Get rid of the manual material register and gate pass entry process. Digitize your material gate pass process with VisitorFlow — 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, handwritten gate passes, Excel sheets, and ad-hoc emails make gate operations slow and risky. The existing manual process creates costly problems every day.
Subscribe and start using in minutes — no IT team required or servers to manage.
A QR banner is auto-generated — print and place it at the material gate. Alternatively, add gate passes from your dashboard on mobile or desktop.
Sync data via API with SAP, Oracle, Microsoft Dynamics, or any other ERP — seamlessly.
End-to-end visibility of what enters and what leaves your facility — all tracked, time-stamped, and audit-ready.
Cloud-Based Material Gate Pass Software
From QR-code intake at the gate to ERP sync and audit-ready reports — our platform gives you complete control over every material movement entering or leaving your facility.
Suppliers or guards submit accurate material details with images — eliminating disputes and providing evidentiary records for every entry.
Stores/Material Dept or Security can approve or decline instantly. Automated email notifications fire to all stakeholders, including the supplier.
Sync data via API with SAP, Oracle, Microsoft Dynamics, or any other ERP for seamless GRN/receipt process automation.
Digital records, time-stamped material movement actions, and downloadable Excel reports for GRN reconciliation and internal compliance.
Dedicated views for Security, Stores, and Admins — each role sees exactly what they need with granular permissions across multi-site, multi-gate setups.
Support for multiple locations and gates with granular permissions — centralized visibility across all your facilities from one dashboard.
How It Works
From the moment a supplier arrives to the final ERP sync — every step is digital, trackable, and instant.
Supplier arrives and scans the QR code at the gate, or security opens the material gate pass form directly from the dashboard.
Enter material details (item / qty / units / references), add photos, and hit submit.
Material/Stores Dept receives an email that material has arrived and is awaiting their action.
Stores reviews order conditions (PO/challan, specs, etc.) and approves or declines with one click. Security guard can also approve directly for fast-moving items.
On approval, an acceptance email is automatically sent to the supplier confirming the material entry.
The entry is saved digitally and can be synced to ERP (GRN/receipt process) via API. Reports are instantly available for compliance and audits.
Supplier scans the QR code at the gate or security opens the form from the dashboard.
Why Teams Choose VisitorFlow
Ideal for manufacturing plants, warehouses, offices, hospitals, hotels, and multi-site operations. Bring your gate operations online in days, not months.
Book a Demo →Cut wait times with self-serve QR flows and one-click approvals — trucks don't wait, operations don't stall.
Mandatory fields, standardized units, and photo capture reduce errors — no more stock mismatches or supplier disputes.
Know what came in, what went out, when, and who approved it — complete inbound & outbound tracking.
Time-stamped logs and downloadable reports simplify compliance — be ready for any audit at any time.
Ideal For
Get Started
Book a demo to see how our Material Gate Pass Software gives you 100% visibility into inbound and outbound material movement — from day one.