Laboratory Inventory Management System: Guide and 8 Tools
Ryan Tanner
Product Marketing Specialist
Sep 18, 2026
Ryan Tanner
Sep 18, 2026
11 min read
Laboratories operate in an environment where precision, traceability, and compliance are non-negotiable. From tracking reagents and samples to ensuring equipment calibration and audit readiness, inventory errors can directly impact research quality, regulatory outcomes, and operational costs. As labs scale in size and complexity, manual tracking or generic inventory tools quickly become insufficient. This is where a laboratory inventory management system becomes essential.
Unlike general inventory software, lab-focused systems are designed to handle batch tracking, expiration management, sample traceability, and compliance workflows. In this guide, we explain how laboratory inventory systems work, the features that matter most, and review eight leading tools—ranging from flexible platforms like Lark to specialized lab solutions such as Quartzy, Benchling, and OpenLab.
Key takeaways: Inventory management system for laboratory
1. Lark: Flexible laboratory inventory management system
2. Quartzy: Lab-focused inventory and ordering
3. Labguru: Inventory with research workflows
4. Benchling: Sample-centric lab inventory
Snapshot of laboratory inventory management systems
Information source: Official vendor sites
Update time: 2026-01-06
Note: Pricing and plan details reflect publicly available data as of the update date and may vary based on region, billing cycle, and number of agents.
What is a laboratory inventory management system?
A laboratory inventory management system is a digital solution designed to track, organize, and control laboratory resources, including reagents, chemicals, samples, consumables, and equipment. It provides a centralized record of what materials are available, where they are stored, who is using them, and when they expire or need replenishment.
Unlike general inventory tools, a laboratory inventory management system supports lab-specific requirements like batch and lot tracking, expiration date monitoring, safety documentation, and compliance readiness. Many systems also include features such as barcode or QR code scanning, automated low-stock alerts, audit logs, and role-based access controls.
By replacing spreadsheets and manual logs, these systems improve data accuracy, reduce waste from expired materials, and prevent experiment delays caused by stockouts. They also enhance collaboration among researchers and help laboratories maintain traceability and regulatory compliance as operations scale.
Lab inventory system vs general inventory software
While both tools manage stock and supplies, laboratories operate under stricter accuracy, safety, and compliance requirements than most businesses. A lab inventory system is purpose-built to handle scientific materials and regulated workflows, whereas general inventory software is designed for standard commercial use cases.
Key features of lab inventory management software
Laboratory inventory management software is built to handle the complexity, precision, and regulatory demands of scientific environments. Many labs achieve this efficiency with LIMS software, which not only manages inventory but also integrates compliance tracking, audit trails, and workflow automation. These systems go beyond basic stock counts to support traceability, safety, and collaboration.
- Batch, lot, and expiration tracking: The system records batch numbers and expiry dates for every reagent or sample, helping labs avoid using degraded materials. Automated alerts reduce waste and prevent compliance risks.
- Barcode and QR code scanning: Built-in scanning enables quick check-in, check-out, and inventory audits on mobile devices. This minimizes manual data entry errors and speeds up routine inventory tasks.
- Role-based access and audit trails: Permissions can be assigned based on lab roles to protect sensitive data. Detailed audit logs support accountability and simplify internal or regulatory inspections.
- Real-time visibility and alerts: Inventory levels update instantly across teams and locations. Low-stock and reorder alerts help labs act proactively and avoid experiment delays.
8 best laboratory inventory management systems
Choosing the right laboratory inventory management system is essential for maintaining accurate stock control, improving traceability, and supporting compliance across research and operational workflows. With solutions ranging from simple tracking tools to comprehensive platforms that integrate with experiments and regulatory processes, labs can find options tailored to their size and focus. Below are eight of the best systems that offer a mix of features for different laboratory needs.
1. Lark: Flexible laboratory inventory management system
In a laboratory setting, precision and compliance are non-negotiable, and fragmented tools often create risk. Lark offers a flexible laboratory inventory management system that brings tracking of reagents, samples, consumables, and equipment into a single, unified workspace. Instead of rigid, one-size-fits-all workflows, labs can design inventory structures that match their actual processes. Real-time updates ensure teams always see accurate stock levels and usage status. By combining inventory data with collaboration, approval workflows, and documentation, Lark helps laboratories operate with greater control and clarity.
