Manage Parts and Maintenance Inventory

Inventory covers the parts, materials, consumables, and products used to complete maintenance work. Examples include filters, cables, fittings, cleaning materials, pumps, replacement parts, lubricants, and safety equipment.

Add an inventory item

1. Open Inventory from the main navigation.
2. Add the item name and a clear description or identifying code.
3. Enter the current quantity, cost, selling price, supplier, and storage location.
4. Add an image and attach supporting product files where useful.
5. Save the item and confirm it can be found through inventory search.

Keep quantities accurate

Update stock when products are purchased, used, returned, transferred, or adjusted. Record movements promptly so staff do not plan a job around parts that are no longer available.

Use products on an invoice

On the invoice's Bill tab, change the item selector from Services to Products. Search for the required inventory item and select it to add the part or material to the customer bill.

Prepare for maintenance work

• Review upcoming scheduled work and reserve commonly required parts.
• Use stock alerts to identify items approaching their reorder level.
• Keep supplier, cost, and selling-price information current.
• Use consistent product names and codes to prevent duplicate items.
• Investigate unexplained adjustments or differences between recorded and physical stock.