How LabInFlow works?

A Smart Inventory and Order Management System for Research Labs. It is designed for researchers to simplify ordering, deliveries, and manage funding in an efficient way. Whether you’re a lab manager, postdoc, PhD student, or technical staff — LabInFlow is built for your workflow.

Watch the 12-Minute Overview Video | How LabInFlow works?

Get a full walkthrough of the LabInFlow software in action — from login to order creation, approvals, and delivery updates.

1. Pre-Order Configuration

Before placing any orders, administrators define the structure of the lab environment:

✔ Create unique item groups (Article + Company + Catalogue)
✔ Define disciplines (e.g., Biology, Chemistry, Physics)
✔ Add article categories (e.g., Equipment, Consumables, Media)
✔ Set tax rules (e.g., 19%, 0%)
✔ Configure order types (e.g., Apotheke, Materialwirtschaft)
✔ Create storage locations (RT, 4°C, -20°C, -80°C)
✔ Set up reusable order sheet headers (Shipping address, Contact info)
✔ Assign user roles (Researcher, Admin, Super Admin)

2. Order Processing

Both normal users and admins can create orders. Admins handle approval and fund allocation:

✔ Researchers can create orders without selecting funds
✔ Orders remain pending and can be updated or cancelled before approval
✔ Admins review and assign funds to pending orders
✔ Admins can approve, reject, or put orders on hold
✔ Approved orders lead to order sheet generation (with templates & languages)
✔ Reordering is fast using the Quick Re-Order feature
✔ All orders are stored in searchable order history

3. Post Delivery

After approval, orders are tracked until received and stored properly:

✔ Mark items as delivered (Partial or Complete)
✔ Assign storage location (RT, 4°C, -20°C, -80°C)
✔ Record expiry dates or scan QR/DataMatrix codes (if available)
✔ Automatically send email delivery notices and expiry alerts to users