Does Anyone Have A Checklist That They Can Share Of What They Keep On Their Van On A Daily Basis?

We just finished outfitting our first van. Now we have to stock it.

Does anyone have a checklist that they can share of what they keep on their van on a daily basis? For jobs we would make sure it has everything that it needs for that job, but I'm looking for a standard inventory list.

Also does anyone have a template of a form to be able to keep track of what is used on whay job?

Thank you

When I arrive to a site, I generally bring in all the equipment first, then the tools I think I'll need.

Then through the course of a job, I'll make several trips back to the van for other tools I actually need, or fasteners, fittings, connectors, and other things I didn't think of the last trip.

When it's all done, I'm tired and want to go home, so all the tools and materials and leftover bits that came packaged with the gear and any other gear that was unused, get tossed into one or two of the empty equipment boxes, and crammed back in the van anywhere it will sit without dumping out due to my driving.

Lather, rinse, repeat for subsequent jobs.

And that's what I keep in my van on a daily basis. At least until a box starts falling apart from having other stuff piled on top of it, or I have to dump out a box or two to find that one @$*^(($!! missing tool I can't finish without.

Did I train you? That's my routine exactly. My number goal this year, after increase revenue, is to GET ORGANIZED. So much time and money wasted.

I believe you fit the norm and are not the exception.

I ran several installation crews and some were clean...some were not. Funny enough, the guys with the messiest truck usually did the cleanest work. Don' ask me why.

Getting guys to inventory their trucks weekly was difficult at best. Only wire, materials, conduit and large tools (Drills, Ladders, Vacuum).

A great vacuum, canvas tarp, hand wipes and plaster patch will make help make the job look better regardless of the saved a few jobs.

I was also the guy who did great work, worked well with customers, but it was risky opening the van door.


We have just started a field inventory program using phones as inventory scanners. Everyone uses the same inventory sheet; distributed and shared from a cloud-based Google account. The app is free, Google Drive and Play have all of the apps you need to get started. Inventory is on a google sheet. Yes, there is some work to do to set it all up and automate it, but my Youtube account is my modern public library card.

We have established service contracts with our larger accounts and we tend to only sell certain types of equipment and devices (NVR's, cameras, motion devices, access readers, door contacts, hard drives and the like). We keep the parts list as small as possible by using an established group of vendors and manufacturers. We offer our customers an "On Board" inventory guarantee. If you choose us as your vendor and use our recommended equipment, we keep the top 50 most frequently used items on board each vehicle to maximize your uptime. No coming back to a site to replace. The top most frequently used/replaced/consumed parts are what is on the trucks for service. The inventory sheets are reviewed daily at 3pm and inventory replenishment goes out that day on UPS. Install jobs are staged and delivered to the site as an entirely separate entity.

All of the parts are scanned by barcode using cell cameras which populate a Google Sheet which the field personnel have access to with WIFI and, of course, the office has access to with their accounts. WIFI even in the warehouse. Everyone uses the same (shared) sheet which is updated, real-time, all day.

The thread already mentioned is an excellent source of what tools and equipment you might want each vehicle to have on board (ladders, laptops, cable, connectors and hardware).

Greg's comments are pretty much how the real world works. Tech's work hard but paperwork is not their forte'. Good record keeping is absolutely vital and can save your corporate keester. Always be on the lookout for ways to automate the paperwork.

Our way may sound like overkill, but let me share a general real life application.

If you remove an NVR from a site for whatever reason, that NVR has hard drives in it. You have potential evidence of a crime on your service vehicle bopping down the highway. You must be able to prove chain of custody of that evidence in a court of law. Good record keeping is gristle. Real-time access is gravy.

When we evaluate a potential vendor/partner one of the many criteria is whether or not they are willing to share their barcode database. It has their codes, parts descriptions and our prices. Inventory is automated and accurate.

Everything mentioned here can also be done with paper and pencil. Just think it through and start somewhere.

Good Luck!

WOW! You are a desk jockeys wet dream. We have 10 Vans, that's 500 of the most popular spare parts to keep up with on a daily basis. The cost overhead alone is a nightmare.

Well, in the first place, I am no ones anything, desk jockey or otherwise. I started out in this business pulling wire.

I also have double-digit vans.

If you tell the customer and your potential customers that you will deliver timely service, you had better be ready to do it.

As for the overhead, I own the company. It comes out of my pocket.

The OP wanted an idea of how to handle inventory. I gave mine.

I had our video vendor tech on site last year for a service call. I stopped by and asked him if he was all set. He was on a lift and asked if I'd be willing to get a part from his van. I opened the side door and, to my horror, discovered the van packed tight with junk, like a can of sardines, two-thirds the way high. I don't think I could've squeezed a greased BB in there.

You guy's are right, though. His truck was no reflection of his performance. He's good at what he does.