Best Spare Parts & Inventory Management Software
We tested and reviewed the best systems for manufacturers and maintenance and repair organizations. We based our rankings on features like real-time inventory tracking, automated reordering, and multi-location management to help you reduce stockouts and optimize inventory distribution.
- Simple interface
- iOS and Android apps
- Wide variety of add-ons
- Has a forever-free version
- Very easy to create and add new items
- Mobile accessibility
- Offline mode with work order syncing capabilities
- Customizable KPIs
- Strong international support: multi-currency, multilingual, multi-location, etc
Using our review methodology, we’ve evaluated the best spare parts and inventory management on the market with our top picks, including Zoho Inventory, Fiix CMMS, and eMaint.
- Zoho Inventory: Best Procurement Tools
- Fiix CMMS: Best Preventative Maintenance Tools
- eMaint CMMS: Best for Manufacturers
- Acctivate: Best for QuickBooks Users
- UpKeep: Most User-Friendly Pick
- FMX: Strong Facility Management
- Sortly: Great Asset Tracking
- Fishbowl Inventory: Most Customizable Pick
Zoho Inventory - Best Procurement Tools
Zoho Inventory offers advanced procurement management and replenishment features that streamline acquiring spare parts and other inventory. These tools integrate with Zoho Inventory’s system modules, such as sales, inventory, and accounting.
The system maintains optimal stock levels by automating the ordering process. When stock items reach predefined reorder points, it automatically generates purchase orders and sends them to designated suppliers, reducing the risk of stockouts and production delays. It can also place orders for multiple items simultaneously, streamlining the procurement process and allowing you to save time and reduce manual errors.
The system easily creates and manages purchase orders, monitors their status, and receives notifications about supplier confirmations. This level of organization not only enhances communication with suppliers but also maintains detailed records of supplier information, including contact information, payment terms, and order history.
Fiix CMMS - Best Preventative Maintenance Tools
Fiix CMMS offers strong preventative maintenance tools that establish a framework for proactive maintenance management. In Fiix CMMS, you can set up schedules based on manufacturer recommendations, historical data, or usage patterns. The system will automatically generate work orders and send alerts to maintenance personnel, detailing what needs to be done and when.
As tasks are completed, your staff can log the work done, update inventory levels if parts were used, and provide feedback on equipment performance in the system. This data collection allows for reporting and trend analysis to inform future maintenance decisions.
eMaint CMMS - Best for Manufacturers
eMaint CMMS is best for manufacturers because it offers tools to track assets, implement preventive maintenance, and optimize inventory. This makes it a valuable asset for manufacturers aiming to minimize costs related to parts management. eMaint’s proprietary sensors add an extra layer of functionality, beneficial for larger businesses in the manufacturing sector.
The user-friendly interface is accessible to maintenance managers and teams, allowing them to visualize maintenance asset location data on floor plans, schematics, or site maps. Customization options make eMaint an ideal choice for mid-market and enterprise-level organizations seeking efficient spare parts management and overall maintenance optimization.
Acctivate - Best for QuickBooks Users
Acctivate is designed for growing distributors, manufacturers, and online retailers using QuickBooks. In fact, Acctivate’s integration with QuickBooks Desktop is a significant advantage, ensuring seamless financial reporting and inventory accuracy.
Acctivate offers a wealth of features and add-ons that can be tailored to meet the specific needs of businesses looking to optimize spare parts management. Features such as mobile warehouse management, barcoding, traceability, and order fulfillment make it possible to efficiently manage spare parts inventory.
UpKeep - Most User-Friendly Pick
Why we chose it: UpKeep is a CMMS which offers a user-friendly interface for managing spare parts. With a mobile app that offers real-time work requests, preventive maintenance scheduling, and QR code functionality, UpKeep is well-suited for organizations aiming to streamline maintenance processes.
A key feature for parts management is streamlined communication with maintenance technicians. UpKeep provides companies that require real-time access to work orders a way to coordinate maintenance activities across multiple locations. The software’s compatibility with both iOS and Android devices ensures flexibility and accessibility for all team members. Additionally, the incorporation of QR codes for asset tracking simplifies maintenance check-ins and updates on-site, enhancing efficiency.
