Capacitors, filters, membranes, gas cylinders, cameras, adaptors: every service business carries parts, and most lose money on parts used but never billed. A spare parts stock register format that records every receipt and every issue against a job closes that leak. Download the CSV below.
Spare parts stock register format: columns
- Date
- Part name and code (one code per part, used everywhere)
- Opening balance
- Received: quantity, supplier, bill number
- Issued: quantity, job number, technician
- Returned (unused parts back from site)
- Closing balance
- Reorder level and remarks
Rules that make the register honest
- No part leaves the store without a job number.
- Van stock is "issued to technician" and settled weekly against jobs done.
- Faulty parts removed from site come back and are logged, especially under warranty.
- Physical count every month; investigate every difference.
Set reorder levels
For each fast-moving part, note how many you use in a typical week and how many days the supplier takes. Reorder when the balance covers only that lead time plus a small buffer. Raise levels before your peak season (summer for AC, monsoon for pest control).
Parts and billing
Every part issued should end up on an invoice or be marked as covered by a comprehensive AMC. Compare parts issued with parts billed each month; the gap is your leak.
Stock and jobs in one system
ServicePilot's inventory holds products and vendors, purchase orders and goods receipts, and records parts used on each job, so stock, jobs and invoices agree. See the technician daily report format for parts used per day.
