How much harder would the Monday rush into the office be if your team’s critical software licenses expired unexpectedly, or key hardware wasn’t available when needed?

The likely culprits?

• Inefficient procurement workflows

• Manual approval bottlenecks

• Or a lack of visibility into IT asset requests

Now, your IT team is scrambling—essential software access is blocked, employees are frustrated, and migraines start erupting all over the office with each deadline missed. 

How did it get to this point? It’s simple: in an effort to save time and be more efficient, procurement and IT staff skipped the tedious process of manually tracking purchases in Jira Service Management (JSM).

They didn’t want to deal with:

• Messy spreadsheets

• Disconnected approvals

• And slow procurement cycles

No tickets were created, no one had a clear view of pending asset requests, and critical purchases slipped through the cracks.

Now, a major project is delayed, stakeholders are demanding answers, and your company misses critical SLAs due to an avoidable procurement failure.

1. The Limits of JSM’s Native Asset Management

According to Charles Perrow, an American sociologist, the more intricate a system, the higher the likelihood of unexpected interactions and thus system-wide breakdowns. If this at all reminds you of Jira Service Management’s way of handling assets, then you are on the right track.

You’re no doubt familiar with the following process:

1. An employee submits a Jira ticket for an item they need.

2. Managers and IT staff must then approve this request.

3. JSM doesn’t have low-stock alerts, much less automated reordering, so that means you’ve got to track that stock manually. Tedious spreadsheets abound.

4. Managing this entire process will see team members switching between emails, vendor portals, and purchase forms just to complete the request.

5. Even after the purchase has been completed, it’s someone’s job to manually update JSM once more.

So what happens when even a single person or part of the process doesn’t operate perfectly? 

• Delays

• Confusion

• Duplicate orders

• And lost time and money. 

You’ve been there, you know, but what you may be unaware of, is that you don’t have to suffer these issues.

Shoppie’s Solution: Centralized Inventory Management That Works

Shoppie removes these pain points by integrating centralized inventory management directly into JSM. Here’s how it transforms the process:

• One Unified Platform – Shoppie consolidates all Jira Assets, IT and non-IT, into one seamless system, eliminating the need for external tools or spreadsheets.

• Automated Procurement & Reordering – Shoppie tracks stock levels in real-time and can trigger automated purchase requests when inventory is low, removing guesswork from procurement.

• Cross-Department Asset Tracking – Easily manage assets across multiple teams, ensuring complete visibility into who owns what, where items are located, and when they need replenishment.

Instead of relying on fragmented tools and error-prone manual tracking, Shoppie gives you a real-time, accurate view of all your assets, reducing waste, preventing stockouts, and saving your team hours of administrative work.

The time lost trying to figure out which part of the ticket or procurement process went awry, not to mention the resources spent on remedying the situation, can slowly be recouped over time thanks to the boost in efficiency and visibility provided by Shoppie. There is even more to gain still from real-time stock control.

2. Stock Control and Insights

Accurate stock control is essential for maintaining optimal inventory levels and preventing overstocking, stockouts, and unnecessary spending. However, Jira Service Management’s (JSM) built-in asset management module (formerly Insight) falls short in several ways. It is primarily designed for tracking IT assets and configuration items.

There is no doubt that you have been made painfully aware of this every time you had to slog through the process of manually updating stock quantities or you had to consistently remind a team member to handle the update process.

A large portion of your workday is probably spent keeping an eye out for stockouts or overstocking since there are no automated notifications when inventory is low. The same can be said for notifications once something has been restocked.

Regardless of who is on duty, stockouts and overstocking are inevitable. So too are the delays and issues caused by them. Worse yet, it becomes very difficult to determine which teams or sectors are consuming stock.

Additionally, JSM’s inefficient usage tracking isn’t doing anyone any favors. The lack of crucial internal data means you are blind to how your own organization operates. Leaving you unable to pick apart which teams are running through specific resources and at what rate.

Shoppie’s Solution: Centralized Inventory Management That Works

Shoppie enhances JSM by providing a centralized inventory management system that offers real-time stock visibility, automated reordering, and demand forecasting. Here’s how it works:

• Automated Reordering: Organizations can set predefined stock thresholds for each asset. When inventory falls below a set level, Shoppie automatically generates a reorder request—removing the need for manual stock checks.

