Paper Kanban

Kanban card generator PDF

Print clean bin cards with reference, minimum level, supplier, lead time and a replenishment QR code.

Paper feels natural in workshops. The QR code turns that habit into a bridge toward instant replenishment alerts — without breaking what your team already does well.

Kanban card

Order alert

Stainless screw M6

SCREW-M6-SS

Orange (critical)

Minimum level: 20 pieces

Order quantity: 100 pieces

Workshop / bin: Workshop A - Bin 12

Supplier: Acme Metals (5 j)

Scan to request replenishment

Instead of walking to the office, scan this QR code with ApsionScan.

Kanban card

Order alert

Stainless screw M6

SCREW-M6-SS

Orange (critical)

Minimum level: 20 pieces

Order quantity: 100 pieces

Workshop / bin: Workshop A - Bin 12

Supplier: Acme Metals (5 j)

Scan to request replenishment

Instead of walking to the office, scan this QR code with ApsionScan.

Kanban card

Order alert

Stainless screw M6

SCREW-M6-SS

Orange (critical)

Minimum level: 20 pieces

Order quantity: 100 pieces

Workshop / bin: Workshop A - Bin 12

Supplier: Acme Metals (5 j)

Scan to request replenishment

Instead of walking to the office, scan this QR code with ApsionScan.

Kanban card

Order alert

Stainless screw M6

SCREW-M6-SS

Orange (critical)

Minimum level: 20 pieces

Order quantity: 100 pieces

Workshop / bin: Workshop A - Bin 12

Supplier: Acme Metals (5 j)

Scan to request replenishment

Instead of walking to the office, scan this QR code with ApsionScan.

What this tool does for you

  • Generates 1 to 12 cards per session, ready for A4 printing
  • Unique QR code per reference (encodes SKU and quantity)
  • Urgency color code (green / orange / red) printed on each card
  • Unit selector (pieces, kg, m, L), supplier and lead time fields
  • No account, no upload — everything runs in your browser
  • Compatible with standard A4 paper (80 g/m² minimum) and lamination

Method

2-bin vs 3-bin vs CONWIP Kanban: which one to use?

2-bin Kanban is the simplest: one active bin, one reserve. When the active bin empties, the team consumes the reserve and the card goes to ordering. This is the standard for most SMB workshops. 3-bin Kanban adds a safety bin — useful when supplier lead time is long or irregular (over 2 weeks). CONWIP (Constant Work In Progress) caps total parts in circulation: relevant for assembly lines, not for spare-parts inventory. For 90% of workshops and garages, 2-bin is enough — that is what this tool prepares.

  • Lead time under 1 week: 2-bin is enough
  • Lead time 1 to 4 weeks or peaky demand: 3-bin with safety stock
  • Continuous production flow: consider CONWIP as a complement

Math

Calculate minimum level and reorder quantity (formula + example)

Classic rule: Minimum level = Average daily consumption × Lead time × (1 + safety margin). Example: a workshop consumes 50 stainless screws per day. Supplier delivers in 5 days. With a 30% safety margin: 50 × 5 × 1.3 = 325 screws. Reorder quantity then depends on ordering cost vs holding cost (Wilson formula) — in practice 2 to 4 weeks of consumption is a good rule of thumb. For the screws: 50 × 14 = 700 units per order, rounded to supplier pack sizes (box of 500 or 1,000).

Color code

Why add an urgency color to the card

A Kanban card without visual hierarchy ends up in the same tray as every other one. A color code fixes that in 2 seconds: green = relaxed lead time (over 10 days), orange = critical (delivery in 3-10 days), red = urgent (imminent stockout, delivery under 3 days). The owner who opens the tray in the morning sorts at a glance. This tool prints the colored band at the top of each card based on your choice. Tip: pair each color with a relative minimum level — red at 0.5× weekly use, orange at 1×, green at 2×.

Maturity

From paper Kanban to scanned Kanban: 4 maturity levels

Level 1 — Classic paper cards: the operator drops the card in a tray, the owner orders at end of day. Level 2 — Paper cards + QR code (this tool): the card keeps its physical form, the QR prepares the transition. Level 3 — Smartphone scan: the operator scans the QR with ApsionScan, the alert reaches the owner instantly, who orders from anywhere. Level 4 — Auto-replenishment: ApsionScan detects the minimum level, triggers a pre-filled order to the supplier (email or EDI). Most SMB workshops gain a lot just by moving from level 1 to level 3.

Practical tips

Five classic pitfalls and how to avoid them

First trap: not printing supplier lead time on the card — the operator does not know how worried to be. Second: forgetting bin number or location — the card is right but restock goes to the wrong shelf. Third: a tight minimum level computed without safety margin — frequent stockouts on any peak. Fourth: no visual urgency hierarchy — the owner cannot prioritize. Fifth: leaving cards lying around without marking them "ordering in progress" — the same restock gets triggered twice.

Paper Kanban vs ApsionScan scanned Kanban

Classic paper KanbanApsionScan scanned Kanban
Time from stockout to order2 to 24 hoursUnder 1 minute
Setup costFree (this tool)From $10/month
Remote visibilityNone (must be on-site)Mobile notification
Risk of lost cardRealNone (digital)
Consumption historyManual or noneAutomatic
Operator adoptionImmediateA few days

How-to

Print 12 Kanban cards in 4 steps

Full workflow to label a workshop session in under 10 minutes.

  1. 1

    List references to label

    Prepare a list: part name, SKU, minimum level, reorder qty, supplier, lead time in days. One line per reference.

  2. 2

    Set the urgency color

    Green (relaxed), orange (critical), red (urgent). Pick by stockout risk, not by part importance.

  3. 3

    Generate and print

    Click Print. Prefer 120 g/m² laser paper. In wet shops, plan a plastic sleeve or lamination.

  4. 4

    Attach to bins

    Glue or staple the card on the active bin. On next stockout, the operator scans the QR (or drops the card in a tray if no smartphone yet).

FAQ

What is the standard size of a Kanban card?

Workshops typically use A6 (105 × 148 mm) or half of an A5 sheet. This tool produces cards optimized for A4 printing — 2 cards per sheet in portrait, 4 in landscape depending on the count chosen.

Do I need a safety (third) bin?

Yes if supplier lead time is over 2 weeks, irregular, or if the part is critical to production. For screws, gaskets and common consumables with lead time under 1 week, 2 bins are enough.

What are alternatives to Kanban cards?

T-Cards (mounted on wall boards) and electronic Kanban (e-Kanban). Paper Kanban remains unbeatable on entry cost and immediate readability for any operator.

How to handle multiple suppliers on the same part?

Print one card per part/supplier pair with a clear label. Or write "Main supplier — alt: X" on the same card and note the main supplier’s lead time.

Does the QR code work without ApsionScan?

Yes — any smartphone QR reader decodes it. The QR contains apsionscan://replenishment/sku/X/qty/Y. Without the app the phone shows the URL; with ApsionScan, the alert is sent automatically.

How long does a laminated card last in a workshop?

Count 12 to 24 months in a mechanic shop with standard lamination (sleeve or hot film). In a kitchen or cold room, expect 6-12 months — better to switch to polypropylene labels.