Case Study: Inventory and Quality Control for a Global Gas Detection Company
A global gas detection manufacturer, headquartered in the Netherlands, uses Brytend Software as the single system for serialized inventory, quality control, certificates, fulfillment, distributor service and calibration records. This case study describes what they needed, what was built and what changed.
| Summary | |
|---|---|
| Customer | Global gas detection manufacturer, HQ in the Netherlands |
| Scope | Four major warehouses, worldwide distributor network |
| Modules | Inventory, quality control, certificates, fulfillment, service, rental and loan-out, intranet, surveys |
| Integrations | Power BI, 100+ fulfillment providers, GLS, UPS, DHL, docking stations via API |
The challenge
The company was growing fast, and every device it ships is safety-critical. Each unit had to be tracked by serial number across four warehouses, including its condition on arrival, any damage and its batch. Certificates and alarm settings had to be registered for every device, in a market with strict standards and no room for error. Information was spread over several systems and spreadsheets, and management lacked real-time insight into stock, quality and fulfillment.
What Brytend built
1. Serialized inventory with batch tracking
All warehouses run on one inventory system with serial-level precision. Each product gets a flexible warehouse location and a unique batch number based on sealed units, which gives full traceability from arrival to shipment.
2. Quality control built into the workflow
Together with the company’s Quality Manager, Brytend added standardized inspection steps directly into the software. Every product must pass the inspection before it can be released for distribution. Because the system guides the steps, training time went down and results became consistent.
3. Bulk certificates and alarm settings
Certificates can be created in bulk, and alarm settings and all other required device information are registered with each unit.
4. Safe order picking with FIFO and expiry checks
The picking process enforces first-in, first-out and blocks expired or non-compliant equipment from being shipped. Every picked item is linked to its serial number and order, which also makes customs documentation simpler.
5. Fulfillment through 100+ integrations
Brytend connects with more than 100 fulfillment providers, and with carriers such as GLS, UPS and DHL directly. Labels, track-and-trace updates and customer notifications are automated. Buyers also receive an Excel file listing every serial number in their shipment.
6. Live dashboards in Power BI
Structured data sources feed the company’s existing Power BI dashboards with stock levels, serial tracking, quality-check performance and distributor fulfillment rates in real time.
7. Portals for sales and service distributors
Distributors are connected in a chained network. They import or sync customer device data through the API, register devices, work in their own service portal and issue certificates with their own branding, whether they only sell or also maintain equipment.
8. Service, calibration and compliance logging
Service recalls, maintenance reminders and task planning for end users are automated. For docking stations used for calibration and bump testing, Brytend logs every event with timestamp, result and device ID. Any device that can push data by API, directly or through its own software, can be connected.
9. End users, rentals and internal communication
End users, from petrochemical plants to local breweries, track their own devices and are notified when service is due. The rental and loan-out module logs temporary assignments. A built-in intranet with public and private feeds distributes service bulletins and product updates to staff and distributors. The company also uses Brytend for warranty request forms, an online FAQ for distributors and customer satisfaction surveys.
The result
- One platform instead of separate systems and spreadsheets.
- Every device traceable by serial number, batch and location.
- No product leaves the warehouse without passing the quality inspection.
- No expired equipment shipped, thanks to FIFO and expiry checks.
- Real-time quality and fulfillment data in Power BI.
- Fully cloud-based: apart from a local label printer, no extra hardware or IT maintenance.
As the Quality Manager, I can confidently say that Brytend Software has transformed the way we work. Everything we need is now available in one centralized platform, no more jumping between systems or spreadsheets. The software is incredibly user-friendly, guiding our team through every process with clarity and consistency. One of the standout features for us is the flexibility of the data. Brytend provides custom, structured data sources that integrate seamlessly with our Power BI dashboards, giving us real-time insights into quality metrics and operational performance. The support from the Brytend team has also been exceptional. And because the entire solution is cloud-based, we’ve eliminated the need for complex IT infrastructure. Aside from a local label printer, there’s no additional hardware or maintenance required.
J. van Boxtel, Quality Manager
Modules used
Frequently asked questions
Which companies is this setup suited for?
Manufacturers, distributors and service companies in safety-critical equipment such as gas detection, with serialized products and strict certification requirements.
Does Brytend integrate with Power BI?
Yes. Brytend provides structured data sources that feed Power BI dashboards with live inventory, quality and fulfillment data.
How does Brytend prevent shipping expired equipment?
Order picking enforces first-in, first-out and checks expiry dates, and each picked item is linked to its serial number and order.
Can calibration data from docking stations be logged automatically?
Yes. Any device or docking station that can push data through an API, directly or via its own software, can send calibration and bump test results to Brytend.
Can distributors issue their own certificates?
Yes. Distributors work in their own service portal and issue certificates with their own branding.
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