Lab Inventory Management Software, Built Into Scientific Workflows

Track and manage samples, materials and equipment with trusted, traceable data.

IDBS Polar Inventory brings lab inventory management directly into the Polar platform - alongside experiment execution, structured workflows and compliance. It integrates lab execution with LIMS capabilities to track and manage samples, materials and equipment in and across experiments - delivering full traceability, actionable insights and improved turnaround times. Inventory is no longer a static record; it becomes a connected, traceable part of how work is performed. As Inventory shares the same data model, permissions and audit framework as the rest of Polar, it reduces the number of systems your lab needs to maintain while increasing consistency and data quality.

What does effective lab inventory management look like?

Lifecycle & genealogy

Register, track and manage equipment, materials and samples from receipt through use to disposal. Every item carries its own identity, status, location and full history, with genealogy that shows exactly how items relate to each other.

• Register items individually, in bulk or via Excel import
• Track status, expiry, calibration dates, quantities and custom attributes
• Full multi-level genealogy: trace items across the entire lineage, with links created manually or triggered automatically from Polar workflows
• Bi-directional traceability between inventory items and the Polar records where they were used or created

Location & storage

Know where everything is. A hierarchical location model, from site down to individual box position, lets you locate any item and manage storage space effectively.

• Flexible location hierarchy that mirrors how your lab is actually organized - across sites, rooms, storage units and individual positions
• Grid-based box views showing exactly which positions are occupied or available
• Equipment items (e.g. fridges, freezers) can double as storage locations
• Permission-controlled access to locations for compliance or segregation (e.g. GMP zones)

Audit trails & compliance

Every action on an inventory record is captured in a detailed audit history. Granular permissions control who can do what - and where.

• Full audit log of all inventory events: registration, editing, transfers, genealogy and deletions, complete with timestamps, user attribution and change reasons
• Usage logs capture a snapshot of item properties at time of use, so you can see the exact status of a reagent or instrument when it was referenced in an experiment
• Role-based access (Administrator → Read Only) at domain and location level
• Audit history downloadable as CSV or extractable via public APIs for external compliance tools or custom reporting

Connected to lab execution

Inventory isn't a separate record-keeping exercise - it’s part of the workflow. Insert items directly into experiments and structured workflows, with usage tracked automatically.

• Add inventory to experiments with a single action - items are recognized and linked automatically, no manual cross-referencing needed
• Quantities are decremented at point of use; calibration and expiry status captured as a snapshot
• Usage logs maintained in both the item record and the experiment record
• Quickfinder search lets you locate and select items from within spreadsheets and workflows without leaving your task

Reporting, alerts & insight

Turn inventory data into timely, actionable information - from day-to-day lab work through to compliance reviews.

• Configurable reports flag items matching specific conditions e.g. expired materials, equipment approaching calibration or items nearing low stock thresholds
• Automated weekly alerts via email or Microsoft Teams notify assigned users when items of interest are found - no need to log into the platform
• Up to 100 reports per system, each with role-based access, custom conditions and configurable alert recipients, with admin notifications for any delivery or configuration errors
• Export inventory data to external dashboards and BI tools, or query via Snowflake with pre-built SQL views for equipment, materials, samples, locations and usage logs

Lab operations start with knowing you're ready

Knowing what you have isn't the same as knowing whether you're ready. Polar Inventory captures the operational data that matters: reagent quantities and expiry status, sample locations, equipment availability and maintenance state, utilisation history and capability. This is the information that tells lab managers and scientists whether work can actually proceed - before delays happen. Within the broader Polar platform, this inventory and equipment data connects to work demand, resource allocation and throughput visibility, giving your lab a single, connected view of operational readiness.

That readiness includes sample integrity. For teams working with stability-sensitive samples, Polar automatically calculates total freeze/thaw cycles and cumulative bench time for each aliquot - so you can confirm whether a sample is acceptable for use before it reaches the bench, not after.

One platform. Connected capabilities.

Polar Inventory works alongside other Polar capabilities within a single GxP-compliant environment - reducing technology sprawl and keeping inventory data connected wherever it's used.

See how Polar Inventory works within the Polar platform