Parts Inventory Management

Who this is for: Business owners, office managers, and inventory coordinators
Time to learn: 20 minutes
What you'll master: Add parts, track stock, set reorder points, receive shipments, assign parts to jobs, generate inventory reports, manage vendors

Why Parts Inventory Matters

Proper inventory management prevents expensive problems:

• Never run out: Know when to reorder before stock hits zero
• Reduce waste: Track expiration dates, prevent over-ordering
• Bill accurately: Parts automatically added to invoices
• Control costs: See profitability per part
• Optimize cash flow: Don't tie up money in excess inventory

Real example: AC capacitor fails, customer waiting. Your inventory shows 3 in stock. Technician grabs one from truck (system auto-deducts), completes repair immediately. Customer happy. Without inventory system: Technician drives to supplier (45 min round-trip), customer waits, lost productivity.

Business impact:

• 80% fewer stockouts
• 30% reduction in excess inventory
• 50% faster job completion (no parts runs)
• Accurate COGS (cost of goods sold) for accounting

Initial Inventory Setup

Step 1: Add First Part

1. Navigate to Inventory → Parts
2. Click + Add Part (green button, top right)
3. Fill out form:

Required fields:

• Part Name: Air Filter 16x25x1 (be specific)
• SKU/Part Number: AF-16251 (your internal code or vendor SKU)
• Category: Dropdown (Filters, Capacitors, Thermostats, etc.)
• Unit: Each (or Box, Case, Gallon, Foot)

Recommended fields:

• Cost: $12.50 (what you pay supplier)
• Price: $35.00 (what you charge customer)
• Current Stock: 24 (count what you have now)
• Reorder Point: 10 (alert when stock drops below this)
• Reorder Quantity: 50 (how many to order when restocking)
• Vendor: Select from vendor list (or create new)
• Location: Shop Shelf A3, or Truck #1

Optional fields:

• Description: "Standard 16x25x1 MERV 8 pleated filter for residential HVAC"
• Notes: "Customer favorite, order from Smith Supply"
• UPC/Barcode: 012345678901 (for scanning)
• Weight: 0.5 lbs (shipping calculations)
• Photo: Upload image (helps technicians identify correct part)

4. Click Save Part

Result: Part appears in inventory list, ready to track.

Part Name: Copeland Scroll Compressor 3-Ton
SKU: COMP-COP-3T
Category: Compressors
Unit: Each
Cost: $425.00
Price: $875.00
Current Stock: 2
Reorder Point: 1
Reorder Quantity: 3
Vendor: HVAC Supply Depot
Location: Shop - Back Room

Step 2: Bulk Import Parts

For adding 50+ parts at once:

1. Navigate to Inventory → Import
2. Download template: Click Download CSV Template
3. Open template in Excel/Sheets
4. Fill columns:
   • Part Name, SKU, Category, Unit, Cost, Price, Stock, Reorder Point, Reorder Qty, Vendor, Location
5. Save as CSV
6. Click Choose File → Upload your CSV
7. Review preview (system shows first 10 rows)
8. Click Import Parts

Validation:

• System checks for duplicates (warns if SKU already exists)
• Required fields missing? Shows errors before importing
• Correctable errors? Edit CSV, re-upload

Result: All parts added in seconds instead of hours.

Step 3: Organize with Categories

Default categories:

• Capacitors
• Compressors
• Contactors
• Filters (Air Filters, Water Filters)
• Refrigerant
• Thermostats
• Valves
• Wiring/Electrical
• Plumbing Parts
• Safety Equipment
• Cleaning Supplies
• Other

To add custom category:

1. Settings → Inventory → Categories
2. Click + Add Category
3. Enter name: "Smart Home Devices"
4. Choose icon (optional)
5. Save

Why categories matter: Filter inventory by category, see which categories drive profit, reorder in bulk.