Unified management hub for reagents, chemicals, and samples
Lark Base serves as a centralized database in which every chemical, reagent, and sample is logged as a unique record. Fields can be customized to store specific scientific data, such as Safety Data Sheets (SDS), chemical formulas, and precise storage coordinates (e.g., Freezer A, Shelf 2). Because the database updates in real-time, any researcher can check the exact stock level across multiple rooms or campuses from their phone or desktop.
Real-time dashboard helps with data monitoring
Lark Base dashboards serve as a dynamic command center for lab inventory. It supports metric cards and pie charts to provide real-time visibility into reagent and consumable stock levels. By leveraging progress charts and gauge charts, lab managers can visually monitor low-stock thresholds and expiration dates, ensuring research continuity and minimizing waste. Data-driven procurement is simplified through line charts and pivot tables, which track usage trends and categorize expenses by project or funding source.
Expiry and batch management with automated alerts
Managing sensitive materials with limited shelf lives is critical for experimental integrity. Lark Base automations allow you to set up automated reorder points and expiry alerts. For instance, you can set the trigger as "when the 'high-value reagent' records are 30 days from expiring" and go with the action like "Send a Lark Message" to the lab managers or create a replenishment task in Lark Tasks. This prevents the use of degraded materials and minimizes costly waste.
Collaborative standard operating procedures (SOPs)
Inventory management is only as good as the processes behind it. Lark Wiki serves as the lab's digital library for SOPs, safety protocols, and onboarding manuals. By linking these documents directly to inventory records, a researcher scanning a hazardous chemical can instantly pull up the associated safety handling guide or disposal instructions within the same interface.
Standardized procurement and approvals
Lark Approval streamlines the purchase request process for new supplies. Instead of email chains, researchers can submit a purchase order request through a digital form. These requests follow a custom routing path—automatically notifying the department head for approval and then the procurement officer once signed off. This ensures a transparent audit trail for all laboratory spending and restocking activities.
Role-based permissions for compliance and safety
In a regulated lab environment, controlling who can view or edit sensitive data is essential for security. Lark provides granular permission controls, allowing lab directors to restrict access to specific tables or even individual fields. For example, a student might have "view-only" access to the chemical list, while a safety officer has "edit" permissions to update hazard classifications and disposal protocols.
- Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also comes with 100GB of storage, 1000 automation runs, AI translations, and more.
- Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 15TB of storage, 50,000 automation runs, and more.
- Enterprise plan: Contact sales for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
Starter
Pro
Enterprise
Starter
For small teams with simple communication needs
$0
/ user / month
20 users max
18 months message history
1-on-1 video meetings
100 GB storage
Lark Docs & Mail
1000 Base automation runs/month
2000 rows per table in Base
Pro
For companies with comprehensive collaboration and management needs
$12
/ user / month
500 users max
Unlimited message history
500-participant video meetings
15 TB storage
Lark Docs & Mail
50k Base automation runs/month
20k rows per table in Base
Enterprise
For large companies with advanced security and organizational management needs
Get a personalized demo and pricing
Unlimited users
Unlimited message history
500-participant video meetings
15 TB storage + 30 GB storage/user
Lark Docs & Mail
500k Base automation runs/month
50k Base automation runs/month
Single sign-on (SSO)
Pro
For companies with comprehensive collaboration and management needs
$12
/ user / month
500 users max
Unlimited message history
500-participant video meetings
15 TB storage
Lark Docs & Mail
50k Base automation runs/month
20k rows per table in Base
2. Quartzy: Lab-focused inventory and ordering
Quartzy is explicitly designed for research and academic laboratories that need simple inventory tracking combined with streamlined purchasing workflows. It focuses on visibility, ordering efficiency, and team coordination rather than complex compliance-driven use cases. Quartzy is often adopted by small to mid-sized labs seeking a quick setup.
Image source: quartzy.com
Key features:
- Centralized inventory system tracks reagents, consumables, and supplies with searchable records, quantities, usage history, and shared visibility across teams.
- Built-in request and approval workflows allow researchers to submit purchase requests that managers can review, approve, and route efficiently.
