InDate Systems

The problem

Every shift, somebody signs a checklist that says the truck is stocked.

Then a call — or a state inspection — finds the expired saline in the back of the cabinet. Paper checklists record that someone looked. They don't record what's actually there, what lot it came from, or when it dies.

Expiration roulette

Dates live on the packaging, not in a system. The only way to know what's expiring is to pull everything out and look — so it happens rarely, and things slip.

Invisible shortages

Supplies leave on calls and nobody writes it down. The gap shows up at the worst possible moment: when the next crew reaches for it.

Recall blind spots

A manufacturer recalls a lot. Which trucks has it on them? Without lot tracking, the honest answer is "all of them, maybe."

How it works

A perpetual loop: receive, use, count.

Inventory that stays right because keeping it right is easier than not.

Receive

Scan the box as it comes in. Lot and expiration are captured automatically from the manufacturer's barcode when it carries them — two taps when it doesn't.

Use

Supplies pulled for a call or a restock get logged in seconds, from a phone, at the shelf. On-hand counts update everywhere, live.

Count

Fast cycle counts instead of all-day inventory days. The app already knows what should be there — crews just confirm it.

Get warned

Expiration alerts fire 30 days out, shortages surface the moment a count comes up light, and recalls become a lot-number search — not a scavenger hunt.

See it

The whole loop fits on a phone.

Count a shelf, and the order writes itself. A running ledger knows what's on hand — with lot detail and dollar value. And expiring stock reorders its own replacements before it dies.

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Station 4 · siteLM

Count the shelf.

12 OF 38

AirwayIV / FluidsMedsTrauma

Last order placed Jul 14 — 3 items still on the way are already netted out below.

Airway

ETT 7.5 cuffed

par 4

−4+

King Airway LT-D #4

par 2 · +2 to order

−0+

IV / Fluids

Saline flush 10 mL

par 24 · 6 on order

−18+

IV start kit

par 12 · +5 to order

−7+

Empty is not zero — an untouched row stays uncounted.

Save count · 12 of 38

HomeCountScanOrdersExpiry

Count · shared draft · daylight mode

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Station 4 · on handLM

On hand, right now.

Items

142

Est. value

$6,214

Re-anchored to your Jul 20 count — plus 2 deliveries received since.

Medications

Epinephrine 1:10,000

8H221 ×4 · exp Jan 2027

7K914 ×2 · exp Sep 2026

Ondansetron 4 mg ODT

2A445 ×10 · exp Jun 2027

Consumables

Gauze 4×4 sterile

$0.34 avg

Saline flush 10 mL

$1.12 avg

IV start kit

$4.85 avg

HomeCountScanOrdersExpiry

On hand · live ledger

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Expiring · next 60 daysLM

One lot is already gone.

1 lot expired

Aspirin 81 mg · Station 9 · lot 4T110 · Jul 2. Write it off.

Next 60 days

Naloxone 2 mg

Medic 12 · ALS bag

27 d

Amiodarone 150 mg

Station 7 · 9C302

39 d

Epinephrine 1:10,000

Station 4 · 7K914

41 d

Lidocaine 2% preload

Station 11 · 5B198

52 d

Ketorolac 30 mg

Station 2 · 1M772

58 d

Dying lots that would drop you below par draft their own replacement order — a lead just reviews and sends.

HomeCountScanOrdersExpiry

Expirations · whole fleet

Screens shown with demo data. Every screen has a dark and a daylight mode.

Who it's for

Built for the agencies the big systems ignore.

Enterprise hospital platforms start at six figures and assume a materials management department. InDate assumes a supply closet, a duty crew, and no time for data entry.

Volunteer fire departments

Medical supplies checked by whoever's on shift, bought from three different vendors, stored in two stations. InDate keeps one honest picture of all of it.

County & municipal EMS

A handful of trucks, a central supply room, and an inspector who will absolutely open that bottom drawer. Be ready before the visit.

Private ambulance services

Supply spend is margin. Know exactly what's on every unit, stop over-ordering "just in case," and stop writing off expired stock.

"I stock ambulances for a living. InDate isn't a software company's guess at how EMS logistics works — it's the tool I built because I needed it on my own supply route." — Brian Collins, founder, InDate Systems

Recordkeeping, not clinical software

InDate tracks quantities, lots, and dates. It performs no clinical or diagnostic functions, and crews always remain the final physical check before a supply is used.

Patient data only where you choose it

Core InDate stores supply records only — quantities, lots, and dates, never patient information. The one exception is the optional digital dose record in the Controlled Substances module, which holds the minimum a per-dose log requires, is included at no extra cost, and is switched on only under a signed Business Associate Agreement.

Standards-native

Built on GS1 barcodes — the GTIN, lot, and expiry data manufacturers already print on drug and device packaging under FDA rules. Scan what's already there.

Nothing expired.
Nothing missing.

Every shift, somebody signs a checklist that says the truck is stocked.

Expiration roulette

Invisible shortages

Recall blind spots

A perpetual loop: receive, use, count.

Receive

Use

Count

Get warned

The whole loop fits on a phone.

Built for the agencies the big systems ignore.

Volunteer fire departments

County & municipal EMS

Private ambulance services

Recordkeeping, not clinical software

Patient data only where you choose it

Standards-native

Be one of the first agencies on InDate.