Spare parts inventory software
The right spare on the shelf when the machine stops, and a count you can trust.
MaintenanceIQ is spare parts inventory software for maintenance teams that keeps stock, reorder points and critical spares on the same record as the work orders and machines that use them. It helps your stores keeper keep counts accurate and your maintenance manager stop jobs from stalling on a missing part.
The problem
Many maintenance delays are really parts problems
The machine is down, the technician knows the fix, and the job stops. The stores register says there are two bearings. The shelf says none. Someone took them for another job last week and nobody wrote it down.
Your stores keeper is caught in the middle. Parts leave without a record, the same item exists under three names, and the count is only right on the day after a stock take. Your maintenance manager ends up buying in a hurry at a premium, or holding far more stock than the plant needs just to feel safe.
What fixes this is not a bigger store. It is a stock record that moves every time a part moves, linked to the job and the machine it went into.
What spare parts inventory software should do for your stores
Every stock movement in MaintenanceIQ is an issue, a receipt or an adjustment, and each one is recorded as a single atomic transaction. The on-hand count changes only when a movement is recorded, so the number on screen is the number the movements add up to.
Parts used on a job are logged against the work order, so consumption, cost and history all point to the same record.
- Issue, receive and adjust as atomic, audited transactions
- Reorder points on each part
- Critical spares flagged so they get attention first
- Spare to machine links, and parts consumed on work orders
A cleaner parts master
Most stock errors start with messy master data. MaintenanceIQ stops the mess at the point of entry.
One part number, one part
The same number cannot be created twice in a different case, so duplicates stop at the door.
How: Case-insensitive unique part numbers, with a guide to restore a retired part if its number clashes.
Did you mean that supplier?
Your team picks the existing supplier or unit instead of creating a new spelling of it.
How: Supplier and unit of measure as shared masters with fuzzy "did you mean?" matching as you type.
Retire without losing history
Obsolete parts leave the list, but every past issue and receipt stays on record.
How: Retire (soft delete) for parts that carry usage history.
Know which unit went where
Find the asset by number and record which serialized unit went into which machine.
How: Install into an asset with asset-number search and an optional serial number per unit.
Learn moreParts suggested at the breakdown
When a machine stops, your technician sees which parts were usually used on that kind of failure.
How: Breakdown triage hints, drawn from your own repair history.
Learn moreBring your list with you
Start from the parts list you already have.
How: CSV import and export for parts, plus a Parts dataset in the report builder.
Setting a reorder point for a critical bearing
Worked example (illustrative)
A drive-end bearing fits the HP-11 press (illustrative machine) and two others. It is flagged as a critical spare. Over recent months the plant has used about 1 bearing every 2 days, so 0.5 a day. The supplier takes 14 days to deliver. Your manager wants 3 extra in reserve for a bad week.
A common way to set the reorder point is usage during the lead time plus a safety margin.
| Step | Arithmetic | Result |
|---|---|---|
| Usage during lead time | 0.5 a day x 14 days | 7 bearings |
| Safety stock | Chosen by your manager | 3 bearings |
| Reorder point | 7 + 3 | 10 bearings |
| Days of cover with 12 on hand | 12 ÷ 0.5 a day | 24 days |
With the reorder point set to 10, the part shows as due for reorder once stock falls to 10. That covers the 7 bearings expected to be used during the 14 day lead time, with 3 left in reserve. Every bearing issued against a work order moves the count, so the flag is based on what actually left the shelf.
From stock counts to better stocking decisions
Accurate movements make the analytics worth reading. Spares optimization in reliability analytics shows days of cover for each part, flags stockout risk, overstock and dead stock, and suggests reorder points from your own usage. Your manager can see which parts tie up money without moving and which critical spares are running thin.
Parts used also feed maintenance cost analytics, which adds them to the charges recorded against each breakdown, by asset and by area, in your organization's currency.
Frequently asked questions
Are inventory movements auditable?
Yes. Issue, receive and adjust are atomic transactions, every write is in the audit log, and parts used on a job are logged against that work order.
Can I mark parts as critical spares?
Yes. Critical spares are flagged on the part record so the ones whose stockout would stop production get attention first.
Does MaintenanceIQ suggest reorder points?
Yes. Spares optimization suggests reorder points from your usage, alongside days of cover and flags for stockout risk, overstock and dead stock. You decide what to set.
Can I track serial numbers on spares?
Yes. When you install more than one unit of a part into an asset, you can record a serial number for each unit, and each one is tracked on its own.
Keep reading
Core CMMS
Parts, work orders, PMs, assets and calibration on one platform.
ReadSpares optimization
Days of cover, stockout risk and suggested reorder points from your usage.
ReadHow to set a reorder point
Lead time, usage and a buffer, in plain plant terms.
ReadReduce unplanned downtime
Where downtime really comes from, and the habits that cut it.
Read