Parts & Inventory

Track parts and materials used on every work order. ShopTrack helps you maintain accurate records for billing and inventory management.

Adding Parts to a Work Order

To add parts to a work order:

  1. Open the work order
  2. Click the Parts tab
  3. Click + Add Part
  4. Search for the part or enter details
  5. Specify quantity and pricing
  6. Click Save
Parts Tab on Work Order
The Parts tab lists all parts and materials added to a work order. parts-tab

Part Entry Options

From Your Parts Catalog

If you maintain a parts catalog in ShopTrack, search for parts by name or part number. The part's standard pricing and description are automatically populated.

Parts Search Dropdown
Search your parts catalog for quick entry. parts-search

Manual Entry

For parts not in your catalog, enter details manually:

  • Part Name/Description - What the part is
  • Part Number - Manufacturer or supplier part number
  • Quantity - How many units used
  • Unit Cost - Your cost for the part
  • Unit Price - What you charge the customer
  • Vendor/Supplier - Where you sourced the part
Add Part Form
Enter part details including quantity and pricing. parts-add-form

Pricing Parts

ShopTrack supports flexible parts pricing:

Standard Markup

Configure a default markup percentage in Settings. When you enter a part cost, the price is automatically calculated: 

Price = Cost × (1 + Markup Percentage)

For example, with a 30% markup: $50.00 cost × 1.30 = $65.00 price

Custom Pricing

Override the calculated price for any part. Common reasons include:

  • Customer-negotiated pricing
  • Warranty replacements (no charge)
  • Package deals
  • Competitive pricing on high-value items

Editing and Removing Parts

To edit a part entry:

  1. Find the part in the Parts tab
  2. Click the Edit button
  3. Update the details
  4. Click Save

To remove a part:

  1. Find the part in the Parts tab
  2. Click the Delete button
  3. Confirm the removal

Parts Cost Summary

The Parts tab shows a running total of all parts:

Parts Cost Summary
Parts totals are calculated automatically. parts-summary
  • Total Cost - Your total cost for all parts
  • Total Price - Amount billed to customer
  • Margin - Profit on parts

Managing Your Parts Catalog

Maintain a parts catalog to speed up data entry and ensure consistent pricing. Navigate to Settings → Parts to manage your catalog.

Parts Catalog Management
Manage your parts catalog in Settings. parts-catalog

For each part in your catalog, you can set:

  • Part name and description
  • Part number (SKU)
  • Default cost and price
  • Preferred vendor
  • Reorder thresholds (optional)

Tip: Common Parts

Add frequently used parts to your catalog. Items like filters, impellers, anodes, and fluids can be quickly added to work orders without manual entry.

Documenting Parts

For warranty and reference purposes, consider documenting parts:

  • Take photos of part numbers, boxes, and installed parts (use the Media tab)
  • Note serial numbers for components like electronics or engines
  • Keep receipts attached to the work order for reference