The parts catalog
- Each part with its SKU, type, family, unit and photo.
- Manufacturer, model, warranty period and unit price.
- QR labels printed for parts.
Spare parts inventory management software for stores, vans and jobs
Know what is in every store and every technician's van, take parts off stock as jobs use them, and get alerts before you run out.
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FieldEx is a field service and asset management (FSM+CMMS) application. As spare parts inventory management software, it tracks stock in every store, zone and technician's van. It deducts parts used on each job and alerts the right team at reorder points. It logs every movement with who made it.
Stock by store, zone and technician, in one view.
Parts used on jobs taken off stock as they are recorded.
Alerts at reorder and low-stock levels.
What FieldEx does as spare parts inventory management software
FieldEx keeps one parts catalog and a current count for every store, zone and technician.
You know where each part is before a job needs it. Every movement is logged with the quantities before and after.
Stores and zones
- Stores organized by location, zone and storage location.
- Each storage location with its own barcode.
- A team responsible for each zone.
Technician stock
- Each technician's own stock, such as the van, tracked like a store.
- Parts on a job taken from the technician's stock.
Stock levels and alerts
- Reorder and low-stock levels set per storage location.
- Alerts in the app and by email when a level is reached.
Transfers
- Parts and assets moved between stores, technicians and sites.
- Transfers approved by the team responsible.
- Many pending transfers approved at once.
Requests and consignments
- Requests for parts or assets, approved in up to several levels.
- Consignment notes for stock sent to another store.
- A PDF for each request or consignment note.
Parts on jobs
- Parts added to a job from the list, by barcode or from own stock.
- Quantities and prices on the completion report.
Movement history
- Every adjustment, use, transfer and removal logged.
- Quantity before and after, with who and when.
- Stock levels and transfers in reports.
Stock in the app
- Transfers created on the phone, with barcode scanning.
- Stock counts adjusted from the app.
- A technician's own stock and a part's location checked on the phone.
Where is the part? Stock by store, zone and van
Search any part and FieldEx shows how many are in each store, zone, storage location and technician's van.
When a part is needed urgently, the question is not whether the business owns one, but where the nearest one is. A count held in one spreadsheet per store can't answer that.
In FieldEx, stock sits in a structure you set up once: locations, zones within them, and storage locations within those. Each technician can also hold their own stock, tracked the same way. An availability search finds a part by type, family or store. It can also search by zone, storage location or technician.
That lets a coordinator send the part from the nearest store, or send the technician who already carries it. On a breakdown with a contract response time, that choice often decides whether the fault is fixed on the first visit.
Parts used on each job, taken off stock as they're recorded
When a technician records a part on a job, FieldEx takes it off the stock it came from and puts it on the completion report.
In FieldEx, a technician adds parts to the job from the parts list, by scanning a barcode, or from their own stock. The quantity comes off the storage location it was taken from, and the job's report shows each part with its quantity and price.
The part also appears in the asset's history, so you can see what each machine has used over its life.
Reorder points and low-stock alerts for each store
Set reorder and low-stock levels for each storage location, and FieldEx alerts the responsible team when stock reaches them.
Levels are set per location. A busy central store and a small van can each have the right buffer for the way they are used. Each person chooses whether their alerts arrive in the app, by email or both.
In FieldEx, each storage location can have its own reorder level and low-stock level for each part. When stock falls to either level, the team responsible for that zone is alerted in the app and by email, according to each person's settings.
Moving stock between stores, vans and sites
Transfers move parts and assets between stores, technicians and sites, with approval from the team responsible for the stock.
Surplus in one store and a shortage in another is a common reason for over-ordering. Moving stock by phone call or message leaves no record of where it went.
In FieldEx, a transfer names what is moving, from where and to where. It can go to a storage location, another store, or a technician. The team responsible for the stock approves it, and approvers can clear many pending transfers at once. Once approved, the movement is logged with quantities before and after.
Technicians can start transfers from the phone, scanning parts and storage locations instead of typing codes.
Stock counts that keep the books and the shelves in line
Adjust stock in or out with a note, and every change is logged with the old and new quantity, who made it and when.
Many teams count stock monthly to keep the books and the shelves in line. In FieldEx, a count is entered as an adjustment: quantity in, quantity out and a note, for any storage location. Adjustments can be made on the web or from the phone.
The movement history then shows every adjustment, use, transfer and removal. Each entry has the quantity before and after and the person who made it. You can see why the shelf and the system differ.
Removed and returned parts, logged as they move
Parts taken out of service can be moved back to a store or removed from stock, and each movement stays in the log.
That gives your environmental officer a dated trail of what came back from site, alongside your own waste records.
In FieldEx, a part or asset taken off site can be transferred back to a returns store, or removed from stock with a note. The log shows when it moved, from where and by whom.
Parts requests and consignments with approvals
Requests and consignment notes let the office ask for stock, or send it, with the right people approving before anything moves.
Larger teams need a step before a transfer: someone asks for stock, a manager agrees, and only then does the store send it.
In FieldEx, a request names the parts or assets needed and the store they should go to. It passes through one or more levels of approval. A consignment note does the same for stock sent out. Requesters are notified at each approval or rejection. Once approved, the transfer can be started from the record.
Each request and consignment note can be produced as a PDF.
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Barcodes on parts and storage locations
Print QR labels for parts, scan storage locations, and technicians move and record stock without typing codes.
