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Material Minimums List (Starter)

MaterialsInventoryParts

A starter list of materials to keep on hand (common parts 2–3 each, emergency parts 1 each, restock rules) so you're not stuck without the part when the job starts. Focus on parts you use 3+ times per month; order the rest as needed.

For teams losing time because parts aren't ready when jobs start or because no one knows when to reorder.

Next: List parts you use on 3+ jobs per month and set a minimum and restock rule; review monthly and adjust. Then decide if you need inventory management in your FSM.

Copy/paste template

Material Minimums List (Starter)

  • - Material Minimums List
  • -
  • - Common Parts (Keep 2-3 of each):
  • - - [Part name]: Used for [common job type]
  • - - [Part name]: Used for [common job type]
  • -
  • - Emergency Parts (Keep 1 of each):
  • - - [Part name]: For urgent calls
  • - - [Part name]: For urgent calls
  • -
  • - Job-Specific Parts (Order as needed):
  • - - [Part name]: Only for [specific job type]
  • - - [Part name]: Only for [specific job type]
  • -
  • - Restock Rules:
  • - - When quantity drops below [number], order more
  • - - Check inventory [frequency]
  • - - Store parts in [location] with labels

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

Avoid these mistakes:

  • Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
  • Don't use confusing abbreviations or jargon
  • Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

How to use it

  1. List parts you use on 3+ jobs per month (these are your 'common parts').
  2. Keep 2-3 of each common part on hand.
  3. List parts for urgent calls (keep 1 of each).
  4. Don't stock parts you only use once per year (order as needed).
  5. Set restock rules: when quantity drops below X, order more.
  6. Store parts in one place with clear labels by part name and job type.

Common tweaks

  • Adjust quantities based on your job volume (more jobs = more stock).
  • Add seasonal parts (e.g., AC parts in summer, heater parts in winter).
  • Include part numbers and supplier info for faster reordering.
  • Review the list monthly and adjust based on what you actually use.
Back to Scheduling Mess hub

Related guides

Guides that help with this pain:

Scheduling Chaos? A Simple System for 1-5 TechsDrive Time Reduction: Intake Fields That Matter

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