Guide
Parts Minimums: When to Set Them
Track usage for two weeks: parts used 3+ times per week are high-use—keep 2–3 of each on hand and set a minimum that triggers reorder. Don't stock low-use parts (once per month or less); order as needed. Review minimums monthly and adjust from actual usage so you're not overstocking or running out. When you're ready for software, look for parts tracking that shows usage over time and reorder alerts when count drops below minimum.
For teams trying to balance having parts ready vs. not tying up money in inventory and unsure which parts to keep at what levels.
Next: List the 10 parts you use most; track usage for two weeks and set a minimum for the top 5; reorder when you hit minimum and review in a month.
The situation
You're not sure which parts to keep in stock and at what levels. Either you're running out of parts (which delays jobs) or you're stocking too much (which ties up money). You need a simple system to set parts minimums without overcomplicating it.
What usually causes it
- No system for tracking which parts are used most so you're guessing what to stock.
- Stocking everything (ties up money) or nothing (delays jobs) with no middle ground.
- Not tracking usage so you don't know what to stock or at what level.
- Minimums set too high (ties up money) or too low (runs out between orders).
Quick fixes you can try this week
- Track usage for 2 weeks: which parts are used 3+ times per week? Those are your high-use parts.
- Set minimums for high-use parts: keep 2-3 of each on hand and reorder when you hit that.
- Don't stock low-use parts: order as needed (parts used once per month or less).
- Set restock rules: when count drops below minimum, order more so you don't run out mid-week.
- Review minimums monthly: adjust based on actual usage so they stay realistic.
If you're ready: what to look for
- Parts tracking that shows usage over time so you can set minimums from data.
- Minimum stock levels that trigger reorder alerts so you're not relying on memory.
- Inventory management that tracks what's in stock vs. what's used so counts stay accurate.
- Parts lists that show which parts are needed per job type so you can plan ahead.
Mistakes to avoid
- Stocking everything; it ties up money and parts sit unused.
- Not tracking usage; you won't know what to stock or at what level.
- Minimums set too high (ties up money) or too low (runs out); tune from real usage.
- Not reviewing minimums; they get out of date as seasons or job mix change.
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