If your inventory “system” looks like a grease-stained whiteboard full of crossed-out part numbers and cryptic notes only one tech can decipher - it's time for a reality check.
In a heavy-duty repair shop, managing parts inventory is a daily balancing act. On one side, stockouts grind your bays to a halt. On the other, overstock eats up cash and space, with parts aging into obsolescence before they’re ever used. Whether you run a five-person crew or manage a shop pulling in $10 million annually, poor inventory management is costing you - time, money, and your sanity.
This post is your no-nonsense guide to finding that sweet spot. We’ll cover:
Let’s dig in.
Think brake pads, filters, sensors - the parts you use constantly. These are your bread and butter, and if you run out of them, it’s not just a delay; it’s lost revenue and angry customers.
Real Talk: One shop manager put it best - "We stock brake pads for 5-year-old Freightliners like we stock coffee. Can’t run without ‘em."
Tip: If you use it weekly, stock it. With margin. Stockouts on these are job killers.
Now for the "just-in-case" parts: maybe a fuel pump for a 2006 Peterbilt or a niche module for an old city bus. These parts cost more, collect dust, and become outdated while tying up cash.
As one Redditor said: “That $2,000 part you’ve had for three years? It’s now worth $0 and six square feet of wasted shelf space.”
Better Strategy: Order rare parts as needed. Build strong supplier relationships so you can get them quickly, without needing to turn your stockroom into a parts museum.
These situations are all too common. In fact, a Fullbay industry survey found that shops had the parts they needed on hand only 25% of the time. That’s a lot of downtime - and lost trust.
Even experienced shop owners fall into these classic mistakes:
Hoarding Slow-Movers: Stocking rare or expensive parts “just in case” ties up money and shelf space for no return. Review usage regularly and purge anything that hasn’t moved in over a year.
Over-Ordering Cheap Parts: Buying 500 oil filters because they were on sale might seem smart - until they rot on the shelf. Set realistic min/max levels and stick to them.
No Tracking System: Without proper tracking, you’ll end up with duplicate orders, missing inventory, and techs hiding parts just to feel safe. Even a manual log is better than nothing - but software makes this seamless.
Annual-Only Audits: Waiting a full year to count parts is a recipe for chaos. Inventory errors compound fast. Instead, perform weekly cycle counts of high-movement items to stay on top of things.
Pro tip: A spreadsheet and check-in/check-out process is a solid start. But if you want to eliminate mistakes and guesswork, invest in software built for shops like yours.
You don’t need a business degree to get inventory right. These simple frameworks can make a huge difference:
Spend your effort managing A parts. Let the Cs take care of themselves.
Set a minimum quantity (your reorder point) and a maximum (your restock level). When inventory hits the minimum, place an order to bring it back up to the max.
Example: If you use 3 units/day, have a 5-day lead time, and want a 3-day buffer:
Reorder at 18 units (3×5 + 3).
This formula helps you find the most cost-efficient order quantity - balancing order costs and holding costs. Great for high-volume or high-value items.
Not a math person? No problem. Just remember: ordering too often wastes time and money, but over-ordering ties up cash.
Even the best-run shops hit supply snags. What separates the pros is how they respond.
Pro tip: Suppliers prioritize loyal customers. Treat them well, and you’ll get faster help when you’re in a bind.
Don’t rely on just one supplier. Keep local dealers, online catalogs (like Pinnacle Truck Parts), and aftermarket alternatives in your back pocket. In emergencies, you might even borrow from your own fleet - just be transparent with customers.
Always track shipments and know your ETAs. If your inventory system shows this in real time, even better. Techs and service writers can plan jobs around delivery dates instead of sitting idle.
Let’s get down to what matters: ROI.
Every minute a truck is waiting on a part is money lost. Every part that sits unused is money wasted. Fixing this isn’t just operational - it’s strategic.
Inventory software (like ShopView) takes the guesswork out of your process. Here’s what it brings to the table:
Imagine this: You’re at home. A tech texts about a part. You log in from your phone, see it’s in stock, and reserve it - job saved, customer happy.
ShopView doesn’t just manage parts - it integrates with your full workflow, from quotes to billing. Less paper, fewer missed steps, more wrench time.
You don’t have to be a supply chain wizard to run a tight inventory. Start small:
In the end, it’s simple:
More wrench time. Less wait time. Better bottom line.
So ditch the guesswork, clean up the stockroom, and give your team the tools to move faster and smarter. You’ll never look at that whiteboard the same way again.
Want to see how ShopView helps real shops reduce stockouts and improve turnarounds? Schedule a demo and take control of your inventory today.