Keeping maintenance operations running smoothly often comes down to one critical factor: having the right parts available at the right time. Yet many teams face constant challenges—misplaced components, delayed orders, and inaccurate counts—that disrupt workflows and drive up costs.
The frustration grows when equipment sits idle because a single missing part halts production. How do you keep track of parts inventory when manual logs and outdated spreadsheets can’t keep pace with complex demands?
That’s where smarter solutions come in. This article explores how adopting spare parts tracking systems can transform maintenance operations from reactive to truly proactive.
What Is Spare Parts Tracking?
Spare parts tracking is the process of monitoring where spare parts are stored, how many are available, and how they move across multiple locations. It’s a core part of spare parts management because it keeps inventory levels accurate, prevents equipment downtime, and reduces unnecessary inventory costs.
How Spare Parts Tracking Works
Find out how spare part tracking works below.
It Facilitates Real-time Monitoring
Real-time monitoring allows maintenance teams to track spare parts inventory as it changes, ensuring accurate visibility across multiple locations. For example, if a technician issues a part for a maintenance task, the inventory tracking system immediately updates inventory levels to reflect the change.
This eliminates the lag time associated with manual inventory counts and prevents duplicate data entry. With spare parts inventory management software, organizations gain improved inventory accuracy, receive low stock alerts, and can quickly identify parts usage trends.
It helps Automated Reordering
Automated reordering is a critical feature of spare parts inventory management systems. When inventory levels fall below a set threshold, the system automatically generates purchase spare parts requests or reorders from suppliers.
For instance, if oil filters used in routine preventive maintenance tasks reach the reorder point, the system can place an order before maintenance schedules are disrupted. This prevents shortages, minimizes equipment downtime, and reduces unnecessary inventory costs caused by emergency orders.
By streamlining purchase processes, spare parts inventory software ensures maintenance operations run smoothly while supporting effective spare parts management and overall operational efficiency.
Integration with Maintenance
A powerful advantage of modern spare parts inventory software is its ability to integrate with computerized maintenance management systems (CMMS). This connection eliminates duplicate data entry, improves inventory accuracy, and provides maintenance teams with a full view of parts inventory alongside maintenance schedules.
For example, when a preventive maintenance task is scheduled, the system automatically checks if the required spare parts are available in stock. This alignment between managing spare parts and maintenance tasks reduces delays, prevents equipment downtime, and ensures operational efficiency.
Integration also helps track parts usage trends, making future maintenance planning more accurate and cost-effective.
Warehouse Management
Effective warehouse management is essential for spare parts inventory control. It includes receiving, storing, organizing, and issuing parts in a way that ensures easy access and reduces unnecessary inventory costs.
For example, labeling and organizing parts inventory by usage frequency helps maintenance teams locate items quickly during urgent maintenance tasks. Spare parts inventory management software can also track multiple locations, ensuring parts are distributed efficiently.
Inventory Reconciliation
Inventory reconciliation ensures that recorded spare parts inventory data matches physical stock. Regular inventory audits, such as cycle counts, are conducted to confirm inventory accuracy.
For example, if system records show 50 bearings in stock but physical inventory counts only reveal 45, the discrepancy can be corrected before it disrupts maintenance operations. Accurate inventory tracking helps eliminate duplicate data entry errors and prevents unnecessary inventory costs from over-ordering.
With spare parts inventory software, reconciliation becomes more efficient, supporting effective spare parts management across multiple locations and enabling maintenance systems to run smoothly without unexpected stock shortages or delays.
What is Inventory Management Software?
Inventory management software, also known as spare parts inventory management software, is a crucial tool for organizations, allowing them to meticulously track the inflow and outflow of stock, ensuring they meet customer demands without suffering the costs of overstocking or the detrimental consequences of stockouts.
It also allows organizations to track and optimize their maintenance components. Modern spare parts management systems and parts inventory management software combine real-time tracking with automated ordering, while maintenance inventory management software provides complete visibility into stock levels. Parts management systems help teams quickly locate items and maintain optimal inventory across facilities.