- Barcode labeling and scanning support simplifies item check-in, check-out, and routine inventory audits across storage locations.
- Supplier catalogs and order history are linked directly to inventory records, improving purchasing consistency and reducing duplicate orders.
Pros:
- User-friendly interface requires minimal training, making it easy for students and researchers to adopt quickly.
- Integrated ordering workflows significantly reduce manual emails and fragmented communication during procurement cycles.
- The free plan supports basic inventory tracking, making it accessible to small academic or startup laboratories.
Cons:
- Limited support for regulated environments requiring advanced audit trails, validation documentation, or strict compliance controls.
- Reporting and analytics capabilities remain basic compared to enterprise-grade laboratory inventory platforms.
Pricing:
- Academic plan: $49/user/month (billed annually).
- Starter plan: $249/user/month (billed annually).
- Professional plan: $399/user/month (billed annually).
3. Labguru: Inventory with research workflows
Labguru combines inventory management with experiment planning and electronic lab notebook (ELN) capabilities, helping labs unify stock, research, and documentation. It's designed for research-driven environments where sample tracking interconnects with experimental execution and data capture. Labguru supports structured workflows that link materials, protocols, and results for better scientific traceability.
Image source: labguru.com
Key features:
- Tracks reagents, samples, and equipment with detailed metadata, location history, batch numbers, and expiration dates to ensure accurate scientific inventory records.
- Integrates inventory data with experimental protocols, enabling researchers to plan studies and automatically record materials used in each experiment.
- Electronic lab notebook (ELN) functionality captures procedures, results, and observations in a searchable, linked research record for team collaboration.
- Barcode and QR code scanning accelerates inventory updates and check-outs while improving audit accuracy and reducing manual entry time.
Pros:
- Bridges inventory tracking with research workflows, reducing context switching between tools and documentation for lab teams.
- ELN integration enhances transparency, making it easier to reproduce experiments and review material usage history over time.
- Customizable fields and templates support diverse scientific disciplines with configurable metadata to match lab needs.
Cons:
- Interface complexity can require more training and onboarding compared to simpler inventory-only solutions.
- Advanced capabilities may be unnecessary or overwhelming for small labs with basic inventory needs.
Pricing:
Custom pricing is based on the user volume and purpose.
4. Benchling: Sample-centric lab inventory
Benchling focuses on sample and biological asset tracking, tailored for life sciences research teams that need deep visibility into sample lineage and usage. It links inventory to workflows, experiments, and molecular data to support reproducibility and collaborative research. The platform emphasizes structured sample metadata, traceability, and visibility across distributed teams.
Image source: benchling.com
Key features:
- Captures detailed sample metadata, including lineage, source, assay linkage, and storage location, to enable accurate scientific traceability across research workflows.
- Connects inventory records with experimental workflows, so researchers see sample usage, history, and dependencies in real time.
- Barcode and label capabilities enable rapid scanning, check-in/out, and physical inventory audits across freezers and storage units.
- Configurable schema and data fields support complex biological assets, custom tracking, and multi-site inventory visibility.
Pros:
- Deep sample lineage tracking improves reproducibility and data integrity across research projects.
- Seamless integration with Benchling workflows unifies inventory, experiments, and molecular data for life sciences teams.
- Real-time visibility across users and locations supports better coordination and reduces sample loss.
Cons:
- Sample-centric design may feel overly specialized for general consumables or non-biological inventories.
- Enterprise-grade integrations may require professional services and additional setup time.
Pricing:
- Starter plan: $15,000/year (billed annually).
- Professional plan: $20,000/year (billed annually).
- Enterprise plan: $100,000/year (billed annually).
5. OpenLab: Compliance-driven lab inventory software
OpenLab is designed for laboratories operating in regulated environments where compliance, traceability, and data integrity are critical. It supports strict quality standards and validation requirements common in pharmaceutical, environmental, and clinical labs. The platform emphasizes controlled workflows and audit readiness over flexibility.
Image source: openlab.com
Key features:
- Manages laboratory inventory with built-in compliance controls, audit trails, and electronic records aligned with regulatory standards and quality systems.
- Supports instrument, reagent, and consumable tracking with validation-ready documentation for inspections and compliance audits.
