Rolling out Ply in your warehouse? Whether you're just getting started or managing multiple locations and trucks, this guide walks you through everything you need to set up your materials, bins, and barcodes, based on a real implementation in a $30M HVAC/plumbing operation.
🧠 What is PWI?
PWI stands for Ply Warehouse Implementation - a structured, hands-on approach to getting your warehouse running with Ply. From labeling bins to uploading materials, this guide helps you turn a physical space into a fully traceable digital inventory without disrupting day-to-day operations.
🧰 What You’ll Need
Before jumping in, here’s a quick checklist:
Ply mobile app
Brother PT-910 label printer with 24mm or 36mm tape
Ply count cards (or printed versions with material info and barcodes)
A pen (still essential!)
A clean workspace and organized bins
(Optional) A counting scale (from Uline or similar)
(Optional) Temp labor for high-volume projects
🗂️ How to Organize Your Warehouse
Structure your storage with a four-part location format:
Aisles (e.g., A1, A2)
Bays within each aisle
Levels (shelving height)
Bins (individual compartments)
📍 Example: Aisle 1 / Bay 1 / Level 2 / Bin 3
Clear labeling upfront saves hours later on.
📝 Step-by-Step Implementation Workflow
1. Count What You Have
Choose a small section to start. For each bin:
Count the items
Write the name, quantity, and location on a Ply count card
2. Add It to Ply
Scan a barcode (existing or new)
If it’s not in Ply, create a new material
Fill in optional fields like unit, image, or description
You can add multiple barcodes to a single item
3. Print Your Labels
Use the Ply app to create a list of materials
Select Layout 3 + Landscape
Adjust font size (we recommend 120 for easy visibility)
Print and apply the labels in order
4. Label + QA
Match the label with the count card
Stick it on the corresponding bin
Scan it again to double-check it’s recognized in Ply
🔄 Keep Operations Moving
Implement in chunks—a bay, an aisle, or by item category. You don’t need to shut down operations:
Use count cards to show bins in progress
If stock changes mid-process, just cross out the number and update it
Aim for ~2–3 minutes per item for counting, entry, and labeling
🔁 Updating Inventory in Ply
Use the scanner to update quantities (e.g. after receiving or pulling stock)
Transfer materials between locations or warehouses from the app
All movements are recorded and show up in Ply reports
📦 Setting Up Vendor Managed Inventory (VMI)
Want a supplier-managed section inside your warehouse? Ply makes it easy:
Create a separate “warehouse” in Ply for your VMI area
Your supplier can scan and build orders right in the app
You maintain visibility without holding the materials on your books
We’ve done this successfully with Ferguson and others—great for truck stock reset or one-off deliveries.
⚡ Implementation Tips That Save Time
Toggle scan mode manually when multiple barcodes are in view
Use your phone flashlight in low-light aisles
Create item lists first → then print in batch to save time
Take advantage of Ply’s new no-waste printing chain with the PT-910
🧑🔧 Scaling Up? Here’s How
Hire local temp workers (via Jobble, Instawork, etc.) to help count and fill out cards
Take photos of completed count cards, use a tool (like ChatGPT or OCR) to extract data into a CSV, and upload in bulk
Use the same workflow for quarterly cycle counts
🎥 Watch It in Action
Want to see the full implementation walkthrough, live from the field? Check out the recording below: