11 min read

Utilizing QR Codes for Prep Room Supply Reorder Automation: The Lazy Manager's Guide to Perfect Inventory

You don't need to manually check inventory. Scan a QR code. The system sees you've used a product and flags it for reorder. Here's how.

Key Takeaways

• QR codes + mobile scanning reduce manual data entry by 90%• Technicians scan "used" when they deplete a supply. System auto-flags reorder.• Real-time reorder automation means you never stockout or overbuy• Startup cost: $50–$300. Saves 5–8 hours per week of inventory management

Prerequisites: Getting Your Supply Tracking in Place First

QR codes work best after you've addressed the fundamentals. Start with our guide on reducing supply waste, then implement automated reordering with QR codes for maximum efficiency.

The Problem QR Codes Solve

Your embalming fluid is running low. Your technician makes a mental note: "We're almost out."

But they forget to tell anyone. Two days later, you need embalming fluid and don't have it. You emergency-order at premium rates.

Or worse: your manager checks inventory manually. It's Tuesday morning. They walk to the shelf and count. Takes 15 minutes. By the time they order, you're at 2 gallons (half-empty). You reorder conservatively because they're not sure what you'll need.

QR codes solve this. Instead of manual checking, technicians scan when they deplete a product. The system automatically flags it for reorder.

How QR Code Automation Works

The Workflow

  1. Setup: You create a QR code for each supply item (embalming fluid, cosmetics, gloves, etc.)
  2. Print & Label: Print QR code on a label. Stick it on the shelf (or near the product)
  3. Technician uses product: When supply is depleted (empty bottle, last box of gloves), technician scans the QR code on their phone
  4. System records usage: Scan logs the usage in your inventory system
  5. Auto-reorder trigger: When inventory drops below reorder point, system auto-alerts the manager
  6. Manager orders: Manager sees alert and places reorder (can be manual or auto-order if vendor integration exists)
  7. Stock arrives: New inventory scanned in (technician scans "received" QR code). System updates quantity

Implementation: Step-by-Step

Step 1: Audit Your Supplies & Create Product List

List every item you want to track:

  • Embalming fluid (by type: cavity fluid, general purpose, etc.)
  • Cosmetics (lip color, foundation, highlighter, etc.)
  • Surgical gloves (by size: S, M, L, XL)
  • Sanitizers and prep room chemicals
  • Paper products (protective gowns, masks, head covers)
  • Needle and trocar supplies
  • Any other frequently-used item

Step 2: Generate QR Codes

Use a free QR code generator (e.g., QR Code Generator, Canva, or Google Sheets).

Each QR code should link to a unique URL or code in your inventory system. When scanned, it tells the system: "Product X was just used."

Example: A QR code for "Embalming Fluid—Cavity (1 gal)" could link to: inventory.system.com/use/embalming-fluid-cavity

Step 3: Print & Label

Print QR codes on small labels (1"x1" is typical). Stick them on:

  • Shelf above/below the product
  • On the product container itself (if space permits)
  • On a clipboard or checklist posted in the prep room

Step 4: Train Staff

Show technicians the process (5 minutes):

"When you deplete a supply, scan this QR code on your phone. It takes 3 seconds. The system logs it automatically."

No complex app needed. Just a standard phone camera + QR scanner (built into most phones) or a dedicated app.

Step 5: Set Reorder Thresholds

In your system, configure:

  • Reorder point: "When quantity hits 1, flag for reorder"
  • Reorder amount: "Order 3 units when flagged"
  • Alert recipient: "Send alert to manager@funeralhome.com"

Step 6: Monitor & Optimize

Review reorder patterns monthly. Adjust thresholds if needed.

Technology Options

Option 1: Simple QR Code + Spreadsheet

  • QR code generator: Free
  • Technician scans → links to a form
  • Form submits data to Google Sheets
  • Manager checks sheet weekly, places orders manually
  • Cost: $0 (fully free)
  • Effort: Low automation, manual reordering

Option 2: QR Code + Inventory App

  • App (e.g., Zoho Inventory, Airtable): $30–$100/month
  • App generates custom QR codes
  • Technician scans → system auto-updates inventory
  • Auto-alerts when reorder threshold hit
  • Cost: $30–$100/month
  • Effort: Medium automation, mostly hands-free

Option 3: Integrated Funeral Software with QR

  • Sacred Grounds or similar: $49–$200/month
  • Built-in QR code generation
  • Scans link directly to case/supply usage
  • Auto-reorder alerts + vendor integration
  • Cost: $49–$200/month (includes other features)
  • Effort: Full automation, vendor-integrated reordering

Real-World Example: How QR Automation Works

Scenario: Embalming Fluid Reorder

Monday, 2 PM: Technician Sarah is embalming a case. She uses 0.5 gallons of cavity fluid and depletes the bottle.

She pulls out her phone, scans the QR code on the shelf labeled "Embalming Fluid—Cavity (1 gal)." Takes 3 seconds.

System logs: Usage recorded. Current inventory: 0.5 gal (reorder point is 1 gal).

Monday, 2:01 PM: System sends alert: "Embalming Fluid—Cavity has dropped below reorder threshold. Click to order."

Monday, 3 PM: Manager sees alert. Clicks "Order." If vendor integration exists, system auto-orders. If not, manager clicks to vendor portal.

Tuesday morning: New shipment arrives. Manager scans "Received" QR code. System updates: Now have 3 gallons.

Result: No guesswork. No stockouts. No overstock. System ran the entire process.

Benefits of QR Code Automation

1. Real-Time Visibility

You always know what you have. No manual counting. No guesswork.

2. Eliminates Stockouts

When supply is depleted, system immediately flags for reorder. You never run out unexpectedly.

3. Prevents Overstock

Reorder thresholds mean you only order what you need. No dead inventory.

4. Reduces Manual Labor

Staff doesn't have to manually track. One scan = data recorded.

5. Audit Trail

Every scan is logged. If audited, you have complete records.

6. Cost Savings

No emergency ordering. Reduced waste. Better margins.

Challenges & Solutions

Challenge: Staff Adoption

"People don't like change. They'll forget to scan."

Solution: Make it simple and rewarding. Celebrate when reorder process works perfectly. Show staff the benefits (no more running out). Include scanning in training checklist.

Challenge: QR Code Visibility

"QR codes get covered or damaged."

Solution: Place them in protected spots (under shelf, on clipboard). Use laminated labels. Check monthly for damage.

Challenge: Vendor Integration

"My vendor doesn't have an API to integrate with our system."

Solution: Start manual. Manager sees alert, logs into vendor portal to order. Once system is stable, explore vendor API options.

The Financial Impact

Savings from Eliminated Stockouts

$200–$400/month (premium emergency ordering + lost cases)

Savings from Reduced Waste

$150–$300/month (better reorder thresholds, no overstock)

Time Savings

5–8 hours per week of manual inventory work = $100–$160/week = $400–$640/month

Total Monthly Savings

$750–$1,340/month

Cost: $0–$100/month (depending on system)

Savings: $750–$1,340/month

Net benefit: $650–$1,340/month = $7,800–$16,080/year

Bottom Line

QR codes are not fancy or complex. They're a simple bridge between physical inventory and digital tracking.

Technician scans when they deplete a supply. System updates. Manager sees alert. Reorder happens automatically.

No more manual counting. No more guesswork. No more emergency ordering at premium rates.

Result: Real-time inventory control, zero stockouts, reduced waste, and $800+/month in savings.

Automate Your Supply Management with QR Codes

Sacred Grounds includes built-in QR code generation, mobile scanning, and automatic reorder alerts for seamless supply automation.

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