Real Results – From Real Users
Aaron
eWorkOrders: Best CMMS for Easy Work Orders & Accurate Inventory
Creating and monitoring work orders is very intuitive and valuable. The ability to verify what work was done and what parts were used is priceless. The inventory and purchase orders are intuitive and ...
eWorkOrders: Best CMMS for Easy Work Orders & Accurate Inventory
Creating and monitoring work orders is very intuitive and valuable. The ability to verify what work was done and what parts were used is priceless. The inventory and purchase orders are intuitive and a must as well. Being able to track on-hand inventory and how it flows is extremely valuable.
We chose eWorkOrders due to its superior ability to record the purchase and tracking of inventory. Also, the work order information was much more detailed and easy to use than anything on the market. The tech support is amazing as well! They ALWAYS respond to any issue or suggestion that we have in a timely and professional manner.
The implementation of this system has allowed us to document the work we perform on our plant equipment, both for maintenance and for safety records. We can now historically track all parts used and time spent on assets. We also have detailed records of the company assets as well.
The inventory portion allows us to order and track inventory as well as accurately cost what we use and check vendor pricing.
Aaron
Rhett
Saved $150,000! eWorkOrders Understands Customer Requirements
eWorkOrders saved my client (Virginia Department of Transportation) over $150,000 a year in headcount alone! Before they implemented eWorkOrders, VDOT was managing multiple systems, with multiple plat...
Saved $150,000! eWorkOrders Understands Customer Requirements
eWorkOrders saved my client (Virginia Department of Transportation) over $150,000 a year in headcount alone! Before they implemented eWorkOrders, VDOT was managing multiple systems, with multiple platforms. Being a government facility, they are very conscious of budgets and expenses. With the eWorkOrders CMMS solution, they have all of their inventory and asset information, documents, schedules, and information stored in one centralized location that can be accessed from anywhere, at any time! Through the implementation and the ease of use of eWorkOrders CMMS centralized solution, they no longer needed multiple people managing multiple legacy systems and were able to reduce their headcount and utilize these employees in another area. Overall, the system saved time, money, and increased productivity and efficiency.
It has been great working with the eWorkOrders Team! They understood my customers’ needs and requirements, budget constraints, and worked with them to quickly get them up and running on the software.
I highly recommend this team for any company that really wants to achieve success with a new CMMS solution. It is really nice to work with a team that listens to what you want and need and delivers a solution with an exceptional outcome! eWorkOrders is in the business of successfully assisting organizations through the implementation process and making sure that customers are comfortable with their system. eWorkOrders has the best professional, technical, and management team who all work together to ensure customer satisfaction!
Rhett
Nick
eWorkOrders CMMS Boosted Maintenance and Cut Downtime at 5 Plants
On behave of The OPs VP, Myself, the Managers and the Maintenance teams across 5 very different plants, thank you all for bringing our PM programs from nearly non-existent in some cases, to a full-fle...
eWorkOrders CMMS Boosted Maintenance and Cut Downtime at 5 Plants
On behave of The OPs VP, Myself, the Managers and the Maintenance teams across 5 very different plants, thank you all for bringing our PM programs from nearly non-existent in some cases, to a full-fledged “well-oiled machine” also Special Thanks to the team for all his hard work and time spent guiding us and the Hrs spent teaching us and always giving us the right tools we need to succeed!! I could not imagine a better group of guys to work with than these
The System has drastically changed the way our maintenance team operates! cutting down on downtime and making sure that our teams are out in the field and focusing on the issues that really keep our plants running, and minimizing breakdowns by scheduling maintenance rather than waiting around for things to break.
Nick
Explore Additional Testimonials & Case Studies
What is Materials Management?
Materials management is the strategic handling of materials and parts to ensure timely availability, cost-effective procurement, and efficient use in an organization’s operations. It involves inventory control, vendor management, and supply chain coordination to enhance efficiency and reduce costs.
Materials Management vs Inventory Management
Materials management focuses on the efficient and cost-effective handling of specific parts and materials required for maintenance tasks, ensuring timely availability.
Inventory management, on the other hand, encompasses the broader management of all stocked goods within an organization, including raw materials, finished products, and maintenance-related items, with a focus on optimizing stock levels, reducing costs, and minimizing waste.
