Parts are where workshop money hides
In many garages, the parts shelf holds more money than the owner realises. Some parts move every day. Others sit for months because they fit only one model. Meanwhile the common filter you need today is out of stock, and a vehicle waits in the bay while someone runs to the market.
Good parts control is about two things: having the common parts when you need them, and not buying too much of what rarely moves.
Know your fast movers
Look at the last few months of jobs and list the parts you used most. For most workshops these include engine oil, oil filters, air filters, brake pads, spark plugs, bulbs, wiper blades and coolant. These are the parts you should never run out of.
For each fast mover, set a minimum quantity. When stock falls to that level, order more.
Organise the shelf
- Group parts by type and vehicle model
- Label each bin with part name and number
- Keep fast movers closest to the bays
- Store oils and fluids separately from filters and electricals
- Keep returned or damaged parts in a separate marked area
Every part out must be recorded
The biggest cause of wrong stock is parts taken off the shelf without being written against a job. A mechanic grabs a bulb, fits it, and nobody records it. Over a month, these small gaps add up and your stock count stops matching reality.
Make it a rule: no part leaves the shelf unless it is added to a job card. If parts are taken for testing and returned, record that too.
Record every purchase
When parts arrive from a supplier, check the quantity against the bill and enter it the same day. If the supplier sends the wrong part, note it and return it quickly. Delayed purchase entries mean your stock looks lower than it is and you may order the same part twice.
Count regularly
Count your fast movers every week and everything else once a month. Compare the count with your records and investigate gaps. Small differences happen, but a regular gap on the same part usually means a recording habit needs fixing.
Deal with slow stock
- List parts that have not moved in three months
- Ask suppliers about returns or exchanges
- Avoid bulk buying for rare models just because of a discount
- Order rare parts per job instead of keeping them on the shelf
Work with your suppliers
Most workshops buy from two or three regular parts dealers. Ask each one how quickly they can deliver common parts. If a dealer can supply within an hour, you can keep less of that part on your shelf. If a part takes two days to arrive, keep more. Your minimum quantities should reflect these delivery times.
Keep a short list of which dealer supplies which brand, and agree on how returns of unused or wrong parts will work before you need it.
Link parts to the vehicle
When you record which part went into which vehicle, you build useful history. If the same part fails again quickly, you can check the brand and supplier and raise it with them. It also helps when a customer asks what was fitted last time.
Know what your parts are worth
Once a month, look at the total value of parts on your shelf and which items make up most of it. Owners are often surprised to find that a handful of slow, expensive parts hold a large share of the money. Knowing this helps you decide where to cut back and where to keep more, and it makes conversations with suppliers more specific.
Also check how many jobs were delayed because a part was missing. If the same parts keep causing delays, raise their minimum quantity.
How Chakrasetu helps
Chakrasetu links spare parts stock to job cards. When a part is added to a job, it comes off stock, so the shelf count stays close to reality. You can see which parts are low and order before a job is held up.
Parts used on each job also appear on the estimate and invoice, so customers see exactly what was fitted. To try it with your own parts list, ask for a demo on WhatsApp at +91 95116 38160.
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