Example workflow Trades

How a Handyman Business Can Record Which Tools Are Loaded on Which Truck

Stick a barcode on each tool, scan the truck or the job, then every tool you load. Each day ends with a clear loading record in a spreadsheet.

This page shows how DataScan can be set up for this task. It is an illustration, not a report about a specific customer. All codes and values on it are examples.

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Contractor scanning tool barcodes in truck before job site visit

The problem

In a small trades business, tools travel between trucks, helpers and jobs. A laser level rides in one van on Monday and another on Tuesday, and on Friday nobody is sure which truck took the hole saw kit.

Calling around to find a tool costs time, and a written loading list is the first thing to be skipped on a busy morning.

A barcode label on each tool and a quick scan while loading give you a dated record of which tools went on which truck or to which job.

The setup

One-to-Many Scan links one truck or job barcode to every tool loaded for it, in one continuous scanning flow.

Scan mode One-to-Many Scan, sub-mode One-to-Many (Groups)
Primary and Secondary Barcode Label Truck and Tool (or Job and Tool)
Primary and Secondary Column Header Truck and Tool
Labels Weatherproof Code 128 or QR labels on each tool and case; one barcode per truck, for example inside the door, or per job on the job sheet
Tool list (optional) A CSV of tag and tool name imported in Lookup Scan, with Cross-reference with Lookup Data on so the tool name is added to the export; on iPhone and iPad, Enable Cross-Reference also shows it in a pop-up
Export file name Includes the date, so each day's loading record is its own file

Step by step

  1. Label your tools Put a label on every tool or tool case worth tracking, and one on each truck.
  2. Scan the truck When loading in the morning, open One-to-Many Scan and scan the truck's barcode.
  3. Scan every tool you load Each tool scan is linked to that truck with a timestamp. With the tool list imported, the export adds the tool name; on iPhone and iPad, a pop-up also shows it after each scan. Loading the next truck? Tap New Truck and scan its barcode.
  4. Export the loading record Export the session as CSV or Excel to Files or by email.
  5. Look it up when you need it In the spreadsheet, filter by tool to see which truck it was loaded on and when, or by truck to see its full load for the day.

What you get out

The loading export has one row per tool:

Column Example value What it holds
Truck VAN-2 The truck or job barcode scanned first
Tool T-0042 The tool tag scanned for that truck
Timestamp 2026-03-14 07:30 When the tool was loaded

With Cross-reference with Lookup Data switched on, the tool list columns are added after Timestamp, prefixed Primary and Secondary; the Secondary columns carry the tool name.

Fits well if…

  • Your business runs several trucks or jobs a week and tools move between them.
  • You are willing to label your tools once.
  • A short scan while loading fits your morning routine.
  • You keep job records in a spreadsheet or are happy to start one.

Label Your Five Most Expensive Tools First

Start with the tools that hurt most to lose, scan one morning's loading, and see what the export tells you. The free trial includes every feature.

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