Top Inventory Management Features for Seamless Operations
When it comes to managing your inventory efficiently, having the right set of features in your inventory management system can make all the difference. Here’s a breakdown of the key features you can expect:
Inventory Control
Simplify the management of products in your warehouse.
Inventory Management
Manage the entire lifecycle of your inventory, from the warehouse and distribution to other destinations.
Inventory Tracking
Keep tabs on your products and materials throughout the supply chain.
Parts Replacement Tracking
With our automated creation of part replacement lists within work orders, you maintain a dynamic record of all part changes for a specific piece of equipment, ensuring seamless tracking and management of inventory.
Inventory Barcoding
Eliminate data entry errors and enhance inventory accuracy with barcoding software.
Inventory Alerts
Stay ahead of the game with inventory alerts that minimize waste, optimize financials, and manage customer expectations.
Vendor Management
Simplify vendor-related information, costs, and supplies within your CMMS software.
Materials Management
Track materials ordered in terms of when they were ordered, their shipping status, delivery dates, and associated costs.
Purchase Returns
Easily manage inventory returns, avoiding wastage of expensive materials.
Inventory Returns and Waste Avoidance
Effortlessly handle leftover materials from jobs by entering them into the system and updating inventory levels to prevent waste.
Why Spare Parts Tracking is Important
Alt text: A photo showing a warehouse manager tracking spare parts
Without proper visibility into parts inventory, businesses risk equipment downtime, unnecessary costs, and delays in planned maintenance tasks. Below are some of the benefits of effective spare part inventory management.
1. Maintains Operational Continuity
When critical parts are unavailable, even a short equipment breakdown can halt production and create significant losses. Spare parts inventory management ensures that maintenance teams can access essential components when needed, reducing unplanned downtime and avoiding disruptions in maintenance schedules.
For example, a factory with an effective spare parts management system can use low stock alerts to anticipate shortages and reorder critical parts before they run out.
By tracking parts across multiple locations and linking them to specific equipment, businesses achieve greater operational efficiency and maintain continuity even under unexpected circumstances.
2. Optimizes Inventory Costs
Holding too many parts wastes money, while not having enough increased the risks of downtime. Proper spare parts inventory management helps balance this by maintaining optimal inventory levels.
Inventory tracking systems, such as a computerized maintenance management system (CMMS) or dedicated spare parts inventory software, give visibility into parts usage and stock counts. This prevents unnecessary inventory costs by showing what is actually needed versus what is just sitting on the shelf.
For instance, a warehouse that performs regular inventory audits and cycle counts can eliminate duplicate data entry and avoid excess purchase of spare parts. By controlling costs this way, companies achieve both efficiency and financial discipline.
3. Improves Maintenance Efficiency
A well-organized spare parts inventory system allows maintenance teams to complete maintenance tasks faster. Instead of wasting time searching for parts or dealing with manual tracking errors, they can use barcode scanning, mobile access, or automated reordering features in inventory systems.
This ensures that specific equipment gets the right parts on time, whether for preventive maintenance or emergency repairs. For example, a technician working in the field can check real-time stock counts via mobile access, confirm availability, and request the part without delays.
Effective spare parts management reduces wasted labor, improves inventory accuracy, and speeds up maintenance operations overall.
4. Supports Asset Lifecycle Management
Assets last longer when supported by a well-managed spare parts inventory. By aligning preventive maintenance schedules with spare parts availability, organizations can reduce downtime and extend asset performance.
Spare parts inventory management systems track usage history, stock levels, and reorder points to ensure the right components are always in place. For instance, a mining operation may schedule preventive maintenance tasks every 500 hours of use, supported by automated reordering of filters, seals, and bearings tied to specific equipment.
This proactive approach improves inventory accuracy, avoids stockouts, and helps maintenance systems run smoothly throughout the entire asset lifecycle.
Benefits of eWorkOrders Inventory Management Software
User-Friendly Interface
Enjoy an intuitive interface that requires minimal training, ensuring your team can easily adapt without the need for extensive support or documentation.
