Best Parts Inventory Management Software

The best parts of inventory management software for your business will depend on your specific needs and budget. However, some of the top-rated options include:

  • UpKeep: This software is consistently rated the best in value for money, ease of use, functionality, and customer support. It offers features such as parts consumption tracking, purchasing, and mobile inventory management.

    UpKeep Parts Inventory Management Software
  • Skyware Inventory: This is a secure, web-based application that automates daily inventory tasks. It is available on desktop, laptop, tablet, or phone, and offers features such as LIFO, FIFO, and AVERAGE inventory cost reporting.

  • Fleetio: This software is designed for fleet management software and includes features for tracking spare auto parts inventory, managing stock, and controlling costs. It is mobile-friendly and can be used to automate inventory workflows.
  • MaintainX: This software offers features such as low inventory alerts, full inventory reporting, QR and barcode scanning, and parts history tracking. It is also mobile-friendly and can be used to manage inventory across multiple locations.

When choosing parts inventory management software, it is important to consider the following factors:

  • Features: What features are important to you? Do you need features such as barcode scanning, purchase order generation, or inventory forecasting?
  • Ease of use: How easy is the software to use? Is it intuitive and user-friendly?
  • Cost: How much does the software cost? Is it within your budget?
  • Customer support: What kind of customer support does the software offer? Is it available 24/7?

I recommend researching and comparing different software options to find the best one for your business. You can also read online reviews to see what other users have to say about different products.

What is parts inventory management Software?

Parts inventory management software is the process of organizing, tracking, and controlling the spare parts and components a business needs to maintain its equipment, machinery, or vehicles. It involves everything from ordering and receiving parts to storing, tracking usage, and reordering when necessary.

Here’s a breakdown of its key aspects:

  1. Tracking inventory levels: Knowing exactly how many of each part you have on hand is crucial to avoid stockouts (running out of a critical part) or overstocks (having excess inventory tying up capital).
  2. Forecasting demand: Analyzing past usage patterns and predicting future needs helps you order the right amount of parts at the right time.
  3. Optimizing stock levels: Finding the balance between having enough parts to meet demand while minimizing carrying costs is key to efficient inventory management software.
  4. Streamlining processes: Automating tasks like ordering, receiving, and tracking parts can save time and reduce errors.
  5. Cost control: Managing inventory effectively helps to control costs associated with purchasing, storage, and obsolescence.

The benefits of effective parts inventory management software include:

  • Reduced downtime: Having the right parts on hand allows for quicker repairs, minimizing equipment downtime and maximizing productivity.
  • Lower costs: Efficient inventory management software can help reduce costs associated with excess inventory, emergency orders, and production delays.
  • Improved customer satisfaction: Timely repairs and maintenance can lead to better customer service and satisfaction.

Parts inventory management is important for a wide range of industries, including manufacturing, transportation, healthcare, and construction. By effectively managing parts inventory, businesses can improve their operational efficiency, reduce costs, and enhance customer satisfaction.

How do you keep track of parts inventory?

There are several methods and tools to keep track of parts inventory effectively:

1. Manual Methods:

  • Spreadsheets: Simple spreadsheets can be used to track basic inventory information, such as part numbers, descriptions, quantities, and locations. However, this method can become cumbersome and error-prone as the inventory grows.
  • Physical Counts: Regularly counting and reconciling physical inventory with records helps to identify discrepancies and maintain accuracy. This can be time-consuming, but it’s a necessary step for ensuring accurate inventory records.

2. Inventory Management Software:

  • Dedicated Inventory Software: These specialized software solutions offer comprehensive features for managing parts inventory, including tracking stock levels, automating reorder points, generating reports, and integrating with other business systems like accounting and purchasing.
  • Enterprise Resource Planning (ERP) Systems: ERP systems often include inventory management modules that can be integrated with other business functions for a holistic view of operations.

3. Barcode and RFID Technology:

  • Barcodes: Using barcode scanners and labels on parts enables quick and accurate tracking of inventory movement. This method can be integrated with inventory management software to automate data entry and reduce errors.
  • RFID (Radio Frequency Identification): RFID technology allows for real-time tracking of inventory without the need for line-of-sight scanning. This can be particularly useful for large or complex inventories.

