With decades of experience helping businesses with their digital transformation, we’ve created this guide to help narrow down the best spare parts management software options.
Written by Last updated on January 25th, 2024 Editor’s Rating: Best OverallThe best spare parts management software uses real-time tracking to improve inventory and maintenance management. Using our review methodology, we’ve evaluated these top picks based on factors like performance, value for money, and core features, like reporting and stock count tracking.
Why we chose it: Fiix CMMS is our best overall choice for its comprehensive features. Its deep feature set allows organizations to efficiently manage their maintenance operations, from tracking maintenance tasks to creating work orders and generating reports. This functionality ensures that businesses stay organized and streamline their maintenance processes, ultimately reducing equipment downtime and extending asset lifespans.
Customizable reporting options and preventive maintenance scheduling capabilities add to its appeal, helping organizations track their performance and proactively prevent equipment breakdowns. Large teams will especially benefit from Fiix’s asset management capabilities.
Best Overall: What We Like Has a forever-free version Very easy to create and add new items Mobile accessibility What We Don’t Like Difficult search functionality Learning curve to creating reports Price Range: $$ Starting Price: Free Client OS: iOS, Android, Web Deployment: Cloud Hosted Try Demo Get PricingWhy we chose it: eMaint CMMS is best for manufacturers because it offers tools to track assets, implement preventive maintenance, and optimize inventory. This makes it a valuable asset for manufacturers aiming to minimize costs related to parts management. eMaint’s proprietary sensors add an extra layer of functionality, beneficial for larger businesses in the manufacturing sector.
The user-friendly interface is accessible to maintenance managers and teams, allowing them to visualize maintenance asset location data on floor plans, schematics, or site maps. Customization options make eMaint an ideal choice for mid-market and enterprise-level organizations seeking efficient spare parts management and overall maintenance optimization.
Best for Manufacturers: What We Like Offline mode with work order syncing capabilities Customizable KPIs Strong international support: multi-currency, multilingual, multi-location, etc What We Don’t Like Difficult to customize work orders and purchase orders Limited formatting options Price Range: $$ Starting Price: $69/user/month Client OS: Web Deployment: Cloud Hosted Try Demo Get PricingWhy we chose it: Acctivate is designed for growing distributors, manufacturers, and online retailers using QuickBooks. In fact, Acctivate’s integration with QuickBooks Desktop is a significant advantage, ensuring seamless financial reporting and inventory accuracy.
Acctivate offers a wealth of features and add-ons that can be tailored to meet the specific needs of businesses looking to optimize spare parts management. Features such as mobile warehouse management, barcoding, traceability, and order fulfillment make it possible to efficiently manage spare parts inventory.
Best for QuickBooks Users: What We Like Provides batch tools through the order manager to track process workflows Integrates directly with QuickBooks for easy data migration Can handle millions of SKUs for scalability What We Don’t Like Does not support RFID scanning One user must manually sync data for QuickBooks Desktop Steep learning curve due to high customization amount Price Range: $$$ Starting Price: $10,995 (perpetual license) Client OS: Windows Deployment: Cloud or On-Premises Try Demo Get PricingWhy we chose it: UpKeep is a CMMS which offers a user-friendly interface for managing spare parts. With a mobile app that offers real-time work requests, preventive maintenance scheduling, and QR code functionality, UpKeep is well-suited for organizations aiming to streamline maintenance processes.
A key feature for parts management is streamlined communication with maintenance technicians. UpKeep provides companies that require real-time access to work orders a way to coordinate maintenance activities across multiple locations. The software’s compatibility with both iOS and Android devices ensures flexibility and accessibility for all team members. Additionally, the incorporation of QR codes for asset tracking simplifies maintenance check-ins and updates on-site, enhancing efficiency.
Most User-Friendly Pick: What We Like Picture capture and upload capabilities QR code scanning User-friendly mobile app What We Don’t Like Android app not as robust as iOS app Free version is limited Limited flexibility in user permission settings Price Range: $$ Starting Price: $20/user/month Client OS: iOS, Android, Web Deployment: Cloud Hosted Try Demo Get PricingWhy we chose it: FMX offers a compelling choice for businesses seeking spare parts management software within a facility management context. It provides a comprehensive solution for facilities managers, particularly in industries like manufacturing, property management, education, and more. The software’s low stock alerts, incoming shipment notifications, and custom alerts are valuable tools for ensuring timely reordering of supplies and monitoring inventory expirations.
One of FMX’s notable features is its ability to track inventory and equipment histories, making it an ideal choice for businesses looking to manage spare parts efficiently. All this makes FMX an attractive solution for businesses seeking efficient spare parts management within the broader context of facility management.
Strong Facility Management: What We Like Comprehensive calendar program Helpful support staff Highly customizable What We Don’t Like Long wait to integrate with other software Cannot list different times on one booking Failed inspections do not autogenerate work orders Price Range: $$ Starting Price: $3,000/year Client OS: Web Deployment: Cloud Hosted Try Demo Get PricingWhy we chose it: Sortly is a cloud-based inventory management software particularly well-suited for tracking assets such as tools, machinery, equipment, and vehicles. Its intuitive interface and features for customizing tags, generating QR codes and barcodes, and labeling items make it easy for users to get started with inventory management.
