Getting Started

BB Inventory is a multi-workspace asset management platform by BinaryBridge Inc. It tracks any business asset — IT equipment, furniture, tools, vehicles, and more — with fields tailored to each category.

1. Create your account through the BinaryBridge portal and launch BB Inventory.
2. On first sign-in, follow the onboarding to create your workspace.
3. Open Admin → Asset Categories and install the category templates that match what you track.
4. Add your first asset from the Assets page, or import from a spreadsheet.

Workspaces

A workspace is a fully separated environment — its own assets, companies, users, categories, and backups. Use one workspace per company, or per client if you are an MSP.

Switch workspaces from the workspace menu in the top bar. Each workspace has its own settings under Admin → Settings.

Categories & Custom Fields

Categories define what kind of asset you are tracking and which fields it shows.

• Templates: IT Equipment, Office Furniture, Tools & Machinery, Vehicles, AV Equipment, and Medical/Lab come with ready-made fields. Install them from Admin → Asset Categories.
• IT fields: categories marked "Show IT fields" display device type, network, and hardware sections on the asset form. Other categories hide them for a cleaner form.
• Custom fields: add your own fields (text, number, date, yes/no, dropdown, URL, email) per category, or leave a field global so it appears on every asset. Manage them in Admin → Settings → Custom Fields.
• Default category: new assets start in the default category (marked with a star). Deleting a category moves its assets to the default — nothing is lost.

Managing Assets

The Assets page lists everything in the current workspace with search, filters, and bulk actions.

• Creating: pick a category first — the form adapts to show that category's fields. Asset tags are validated and auto-generated if left blank.
• Details: attach images and documents, link passwords, certificates, and subscriptions, and record maintenance and depreciation.
• Labels: print barcode labels from the asset view or the Labels page, and scan them back with the built-in scanner.

Loaners & Check-outs

Check assets out to staff with a due date and condition notes. The Loaners page shows everything currently out, and reminders are emailed automatically as due dates approach.

Clinical Stock & Consumables

BB Inventory splits inventory into two worlds. Assets are items you track one by one — a chair, a laptop, an X-ray unit — each with its own serial number and warranty. Stock is anything you count and consume: gloves, gauze, anaesthetic cartridges, oral rinse.

Stock appears automatically the first time you create a consumable or medication category, and can be toggled under Workspace Settings → Modules. Every stock item has a class:

• Consumable — counted by quantity (gloves, prophy angles, saliva ejectors).
• Medication — counted by quantity and tracked by lot number and expiry date, both required on every receipt.

Create items under Stock → New Stock Item with SKU, barcode (GTIN), drug code (DIN/NDC), dispensing unit, storage conditions, and a reorder point. Flag a medication as controlled and every dispense of it lands in the controlled-substance register.

Add quantities with Receive Stock, from a purchase order, or by uploading a supplier invoice for AI to read. Each receipt creates a lot — a batch with its own quantity, expiry date, unit cost, and location. Goods can be held in quarantine until inspected, then released.

Dispensing, FEFO & Controlled Substances

Dispensing removes stock and writes a permanent ledger entry. BB Inventory defaults to FEFO — First Expired, First Out — so the earliest-expiring lot is always suggested first. That is what stops expensive medication quietly ageing out on the shelf.

On every dispense you record where it went:

• Patient / Customer — you enter a reference ID only. BB Inventory never stores patient names; the ID is the key you already use in your own clinical records, so identity stays in the system built to hold it.
• Staff / Internal use — supplies consumed inside the clinic, attributed to the staff member.

Controlled items feed the Dispense Register: an immutable record of what left, when, from which lot, against which reference, and by whom. Ledger rows cannot be edited or deleted — corrections are made with an adjustment, which is itself recorded.

You can also adjust a count after a physical stock take, or dispose of a lot that is expired, damaged, or recalled. Both require a reason and are permanently logged.

