Operations management
Stock and Maintenance Operations Management Software
What if you could run every stage your equipment goes through from a single tool? Hector’s Operations module centralizes your daily activities: procurement, preparation, delivery and repair, and keeps you informed at every step through in-app and email notifications. Nothing slips through the cracks.
What is operations management in Hector?
Operations management brings together all the processes that pace the life of your equipment: ordering and receiving stock, preparing and delivering or transferring it, scheduling its repairs and maintenance, and handling internal requests. In Hector, these processes are managed through orders: purchase orders, delivery notes, work orders and requisition orders, with approval rules, scanning and full tracking.
Everything is centralized in a single tool: every action is tracked, every step triggers a notification, and the equipment updates automatically.
Run all your orders from a single tool
Purchase order and receiving
Manage procurement by sending a purchase order to your supplier, internal or external. The order is customizable and adapts to your nomenclature to generate the order number; once filled out, you print it or send it by email. Add an approval flow so a manager validates the request before it goes out, track progress to catch delays, and on receipt, the equipment is created automatically in Hector to keep your stock up to date.
Delivery note and transfer order
Track every step, from preparation to delivery or stock transfer. Every item is scanned at departure and arrival: if not all the equipment has been scanned, Hector automatically raises a partial-delivery alert. Errors are no longer possible.
Work order (maintenance and repair)
Schedule repairs and maintenance for equipment or rooms, in-house or at a client site. Reserve the equipment needed so it is not picked up by a team member, then generate the invoice once the job is done. You can add an approval step: a team member’s or client’s request is validated by a manager before being handed to the technician in charge.
Requisition order (material request)
Let your users (employees, clients or suppliers) request equipment regardless of stock levels. Your team then plans fulfillment based on available inventory. A dedicated board tracks requests in progress, handles incoming requests and closes completed ones, with configurable quantity limits, permissions and approval flow.
Generate all your reports in one click
Beyond inventory reports, produce the reports you really need: financial audits, equipment condition, operations reports, loan and usage reports for your physical and software assets. All the information you need, in one place.
Schedule notifications for every step
Set up notifications to support your planning: you are alerted as soon as an action is triggered or a deadline approaches. Everything is customizable to your needs.
- Preventive maintenance due
- Asset end-of-life
- Minimum quantity reached
- Maximum quantity reached
- Overdue equipment loan
- Licenses to renew
- Operations awaiting approval
- Inventory count in progress
- and many more.
Managing your operations in Excel or in Hector?
In a spreadsheet and over email, requests get lost, approvals drag on and partial deliveries go unnoticed. Hector centralizes every order, tracks every action and triggers the right notifications at the right time.
Hector vs Excel
| Criteria | Hector | Excel / email |
|---|---|---|
| Request approval | Built-in, tracked flow | Scattered email threads |
| Order receiving | Equipment created automatically | Manual re-entry |
| Delivery control | Departure and arrival scan, partial alert | Eyeball check |
| Overdue orders | Flagged in real time | Manual follow-up |
| Work orders / maintenance | Centralized, with invoicing | Spreadsheet or paper |
| Operations traceability | Full history | Tedious rebuild |
| Notifications | Automatic (app and email) | None |
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, our answers
What is operations management software?
It is a tool that centralizes equipment-related processes: procurement, delivery, maintenance and internal requests, in the form of orders, with approval rules, scanning and full tracking. Everything is logged and each step triggers a notification.
Is equipment created automatically when an order is received?
Yes. Once the purchase order is received, the equipment is created automatically in Hector for stock tracking, with no manual re-entry.
Can validations / approvals be set up?
Yes. Purchase orders, work orders and requisition forms can follow an approval workflow: the request is validated by a manager before being processed.
How does Hector prevent delivery errors?
Each item is scanned at departure and on arrival. If not all equipment has been scanned, the system automatically generates a partial delivery alert.
What is a work order in Hector?
It works like a standard work order: it is used to schedule a repair or maintenance, mobilize the required equipment, then generate the invoice. An approval workflow can be added before the technician is assigned.
What is the difference between a requisition form and a purchase order?
The purchase order is used to replenish stock from a supplier. The requisition form lets a user request equipment internally, regardless of stock levels; the team then plans fulfillment based on available inventory.
Can audit and operations reports be generated?
Yes. Hector generates inventory reports, financial audit reports, equipment status reports, operations reports, as well as loaner and usage reports for physical and software assets.