Spare Parts Accounting for Service Centres
Parts keep moving, getting written off and lost, and items from different batches have different prices — so the real cost of a repair is impossible to calculate? The more technicians and orders you have, the harder it is to keep track: which parts are where, how many are left and how much you actually earn on a repair.
Spare parts accounting software brings the parts store and repairs into one system: you see balances, the movement of every batch and the cost, while parts are written off straight to an order. Below — how it works.
Why are spare parts the main headache of a workshop?
Without accounting, parts live in the storekeeper’s head and scattered notes. Items from different deliveries have different prices, so the cost of a repair «drifts». You can’t tell which parts are used more, when to reorder and how much you really earn. This distorts the financial picture and creates room for abuse.
What does spare parts accounting give you?
The parts store under control — from receipt to write-off on a repair:
Receipts and balances
Receiving parts by batch, up-to-date stock balances. You always see what's in stock and how much.
Write-off to a repair
A part is written off straight to a repair order. You see which parts went to a specific device and client.
Cost by batch
Items from different deliveries have different prices — the system tracks cost by batch (FIFO), so repair margin is calculated precisely.
Reorder needs
You see which items are running out, to restock in time and not stall repairs for a missing part.
Parts usage analytics
Which parts are used most often, what consumes the most — a basis for planning purchases.
Link to order and client
Every part is tied to a repair, so you see the full cost of an order and the history per client.
How is it linked to repair margin?
When a part is written off to a specific order at the real cost of its batch, you see the true profit of every repair: the cost of labour plus parts minus their cost. Without this, margin is approximate, and you hand out discounts and bonuses blindly.
Spare parts accounting is part of the service centre software, where the parts store is linked to orders, clients and finance.
Spare parts accounting in ERPJS is a parts store linked to repairs. You see balances, batch movement and cost, parts are written off to an order, and the margin of every repair is calculated precisely.
Who needs it?
Spare parts accounting is useful for any workshop where parts are a significant share of cost:
- Service centres repairing phones and electronics
- Computer and laptop repair
- Car and motorcycle workshops
- Shops that repair and sell parts
Frequently asked questions
What is spare parts accounting software?
It’s a system that runs a service centre’s parts store: batch receipts, balances, write-offs to a specific repair and part cost. Instead of a notebook and Excel — a precise picture of stock, linked to orders.
How are parts written off to a repair?
A part is written off straight to a repair order, so you see what went to a specific device and client. This forms the real cost of the repair and reduces the stock balance automatically.
How is cost calculated if parts come from different batches?
The system tracks cost by batch (FIFO): each part is written off at the price of its own delivery. So repair margin is calculated precisely, even when the same parts were bought at different prices.
Does it show when to reorder parts?
Yes. Balances show which items are running out, so you restock in advance and don’t stall repairs for a missing part.
Do I need to download the software?
No, ERPJS works online — parts accounting is available from the browser, nothing to install. For businesses with their own server, an on-premise option is available.
How much does spare parts accounting cost?
You can start on the ERPJS free plan with no time limit. Extended stock and analytics features are available on paid plans as your business grows.