Managing Stock Levels

Viewing Current Inventory

Inventory Dashboard shows:

• Total parts: 347
• Total value: $18,423 (at cost)
• Low stock items: 12 (below reorder point)
• Out of stock: 3
• Overstocked: 8 (3x above reorder quantity)

List view: Table with columns:

• Part Name
• SKU
• Category
• Stock (with color coding: green = good, yellow = low, red = out)
• Cost
• Price
• Location
• Last Used (date)

Sort by:

• Stock level (low to high)
• Value (highest value first)
• Last used (most recent)
• Part name (alphabetical)

Stock Adjustments

When to adjust:

• Physical count differs from system
• Damaged parts (remove from inventory)
• Found extra parts (add to inventory)
• Theft/loss (subtract)

Process:

1. Find part in inventory list
2. Click ⋯ (more actions)
3. Select Adjust Stock
4. Enter adjustment:
   • Type: Add or Subtract
   • Quantity: 5
   • Reason: Dropdown (Physical Count, Damaged, Lost, Found, Return to Vendor, Other)
   • Notes: "3 capacitors water damaged during flood, discarded"
5. Click Save Adjustment

Result:

• Stock updated immediately
• Adjustment logged in history (audit trail)
• Affects inventory value in reports

Setting Reorder Points

Reorder point = When to order more stock

Formula: (Daily usage × Lead time) + Safety stock

Example calculation:

• Part: Air Filter 16x25x1
• Daily usage: 3 filters per day (average)
• Lead time: 5 days (time from order to delivery)
• Safety stock: 5 filters (buffer for unexpected demand)
• Reorder point: (3 × 5) + 5 = 20 filters

When stock drops to 20, system alerts you to reorder.

To set reorder point:

1. Edit part
2. Find Reorder Point field
3. Enter calculated value: 20
4. Find Reorder Quantity field
5. Enter how many to order: 50 (one case)
6. Save

System behavior:

• Stock = 20 → Yellow "Low Stock" warning appears
• Stock = 19 → Email notification sent to owner/admin
• Stock = 0 → Red "Out of Stock" flag, can't assign to jobs

Receiving Shipments

When parts arrive from vendor:

Option 1: Quick Receive (one part)

1. Navigate to Inventory → Find part
2. Click Receive Stock
3. Enter quantity: 50
4. System adds 50 to current stock
5. Click Confirm

Option 2: Purchase Order Receive (multiple parts)

1. Navigate to Inventory → Purchase Orders
2. Find PO (e.g., PO-2026-0015)
3. Click Receive Shipment
4. Check boxes next to parts received:
   • ☑ Air Filter 16x25x1 (Qty: 50)
   • ☑ Capacitor 45/5 MFD (Qty: 25)
   • ☐ Thermostat WiFi (Qty: 10) ← Not received yet
5. Enter quantities received (if different from ordered)
6. Click Receive & Update Stock

Result:

• Stock levels updated for all checked parts
• PO marked "Partially Received" or "Fully Received"
• Email sent to manager (confirmation)
• Inventory value recalculated

Partial shipments:

• Order 100 filters, only 50 arrive
• Receive 50 now, receive remaining 50 later
• PO stays open until all parts received

Using Parts on Jobs

Assigning Parts to Job

Two methods:

Method 1: During job (technician)

1. Technician opens job on mobile app
2. Taps Add Parts
3. Searches part name or scans barcode
4. Selects part: "Capacitor 45/5 MFD"
5. Enters quantity: 1
6. Taps Add
7. Part added to job
8. Stock automatically deducted (24 → 23)

Method 2: From office (before job)

1. Open job detail page
2. Scroll to Parts section
3. Click + Add Part
4. Search part name
5. Select from results
6. Enter quantity
7. Click Add to Job
8. Stock reserved (not deducted until job marked complete)

What happens to stock:

• Job scheduled: Stock reserved (shows "23 available, 1 reserved")
• Job in progress: Stock still reserved
• Job completed: Stock deducted permanently (24 → 23)
• Job cancelled: Stock un-reserved (back to 24 available)

Handling Stock Issues During Job

Scenario: Technician needs part, system shows out of stock

Option 1: Emergency purchase

1. Technician buys part from local supplier
2. Completes job
3. Adds part to job: "Capacitor 45/5 MFD - Emergency Purchase"
4. Enters actual cost: $28.50 (normally $22.00)
5. Office approves expense
6. Part cost added to invoice
7. Technician reimbursed

Option 2: Substitute part

1. Stock shows "Capacitor 45/5 MFD" out of stock
2. Technician has "Capacitor 40/5 MFD" on truck (compatible)
3. Uses substitute
4. Adds substitute part to job
5. Note: "Used 40/5 instead of 45/5 - customer approved"
6. Correct part deducted from inventory

Option 3: Reschedule job

1. Part not available, no substitute
2. Technician calls office
3. Office orders part (rush delivery)
4. Job rescheduled for tomorrow
5. Customer notified
6. When part arrives, job completed

Inventory Reports

Low Stock Report

Purpose: See what needs reordering

To view:

1. Navigate to Reports → Inventory → Low Stock

Report shows:

Actions:

• Click Order All → Creates purchase order for all low/out items
• Click Order Selected → Check boxes, order specific items
• Export to PDF → Share with purchasing person

Best practice: Review weekly, order before stockout.

