How to Stop Stockouts and Cut the Clutter in Your Parts Room

The Real Cost of Getting Inventory Wrong

Running a heavy-duty truck repair shop means constantly walking a tightrope: keep enough parts to finish jobs quickly, but don't drown in dead stock. It's a challenge most shop owners know too well. You either:

• Run out of something crucial and leave a truck stranded in the bay for days, or
• Tie up thousands of dollars in parts that just sit there collecting dust.

Neither outcome is good. And the frustrating part? Most of this pain is avoidable —if you have the right system in place.

In this guide, we'll break down how modern inventory practices — powered by real-time tracking, usage history, and smart automation — can eliminate stockouts, reduce dead inventory, and put cash back in your pocket.

What Stockouts Really Cost You

Every time a technician walks to the parts room and the shelf is empty, your shop loses money. Here's how:

• Wasted Tech Hours: A tech waiting on a part isn't billing labor. If your shop bills $100/hr and a tech sits idle for 2 hours, that's $200 in lost revenue — per occurrence.
• Extended Downtime for the Customer: Fleets don't just feel the sting of repair delays — they track them. Downtime costs range from $448–$760 per day per truck. Miss an SLA, and you may lose the account.
• Rush Shipping Fees: Ordering emergency parts overnight? Shipping costs eat into margin fast. What could've been a $12 filter becomes $45 when you need itnow.
• Reputation Damage: Delays frustrate customers. Poor follow-through erodes trust. One bad experience and your shop's name goes from "reliable" to "risky."

Stockouts hurt. Every time.

The Hidden Problem: Overstock

Ironically, the knee-jerk response to stockouts often makes things worse. Shop owners overbuy to "be safe" — and suddenly, shelves are stacked with parts that don't move.

Industry data suggests thatcarrying costs run 20–30% of inventory value per year. That means sitting on $50,000 of slow-moving inventory could quietly cost you $10,000–$15,000 annually in storage, shrinkage, and tied-up capital.

Dead inventory problems include:

• Obsolete parts you can't return or sell
• Shelf space consumed that could hold faster-moving items
• Cash locked up that could be invested elsewhere

This isn't about stocking less — it's about stockingsmarter.

The Fix: Real-Time Inventory Visibility

You can't manage what you can't see. That's the core problem with paper systems, spreadsheets, or outdated software: they're always one step behind.

Modern shop management platforms likeShopView offer real-time inventory tracking that gives you:

• Live stock counts across all parts, all locations
• Automatic deductions when parts are added to a work order
• Instant alerts when stock hits a minimum threshold
• Usage history so you know which parts move and which sit

When you can trust your inventory data, you make smarter decisions — fewer emergency orders, less waste, faster repairs.

Automate Reordering With Min/Max Thresholds

Here's where real ROI kicks in:automated reorder points.

Set a minimum quantity for your fast-moving parts (e.g., air filters, DEF fluid, brake pads). When inventory dips below that level, the system triggers an alert — or even generates a PO directly.

No more relying on someone to "notice" a shelf is empty. No more emergency calls to the supplier at 4:45 PM.

ShopView makes this easy with built-in min/max rules. You define the part, the threshold, and who gets notified. From there, the system handles the rest.

Track Usage History to Predict Demand

Smart inventory isn't just about counting — it's aboutforecasting.

Look back at your last 6 months:

• Which parts moved fastest?
• What parts were overstocked and barely touched?
• Are there seasonal trends (e.g., coolant in summer, batteries in winter)?

Your shop software should help answer these questions. If it can't, you're guessing.

Usage data lets you:

• Right-size your stock for actual demand
• Cut what's not moving
• Adjust for upcoming busy seasons before they hit

Better Vendor Relationships = Better Margins

When you have accurate data, you have leverage. Use it to:

• Negotiate volume discounts with clear purchase history
• Consolidate vendors for faster, cheaper logistics
• Return slow-moving stock before it expires

Suppliers respect shops that order smart. You'll get better pricing, priority fulfillment, and fewer headaches.

Practical Steps You Can Take This Week

1. Audit Your Current Inventory

Walk the parts room. What's dusty? What's expired? Flag anything that hasn't moved in 6+ months.

2. Define Your Fast, Medium, and Slow Movers

Use an ABC classification:

• A: Fast movers, reorder often (filters, fluids)
• B: Moderate turnover (brakes, belts)
• C: Slow movers, consider just-in-time ordering

3. Set Up Alerts and Automation

If you're on ShopView or similar software, set up alerts for your top 20 most-used parts. These are the ones youcannot afford to run out of.

4. Review Monthly

Set a recurring calendar reminder to review your inventory metrics. What changed? What needs adjusting?

ShopView: Built for Heavy-Duty Inventory Control

ShopView was built specifically for diesel, fleet, and trailer repair shops. That means:

• Real-time inventory synced with work orders
• Smart alerts and reorder triggers
• Reporting tools to spot waste fast
• Cloud-based access from anywhere — even mobile units

If you're tired of guessing and want a system that actually works, it's worth a look.

Conclusion: Stock Smarter, Not Harder

Inventory shouldn't be a guessing game. With the right approach — and the right tools — you can:

• Eliminate stockouts that kill productivity
• Cut overstock that drains your cash
• Spend less time chasing parts and more time finishing jobs

The best shops don't carry more. They carryright.

Ready to take control of your inventory?Book a demo with ShopView and see how real-time tracking can change how you run your shop.