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Parts catalog

The All Items tab in your inventory dashboard is your centralized directory of every part, supply, and material your field teams use. Each entry includes a name, SKU, cost, sell price, category, and minimum stock level. When technicians use parts on jobs, the system pulls from this catalog to track usage and generate accurate invoices.

Enterprise feature

The parts catalog is available exclusively on the Enterprise plan. Compare plans to learn more.

Why a centralized catalog matters

  • Consistent pricing — every technician quotes the same price for the same part.
  • Accurate invoicing — parts used on jobs flow directly into invoice line items.
  • Stock tracking — the catalog connects to warehouse and van stock quantities.
  • Reorder planning — minimum stock levels trigger low stock alerts before you run out.

Adding a part

  1. Go to Inventory in the sidebar and open the All Items tab.
  2. Click Add Part.
  3. Fill in the part details.
  4. Click Save.
Field Description Required
Part name A clear, descriptive name (e.g., "1/2″ Copper Elbow") Yes
SKU Unique stock-keeping unit code for this part Yes
Description Additional detail about the part, specifications, or usage notes No
Category The category this part belongs to (see below) Yes
Unit cost What you pay to purchase this part from your supplier Yes
Sell price What you charge customers when this part is used on a job Yes
Minimum stock level The threshold that triggers a low stock alert No
Supplier The preferred supplier for reordering (linked from your supplier directory) No

Set a sell price above unit cost

Your sell price should reflect your desired parts markup. The system uses the sell price when generating invoice line items for parts used on jobs.

Part categories

Categories help you organize your catalog so technicians and dispatchers can find parts quickly. Common categories include:

  • Electrical — breakers, wires, switches, outlets
  • Plumbing — pipes, fittings, valves, seals
  • HVAC — filters, coils, refrigerant, thermostats
  • General supplies — fasteners, tape, adhesives, safety gear
  • Equipment — tools, meters, test equipment

You can create custom categories that match your business. To manage categories:

  1. Go to Inventory and open the All Items tab.
  2. Click the Categories tab.
  3. Click Add Category, enter a name, and save.

Editing a part

  1. Open the Parts Catalog and find the part you want to update.
  2. Click the part row to open its details.
  3. Click Edit.
  4. Update any fields — name, pricing, category, minimum stock level, or description.
  5. Click Save.

Price changes apply going forward

Updating a part's sell price affects future jobs only. Existing invoices retain the price that was in effect when the invoice was generated.

Searching and filtering the catalog

The parts catalog includes a search bar and filter controls at the top of the page.

Filter What it does
Search Matches against part name, SKU, or description
Category Show only parts in a specific category
Low stock Show only parts that are below their minimum stock threshold
Supplier Show only parts linked to a specific supplier

Use SKUs for fast lookups

Train your team to search by SKU when they know the exact part number. SKU searches are the fastest way to locate a specific item.

Linking parts to jobs

When a technician uses a part on a job, it is recorded against that job for cost tracking and invoicing.

  1. Open a job's detail page.
  2. Navigate to the Parts tab.
  3. Click Add Part.
  4. Search for the part by name or SKU.
  5. Enter the quantity used.
  6. Save.

The part quantity is deducted from the technician's van stock (or the selected warehouse) and recorded as a line item on the job.

Deleting a part

You can remove a part from the catalog if it is no longer stocked. Deleting a part does not affect historical records — past job usage and invoices retain the part information.

  1. Open the part details page.
  2. Click Delete.
  3. Confirm the action.

Check stock first

Before deleting a part, ensure all remaining stock has been consumed, transferred, or written off. The system warns you if the part still has stock in any location.

Frequently asked questions

Can two parts have the same SKU?

No. Each SKU must be unique across your catalog. The system prevents duplicate SKU entries.

Can I import parts in bulk?

Yes. You can use the bulk import feature to upload parts via a CSV file. See reports & audits for details on import/export.

Does changing a category affect existing parts?

Renaming a category updates the label everywhere. Deleting a category requires you to reassign parts to another category first.

How do minimum stock levels work?

When the total quantity of a part across all locations drops below its minimum stock level, the system generates a low stock alert.