A technician who can’t find a part, or doesn’t know if it’s in stock before driving to a job, loses time that compounds across every repair. Maintenance inventory management connects your parts catalog to your work orders, so there’s a record of what was used on each job, what’s currently on hand, and what needs to be restocked — without a separate spreadsheet running alongside your maintenance system.
TeamWork’s parts and inventory tracking is designed for maintenance teams, not warehouse operations. The goal is a clear picture of parts consumption tied directly to the work orders that consumed them.
Build and Maintain a Parts Catalog
Each part in TeamWork gets its own record: name, description, part number, unit of measure, current stock level, and any associated vendor. You can add notes — where the part is stored physically, what assets it’s commonly used on, whether it’s a critical spare that should always be stocked.
Parts are searchable and filterable, so a technician looking for a specific filter cartridge or belt size doesn’t need to know the exact part number. Search by name, category, or asset type to find what you need. The catalog grows as your team adds parts — start with the high-turnover items and add from there.
Track Stock Levels and Flag Low Inventory
Each part record carries a current quantity on hand. When parts are consumed on a work order, the quantity is decremented. Managers can set a minimum stock level — a reorder point — and parts that fall below that threshold appear in the low stock view.
TeamWork doesn’t auto-generate purchase orders or connect to supplier ordering systems. What it does is give you a clear signal: this part is below your threshold, it’s time to reorder. The reorder point and current quantity are visible on the part record and in the inventory list, so managers can review stock status and act before a technician is blocked waiting for a part to arrive.
Log Parts Consumed Per Work Order
When a technician completes a work order, they can record the parts they used: part name, quantity, and unit cost. This consumption log is attached to the work order record, which connects it to the asset and location where the work was performed.
Parts consumption data is the link between your inventory and your maintenance spending. Over time, it shows which assets are the most parts-intensive, which categories of work consume the most material cost, and whether a specific part is being used faster than expected — which might point to an underlying equipment problem rather than normal wear.
The consumption log is also the foundation for cost tracking. When you know what labor and parts each work order required, you have actual job cost data rather than estimates.
Link Parts to Vendors
Each part in TeamWork can be linked to one or more vendors — the supplier you buy it from, along with their contact information, lead time, and part number in their catalog. When stock gets low and it’s time to reorder, the vendor information is right there on the part record.
Vendor linking keeps purchasing information connected to inventory rather than living in someone’s email history or a shared contact list that gets out of date. If a vendor’s pricing changes or a lead time extends, you update it in one place and it applies everywhere that part is referenced.
Frequently Asked Questions
Q: Does TeamWork integrate with purchasing or ERP systems?
Not at this time. TeamWork’s Parts & Inventory feature is focused on tracking — recording what you have, what’s been consumed, and when stock is low. Purchasing workflows, vendor EDI connections, and ERP integration are outside the current feature set. If you need those integrations, the Pro plan’s API access allows you to connect TeamWork’s data to external systems.
Q: Can I track parts costs and report on total maintenance spend?
Yes. When technicians log parts on a work order, they can enter the unit cost. Those costs are recorded with the work order and roll up in your Reports & Analytics, where you can see parts cost by work order, by asset, by location, or by date range.
Q: Is there a limit to how many parts I can add to the catalog?
There is no limit on the number of parts in your catalog on either plan. The Starter and Pro plan limits refer to assets and locations, not inventory items.
Stock running out shouldn’t be the reason a repair takes three days. Start your free 30-day trial — no credit card required.