Sortly is especially recommended for small businesses and startups seeking straightforward inventory management solutions.
Great Asset Tracking: What We Like Straightforward and intuitive Very affordable Excellent visual interface with customizable colors What We Don’t Like May not have all the features or integrations for advanced inventory needs Limits entries and custom fields by pricing plan May not be scalable for growing enterprise-level businesses Price Range: $$ Starting Price: $39/month Client OS: iOS, Android, Web Deployment: Cloud or On-Premises Try Demo Get PricingWhy we chose it: Zoho Inventory is a top pick because it automates various workflow processes. These include order management, stock level monitoring, and reorder processes. Zoho Inventory also delivers automated alerts and notifications, helping users avoid downtime due to unavailable parts. Finally, its automated reporting and analytics provide insights into inventory trends and areas for improvement in spare parts management.
Advanced Automation Capabilities: What We Like Simple interface iOS and Android apps Wide variety of add-ons What We Don’t Like Limited to 20 orders/labels per month Only supports FIFO costing No Bill of Materials, pick lists, or bin ID support Price Range: $$ Starting Price: Free Client OS: iOS, Android, Web Deployment: Cloud Hosted Try Demo Get PricingWhy we chose it: Fishbowl Inventory is highly customizable, allowing users to tailor interfaces to make navigating and managing spare parts inventory easier. It also provides custom reports to analyze seasonal demand or supplier performance. Its user-defined fields and data entry forms cater to the specific information needs of different spare parts, improving tracking accuracy.
Most Customizable Pick: What We Like Competitive pricing; does not require a subscription Integrates with QuickBooks Can function as a light MRP system What We Don’t Like Somewhat steep learning curve Transactions do not post to QuickBooks in realtime; manual or scheduled sync only Customizations can lead to difficult support scenarios Price Range: $$$ Starting Price: $4,395 (perpetual license) Client OS: Windows, macOS Deployment: Cloud or On-Premises Try Demo Get PricingSpare parts inventory management software, sometimes shortened to just parts management systems, provides real-time tracking of spare parts used by your business. By maintaining accurate stock levels and Bill of Materials for vital assets, these inventory tracking systems are often necessary for preventive maintenance management practices.
You may need spare parts for:
Whether your spare parts are for a warehouse or an auto repair garage, software can make it easier to optimize your inventory levels.
Prioritize spare parts inventory management software that streamlines inventory management and supports maintenance activities. Look for features like these:
Mobile app or mobile-friendly interface for accessing the system remotely.
Streamline common processes like order approvals, returns, and maintenance requests.
Implementing software to manage your inventory can make your job easier in a lot of ways:
Right now, you might be relying on Excel spreadsheets to track inventory. You might even have a physical checklist on a clipboard showing inventory levels. You deserve a better system, one capable of optimizing your asset management system.
Spare parts management software can do that, using real-time tracking tools such as custom QR codes and barcodes to count stock, set reorder points, and prevent overstock.
Along with real-time location data, you can look at the past of your assets as well. Movement histories can create a trail of how batches or individual parts move through your facility. This information can indicate exactly where each item should be and, more importantly, who was last in control of the missing parts.
Preventive maintenance can lead to a lot of cost savings for your business by reducing the likelihood of complete equipment breakdowns or extended downtime from waiting for replacement parts to arrive. Combined with parts management, you can streamline your maintenance operations by knowing exactly which assets are on hand and which ones are needed according to a bill of materials.
Knowing which spare parts you have in stock can allow your maintenance team to plan out their next repairs without running low on supplies. For example, a factory can use real-time inventory counts to see if anything is overstocked, and then begin using those excess spare parts to make preventative maintenance repairs.
Additionally, spare parts management systems can be paired with computerized maintenance management software (CMMS) to streamline your maintenance department’s repair schedule of machinery and equipment.
Parts loss can happen for a variety of reasons. A piece might break and get thrown out without the system being updated. Employee theft can account for loss as well. Sometimes a part simply gets misplaced.
With a spare parts inventory control system, you can minimize theft and loss by increasing visibility of real-time stock counts to see exactly when parts go missing in the system.
Have you ever ordered an out-of-stock part only to find you still have a few units on hand? The cost of these duplicate reorders can add up, leaving you with extra stock and less storage space. And historical data gathered by cycle counts can reveal when certain assets tend to sell the most, allowing you to plan ahead.
Parts inventory management has had many changes over the years. From handwritten notes to Excel spreadsheets, businesses of all sizes are always seeking ways to better track inventory. One recent advancement is the inclusion of mobile apps into inventory management systems.
Apps can be used on multiple mobile devices for increased freedom while tracking inventory. For instance, most warehouses rely on third-party hardware, such as handheld scanners or barcode readers, to scan items into the system. These pieces of hardware can be costly and require replacement every few years to stay up-to-date. With mobile apps, a warehouse manager with an iOS or Android smartphone can simply use their own phone to track inventory.
The price of spare parts management software can vary significantly:
The total cost depends on factors like:
Free spare parts inventory management software is available, though with limited functionality. Integrations with WMS, CMMS, and ERP software can further increase the cost.
Some warehouse management applications include software for inventory management. However, these full systems are more expensive than standalone parts management solutions and may not fit your budget. If you only need a more efficient way to track inventory, spare parts management software is your best option for affordability and ease of use.
