Material Gate Pass Management Software

Get rid of the manual Material register and Gate Pass entry process, digitize your material gate pass process with VisitorFlow with a smart cloud-based solution for inbound and outbound material movement tracking. Get real-time approvals, ERP sync, and audit-ready records from day one.

The Problem We Solve

Paper registers, hand written gate-pass, Excel sheets, and ad-hoc emails make gate operations slow and risky:

• Missing details & attachments (POs, challans, photos) and inconsistent units create stock mismatches and disputes with suppliers.
• Phone-based approvals stall trucks and bottleneck stores/security.
• Poor traceability makes audits painful, in manual process there is single source of truth.
• Data silos break ERP alignment and delay inventory updates.

Cloud base Material Gate Pass Software

• Ready to use, fully cloud-based: Subscribe and start using in minutes, no IT team required or servers to manage.
• QR-code entry at the gate: A QR banner is auto-generated; print and place it at the material gate, alternatively you can also add Gate Pass from your dashboard mobile or desktop.
• Add Material photos: Suppliers (or guards) submit accurate material details with images.
• Smart approvals: Stores/Material Dept (or Security) can approve/decline instantly; automated email notifications fire to all stakeholders, including the supplier.
• ERP integration: Sync data via API with SAP, Oracle, Microsoft Dynamics, or any other ERP.
• Audit & compliance: Digital records, time-stamped material movement actions, and downloadable reports.
• Covers inbound & outbound material movement: End-to-end visibility of what enters and what leaves your facility.

Ideal for manufacturing plants, warehouses, offices, hospitals, hotels, and multi-site operations.

How Inbound Material Flow Works

1. Scan or click open Material Gate Pass Form & Start: Supplier arrives and scans the QR code at the gate, or the security at material gate can also open the material gate pass form from his dashboard.
2. Fill the Gate Pass Form: Enter material details (item/qty/units/references), add photos, and hit submit button.
3. Instant Approval: Material/Stores Dept receives an email that material has arrived and is awaiting action.
4. Approve or Decline: Stores reviews order conditions (PO/challan, specs, etc.) and approves/declines.
5. Security Option: If enabled, the Security Guard can approve directly from the dashboard for fast-moving items.
6. Notify Supplier: On approval, an acceptance email is sent to the supplier.
7. Record & Sync: The entry is saved digitally and can be synced to ERP (GRN/receipt process) via API. Reports are instantly available for compliance and audits.

How Outbound Material Flow Works

• QR-powered intake that works on any smartphone.
• Role-based dashboard for Security, Stores, and Admins.
• Attachments & photos for evidentiary records.
• Automated emails (arrival, approval, decline, acceptance).
• ERP APIs for seamless SAP/Oracle/Dynamics synchronization or any other ERP
• Reports Generated for audit in Excel, GRN reconciliation, and set internal compliance.
• Multi-site, multi-gate support with granular permissions.

Why Teams Choose VisitorFlow's Material Gate Pass Software

• Speed at the gate: Cut wait times with self-serve QR flows and one-click approvals.
• Accuracy by design: Mandatory fields, standardized units, and photo capture reduce errors.
• End-to-end visibility: Know what came in, what went out, when, and who approved it.
• Audit-ready anytime: Time-stamped logs and downloadable reports simplify compliance.

Get Started

Bring your gate operations online in days not months.
Book a demo to see how our Material Gate Pass Software gives you 100% visibility into inbound and outbound material movement.