventories and equipment audits in just a few clicks.
Notifications & Reminders
Get alerted automatically whenever an action, an overdue return or a maintenance task needs your attention.
Data Security
Your sensitive information is protected and stored in a highly secure environment.
Barcodes & QR Codes
Generate and scan barcodes and QR codes to track your assets quickly and without errors.
RFID Inventory
Identify your assets by radio frequency (RFID): no more manual entry or time lost during inventory counts.
See more features
User Synchronization
Import your employees, students or clients so they can access Hector and act autonomously.
Single Sign-On (SSO)
Log in instantly with single sign-on, without re-entering your credentials every time.
Operations Module
Manage your daily activities: procurement, preparation, delivery and repair of your equipment.
Cloud Solution
Your inventory hosted in the Cloud, synced and accessible anytime, anywhere.
Inventory Reconciliation
Compare your physical inventory against your Hector data, spot discrepancies and make your stock reliable fast.
Iris Module
Link your QR codes to specific actions and trigger creation, movement or consumption in a single scan.
Accounting Module
Centralize invoices and payments in Hector: templates, documents and clear tracking of your transactions.
Transfer order
Move equipment between stockrooms and sites, with full traceability of every transfer.
Purchase Orders
Order from your suppliers, receive equipment and enter serial numbers right at receipt.
Requisitions
Let your users request equipment from a catalog and track each request until fulfilled.
Work Orders
Plan and track repairs on your equipment, from the initial request to completion.
Maintenance
Schedule preventive maintenance by subcategory or asset and get alerted before each due date.
Customization
Adapt fields, grids, email templates and printouts so Hector fits your processes.
Artificial Intelligence
Generate subcategory images, sort imported models and rename technical references into names your teams recognize.
Rental rate
Apply hourly, daily, weekly or monthly rates automatically to every loan, all the way to the invoice.
Your questions, answered
What is office supply inventory management software?
It is a tool that tracks office supplies (paper, pens, cartridges) in real time, automates thresholds and purchase orders, and can also assign durable equipment (computers, furniture) to each employee. It replaces the shared spreadsheet.
How do you prevent office supply shortages?
You set a minimum threshold per item: as soon as stock drops below it, Hector alerts you and automatically generates the purchase order with the supplier.
Can you manage both consumables and office equipment?
Yes, and it is one of Hector’s strengths: consumables (with thresholds and reordering) and durable assets (computers, monitors, chairs, desks) assigned per employee live in the same base.
Can employees request supplies themselves?
Yes. With role-based rights, each employee can view stock, check what they have borrowed and send an item request approved by the manager.
Does the price depend on the number of users?
No. Hector’s pricing depends on the volume of assets, not the number of employees: you open access to the whole team at no extra cost.
Can you generate reports and inventory audits?
Yes. Hector supports inventory counts by scan and configurable reports, useful for budget tracking and anticipating needs.