FMX - Strong Facility Management
Why we chose it: FMX offers a compelling choice for businesses seeking spare parts management software within a facility management context. It provides a comprehensive solution for facilities managers, particularly in industries like manufacturing, property management, education, and more. The software’s low stock alerts, incoming shipment notifications, and custom alerts are valuable tools for ensuring timely reordering of supplies and monitoring inventory expirations.
One of FMX’s notable features is its ability to track inventory and equipment histories, making it an ideal choice for businesses looking to manage spare parts efficiently. All this makes FMX an attractive solution for businesses seeking efficient spare parts management within the broader context of facility management.
Sortly - Great Asset Tracking
Sortly is a cloud-based inventory management software particularly well-suited for tracking assets such as tools, machinery, equipment, and vehicles. Its intuitive interface and features for customizing tags, generating QR codes and barcodes, and labeling items make it easy for users to get started with inventory management.
Sortly is especially recommended for small businesses and startups seeking straightforward inventory management solutions.
Fishbowl Inventory - Most Customizable Pick
Fishbowl Inventory is highly customizable, allowing users to tailor interfaces to make navigating and managing spare parts inventory easier. It also provides custom reports to analyze seasonal demand or supplier performance. Its user-defined fields and data entry forms cater to the specific information needs of different spare parts, improving tracking accuracy.
What is Spare Parts Inventory Management Software?
Spare parts inventory management software, sometimes shortened to just parts management systems, provides real-time tracking of spare parts used by your business. By maintaining accurate stock levels and Bill of Materials for vital assets, these inventory tracking systems are often necessary for preventive maintenance management practices.
You may need spare parts for:
- Product assembly
- Vehicle repair and maintenance
- Machine and equipment repairs
Whether your spare parts are for a warehouse or an auto repair garage, software can make it easier to optimize your inventory levels.
How to Select the Best Spare Parts Management Software
Prioritize spare parts inventory management software that streamlines inventory management and supports maintenance activities. Look for features like these:
Inventory Management
- Real-Time Inventory Tracking: Ability to track parts in real-time to avoid overstocking or stockouts.
- Barcoding and RFID Integration: For quick scanning and identification of parts.
- Multi-location Management: If you have multiple storage locations, the software should manage inventory across all these sites effectively.
Order Management
- Automated Reordering: Feature for setting reorder points that automatically trigger purchase orders.
- Supplier Management: Tools to manage supplier information, order history, and performance.
Parts Cataloguing
- Detailed Parts Database: A comprehensive database with detailed information about each part, such as part numbers, descriptions, specifications, and images.
- Search Functionality: Easy search options to quickly find parts based on various criteria.
Maintenance Scheduling and Tracking
- Preventive Maintenance Scheduling: Schedule and track regular maintenance activities to prevent equipment breakdown.
- Maintenance History Records: Maintain records of all maintenance activities performed, including parts used.
Reporting and Analytics
- Customizable Reports: Generate reports for inventory levels, order history, maintenance schedules, etc.
- Analytics Tools: Analyze data for trends and insights to make informed decisions about inventory levels, procurement, and maintenance.
Integration Capabilities
- ERP and CRM Integration: Seamless integration with existing ERP (Enterprise Resource Planning) and CRM (Customer Relationship Management) systems.
- Accounting Software Compatibility: Ability to integrate with accounting software for accurate financial tracking.
Mobile Accessibility
Mobile app or mobile-friendly interface for accessing the system remotely.
User-Friendly Interface
- Intuitive Design: Easy-to-navigate interface that reduces the learning curve for new users.
- Customizable Dashboard: Personalize the dashboard to highlight key metrics and data.
Workflow Automation
Streamline common processes like order approvals, returns, and maintenance requests.
Compliance and Auditing:
- Audit Trails: Keep records of all transactions and changes for auditing purposes.
- Compliance Management: Ensure that the management of parts complies with industry regulations and standards.