Lot Trace & Recall

When a supplier issues a recall you need one answer fast: where did that lot go? Open Stock → Lot Trace / Recall and enter the lot or batch number.

You get every matching lot in the workspace, the quantity still on hand, and the full dispense trail — date, quantity, department, and patient reference for each. If nothing was dispensed the page says so plainly, which is exactly the answer you want to be able to give a supplier or a regulator.

From the same screen you can mark the lot as recalled, which blocks the remaining quantity from being dispensed while keeping it visible in reports, or dispose of it outright.

Scan Station

The Scan Station at Stock → Scan turns any device into a lookup terminal. Handheld barcode scanners work with no setup — they type into the box and press Enter. On a phone or tablet, use the camera button instead.

Scan a product barcode (GTIN/EAN/UPC), a SKU, or a lot number and the item opens with its current stock level and quick Receive and Dispense buttons. GS1 DataMatrix codes on medication packaging are parsed automatically, filling in the lot number and expiry date for you on receipt.

The same screen reads equipment too: scan an asset tag or serial number and you get the asset with shortcuts to loan it out, log maintenance, open a ticket, or print a label.

Stock Reports

Six reports live under Stock → Stock Reports, and in the main Reports page:

• On-Hand & Valuation — what you hold and what it is worth, with reorder flags and next expiry per item.
• Expiry — everything expiring inside a horizon you choose, including what has already expired.
• Consumption — dispensed quantities grouped by item, department, staff, or recipient type.
• Dispense Register — the detail ledger; filter to controlled items for the controlled-substances register.
• Movement Summary — received, dispensed, adjusted, and disposed quantities per item.
• Dead Stock — items sitting on the shelf with no dispense activity in the period.

Every report exports to CSV and PDF.

Import & Export

Import assets from CSV/Excel under Admin → Import Data: map your columns to BB Inventory fields and preview before committing. Export any time from Admin → Export Data.

Backups

Each workspace can be backed up on demand or on a schedule from Admin → Backup. Backups are workspace-scoped SQL files you can download and restore.

Help Desk & Tickets

The Help Desk (Pro and Business plans) is a full ticketing system built into BB Inventory. Tickets arrive from three channels: staff create them in the app, clients submit through your public support form, and emails become tickets automatically.

• Ticket anatomy: each ticket gets a number (TKT-0001), a status (Open, In Progress, On Hold, Resolved, Closed), a priority (Critical, High, Medium, Low), an optional category, an assignee, and an optional linked asset.
• SLA due dates: a due time is set automatically from priority — Critical 4h, High 24h, Medium 72h, Low 7 days — and a live countdown chip on the ticket turns amber in the final hours and red once overdue.
• Quick editing: priority, assignee, category, and due date are edited directly on the ticket view — change the dropdown and it saves instantly, no edit page needed.
• Views: the ticket list has one-click views — All Tickets, My Tickets, Unassigned, Open Only — and remembers your choice. Filters cover status, priority, assignee, and full-text search.
• Replies & internal notes: replies marked internal are visible to staff only and are never emailed to the requester.
• Attachments: staff replies, the public form, and inbound emails can all carry attachments (10 MB each; images, PDFs, office documents, logs, archives).
• Create from an asset: every asset page has a New Ticket button that opens the form with that asset pre-linked.

Public Support Form

Each workspace has a secret public link where clients report issues without any account. Find it under Help Desk → Copy public form link.

• The form shows your workspace name, works in English and Arabic, and accepts up to 5 attachments.
• Submissions create a ticket with the sender as the requester; they receive a confirmation email with their reference number, and every public staff reply is emailed to them automatically.
• Spam protection is built in: a hidden honeypot field and a rate limit of 5 submissions per hour per network.

Email-to-Ticket

Your workspace also has a dedicated support email address — find it under Help Desk → Copy support email. It looks like support+<token>@yourdomain, where the token routes mail to the right workspace.

