How to cut your stock take time in half with software by COSYS

Reasons why a stocktake can cost so much time

Many companies still rely on manual stocktaking methods, such as paper checklists, clipboards, or simple Excel sheets. While these methods may feel familiar, they come with significant drawbacks:

1. Manual data entry – Employees must write down item numbers, quantities, and storage locations, then re-enter this data into ERP or accounting systems. This double work takes hours and increases the risk of errors.
2. Inefficient workflows – Without digital support, workers often have to go back and forth between storage locations, product lists, and administrative offices. This creates unnecessary movement and delays.
3. Limited accuracy – Human errors such as miscounting, misreading labels, or assigning stock to the wrong location can cause discrepancies that undermine the whole stocktake.
4. Operational downtime – Many businesses shut down operations during stocktaking because the process is slow and disruptive. This downtime can mean lost sales and reduced productivity.
5. Lack of transparency – Once the count is finished, managers still need to consolidate the data manually, making it difficult to quickly identify deviations or anomalies.

In short, traditional stocktaking eats up valuable time and resources, while still leaving companies vulnerable to inaccuracies.

How the stocktaking software by COSYS boosts inventory counts

COSYS has developed a specialized stocktaking solution that addresses exactly these challenges. The software works with mobile devices such as smartphones, tablets, or mobile computers and provides the following benefits:

• Barcode scanning: Instead of writing down numbers, employees simply scan barcodes or QR codes. This speeds up the process dramatically and minimizes human error.
• Direct data transfer: Collected data is sent directly to the COSYS backend or integrated ERP system, eliminating double entry. This means faster availability of results and immediate error checking.
• Guided workflows: The app guides users step by step through the stocktaking process, ensuring no shelf or product is missed. This structured approach helps new staff get up to speed quickly.
• Offline capability: Even in warehouses with poor network coverage, the software continues to function. Data is synchronized once the device reconnects.
• Flexible deployment: Companies can choose whether to perform full counts, rolling stocktakes, or cycle counts. The software adapts to different strategies and frequencies.

With these features, COSYS stocktaking software can easily cut the required time in half compared to manual methods. Many companies report not only faster results but also higher accuracy and smoother workflows.

Business Intelligence

Beyond the actual counting process, COSYS also delivers value through Business Intelligence (BI). The collected inventory data is visualized in the COSYS WebDesk, where managers can analyze stock discrepancies, identify fast- or slow-moving items, and monitor overall inventory health.

Through dashboards and customizable reports, decision-makers gain real-time transparency into their stock situation. They can spot trends, evaluate the effectiveness of cycle counts, and use the insights to optimize procurement, warehousing, and sales strategies. This data-driven approach transforms stocktaking from a simple compliance requirement into a valuable source of business insights.

Conclusion

Stocktaking no longer has to be a tedious, time-consuming burden. By replacing paper lists and manual data entry with COSYS stocktaking software, companies can dramatically reduce the time required, increase accuracy, and minimize disruption to operations. Mobile scanning, automated data transfer, and guided workflows ensure that counts are efficient and reliable. Combined with the Business Intelligence features of the COSYS WebDesk, companies not only save time but also unlock valuable insights for better decision-making.

In other words: with COSYS, stocktaking becomes less of a cost center and more of a strategic advantage.