4. Key Principles for Effective Tracking:

  • Accurate Record-Keeping: Maintaining accurate and up-to-date records of all inventory transactions is essential for effective tracking.
  • Regular Audits: Performing regular physical inventory counts and reconciling them with records helps to identify discrepancies and maintain accuracy.
  • Cycle Counting: Instead of conducting a full physical inventory count at once, cycle counting involves counting a small portion of the inventory regularly. This can be less disruptive to operations and help to maintain accuracy.
  • First-In, First-Out (FIFO): This inventory costing method assumes that the oldest inventory items are sold or used first. This helps to prevent obsolescence and ensures that inventory is rotated properly.
  • Reorder Point: Setting a reorder point for each part helps to ensure that you never run out of stock. This can be calculated based on lead times, demand patterns, and safety stock levels.

The best method for tracking parts inventory will depend on the size and complexity of your business, as well as your budget and technological capabilities. However, regardless of the method you choose, the key is to maintain accurate records, conduct regular audits, and implement effective inventory management practices.

What are the 4 types of inventory management systems?

There are several ways to categorize the types of inventory management systems, but here are four common classifications:

1. By Inventory Control Model:

  • Economic Order Quantity (EOQ): This model calculates the optimal order quantity to minimize total inventory costs, balancing holding costs and ordering costs.
  • Just-In-Time (JIT): JIT aims to minimize inventory levels by receiving goods only as they are needed in the production process, reducing holding costs but requiring precise timing and coordination.
  • Materials Requirement Planning (MRP): MRP uses production schedules and bills of materials to determine the timing and quantity of materials needed, ensuring the right parts are available at the right time for production.
  • Days Sales of Inventory (DSI): This metric measures the average number of days a company holds inventory before selling it, helping assess inventory efficiency and compare it to industry averages.

2. By Timing of Inventory Tracking:

  • Perpetual Inventory System: This system continuously tracks inventory levels in real time, updating records with every transaction. It provides accurate and up-to-date information but requires robust software and processes.
  • Periodic Inventory System: This system updates inventory levels at specific intervals (e.g., weekly, monthly, annually). It is simpler to implement but may not provide as accurate or timely data as a perpetual system.

3. By Inventory System Implementation:

  • Manual Inventory System: This traditional method relies on manual record-keeping using spreadsheets or physical documents. It is simple and inexpensive but can be prone to errors and time-consuming.
  • Computerized Inventory System: This system uses software to automate inventory tracking, reducing errors and improving efficiency. It can range from basic spreadsheets to sophisticated inventory management software or ERP systems.

4. By Types of Inventory:

  • Raw Materials: These are the basic materials used in the production process.
  • Work-In-Progress (WIP): These are partially finished goods in various stages of production.
  • Finished Goods: These are completed products ready for sale.
  • Maintenance, Repair, and Operating (MRO) Supplies: These are consumables and spare parts used for maintenance and repairs.

The choice of inventory management system will depend on the specific needs and resources of the business. Some factors to consider include the size and complexity of the inventory, budget constraints, technological capabilities, and industry-specific requirements.

Why is parts inventory important?

Parts inventory is essential for various reasons, impacting both the operational efficiency and financial health of a business:

  1. Minimizes Equipment Downtime:
  • Having the right parts readily available allows for quick repairs and replacements, reducing the duration of equipment downtime. This is crucial in industries where machinery and equipment are critical for production, as downtime can lead to significant revenue losses.
  1. Optimizes Maintenance Operations:
  • With a well-organized parts inventory, maintenance teams can easily locate and access the required parts, streamlining maintenance processes and reducing repair times. This leads to more efficient maintenance operations and improved overall productivity.
  1. Reduces Costs:
  • Effective parts inventory management helps avoid stockouts, which can lead to expensive emergency orders or production delays. Additionally, it prevents overstocking, which ties up capital in excess inventory and incurs holding costs.
  1. Improves Customer Satisfaction:
  • For businesses providing services or repairs, having the necessary parts in stock ensures the timely completion of work, leading to higher customer satisfaction. This is particularly important in industries like automotive repair, where customer satisfaction is closely linked to repair turnaround time.
  1. Enhances Inventory Accuracy and Visibility:
  • By tracking parts usage and implementing inventory management systems, businesses can maintain accurate records of inventory levels and locations. This improved visibility helps in making informed decisions about ordering, preventing stockouts, and optimizing inventory levels.
  1. Supports Strategic Planning:
  • Accurate inventory data enables businesses to analyze usage patterns, forecast demand, and make informed decisions about purchasing and stocking parts. This supports strategic planning and ensures that the right parts are available when needed, minimizing disruptions and maximizing efficiency.
  1. Enhances Safety and Compliance:
  • In industries with strict safety regulations, having the right parts for repairs and maintenance is crucial for ensuring compliance and avoiding penalties. For example, in the aviation industry, having the correct spare parts is essential for maintaining aircraft safety.