Typing part numbers on a phone in a dim store room is slow and invites mistakes.
In FieldEx, parts can have QR labels printed in a choice of sizes and page layouts, and every storage location has its own barcode. Technicians scan them in the app when they add a part to a job or create a transfer.
The same labels help in a stock count: scan the location, check what the system says should be there, and adjust.
Every part used on every asset, on one record
Parts used on jobs are listed on each asset, so you can see what a machine has used and how often.
Records of what went into equipment, such as refrigerant or filters, are often needed years later. In FieldEx, the asset record has a spare parts list built from its jobs: which parts were used, how many and when. Asset records keep their full job history, so those parts can still be traced years later.
A part that keeps appearing on the same machine is often the first sign of a deeper fault.
The asset, the job and the stock movement all record the same part. So a storekeeper, a planner and an auditor see one consistent answer about where it went.
What each person gets from FieldEx stock control
Storekeepers see every movement, technicians know what they carry, and managers spot surplus and shortages before ordering.
Storekeeper
Stock by storage location, with every movement logged.
Technician
Their own stock on the phone, and parts recorded on each job.
Coordinator
Where the nearest part is before sending someone.
Zone team
Alerts at reorder and low-stock levels, and transfers to approve.
Operations manager
Requests and consignments approved before stock moves.
Finance
Parts with quantities and prices on every job report.
Stock that field jobs and maintenance plans draw on
FieldEx is field service management and a CMMS in one system, so the parts on every job, planned or reactive, come from the same stock.
When inventory sits in a separate tool, parts used in the field are entered twice or not at all. In FieldEx, maintenance templates can bring their usual parts list with them, technicians record what they actually used, and stock and asset history update together.
Reports show stock levels and transfer history alongside the jobs that used the parts.
See how parts connect to Work Order Management, Asset Management and Preventive Maintenance. They also link to the Mobile App and Reports and Insights. Or read what to look for in CMMS Software.
TapEffect: stock levels at every site, seen from head office
TapEffect (piped water systems, Cambodia) had satellite sites each managing their inventory on their own. With FieldEx, central management monitors stock levels at each site and moves equipment between them, and TapEffect reports a 25% increase in inventory management efficiency.
Read the TapEffect Story
Coffex: stock movements traced from store to job
Coffex Coffee Malaysia, an Australian coffee roaster with a high-capacity roastery in Malaysia, relied on paperwork and manual work orders as it scaled.
With FieldEx, planners monitor stock levels with alerts for low inventory. Stock movements are traceable through transfers and collection logs. Automated alerts help prevent both stock-outs and overstocking.
Read the Coffex Story
Questions storekeepers and service managers ask about parts in FieldEx
What is the best software for parts inventory management in a service team?
The best fit counts stock where it really is, including in vans, and deducts it as jobs use it.
FieldEx tracks parts in every store, zone and technician's van, and takes them off stock when they are recorded on jobs. It alerts the responsible team at reorder and low-stock levels, and logs every movement. Because it is also field service software, stock and jobs share one system.
Can FieldEx track the stock in each technician's van?
Yes. Each technician can hold their own stock, tracked like a store, and parts they record on a job come off it.
Are parts taken off stock when they're used on a job?
Yes. When a technician records a part on a job, the quantity comes off the storage location it was taken from. The part appears on the completion report with its quantity and price.
Can FieldEx alert us when stock is low?
Yes. Set reorder and low-stock levels per storage location, and the responsible team is alerted in the app and by email when stock reaches them.
Can we see where a part is right now?
Yes. An availability search shows how many of a part are in each store, zone, storage location and technician's stock.
Can we move stock between stores and technicians?
Yes. Transfers move parts and assets between storage locations, stores and technicians, with approval from the team responsible. Technicians can create transfers on the phone.
Do stock movements need approval?
Yes. The team responsible for the stock approves transfers. Requests and consignment notes can pass through several levels of approval.
Does FieldEx keep a history of stock movements?
Yes. Every adjustment, use, transfer and removal is logged with the quantity before and after, the person and the time.
Can technicians scan barcodes for parts?
Yes. Parts can have QR labels and every storage location has a barcode, so technicians scan instead of typing when they record parts or create transfers.
Can we count stock and correct the numbers?
Yes. Enter a count as an adjustment, with quantity in, quantity out and a note, on the web or from the phone.
Can we see which parts each asset has used?
Yes. Each asset record lists the parts used on its jobs, with quantities and dates.
Can job templates include the usual parts?
Yes. Job templates can bring a parts list with them, and technicians record the parts they actually used.
Can a part carry a warranty period?
Yes. Each part in the catalog can hold its warranty period in months, alongside its manufacturer, model and unit price. The details are at hand when a part fails early.
Can a parts request be printed?
Yes. Each parts request and consignment note can be produced as a PDF, showing the items, the stores involved and the approvals.
In FieldEx, your parts list and stock levels can be uploaded once, store by store and van by van. After that, every job keeps the count current, so the next stock take starts close to the truth.
How long does it take to set up spare parts and inventory in FieldEx?
There's no setup fee. Customers, sites, assets and past jobs can be uploaded, and so can the parts catalog and stock levels. FieldEx helps with setup, and training is included. See Setup and Training.
You can also set FieldEx up yourself with guides, videos and the in-app AI assistant, which answers questions as you go.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
