Hess’s Inventory Reconciliation Workflow Eliminates $80k in Costs 

Summary

Hess’s field reality and their Field Service Management (FSM) software were out of sync: parts used on jobs weren’t debited until weeks later, driving rush orders, frequent manual counts, and lost opportunities. Viabl delivered an operator-first inventory reconciliation workflow that aligned counts daily and removed costly workarounds, delivering about $80k per year in annual savings on an implementation under $20k.

Key Takeaways

• High ROI, low disruption: $80k/year saved; build cost under $20k; payback in months.

• Operator-first fit: A daily, auditable process that matches how warehouse and field teams actually work.

• No rip-and-replace: Light-touch controls (exports, a governed adjustment sheet, SOPs) layered on the existing FSM.

• Governance by default: Controlled edits, clear ownership, and an audit trail reduce errors and rework.

Challenge

Hess incurred avoidable costs because the FSM recorded part usage only after job completion and invoice approval. The delay created phantom availability that triggered rush orders, increased carrying and shipping costs, and forced frequent manual cycle counts to correct discrepancies. The cumulative impact was estimated at $80,000 per year.

Approach

Viabl conducted structured interviews with all relevant operators to document the current process and data flows end to end. The analysis traced parts from truck stock through FSM posting and quantified the delay and variance introduced by recording usage only after job approval, which created phantom availability and rush purchasing. 

The recommended approach introduced a minimal-change, governed intervention: a daily controlled adjustment process integrated with existing FSM exports and imports, clear ownership and permissions for edits, and full auditability of changes. 

Viabl also defined governance and success metrics up front: fewer rush orders and fewer cycle-count hours. 

Finally, training and concise SOPs supported adoption and ensured consistent execution across teams.

Solution

Viabl implemented a governed inventory reconciliation workflow layered on the existing FSM rather than replacing core systems. 

Each day, inventory data is exported into a controlled adjustment environment where automated calculations are performed to correct counts. Additionally, in the case of an exception, authorized staff can correct counts with role-based permissions and full change tracking. 

A dynamic reordering model uses current quantities and consumption rates to generate suggested purchase orders and prevent stockouts. 

Viabl also developed clear standard operating procedures with brief training to ensure consistent execution across warehouse and field teams. 

This solution implements lightweight controls, explicit ownership, and an auditable trail so digital records stay aligned with real-world usage without disrupting operations.

Results & Impact

The workflow eliminated chronic miscounts and rush orders, producing approximately $80k in annual savings on an implementation under $20k, with payback achieved within months. 

Real-time alignment reduced emergency purchasing and cut the need for manual cycle counts, while managers spent less time addressing variance issues and more time on core operations. 

Governance and auditability improved confidence for both operations and management.

Why It Worked

Operator-first design, minimal changes to core systems, and a clear, auditable daily process produced fast, measurable ROI without adding complexity.

Looking Forward

This collaborative project showcases how Viabl’s approach to governed automated workflows can deliver incredible value to businesses whose software doesn’t align with their operations. By aligning strategy, technology, and operations, Viabl was able to achieve an astronomical ROI for Hess.

Viabl will continue to offer large returns to Hess and other Small and Medium Enterprises whose operations don’t align with their software.

If you could use help aligning your Field Service Management Software or SAAS with your real-world operations, let’s talk.