Inventory Valuation Report

Purpose: Know total value of inventory (for accounting)

Report shows:

• At Cost: $18,423 (what you paid for all parts)
• At Retail: $47,850 (what you'd charge if you sold everything)
• Potential Profit: $29,427 (difference)

Breakdown by category:

• Capacitors: $2,400 (at cost)
• Filters: $1,850 (at cost)
• Compressors: $8,500 (at cost)
• etc.

Use cases:

• Balance sheet (accounting)
• Insurance coverage (prove value of inventory)
• Loan applications (show business assets)

Parts Usage Report

Purpose: See which parts used most often

Report shows:

Insights:

• High usage parts: Order in bulk (volume discount)
• Low usage parts: Stop stocking, order as needed
• High profit parts: Promote these services

Example decision: Air filters used 87 times (highest), always in demand. Increase stock from 50 to 100, negotiate bulk pricing with vendor.

Slow-Moving Inventory Report

Purpose: Identify parts not selling

Report shows parts not used in:

• 90+ days (yellow flag)
• 180+ days (orange flag)
• 365+ days (red flag - dead stock)

Why it matters:

• Money tied up in parts that don't sell
• Storage space wasted
• Parts may expire/degrade

Actions:

• Discount: Offer 20% off to move inventory
• Bundle: Include free with service (e.g., "Free thermostat battery with tune-up")
• Return to vendor: If unopened, negotiate return
• Write off: Remove from inventory, donate/discard

Purchase Orders

Creating Purchase Order

When you need to order parts:

1. Navigate to Inventory → Purchase Orders
2. Click + Create Purchase Order
3. Select vendor from dropdown
4. Add parts:
   • Search part name
   • Enter quantity
   • Cost auto-fills (from part record)
   • Can override cost if vendor has sale
5. Review totals:
   • Subtotal: $1,240.00
   • Tax: $105.40
   • Shipping: $35.00
   • Total: $1,380.40
6. Add notes: "Rush delivery needed for Friday job"
7. Click Create PO

Result:

• PO number assigned: PO-2026-0015
• Status: "Pending" (not yet ordered)
• Can print PO → Send to vendor (email or fax)

Submitting Purchase Order

Send PO to vendor:

Option 1: Email directly

1. Open PO
2. Click Send via Email
3. Enter vendor email: [email protected]
4. Optional message: "Please confirm availability"
5. Click Send
6. PO status → "Submitted"

Option 2: Download & send manually

1. Open PO
2. Click Download PDF
3. Save to computer
4. Email manually, or call vendor and reference PO number

Option 3: Phone order

1. Call vendor
2. Read off PO line items
3. Vendor creates order on their end
4. Mark PO as "Submitted" in Crewdex

Tracking Purchase Order Status

PO statuses:

• 📝 Pending: Created, not yet sent to vendor
• 📧 Submitted: Sent to vendor, awaiting shipment
• 📦 Partially Received: Some items received, others pending
  • ✅ Received: All items received, PO complete
• ❌ Cancelled: Order cancelled before shipment

To update status:

1. Open PO
2. Change status dropdown
3. Add note if needed: "Vendor confirmed Friday delivery"
4. Save

Receiving notifications:

• Vendor ships → Mark "In Transit"
• UPS tracking number → Add to PO notes
• Package arrives → Mark "Received" (updates stock)

Advanced Inventory Features

Barcoding and Scanning

Setup:

1. Print barcode labels for each part
   • Inventory → Part → Print Barcode Label
   • Use Dymo, Brother, or Avery label printer
2. Affix labels to bins/shelves
3. Technicians scan barcode with mobile app
4. Part instantly added to job

Benefits:

• No typos (scanning = 100% accurate)
• Faster (scan vs typing)
• Reduces training (technicians don't need to know part names)

Barcode scanners supported:

• Phone camera (built-in)
• Bluetooth barcode scanner (pairs with phone)
• USB barcode scanner (for desktop use)

Inventory Alerts

Automated notifications:

Low Stock Alert:

