Keeping Track: How I Manage My Machines with Pinventory

sponsored blog post

This is a sponsored post. The author built and maintains the IFPA Companion App, a free, open-source mobile app used by the competitive pinball community, and now has released Pinventory.app, a platform for pinball collectors and operators

I’ve been collecting machines for a while now, a few games at home that I’d never part with. Whether you’re in the same boat or you’re running games on location, the logistics of pinball ownership quietly pile up in ways that sneak up on you. Which games are where? What parts did I order last time to shop out Fish Tales? Did that Addams Family actually turn a profit last quarter, or did the repair bill eat everything?

For years I tracked this the way most of us do: memory, a notes app, and a spreadsheet that was always one machine short of accurate. It worked, until it didn’t.

I built the IFPA Companion App because I wanted software purpose-built for the pinball community rather than adapted from a generic template. That same itch is what drew me to make Pinventory. It was made by a fellow enthusiast, for the specific reality of owning and running pinball machines.

Your fleet and your locations

Everything starts with your machine catalog, where each game is linked to the Kineticist game database. That means accurate manufacturer data, machine images, downloadable manuals, and a parts catalog with vendor cross-references to the most popular vendors. You can browse the full Kineticist catalog to add games to your fleet as your collection grows (or changes). And if a game leaves your collection or business, the historical data still stays.

Locations are first-class objects in Pinventory. Each one has an address, shows on a map, and has its own revenue split and payout frequency configured. If you service multiple spots, the financial picture per location is right there without any manual math.

Maintenance, parts, and the details that matter

Maintenance logs support line items for parts and labor, photo attachments, and recurring reminders so scheduled work doesn’t get forgotten. There’s also battery tracking specifically for pre-2006 solid-state games, which is a small thing that will feel very thoughtful if you’ve ever had batteries leak in your game.

Parts inventory connects directly to those maintenance logs. When you consume a part on a repair, it comes off your stock. Reorder thresholds trigger alerts before you’re caught short, and vendor links mean you’re one click from the right supplier.

Knowing what a machine actually costs you

Revenue collection logs and time-based financial reporting give operators a real read on whether a location earns its keep. Split calculations are built in for revenue-sharing arrangements. For collectors, there’s collection valuation and full maintenance spend history per machine, useful for insurance documentation, resale, or just an honest accounting of what a game has cost over its time with you.

The QR code feature operators will actually use

Each machine can have a printed QR code attached to it. When a player notices something wrong, they scan it and fill out a short form to report the issue. No account needed on their end. The report lands in a unified issue queue alongside your own internal and known issues, and you get an email notification so nothing slips through. For anyone running games at a bar, a league location, or a small route, that informal feedback loop from players catches problems you’d otherwise only find on your next visit.

Pinventory also generates printable pricing and settings cards per machine, which is a genuinely practical touch for operators who get the same questions from location staff on a regular basis.

A few things worth knowing

The app is free, with no ads and no subscription. There’s a full REST API at api.pinventory.app for anyone who wants to integrate their fleet data with other tools. Data export is built in for those who want their records portable, and self-service account and data deletion is available for GDPR compliance.

You can find it at Pinventory.app, with mobile apps available alongside the full web version.