- Role-based access and electronic signatures enforce controlled data entry and change management across regulated laboratory workflows.
- Deployment options include on-premises and hybrid environments to meet data residency and security requirements.
Pros:
- Strong regulatory compliance support suitable for GMP, GLP, and other highly regulated laboratory environments.
- Robust audit trails and validation features simplify inspections and reduce regulatory risk.
- Integrates inventory management with instrument control and laboratory data management systems.
Cons:
- Less flexible customization compared to modern, low-code or collaboration-focused inventory platforms.
- On-prem or hybrid deployments may increase infrastructure and maintenance overhead.
Pricing:
- Custom pricing is based on the user volume and purpose.
6. SciNote: Academic and regulated research labs
SciNote combines electronic lab notebook functionality with inventory management to support academic research and lightly regulated laboratory environments. It focuses on traceability, documentation, and structured workflows rather than pure inventory depth. SciNote is commonly used in universities and research institutes.
Image source: scinote.com
Key features:
- Tracks samples, reagents, and consumables with metadata, batch numbers, locations, and usage history for organized laboratory inventory management.
- Links inventory items directly to experiments and protocols, improving traceability between materials, procedures, and research outcomes.
- Barcode labeling and scanning simplify check-in, check-out, and routine inventory audits while reducing manual data entry errors.
- Role-based permissions and audit logs support controlled access, accountability, and documentation standards required in research settings.
Pros:
- Combines ELN and inventory on a single platform, reducing tool sprawl for academic and research-focused laboratories.
- Supports basic compliance and traceability needs without the complexity of complete enterprise LIMS platforms.
- The user interface is approachable for researchers familiar with experimental documentation workflows.
Cons:
- Advanced regulatory compliance features may be insufficient for highly regulated pharmaceutical or clinical laboratories.
- Customization depth is limited compared to low-code or enterprise inventory management platforms.
Pricing:
Custom pricing is based on the user volume and purpose.
7. MaterialsZone: Materials science and R&D teams
MaterialsZone is tailored for materials research teams that require detailed tracking of samples, experiments, and data correlations. It focuses on linking inventory with material properties, process conditions, and research workflows. The platform supports collaborative R&D environments where visibility and reproducibility matter.
Image source: materialszone.com
Key features:
- Tracks materials samples with detailed metadata, versions, storage locations, properties, and experiment associations for robust inventory control.
- Links inventory data with experiment records, process conditions, and results to support reproducibility and research insights.
- Barcode and label support accelerates physical inventory updates, audits, and traceability across storage environments.
- Structured workflows and templates standardize data capture, reducing variability in material research documentation tasks.
Pros:
- Strong sample and materials tracking tailored for complex R&D workflows in materials science teams.
- Integration of inventory with experimental data provides deeper insights and correlations for research projects.
- Configurable templates support diverse experimentation needs without extensive scripting or custom code.
Cons:
- A platform focused on materials research may be overly specialized for general laboratory inventory applications.
- Reporting and analytics options may require additional configuration for specific organizational needs.
Pricing:
Custom pricing is based on the user volume and purpose.
8. eLabNext: Research and commercial laboratories
eLabNext is a modular laboratory platform that combines inventory management, ELN, and workflow automation for research-driven and commercial laboratory environments. It focuses on traceability, flexibility, and unifying lab data into a single system. The platform suits labs seeking structured yet configurable operations.
Image source: elabnext.com
Key features:
- Tracks reagents, samples, and equipment using structured metadata, locations, and lifecycle status to provide accurate, centralized visibility into laboratory inventory.
- Links inventory records directly to experiments and workflows, strengthening traceability between materials, procedures, and resulting research data.
- Barcode and QR code scanning streamline inventory updates, audits, and reconciliation across multiple laboratory storage locations.
- Customizable workflows and templates automate routine inventory actions, approvals, and material lifecycle events efficiently.
Pros:
- Unified platform reduces tool fragmentation by integrating inventory management, ELN, and workflow automation into a single environment.
- Flexible configuration supports diverse laboratory processes without requiring extensive custom software development.
- Cloud-based access enables real-time collaboration and inventory visibility across distributed laboratory teams.
