Maintenance Records & Work Orders · Excel template
Free Parts Inventory Tracker Template
A shop parts inventory tracker that keeps stock counts, reorder points, and bin locations in one sheet, so the parts you need are on the shelf and slow movers do not tie up cash. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A row per part with part number, description, supplier, and bin location
- On-hand quantity, reorder point, and reorder quantity columns
- Unit cost and extended value so you can see inventory dollars at a glance
- A status flag that surfaces anything at or below its reorder point
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
List every part you stock with its part number, description, and the supplier you buy it from.
- 2
Set a reorder point and reorder quantity for each item based on usage rate and supplier lead time.
- 3
Update on-hand counts as parts are issued to repair orders and as new stock is received.
- 4
Sort or filter by the status flag to build a reorder list of everything at or below its trigger.
- 5
Review extended value periodically to identify slow movers and dead stock you can reduce.
What's inside
- A row per part with part number, description, supplier, and bin location
- On-hand quantity, reorder point, and reorder quantity columns
- Unit cost and extended value so you can see inventory dollars at a glance
- A status flag that surfaces anything at or below its reorder point
- A worked example covering filters, brake parts, and consumables
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Parts Inventory Tracker Template
Reorder points and quantities should reflect your own usage rate and supplier lead times. The example values are placeholders.
| Part # | Description | Supplier | Bin Location | On Hand | Reorder Point | Reorder Qty | Unit Cost | Extended Value | Status |
|---|---|---|---|---|---|---|---|---|---|
| PH7317 | Oil filter: gas V8 | NAPA | A-12 | 8 | 6 | 12 | $6.40 | $51.20 | OK |
| LF9009 | Oil filter: diesel | Fleet Supply | A-15 | 3 | 4 | 10 | $14.10 | $42.30 | Reorder |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A common approach is average daily usage multiplied by supplier lead time in days, plus a safety buffer. Fast-moving consumables and long-lead parts need a higher buffer. Review the points periodically as usage changes.
A recorded bin location turns a parts search into a lookup. It cuts the time a technician spends hunting for stock and makes physical counts far faster and more accurate.
Sort by extended value and date of last issue. Parts with high tied-up value and no recent movement are candidates to return, redeploy, or write down so cash is not sitting on the shelf.
A spreadsheet works for a single shop with modest stock. Once you run multiple locations, need barcode scanning, or want parts to auto-decrement from work orders, dedicated inventory or maintenance software pays for itself.