An inventory count tells you what the system believes is on hand. It does not, by itself, tell you whether that part is already promised to another job or waiting at the other store. A useful inventory workflow connects the stock record to the work that needs it.
Keep catalog items and real stock separate
A catalog describes what you sell or use. On-hand quantities describe what is physically available at a location. RepairHQ keeps starter catalogs separate from actual opening stock. Before switching systems, review duplicate items, part variants and costs, then count a manageable group of common components. Avoid treating a newly added catalog entry as proof that stock exists.
Reserve parts for the jobs that need them
A shelf can look full while its useful stock is already committed. RepairHQ supports parts reservations linked to repairs. Use a sample job to check how the team identifies the required component, reserves it and records its use. Different screen grades or device variants deserve clear item descriptions so staff do not reserve a near match by mistake.
Receive what actually arrived
Supplier orders do not always arrive complete. Record the quantities received and leave outstanding lines visible instead of marking an entire order finished. RepairHQ supports purchase orders and partial receiving. For a repair waiting on a special order, keep the link to the job so the arrival can lead to a useful next action at the bench.
Keep the location attached to the quantity
For several stores, “we have two” needs a location. Review stock and transfers in the correct store context and preserve a movement record. Count selected items after a transfer to check that the software record matches the physical movement. Permissions and staff assignments should reflect who is allowed to manage inventory at each location.
Use suggestions as a decision aid
RepairHQ includes low-stock floors and demand-based planning, with history coverage visible. A recommendation is only as useful as the usage history behind it. New shops and recently imported catalogs may have limited history. Review lead times, upcoming jobs and shelf life alongside the suggestion before ordering.
- Start with the parts used most often.
- Record opening quantities by location.
- Test reservation, receipt and consumption with a sample repair.
- Review exceptions and counts regularly with the team.
Make it practical
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Published by RepairHQ. Product capabilities were checked against the linked RepairHQ guides when this article was published. Plans, availability and provider requirements can change; confirm the details for your shop. Examples are illustrative, not measured customer outcomes.