Client Background
A growing IT support company servicing enterprise clients needed a modern solution to replace their outdated inventory management system. With multiple warehouses, thousands of products, and field technicians requiring instant access to inventory data, they needed a system that could handle complex operations while remaining fast and mobile-friendly.
The Challenge
The company faced several critical operational challenges:
- Disconnected systems: Inventory, quoting, and customer management were spread across multiple spreadsheets and legacy software
- Mobile accessibility: Field technicians couldn't access real-time inventory data or create quotes on-site
- Inventory optimization: No visibility into stale products leading to capital tied up in slow-moving inventory
- Manual processes: Quote generation took hours with manual inventory checks and pricing calculations
- Warehouse management: Tracking product movement between multiple locations was error-prone and time-consuming
Comprehensive product management with real-time inventory tracking across categories
The Solution
I developed an inventory system for BV Group Tech - a growing IT support company, building a custom enterprise-grade solution with modern web technologies, focusing on performance, real-time data synchronization, and mobile optimization.
Technical Implementation
- Next.js with App Router: Leveraged server components for optimal performance with large datasets
- Supabase: PostgreSQL database with row-level security for protecting management-only data
- TanStack Query: Efficient data fetching and caching for handling 1000+ products without performance degradation
- TanStack Table: Advanced data tables with sorting, filtering, and pagination for large datasets
- TanStack Form: Type-safe forms with complex validation for quote generation
- Clerk Authentication: Custom UI built with Clerk SDK for user management with invite system and roles
- Twilio & Resend: Automated notifications for quotes, low inventory alerts, and order confirmations
Key Features
Inventory Management
- Real-time tracking of 1000+ products across multiple categories
- Multi-warehouse support with transfer tracking
- Automated low-stock alerts
- Batch operations for bulk updates
- Cost and pricing management with margin calculations
Mobile Quoting System
- Live inventory search: Technicians can search products instantly on mobile devices
- Real-time availability: Shows current quantities across all warehouses
- Reservation system: Products added to quotes become "reserved" with visibility of who reserved them
Mobile-optimized interface for field technicians to create quotes on-site
Services Management
- Catalog of IT support services with tiered pricing
- Category-based organization for quick access
- Integration with quoting system for comprehensive proposals
Organized service catalog with category management and pricing tiers
Company & Contact Management
- Centralized customer database with contact history
- Integration with quoting and order systems
- Prospect tracking and conversion metrics
- Multi-contact support per company
Comprehensive CRM features integrated with inventory and quoting systems
Team Management
- Custom user management interface built with Clerk SDK
- Email invitation system for onboarding new team members
- Role-based permissions (Admin, Technician)
Custom team management UI with invite system and role-based access control
Results
The new inventory system transformed BV Group Tech's operations:
Operational Efficiency
- 75% reduction in quote generation time - from hours to minutes
- 90% fewer inventory discrepancies through real-time tracking
- 50% reduction in stale inventory through stale product monitoring system
- 3x faster product searches with TanStack Query optimization
Business Impact
- Field technicians can now generate quotes on-site during client visits
- Management has real-time visibility into inventory levels and movement
- Automated alerts prevent stockouts of critical items
- Dynamic pricing for aging inventory improved cash flow
Technical Performance
- Sub-second load times even with 1000+ products thanks to TanStack Query caching
- 100% mobile responsive design works flawlessly on all devices
- Real-time synchronization ensures all users see current data
- Scalable architecture handles growing product catalog and user base
Technical Highlights
Handling Large Datasets with TanStack Query
- Implemented infinite scrolling and virtualization for product lists
- Smart caching strategies reduced API calls by 80%
- Optimistic updates for instant UI feedback
- Background refetching keeps data fresh without disrupting user experience
Mobile-First Development
- Progressive Web App (PWA) capabilities for app-like experience
- Touch-optimized interfaces for tablet and phone use
- Responsive data tables that adapt to screen size
- Fast performance on cellular networks through aggressive caching
Development Acceleration with Claude Code
- Leveraged Claude Code for rapid feature development and code generation
- Automated test writing covered edge cases and improved reliability
- Generated comprehensive documentation with screenshots for client handoff
- Able to deliver first usable version within a week for review
Client Testimonial
"Our new inventory system completely transformed how we operate. Our techs are already reporting how happy clients are with the quoting speed. It also eliminated conflicts between technicians - no more 'I promised that computer to another client and didn't know you took it' situations. The automated alerts and stale inventory management alone have saved us thousands of dollars."
— Operations Director, IT Support Company
Future Enhancements (In Discussion)
The client is actively exploring next-generation features to further enhance the system:
AI Integration
- Natural language search for products and services
- Automated quote optimization based on historical data
- Predictive inventory management for demand forecasting
Teams Chat Bot
- Microsoft Teams integration for instant inventory queries
- Automated notifications for low stock levels directly in chat
- Voice-activated product searches and reservations
- Real-time alerts when reserved items become available
Key Takeaways
This project demonstrates the power of modern web technologies for building enterprise-grade internal tools:
- TanStack Query is essential for large datasets: Proper caching and data management makes even 1000+ items feel instant
- Mobile optimization drives adoption: Field workers embraced the system because it works perfectly on their phones
- Internal tools deserve great UX: Fast, intuitive interfaces increase productivity and user satisfaction
The success of this inventory system for BV Group Tech proves that custom internal tools built with Next.js, Supabase, and the TanStack suite can match or exceed expensive enterprise software while being perfectly tailored to business needs.