• Trigger: Stock drops below reorder point
• Email sent to: Owner, Admin, Inventory Manager
• Frequency: Daily digest (all low stock items in one email)

Out of Stock Alert:

• Trigger: Stock = 0
• Email sent immediately
• SMS option (for critical parts)

Overstocked Alert:

• Trigger: Stock > 3× reorder quantity
• Email: Weekly summary
• Helps identify overordering

Expiring Parts Alert (for perishables):

• Trigger: Expiration date within 30 days
• Email: Monthly
• Parts examples: Refrigerant (some types expire), adhesives, chemicals

To configure alerts:

1. Settings → Notifications → Inventory
2. Toggle alerts ON/OFF
3. Add email addresses
4. Choose frequency

Multi-Location Inventory

For businesses with:

• Multiple shops
• Warehouse + shop
• Technician trucks as locations

Setup:

1. Settings → Inventory → Locations
2. Add locations:
   • Main Shop
   • Warehouse
   • Truck #1 (Mike)
   • Truck #2 (Sarah)
3. Assign parts to locations

Stock view shows:

Benefits:

• Know exactly where parts are
• Prevent duplicate ordering (Mike has 8 filters, no need to order more)
• Optimize truck stocking (Sarah low on capacitors, move some from shop)

Transfers between locations:

1. Inventory → Part → Transfer Stock
2. From: Main Shop
3. To: Truck #1
4. Quantity: 10 filters
5. Confirm
6. Stock updated: Main Shop (50 → 40), Truck #1 (8 → 18)

Parts Vendor Management

Adding Vendors

To create vendor:

1. Navigate to Vendors
2. Click + Add Vendor
3. Fill details:
   • Company Name: Smith HVAC Supply
   • Contact Person: Dave Johnson
   • Phone: (555) 234-5678
   • Email: [email protected]
   • Website: www.smithsupply.com
   • Address: 456 Industrial Pkwy
   • Payment Terms: Net 30
   • Account Number: 12345 (your account with them)
   • Notes: "Ask for Dave - gives 10% contractor discount"
4. Save

Linking parts to vendors:

• When adding part, select vendor from dropdown
• Part record shows vendor details
• Quick reorder button ("Order from Smith Supply")

Comparing Vendor Pricing

Price comparison report:

1. Reports → Inventory → Vendor Price Comparison
2. Select part: "Capacitor 45/5 MFD"

Report shows:

Analysis:

• Cheapest: HVAC Depot ($19.50) but slow (5 days)
• Fastest: Quick Parts (same day) but higher shipping
• Best value: Smith Supply (middle ground)

Use this for:

• Negotiating better pricing ("HVAC Depot offers $19.50")
• Choosing vendor per situation (emergency = same day, stock = cheapest)

Mobile Inventory Features

Checking Stock on Mobile

Technician in field:

1. Opens Crewdex mobile app
2. Taps Inventory
3. Searches part name
4. Sees:
   • Current stock: 23
   • Location: Shop Shelf A3, Truck #1 (5)
   • Price: $35.00
5. Can add to current job directly

Use case: Customer asks "Can you install new thermostat today?" Technician checks stock, sees 3 in inventory, says "Yes!"

Adding Parts from Truck

Technician workflow:

1. Completes repair, used 2 capacitors
2. Taps Add Parts to Job
3. Scans barcode on capacitor (or types name)
4. Quantity: 2
5. Taps Add
6. Parts appear on job
7. Stock auto-deducts from truck inventory
8. Office sees updated stock levels real-time

No more:

• Paper part sheets
• Forgetting to log parts
• Billing errors (forgot to charge for part)

Troubleshooting Common Issues

Stock Counts Don't Match Reality

Problem: System shows 24 filters, physical count finds 18

Causes:

• Parts used on jobs but not logged
• Parts damaged/discarded without adjustment
• Theft
• Data entry errors

Solution:

1. Perform physical inventory count
2. Compare to system
3. For each discrepancy:
   • Click part → Adjust Stock
   • Reason: "Physical Count"
   • Notes: "Annual inventory audit - Feb 2026"
4. System stock matches physical

Prevention: Monthly spot checks (count 10 random parts).

