You are a small business, and you want some help with tracking something within your company. I can help you with FileMaker. FileMaker is a fantastic cross-platform application that can be used to develop many kinds of applications.
For example: you need to be able to track the input of data out in the field. Your people on location take photos, and add notes about your product on site. Then they bring that data back to your location where you can analyze that data.
Send me an email. I would love to show you what can be done with FileMaker.