Key Features
- Parts profile: Store information on a part’s manufacturer, make, model, style, and other identifying features for future reference; record the part’s current location, minimum/maximum unit price, and available vendors
- Stock count tracking: Provides a record of the on-hand units for each SKU and helps maintain accurate stock levels through automated cycle counts
- Minimum stock quantities: Set an alert to automatically reorder when stock levels reach a predetermined minimum to avoid running low on parts; send email or push notifications when stock is low
- Inventory costing: Establish the cost value of assets for profitability tracking and tax accounting; potential cost methods include: FIFO, LIFO, and more
- Inventory receipts and tickets: Use receipts for inbound stock and ticketing for marking outbound parts
- Purchase orders and requests: Build a database with all your purchase orders
- Vendor tracking: Keep up-to-date records on vendors and suppliers of your business, along with their pricing data, to know who to contact for specific parts
- Work order records: Create a trackable document identifying what parts are needed for work that needs to be done from a Bill of Materials (BOM) and what parts are currently in stock
- Location tracking: Automate picking, packing, and shipping tasks related to inventory items by keeping real-time records on stock locations; Improve inventory loss prevention by keeping tabs on the movement of individual units
- Serial number, lot number, barcode, and RFID tracking: Identify particular units and track them using the preferred method of your facility, whether it’s scanning printed barcodes, QR codes, or using Radio Frequency Identification (RFID) readers to send radio waves and interpret the corresponding frequencies into inventory data
- Reporting: Use historical data on stock levels and usage rates to better inform your future decision-making when it comes to reordering spare parts
Top Benefits
Implementing software to manage your inventory can make your job easier in a lot of ways:
Real-Time Inventory Updates
Right now, you might be relying on Excel spreadsheets to track inventory. You might even have a physical checklist on a clipboard showing inventory levels. You deserve a better system, one capable of optimizing your asset management system.
Spare parts management software can do that, using real-time tracking tools such as custom QR codes and barcodes to count stock, set reorder points, and prevent overstock.
Along with real-time location data, you can look at the past of your assets as well. Movement histories can create a trail of how batches or individual parts move through your facility. This information can indicate exactly where each item should be and, more importantly, who was last in control of the missing parts.
Stay Ahead on Preventive Maintenance
Preventive maintenance can lead to a lot of cost savings for your business by reducing the likelihood of complete equipment breakdowns or extended downtime from waiting for replacement parts to arrive. Combined with parts management, you can streamline your maintenance operations by knowing exactly which assets are on hand and which ones are needed according to a bill of materials.
Knowing which spare parts you have in stock can allow your maintenance team to plan out their next repairs without running low on supplies. For example, a factory can use real-time inventory counts to see if anything is overstocked, and then begin using those excess spare parts to make preventative maintenance repairs.
Additionally, spare parts management systems can be paired with computerized maintenance management software (CMMS) to streamline your maintenance department’s repair schedule of machinery and equipment.
Reduce Loss and Duplicates
Parts loss can happen for a variety of reasons. A piece might break and get thrown out without the system being updated. Employee theft can account for loss as well. Sometimes a part simply gets misplaced.
With a spare parts inventory control system, you can minimize theft and loss by increasing visibility of real-time stock counts to see exactly when parts go missing in the system.
Have you ever ordered an out-of-stock part only to find you still have a few units on hand? The cost of these duplicate reorders can add up, leaving you with extra stock and less storage space. And historical data gathered by cycle counts can reveal when certain assets tend to sell the most, allowing you to plan ahead.
Trends in Spare Part Inventory Management
Parts inventory management has had many changes over the years. From handwritten notes to Excel spreadsheets, businesses of all sizes are always seeking ways to better track inventory. One recent advancement is the inclusion of mobile apps into inventory management systems.
Apps can be used on multiple mobile devices for increased freedom while tracking inventory. For instance, most warehouses rely on third-party hardware, such as handheld scanners or barcode readers, to scan items into the system. These pieces of hardware can be costly and require replacement every few years to stay up-to-date. With mobile apps, a warehouse manager with an iOS or Android smartphone can simply use their own phone to track inventory.
Price Guide
The price of spare parts management software can vary significantly:
- Low Range: $2,000 to $5,000 per year
- Mid Range: $10,000 to $30,000 per year
- High Range: $30,000 to $60,000 per year
The total cost depends on factors like:
- Number of users
- Deployment method (on-premise or cloud-based)
- Number of warehouses or facilities
- Level of inventory being tracked (total SKUs)
- Any hardware installation or training
Free spare parts inventory management software is available, though with limited functionality. Integrations with WMS, CMMS, and ERP software can further increase the cost.
Some warehouse management applications include software for inventory management. However, these full systems are more expensive than standalone parts management solutions and may not fit your budget. If you only need a more efficient way to track inventory, spare parts management software is your best option for affordability and ease of use.
