Spare parts inventory for garages: a simple system

Spare parts are where many garages quietly lose money: a filter used and never billed, a part re-ordered that was already on the shelf, or a job delayed because the last brake pads went out yesterday. A simple inventory system fixes most of this. Here is how to set one up.

1. Decide what to track

You don't need to track every washer. Start with the parts you use often and the parts that are expensive: oil and filters, brake pads and discs, batteries, belts, bulbs, wiper blades, AC gas and common sensors. Parts you order once for a specific car can be added to the job as a one-off, without keeping them in stock.

2. Record the right details for each part

• Name and SKU / part number, so everyone uses the same item
• Category (oils, brakes, electrical…) to find parts quickly
• Cost price and selling price — so you know your margin on every part
• Quantity on hand and the unit (piece, litre, set)
• Reorder level: the quantity at which you should buy more
• Supplier name, contact and the supplier's part number

In Oman, prices go to three decimals (baisa). Your system should handle 2.750 OMR, not round it to 2.75 or 3.

3. Take parts out of stock on the job, not later

The most common mistake is updating stock "at the end of the day". It never happens on a busy day. The part should come out of stock the moment it is added to the customer's job — that way the stock count is right and the part is on the bill.

4. Use reorder levels instead of memory

Set a reorder level for each fast-moving part. When stock drops to that level, the part should show up as low stock so you can order before you run out. For garages far from the big suppliers, set reorder levels a little higher to cover delivery time.

5. Count once a month

Once a month, count the fast-moving parts and correct the system where it's different (damaged items, returns, mistakes). Big differences tell you where parts are leaking.

How inventory works in Autopilot MS

In Autopilot MS, the Inventory module holds your parts with SKU, category, cost and selling price (to the baisa), quantity, unit, reorder level and supplier details. When you add a part from stock to a job, the quantity is taken out of stock automatically and the part's price goes onto the quotation. If there isn't enough stock, the system tells you before you promise the job. Low-stock parts appear on the dashboard and can be filtered in the inventory list, and you can adjust stock after a count. Parts you don't keep in stock can be added to a job as custom items. Inventory is included from the Starter plan (15 OMR/month).

Related: garage job card template · garage invoicing & VAT in Oman.