Cons:
- Advanced regulatory compliance features may not fully satisfy highly regulated clinical or pharmaceutical laboratories.
- Integrations with enterprise procurement or ERP systems may require additional configuration or development effort.
Pricing:
Custom pricing is based on the user volume and purpose.
Benefits of inventory management system for laboratory
An inventory management system helps laboratories maintain accuracy, efficiency, and compliance in day-to-day operations. By replacing manual tracking, labs gain better control over materials, samples, and equipment usage.
- Improved sample traceability: A laboratory sample inventory management system ensures every sample is logged, labeled, and traceable throughout its lifecycle. This reduces mix-ups, supports reproducibility, and strengthens audit readiness.
- Reduced waste and cost control: Even a free laboratory inventory management system can help labs monitor stock levels and expiration dates. This prevents over-ordering, minimizes expired materials, and optimizes procurement spending.
- Better data accuracy than spreadsheets: Compared to Excel-based laboratory inventory management systems, dedicated systems reduce human error and version conflicts. Centralized data updates improve reliability across teams.
- Faster workflows and collaboration: Real-time access to inventory information allows researchers to plan experiments efficiently. Teams spend less time searching for materials and more time on productive lab work.
Best practices for laboratory inventory management systems
Effective laboratory inventory management requires more than just software—it depends on consistent processes and disciplined usage. Following best practices helps laboratories maintain accuracy, reduce waste, and support compliance as operations scale.
- Standardize naming and labeling: Use consistent names, units, and labels for reagents, samples, and equipment to avoid confusion and duplicate records.
- Track expiration dates and lot numbers: Always record expiry dates and batch details to reduce waste, ensure experiment reliability, and support compliance.
- Define clear ownership and access levels: Assign responsibility for inventory updates and restrict access by role to maintain data accuracy and accountability.
- Use automation for low-stock and expiry alerts: Set alerts for reorder points and expiring items so labs can act proactively rather than react to shortages.
- Audit inventory regularly: Perform periodic physical checks and reconcile them with system records to catch discrepancies early.
- Keep inventory linked to experiments and usage: Connect inventory records to experiments or projects to improve traceability and understand consumption patterns.
Conclusion
A laboratory inventory management system plays a critical role in maintaining accuracy, efficiency, and compliance across modern laboratory operations. From tracking samples and reagents to managing expiration dates, audits, and procurement workflows, the right system reduces operational risk while supporting scientific integrity. As this guide shows, laboratories can choose from a range of tools—some focused on sample lineage, others on compliance, and some on academic or research workflows. The best choice depends on lab size, regulatory requirements, and the level of flexibility needed.
For laboratories seeking a scalable, collaborative, and customizable approach, Lark offers a modern alternative to rigid inventory tools and spreadsheet-based systems. By combining inventory tracking with automation, documentation, approvals, and real-time collaboration in one workspace, Lark helps labs move from manual control to structured, future-ready operations. If your lab is looking to streamline inventory while improving visibility and teamwork, exploring Lark can be a strong next step.
FAQs
What are the 4 types of inventory management systems?
The four common types include manual systems, spreadsheet-based systems, standalone inventory software, and integrated digital platforms. A modern lab inventory system usually falls into the integrated category, combining tracking, alerts, and audit logs. Lark supports this approach by unifying inventory with collaboration and workflow tools.
Can I use Excel for inventory management?
Excel can work for minimal labs with limited stock and low compliance needs. However, it lacks real-time updates, access controls, and automation. Lark helps laboratories move beyond spreadsheets by providing centralized, accurate, and collaborative inventory management.
Are free lab inventory systems suitable for regulated labs?
Free tools may be helpful for early-stage or academic labs with minimal compliance requirements. Regulated environments often need stronger audit trails and permissions. Lark offers scalable features that support both growing labs and more structured regulatory needs.
How do labs handle inventory audits and compliance checks?
Labs rely on detailed records, audit logs, and traceability of materials and usage. Digital systems simplify audits by centralizing and making data searchable. Lark supports audit readiness by maintaining structured records, controlled access, and real-time inventory visibility.
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Table of contents
Start using Lark today
Manage all your work in one place
Boost team efficiency by 10x
Save up to 70% on software costs
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