Streamlined Operations
Embrace automation features that streamline your inventory management processes, reducing manual intervention and associated errors.
Data Accuracy
Rely on a secure and dependable database that provides real-time data accuracy.
Enhanced Performance
Experience optimal system performance, facilitating swift inventory monitoring and control for faster response times.
Scalability
Easily adapt to your business’s evolving needs.
Efficiency Boost
Seamlessly integrate software and automate tasks to minimize manual inventory updates and data input, increasing overall operational efficiency.
Benefits of eWorkOrders Materials Management Solution
One of the toughest challenges for managers is developing and implementing a cost-effective system to manage parts and materials effectively. With eWorkOrders CMMS software, you can streamline your materials management process, ensuring that you have the right parts and materials when you need them. Here’s how eWorkOrders can help:
Effortless Tracking
Easily track materials used on your work orders, ensuring you have real-time visibility into inventory consumption.
Asset Part Usage Monitoring
Easily monitor and log the usage of parts on your assets, allowing for precise tracking and maintenance planning.
Vendor Management
Manage your vendors and the items you typically use, facilitating smoother procurement processes.
Purchase Orders
Generate purchase orders with vendor and/or customer pricing for items needed on your work orders, ensuring accurate cost tracking.
Catalog Creation
Create a searchable catalog of commonly used items for quickly filling in a work order or making spot buys, saving time and effort.
Invoice Tracking
Track vendor invoices and spot buys to record all costs against work orders and assets, providing comprehensive financial accountability.
Departmental Accountability
Enhance accountability within departments and materials management, ensuring efficient resource allocation.
Centralized Solution
eWorkOrders CMMS software provides a centralized materials management solution accessible through web-based software on your computer, smartphone, and tablet.
In maintenance operations, unforeseen circumstances and urgent needs often require ad-hoc, spot buys, or unexpected purchases. eWorkOrders CMMS software is equipped to handle such scenarios efficiently.
It allows you to quickly create purchase orders for urgent material requirements, ensuring that maintenance processes continue smoothly without delays. Whether it’s a critical replacement part or an unforeseen maintenance demand, eWorkOrders empowers you to address these situations with ease.
“eWorkOrders makes managing spare parts inventory simple and accurate. We can easily track parts usage, stock levels, and vendor pricing, while the support team responds quickly and professionally.”
Experience a seamless and hassle-free approach to purchasing, organizing, and utilizing your inventory with eWorkOrders’ comprehensive parts and inventory management features.
With our user-friendly platform, you can effortlessly manage your inventory, ensuring that you have access to the correct parts precisely when you need them, all while maintaining cost-efficiency.
At eWorkOrders, we understand the importance of inventory control and have designed our system to simplify the entire process, empowering you to optimize spare part management with ease and confidence. Schedule a demo to learn how eWorkOrders CMMS works.
Conclusion
Efficient spare parts tracking is the foundation of smarter maintenance operations. By eliminating manual errors, reducing downtime, and ensuring accurate inventory control, businesses can improve operational continuity, control costs, and maximize asset performance. With the right inventory management system, teams gain real-time visibility, automated reordering, and seamless integration with maintenance schedules, transforming reactive processes into proactive strategies. eWorkOrders offers an intuitive, scalable, and reliable solution that simplifies spare parts and materials management, helping organizations maintain peak efficiency and reduce unnecessary costs.
Ready to take control of your spare parts inventory? Contact us today.
Frequently Asked Questions
What is inventory control for spare parts?
Inventory control for spare parts is the meticulous management of maintenance, repair, and operations stock. It encompasses fine-tuning stock levels, predicting demand, overseeing suppliers, monitoring inventory, and curbing costs to guarantee availability while mitigating surplus inventory and expenses.
What is CMMS spare parts inventory?
A CMMS for spare parts inventory serves as a centralized hub for managing maintenance-related stock efficiently. By automating processes and consolidating data, it aids in maintaining optimal stock levels, tracking usage and replenishment needs, and fostering effective supplier relationships. With features like barcode scanning, inventory categorization, and robust reporting capabilities, CMMS modules empower better decision-making and enhance maintenance operations’ efficiency.