• Real-Time Inventory Updates: Every asset request, allocation, and purchase instantly updates inventory records, ensuring accuracy across departments.

• Usage Tracking & Insights: Shoppie provides visibility into which teams, departments, or projects are consuming stock, allowing for better planning and cost control.

• Demand Forecasting: By analyzing past trends, Shoppie predicts future stock needs, helping organizations prevent shortages and excess inventory.

Shoppie’s robust centralized inventory management system complements the service’s catalog management and customization.

3. Catalog Management and Customization

Jira Service Management’s (JSM) catalog management is limited, lacking real-time synchronization and automation. Updates don’t reflect instantly across catalogs, leading to outdated information, delays, and errors. Teams waste time manually updating data and searching for assets, increasing workload and inefficiencies.

Shoppie’s Solution: Real-Time, Automated Catalogs

Shoppie eliminates these issues with:

• Real-Time Catalog Synchronization: Instantly updates asset details across all catalogs.

• Unlimited Custom Catalogs: Tailor catalogs to specific teams, projects, or asset categories.

• Automated Data Updates: Removes the need for manual entry, ensuring accuracy.

• Personalized Catalog Previews: Filters and sorts assets based on user needs, improving efficiency.

JSM’s fragmented catalog system causes delays, wasted time, and unnecessary manual work. Shoppie streamlines asset management by ensuring catalogs are always accurate, easy to navigate, and fully automated. With this foundation, teams can focus on higher-value tasks while Shoppie handles the complexities.

4. Automated Tasks and Processes

You’re in the middle of a critical project when a team member requests essential hardware. You check the stock—only to realize it’s already depleted. Nobody noticed because there were no automated alerts. Now, you’re scrambling to reorder while fielding frustrated messages from stakeholders.

Jira Service Management (JSM) lacks built-in automation for stock updates, order processing, and compliance tracking, forcing teams to handle these tasks manually. This leads to delays, increased workloads, and regulatory risks.

Shoppie’s Solution: Intelligent Automation

Shoppie streamlines workflows with:

• Automated Reorder Points: Define stock thresholds to trigger automatic restocking.

• Instant PDF Report Generation: Automatically creates reports with asset details, order status, and compliance info for stakeholders.

• Standardized Automation Rules: Ensures adherence to company policies and industry regulations

With Shoppie, routine procurement and inventory management tasks are handled automatically, reducing errors and improving efficiency. This automation seamlessly integrates with JSM, setting the stage for enhanced system capabilities.

5. JSM Integration and Capabilities

You’re trying to onboard a new hire, but critical equipment is missing. HR expected IT to handle it, IT assumed facilities had it covered, and procurement was never notified. Now, you’re stuck chasing approvals and piecing together scattered information across spreadsheets and emails.

JSM’s fragmented data storage leads to inefficiencies, manual data consolidation, and misaligned workflows. Without seamless integration, teams waste time retrieving and verifying outdated information, slowing down projects.

Shoppie’s Solution: Seamless JSM Integration

Shoppie eliminates data silos by providing:

• Centralized Asset Management: Import and manage Jira Assets in one platform.

• Draft Mode: Test and refine workflows before going live, reducing setup errors.

• Custom Access Controls: Grant precise, role-based catalog visibility for employees, third parties, and customers.

Shoppie ensures cohesive, accessible, and up-to-date asset management, enabling efficient workflows like employee onboarding. New hires receive the right tools from day one—fully prepared to contribute.

Shoppie: Taking the Complexity out of JSM

Let’s go back to the beginning—this time, your JSM environment is powered by Shoppie: 

• Searching for past purchases is no longer a nightmare of endless spreadsheets. 

• Duplicate orders and missed renewals are a thing of the past, thanks to real-time updates that are never lost in messy email threads.

• Additionally, with Shoppie’s centralized inventory management, your team gains instant access to purchase history, eliminating redundant purchases and saving both time and money. 

Efficiency has never been higher.

Best of all, each ticket now includes a clear approval history, so there’s no more confusion or blame-shifting between team members.

How would Shoppie transform your workflow? Imagine operations running smoothly and seamlessly with an integrated shopping solution that powers your entire team.

Book a free demo today and see how much easier procurement can be with Shoppie at the helm.