Can't Find Part in List

Problem: Searching for part, doesn't appear

Possible issues:

1. Typo in search: Try partial name ("cap" instead of "capacitor")
2. Part archived: Settings → Show Archived Parts
3. Part never added: Need to add it
4. Wrong category filter: Clear filters, search again

Parts Not Deducting from Jobs

Problem: Technician adds parts to job, stock level doesn't change

Check:

1. Job status: Stock only deducts when job marked "Completed"
   • Scheduled/In Progress = stock reserved (not deducted yet)
2. Permissions: Does technician have "Modify Inventory" permission?
3. Sync issue: Mobile app offline? Wait for sync when online

Solution: If job complete but stock not deducted:

1. Open job
2. Click Refresh Parts Stock
3. Manually deduct if needed (Adjust Stock)

Best Practices for Inventory Success

1. Conduct Regular Audits

Monthly spot check:

• Count 10 random parts
• Compare to system
• Adjust discrepancies
• Goal: 95%+ accuracy

Annual full audit:

• Count every part (1-2 days)
• Adjust all discrepancies
• Update reorder points (usage patterns change)
• Purge dead stock

2. Train Technicians Properly

15-minute training session:

• How to add parts to job
• How to check stock availability
• How to scan barcodes
• What to do if part not in system

Why it matters: Untrained technicians forget to log parts → inaccurate inventory, billing errors, lost revenue.

3. Review Reports Weekly

Friday routine (15 minutes):

1. Check Low Stock Report
2. Create purchase orders for needed parts
3. Review Parts Usage (what sold this week)
4. Adjust truck stock (move parts from shop to trucks)

Result: Never run out mid-week, optimized stock levels.

4. Optimize Truck Stock

Each truck should have:

• Top 20 most-used parts
• Sufficient quantity for 2-3 days
• Restock trucks every Friday

Example truck stock list:

• Air filters (common sizes): 5 each
• Capacitors (45/5, 40/5, 30/5): 3 each
• Contactors (30A, 40A): 2 each
• Thermostats (basic): 2
• Refrigerant (R410A): 2 jugs
• Misc hardware: screws, wire nuts, tape

Benefit: 90% of jobs completed without parts run.

Common Mistakes to Avoid

❌ Not Setting Reorder Points

Problem: Run out of critical parts, emergency orders cost 2x normal price.

Solution: Calculate reorder points for top 50 parts using formula: (Daily usage × Lead time) + Safety stock.

❌ Over-Ordering Slow-Moving Parts

Problem: 100 expensive thermostats sit for 2 years, cash tied up, storage full.

Solution: Order based on actual usage. Review Slow-Moving Report quarterly, stop stocking parts used <4× per year.

❌ Not Checking Stock Before Dispatching

Problem: Technician arrives at job, doesn't have part, reschedule, customer angry.

Solution: Office checks stock before scheduling: "Job needs compressor, do we have one?" If no, order first or schedule after delivery.

❌ Ignoring Inventory Reports

Problem: 15 low-stock alerts ignored, stockout occurs, lose job.

Solution: Assign someone inventory responsibility. Their job: Review reports weekly, place orders, maintain stock levels.

A: Spot check 10 parts monthly, full audit annually. High-theft risk? Count weekly.

Q: Should I stock every part a technician might need?
A: No. Stock top 20-30 parts (80% of usage), order others as needed. Stocking 1,000 SKUs ties up cash unnecessarily.

Q: What if vendor discontinued part?
A: Find replacement part, update part record with new SKU, link to new vendor. Keep old part in system (archived) for historical records.

Q: Can I track serialized parts (e.g., each compressor has unique serial)?
A: Yes. Enable "Serialized Tracking" in part settings. Each unit gets unique serial number, tracked individually.

Q: How do I handle warranty replacement parts?
A: Add part to job, mark "Warranty Replacement" (no cost to customer), stock deducted normally, claim warranty from vendor separately.

Q: What if technician uses part from their personal stock?
A: Add part to job, note "Technician provided," cost = 0, bill customer full price, reimburse technician.

Q: Can customers see inventory levels?
A: No. Inventory visible to OWNER, ADMIN, TECHNICIAN roles only. Customers see what's on their invoice.

Q: Does inventory integrate with QuickBooks?
A: Yes. Settings → Integrations → QuickBooks → Enable inventory sync. Parts and stock levels sync daily.

What's Next?

Now that your inventory is organized:

1. Creating Invoices - Parts automatically added to invoices when used on jobs
2. Vendor Management - Build relationships with suppliers, negotiate pricing
3. Job Costing Reports - See true profitability per job (labor + parts cost)

Need more help? Search using ⌘/ (Mac) or Ctrl+/ (Windows).