• New tickets: any email sent to the address becomes a ticket; the sender is recorded as the requester and receives a confirmation.
• Replies: outgoing ticket emails carry a Reply-To that routes answers straight back — a reply whose subject contains [TKT-0001] is appended to that ticket's thread, and replying to a Resolved or Closed ticket automatically reopens it.
• Safety: mail without a workspace token or ticket tag is never touched, auto-replies and bounces are detected and ignored (no mail loops), and every message is de-duplicated so nothing is ingested twice.
• Processing runs every few minutes via scheduled jobs (or piggybacked on page loads, depending on server configuration).

Time Tracking & SLA Escalation

Each ticket has a Time Tracking panel: start a live timer while you work (one running timer per person — starting another stops the first), or log minutes manually with a note. Totals per ticket feed the Technician Time report — your billing raw material.

SLA escalation runs automatically: when an open ticket passes its due time, the assignee (or the workspace owner if unassigned) gets a bell notification and a warning email, and the breach is recorded in the ticket's history. Each breach alerts exactly once.

History & Audit Trail

Every ticket keeps a full History timeline: creation (including "via email"), every status, priority, assignee, category and due-date change with old → new values, replies, internal notes, email replies, and time entries — each stamped with who and when.

The same events also flow into the workspace-wide Audit Log (Admin → Audit Log), alongside asset and user activity, so compliance reporting covers the help desk too.

MSP: All Workspaces Queue

If you belong to more than one workspace with the Help Desk enabled, an All Workspaces button appears on the Help Desk page. It opens a combined queue: a KPI chip per client (open and overdue counts) and one unified ticket table across every workspace, sorted overdue-first.

The Open button on any row switches your session to that workspace and lands you directly inside the ticket — one click from the combined view into any client's help desk. Membership is what counts: technicians invited into client workspaces see them all, without owning any.

Help Desk Reports

The Reports page has a dedicated Help Desk group, each report with charts, tables, CSV export, and branded PDF/print output:

• Ticket Volume — created vs resolved per day, date-filterable.
• By Ticket Category — volume, open count, and average resolution time per category.
• SLA Compliance — met vs breached by priority, with an overall compliance percentage.
• SLA Breaches — every ticket that missed its SLA, with how late it was.
• Technician Time — hours logged per technician from the ticket timers.
• Technician Workload — open, overdue, and high-priority tickets per technician right now.

AI Assistance (Business plan)

The Business plan includes AI across both the clinical Stock module and the Help Desk. On every ticket, two AI features appear:

• AI Analyze — reads the ticket (subject, description, thread, linked asset) and suggests a priority, category, and the best-fit assignee from your team, with a one-line rationale. Each suggestion has an Apply button, and applied changes are recorded in the ticket history like any manual change.
• AI Draft Reply — writes a professional reply from the full conversation, automatically in the customer's language — Arabic customers get Arabic drafts. The draft lands in the reply box for you to edit; nothing is ever sent automatically.

On the clinical Stock module, three more AI features help you move faster:

• AI Invoice Reading — upload a supplier invoice (PDF or photo) and AI extracts the line items, matches them to your catalog, and pre-fills a receiving table you confirm before anything is stocked.
• AI Dispense Assist — type or scan what you need; AI finds the item and the correct FEFO lot, warns on shortages and expiry, and you confirm the dispense. Patient identifiers are never sent to AI.
• AI Import Mapping — upload any spreadsheet and AI maps its columns to the import template for stock or assets; you review, then import as usual.

Privacy and control: prompts are built server-side from your database, patient identifiers and internal notes are never sent to AI, and usage is limited to 30 AI actions per user per hour.

