For Principal Investigators

What biological resources
does your lab actually hold?

Grant reviewers expect you to know what's in your freezers before you ask for funding to use it. Vial Tracker Free turns your inventory from memory and guesswork into a structured, reviewable record.

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GrantReady inventory
"The reviewer noted our resource section lacked specificity. We had the samples. We just couldn't prove it clearly enough."
— The situation Vial Tracker Free prevents
The problem

Grant applications fail on resource documentation that no one prepared for

You know your lab holds years of irreplaceable samples. Primary patient material, rare cell lines, unique passage stocks. But when the grant application asks you to enumerate your biological resources, you're working from memory — or from a series of spreadsheets that contradict each other.

Reviewers notice vague resource sections. A competitor lab that can cite specific holdings, documented passage histories, and verifiable storage conditions looks more prepared — and is scored accordingly.

The samples were always there. The documentation wasn't. Vial Tracker Free closes that gap in an afternoon.

What reviewers will ask for
Vague resource sections reduce grant competitiveness
Reviewers score labs that can document existing assets higher
Multiple contradictory spreadsheets undermine credibility
Time spent reconstructing holdings before each grant cycle
What you get

Built for the real-world lab

Living inventory
A single, structured record of every vial your lab holds — by project, researcher, passage, and storage location. Always up to date.
Grant-ready resource section
Pull your biological resource documentation directly from Vial Tracker Free. Specific, verifiable, and easy to summarise for any funder.
Full provenance trail
Every sample entry carries its history — origin, passage number, freeze date, responsible researcher. Reviewers can follow the chain.
No setup overhead
It's Excel. No IT approvals, no licences, no server. The time you save on documentation goes back into the science.
Validation traceability built in
VTF ships with a User Requirements Specification and Functional Requirements Specification — so grant reviewers and programme managers can see the system was designed with rigour, not just assembled. When the work scales toward clinical application, the compliance scaffolding is already there.
How it works

Up and running in an afternoon

1
Download the file
No installation, no account. Open it in Excel today.
2
Catalogue your holdings once
Enter each sample type, passage, storage location, and responsible researcher. The structure is already built.
3
Use it every grant cycle
When funding applications open, your biological resources section is already written — or at most a 10-minute export.
Also on this site

Other challenges Vial Tracker Free solves for PIs

Post-Doc Departure
Keep your lab's institutional memory intact when a researcher moves on.
Biosafety & Audit Compliance
Build an audit-ready sample inventory so the next inspection is never a scramble.
Freezer Failure & Recovery
Know exactly what was lost — and prove it to your institution — when a freezer fails.
Material Transfer Agreements
Track which samples are shared, with whom, and under which MTA — automatically.
PhD Student Handover
When your student submits, their sample knowledge shouldn't leave with them.
Publication Traceability
Trace every published result back to the exact vial it came from, on demand.

Your grant reviewers want to see specifics

Download Vial Tracker Free today. Catalogue your biological resources once, and every future grant application gets easier.

Download Vial Tracker Free — it's free
Works in Excel
No account required
Works alongside any LIMS
Made in Singapore