Overall, parts inventory management plays a critical role in the success of businesses across various industries. It optimizes operations, reduces costs, improves customer satisfaction, and supports strategic planning. Investing in effective parts inventory management can lead to significant long-term benefits for businesses.

What is the most important part of inventory?

The most important part of inventory management is maintaining accurate and up-to-date records of your inventory levels. This includes:

  • Quantity on Hand: Knowing exactly how much of each item you have in stock is crucial for preventing stockouts and overstocks.
  • Item Location: Being able to quickly locate items within your warehouse or storage facility saves time and improves efficiency.
  • Valuation: Assigning the correct value to your inventory is important for financial reporting and tax purposes.
  • Tracking Movements: Recording when items are received, sold, used, or transferred helps you understand inventory flow and make informed decisions.

Accurate inventory records serve as the foundation for effective inventory management. They enable you to:

  • Make Informed Decisions: Accurate data allows you to make informed decisions about when to reorder, how much to order, and what items to stock.
  • Optimize Stock Levels: By understanding demand patterns and lead times, you can optimize your inventory levels to minimize holding costs and prevent stockouts.
  • Improve Customer Satisfaction: Having the right items in stock ensures you can meet customer demand and provide timely service.
  • Reduce Costs: Accurate inventory records help you avoid overstocks, which tie up capital and incur holding costs, as well as stockouts, which can lead to lost sales and expensive rush orders.
  • Comply with Regulations: Accurate inventory records are essential for complying with financial reporting and tax regulations.

While other aspects of inventory management, such as forecasting demand and choosing the right inventory management system, are also important, none of them can be effective without accurate and up-to-date inventory records.

What is the inventory turn rate for parts?

The parts inventory turn rate (or parts turnover rate) is a key performance indicator (KPI) that measures how efficiently a company manages its parts inventory. It represents the number of times a company’s inventory of parts is sold used and replaced over a specific period.


The parts inventory turn rate is calculated by dividing the total cost of parts sold by the average inventory value during that period.

Parts Inventory Turn Rate = Cost of Parts Sold / Average Parts Inventory

Average Parts Inventory: This is calculated by adding the beginning inventory value and the ending inventory value and dividing by two.


If a company sells $1,000,000 worth of parts at cost in a year and has an average inventory value of $250,000, its parts inventory turn rate would be 4.


A higher parts turn rate generally indicates that a company is selling its parts inventory quickly and efficiently. This is usually a positive sign, as it suggests that the company is not holding onto excess inventory, which can tie up capital and increase storage costs. However, it’s important to note that the ideal turn rate can vary depending on the industry and specific business model.

Industry Benchmarks:

The average parts inventory turn rate can vary significantly across different industries. For example, industries with high-demand parts, like automotive repair or manufacturing, may have higher turn rates than industries with slower-moving parts, like heavy equipment or agriculture.

  • Automotive repair: 5-10 turns per year
  • Manufacturing: 6-12 turns per year
  • Heavy equipment: 2-4 turns per year
  • Agriculture: 1-3 turns per year

Important Considerations:

While a high turn rate is generally desirable, it’s important to strike a balance between efficient inventory management and ensuring that you have enough parts on hand to meet customer demand and avoid stockouts. Additionally, factors like seasonality and lead times can also impact the turn rate.

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