Spare parts inventory for workshops
Which parts are on the shelf, where they are, and what was used, without a stockroom clerk
A workshop manages its parts stock in Inventory Management by treating every shelf or bin as a storage location, using the barcode or part number on the packaging as the product ID, and booking a part out with a phone scan when a mechanic takes it for a job. The stock per bin is then current on every device.
Why parts stock goes wrong in a workshop
In most workshops the parts store is a wall of shelves and bins that everybody takes from and nobody records. A mechanic grabs a filter or a bearing in the middle of a job, and the stock list is updated at the end of the week from memory. The result is familiar: a part the list says is there turns out to be gone, an urgent order goes out for something that was sitting in another bin, and slow parts gather dust for years because nobody remembers they exist. The real problem is that taking a part and recording it happen at two different moments.
How it works in the app
Inventory Management turns taking a part and recording it into one moment. Every shelf, bin or drawer becomes a storage location with the code on its label. Every part is identified by its product ID, which is normally the barcode or part number already printed on the supplier's packaging, so the phone camera can read it without typing. When a mechanic takes one, they press Out, scan the part and enter the quantity. Every movement is stored with the product, the location, the quantity, the moment and the device, so a wrong figure can be traced back instead of guessed at. On Premium, replenishment and the analyses, including dormant stock, show which parts need attention.
Setting up a workshop parts store
For a typical workshop this takes an afternoon.
- Number your shelves and bins — Create a location for every shelf or bin, for example R1-01 to R1-20. The "Create series" option on the Locations screen makes a whole numbered range in one step.
- Use the part number you already have — If a part carries a supplier barcode, that barcode is the product ID. If it has none, use the manufacturer's part number. Give each part one ID only, or its stock splits across two lines that never add up.
- Book in what is on the shelves — Scan each part in on its location. There is no one-click import: a product is created the first time it is scanned in, so this first round builds your parts list as you go.
- Book parts out when they are taken — Agree that nobody takes a part without scanning it out. With a phone in a pocket this takes seconds. The app needs an internet connection, so check the signal in the parts store.
- Count a few bins every week — On Premium, count a handful of bins at a time instead of the whole store once a year. Start with the parts used most, because that is where differences appear first.
What it costs for a workshop
You pay per device, not per user, and transactions are unlimited on Basic and Premium. Take a workshop where the mechanics share one tablet at the parts wall and the owner uses the browser on the office PC: that is two devices. On Basic this costs 2 x 12,50 = 25,00 euro per month, or 2 x 134,99 = 269,98 euro per year. On Premium, which adds counting, replenishment, scanning location barcodes, stock export and the 17 analyses, it is 50,00 euro per month or 549,98 euro per year. A very small workshop that books fewer than 100 movements a month can stay on the free plan, with unlimited devices.
When it is not the right fit
Inventory Management registers stock movements: what came in, what went out, what moved and what is on each shelf. It does not create purchase orders, send invoices or plan repair jobs, and it does not link parts to a work order or a customer's vehicle. It does stock, not job management. If you need used parts to appear on the customer's invoice automatically, you need workshop management software, and this app runs next to it. And for a handful of parts in one cupboard, a list on the wall is honestly enough.
The facts, in short
- Runs on Android phones and tablets, on Android barcode scanners, in a desktop browser, and on iPhone and iPad as a web app.
- The app and this website are available in four languages: English, Dutch, German and Spanish.
- Every stock movement is stored with five details: the product, the storage location, the quantity, the moment and the device that registered it.
- The Premium plan contains 17 built-in analyses, from stock value and location fill rate to dormant stock and busiest hours.
- There is a free plan with 100 transactions per month. Basic costs 12,50 euro per device per month or 134,99 euro per year. Premium costs 25,00 euro per month or 274,99 euro per year.
- Every plan starts with one free month. No credit card is needed to start.
- The app is hosted on European servers at Scaleway. Stock data can be exported as a CSV file on the Premium plan.
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Frequently asked questions
Can I use my supplier's part numbers?
Yes. The product ID can be any unique code, so a supplier barcode, a manufacturer's part number or your own article number all work. When you scan, the product ID must match the barcode content exactly, so a hand-typed ID with an extra space will not match.
How do I see which parts are not being used?
The Premium plan includes 17 analyses, among them dormant stock and fast and slow movers. They show which parts have not moved for a long time, so you know what to stop reordering.
Do mechanics need a barcode scanner?
No. The camera of an ordinary phone reads the EAN, UPC and Code 128 barcodes printed on parts packaging. A rugged Android scanner makes sense once someone scans for most of the day, and it runs the same app on the same stock.
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