Plans & Features

Feature availability by plan:

• Free — core IT/asset inventory with limits (25 assets, 1 user). No Help Desk.
• Pro — unlimited IT & asset inventory plus the complete Help Desk: tickets, public form, email-to-ticket, SLA, time tracking, reports, and the MSP multi-workspace queue.
• Business — everything in Pro plus the full clinical Stock module (lot & expiry tracking, FEFO dispensing, controlled-substance register, barcode scan station, stock reports) and all AI features: AI invoice reading & receiving, AI dispense assist, AI import mapping, and AI ticket triage & reply drafting.

Manage or upgrade your plan any time from Workspace Settings → Manage Plan, which opens your BinaryBridge portal subscription.

Billing & Monthly Statements

BB Inventory turns logged ticket time into billing numbers. Set your hourly rate and currency per workspace under Admin → Settings → Billing — each workspace has its own, so an MSP can bill one client in CAD and another in SAR at different rates.

• Monthly Billing report (Reports → Help Desk): every ticket with logged time in the period — client, technicians, hours, and the amount at your rate — with a total. Defaults to last month; export CSV or print to PDF.
• MSP Monthly Statement (Help Desk → All Workspaces → Monthly Statement): one row per client workspace with hours, that workspace's own rate and currency, the billable amount, and ticket counts. Totals are grouped per currency — never mixed. Navigate months with the arrows; print, export CSV, or email the statement to any address — yourself, your accountant, or the client.
• Amounts are always logged hours × rate — so the discipline of using the ticket timer is what makes the statement accurate.

Client Experience: Status, Ratings & Templates

• Ticket status page: every email your requesters receive includes a "Track your ticket status" link — a clean page showing the status and conversation (never internal notes), with no login required.
• Satisfaction ratings: when a ticket is resolved, the requester's email includes five tappable stars. One tap records the rating (once per ticket) with an optional comment. The rating and comment appear on the ticket, in its history, and as a CSAT average on the SLA Compliance report.
• Reply templates: save your common answers once (the amber Templates control on any ticket) and insert them with one click — placeholders like {requester_name} and {ticket_number} fill in automatically. Combine with AI Draft: insert your greeting template, let AI draft the middle.

Purchase Orders

Track procurement end-to-end under Records → Purchase Orders.

• PO details: PO number, invoice number, vendor and contact, order and received dates, status (Draft, Ordered, Received…), and an optional company.
• Line items: description, quantity, unit cost, and a received checkbox per line — totals compute automatically.
• Asset linking: each line has a type-to-search asset picker; pick the asset that line purchased and it appears as a link on the PO. On the asset's page, a Purchase History card lists every PO line that bought it — vendor, date, cost, and status — so cost tracing starts from either side.

Labels, QR Codes & Scanning

Every asset can carry a printed tag, and every tag opens the asset.

• Print labels: from an asset page or the bulk Labels page — each label includes the asset tag, a barcode, and a QR code, in multiple sizes.
• Phone scan-to-open: scan the QR with any phone camera and the asset page opens — if you're logged out, you sign in and land on that exact asset.
• Scan page: the Scan tool supports single lookups and a continuous mode that builds a list as you scan (with CSV export) — using the built-in camera scanner or a hardware barcode scanner acting as a keyboard.

Mobile App (PWA)

BB Inventory installs as an app — no app store needed.

• Desktop: Chrome or Edge shows an install icon in the address bar; installed, BB Inventory opens in its own window.
• Android: Chrome menu → Install app. iPhone/iPad: Safari → Share → Add to Home Screen.
• Shortcuts: long-press the installed icon for direct jumps to Scan, Help Desk, or Assets.
• The interface is touch-optimized on phones, and a friendly offline page appears if the connection drops.

FAQ

Is my ITInventory data compatible? Yes — BB Inventory is the evolution of ITInventory Web. Existing IT assets simply live in the IT Equipment category.

Can different workspaces have different categories? Yes, categories and custom fields are per-workspace.

Is Arabic supported? Fully — the entire interface is available in Arabic with native RTL layout. Switch languages from your profile menu.

Where do I manage my subscription? In the BinaryBridge portal, which handles plans and billing for all BinaryBridge products.