Save time and money with our free parts inventory management software.

Parts inventory management means keeping spare parts on hand. This ensures you can handle routine maintenance and unexpected breakdowns. Examples of parts include filters, spark plugs, motor belts or even oil.

This software automates parts inventory management processes. But it’s more than just a count. The software tracks quantities, locations and how to use parts.

Spreadsheets are a house of cards: prone to human error, slow to update and useless for multi-site inventory. You move to software to gain real-time accuracy and eliminate guesswork. Dedicated parts inventory management software automatically updates stock counts as parts are used in work orders, tracks specific locations (like aisle, row and bin) and automatically flags when stock dips below a reorder minimum. It cuts down on the frantic scavenger hunt for parts and keeps your technicians fixing, not searching.

There are several benefits to managing parts inventory digitally. These include:

• Saves time: Maintenance teams can set up automations within a parts inventory management software. This helps save time by automatically updating when a part is used and placing orders when a part falls below a minimum quantity.
• Spending forecasts: The software tracks the parts you use most. This helps you determine your ideal stock level, so you avoid stockouts and over buying.

The best parts inventory management software will offer critical features that boil down to visibility, control and efficiency.

• Real-time tracking and alerts: You need instant, accurate stock counts and automated low-stock notifications to prevent downtime and rush orders.
• Work order integration: The software must link parts usage directly to work orders and assets. When a tech closes a job, the inventory count must update automatically — no manual data entry.
• Custom reorder points and purchasing: The ability to set your own minimum reorder quantities and generate purchase orders directly from the system is key to optimizing stock levels and controlling costs.
• Mobile accessibility: Your field team needs to quickly access inventory, check parts location and update usage right from the asset, often using QR code scanning.

Yes, Coast is an excellent parts inventory management software for small to mid-sized businesses (SMBs), especially those fairly new to maintenance management. Its design directly addresses the core pain points of smaller operations: cost, complexity and adoption. Key highlights include:

• It’s customizable and intuitive: Coast’s highly customizable CMMS allows you to set up your parts inventory management your way, mirroring your existing internal processes instead of forcing a complex, rigid system on you. This makes it easier for the whole team to adopt, which is vital for smaller teams with limited training resources.
• It automates the core workflow: Coast links parts inventory directly to work orders and assets. When a technician uses a part to complete a job, the system automatically updates the stock count and triggers low-stock alerts, eliminating the manual tracking and guesswork that plague small businesses.
• It’s built for the deskless workforce: The mobile-first design is perfect for small maintenance teams. Technicians can use their own mobile devices to scan QR codes on assets, find parts locations, check out inventory and update status in real-time, making the process fast and accurate.
• It offers a free plan: For budget-conscious SMBs, Coast offers a free plan, providing essential features that allows you to start digitizing your operations without a major upfront investment.