Key Features to Look for in Retail Inventory Software

Key Features to Look for in Retail Inventory Software

Gone are the days when businesses relied solely on manual record-keeping and reporting to manage their inventory. Strategies that were previously normal and were a sensible choice for smaller businesses with limited budgets are no longer the cheapest and easiest option. Inventory management systems are pivotal in planning, projecting, and fulfilling customer orders, ultimately improving profitability.

Technology plays a crucial role in supply chain inventory optimization. Advanced inventory management systems can provide real-time visibility into inventory levels, demand forecasts, and supplier performance. This enables organizations to make more informed decisions about replenishment, production scheduling, and order fulfillment.

But with such a saturated software market, it is tough to determine which provider will be the right choice. However, at the same time, this abundance means that there is a solution for every unique combination of needs your business experiences. To help you with this demanding decision, here’s a list of essential features to consider when choosing inventory management software.

1. Barcode Scanning and Barcoding Technology

What makes an inventory management system truly efficient and beneficial is accurate data entry.  Barcode scanning and barcoding technology is the way to achieve it. Instead of manually logging each item’s movement, barcode scanning will allow you to automate the process and track inventory location in real-time. By scanning barcodes, retailers can access detailed data related to SKUs, lot numbers, customer shipments, and purchase orders, enabling them to make informed decisions and take appropriate actions.

Barcoding technology enhances the speed and accuracy of inventory management and streamlines various operations within a retail environment. From tracking inventory movements to managing stock levels, barcode scanning simplifies day-to-day tasks, ultimately improving efficiency and productivity.

2. Enhanced Inventory Control and Forecasting/Projection

When evaluating inventory management software, make sure it can provide detailed and straightforward Stock Keeping Unit (SKU) item master files and support thorough data analysis. To efficiently fulfill customer orders, a customer-facing inventory control system should be able to track SKUs by location, website, distribution center, and retail store. The software should also give insights into product costing methods, product characteristics, and SKU-specific information. In addition, the system should be able to predict or forecast demand for each SKU based on historical data, selling plans, and vendor lead times.

This feature will be a game-changer for any retail business. Instead of passing subjective judgment, guessing the number of products that will be required in the future, your business will use mathematical models that are able to predict the demand with accuracy that a person can never achieve.

3. Seamless Integration and Interfaces

A comprehensive inventory management software should offer integrations with various platforms, such as point-of-sale (POS) systems, e-commerce platforms, and customer relationship management (CRM) software. Integration with these systems enables businesses to synchronize sales data, customer information, and inventory levels, providing a holistic view of their operations.

Furthermore, interfaces for planning, data analytics, dimensional/weighing, and UPC product barcoding are essential for efficient inventory management. Interfacing with corporate accounting systems is also crucial for accurate financial reporting. Businesses can optimize their inventory management processes and make data-driven decisions by ensuring seamless integration and interfaces.

4. Configurability for Customized Solutions

To accommodate diverse business needs, inventory management software should offer configurability. This feature allows businesses to customize the software to match their requirements, ensuring a tailored solution that aligns with their operational processes.

Configurability can involve various aspects, such as product categorization, sales tracking, expense accounting structure, and user access controls. You can optimize inventory management and streamline operations by providing the flexibility to configure the software according to your business’s specific needs.

5. Robust Mobility and Mobile Point-of-Sale (mPOS) Capabilities

In today’s fast-paced retail environment, mobility is a game-changer. Mobile Point-of-Sale (mPOS) systems have gained immense popularity, offering retailers the freedom to serve customers beyond traditional checkout counters. A robust inventory management software should incorporate mobile capabilities, allowing sales associates to process transactions, access real-time inventory data, and provide personalized customer experiences on the sales floor.

Mobile POS systems enable retailers to serve customers quickly, reducing waiting times and enhancing customer satisfaction. Additionally, businesses can leverage mobile devices to streamline processes at off-site events, farmers’ markets, and tradeshows, eliminating the need for bulky cash registers and paperwork.

6. Advanced Inventory Analysis and Reporting

To make informed business decisions, comprehensive inventory analysis, and reporting capabilities are essential. A robust inventory management software should offer various reporting tools to analyze sales data, monitor inventory levels, and identify trends. These tools can provide insights into product performance, inventory turnover, gross margin return on investment (GMROI), and other key metrics.

Moreover, the software should support ad hoc research functions, allowing merchants and purchasing departments to delve deeper into data analysis. By leveraging advanced inventory analysis and reporting features, businesses can optimize inventory levels, identify sales opportunities, and plan their purchasing strategies effectively.

7. Data Security and Scalability

Data security is of utmost importance in today’s digital landscape. When selecting inventory management software, it is crucial to prioritize data security features, such as encryption, user access controls, and regular backups. The software should comply with industry standards and regulations to safeguard sensitive information.

Additionally, scalability is a crucial consideration. As your business grows, your inventory management software should be able to accommodate increased data volume and handle additional users seamlessly. Scalability ensures that your software can grow alongside your business, eliminating the need for frequent software migrations or upgrades.

8. Omnichannel Capabilities for Seamless Integration

In the era of omnichannel retail, seamless integration across various sales channels is vital for providing a consistent shopping experience. An efficient inventory management software should offer omnichannel capabilities, allowing businesses to manage inventory across online platforms, physical stores, and other sales channels.

By integrating online sales management with in-store operations, businesses can effectively regulate e-commerce activities, synchronize inventory levels, and provide a seamless shopping experience to customers. This integration facilitates order fulfillment, improves customer satisfaction, and enhances operational efficiency.

9. User-Friendly Interface and Intuitive Navigation

A user-friendly interface and intuitive navigation are key aspects of any successful inventory management software. The software should have a visually appealing and easy-to-use interface, enabling users to navigate through different functions effortlessly. Intuitive navigation helps reduce training time for new users and enhances overall user experience.

Moreover, the software should provide customizable dashboards and shortcuts for frequently used features. This allows users to access critical information quickly, improving efficiency and productivity.

10. Cloud-Based and SaaS Deployment Options

Cloud-based and Software as a Service (SaaS) deployment models offer numerous advantages for inventory management. Cloud-based inventory management software eliminates the need for costly on-premise installations and allows businesses to access their data from anywhere with an internet connection. SaaS models offer flexibility in terms of pricing, scalability, and updates, making them an attractive option for businesses of all sizes.

Cloud-based and SaaS inventory management software also offers enhanced data security, as data is stored in secure data centers with robust backup and disaster recovery systems. Businesses can focus on their core operations without worrying about infrastructure maintenance and software updates.


Selecting the right inventory management software is critical for businesses looking to streamline operations, optimize inventory control, and improve profitability. By carefully considering the features outlined above, businesses can choose a software solution that aligns with their goals.

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About the author



Tom is a gizmo-savvy guy, who has a tendency to get pulled into the nitty gritty details of technology. He attended UT Austin, where he studied Information Science. He’s married and has three kids, one dog and 2 cats. With a large family, he still finds time to share tips and tricks on phones, tablets, wearables and more. You won’t see Tom anywhere without his ANC headphones and the latest smartphone. Oh, and he happens to be an Android guy, who also has a deep appreciation for iOS.