Inventory and parts management software
Keep parts, stock bins and an append-only transaction ledger together across locations. Staff explicitly record each stock movement while connected.
Co-Founder & GM of Operations
Trusted by construction, mining and field service teams
The challenge
Why parts records drift from the shelf
When parts are managed in spreadsheets, bin cards and paper dockets, teams may not have a trusted quantity, bin or transaction history when maintenance work starts.
Thresholds are not reviewed consistently
A minimum or maximum value is only useful when the team has a defined review and replenishment process. Confirm who checks below-minimum stock and where procurement begins.
Stock value is hard to reconcile
If receipts, issues and adjustments are not recorded consistently, quantity and value drift. Explicit transactions and AVCO history provide a record to review.
Manual counting and paper-based tracking
Bin cards, whiteboards and spreadsheets may describe different quantities. A connected stocktake or adjustment gives the system an explicit transaction rather than silently changing history.
Parts and work-order records are confused
A part cost line on a work order and a stock movement are separate records. The team needs to define when a user records each one and how the task reference is used.
One platform
Parts catalogue, stock bins and transaction history
Use MapTrack for the supported inventory record, then keep replenishment, procurement and reporting boundaries explicit.
Parts catalogue and stock bins
Record part details and stock bins by saved location, including on-hand quantity and configured minimum and maximum thresholds.
Explore parts catalogue and stock binsExplicit stock transactions
Record receive, issue, consume, return, transfer, adjust, dispose and stocktake actions while connected. Each action updates the ledger deliberately.
Explore explicit stock transactionsAVCO and append-only history
Retain quantity, unit-cost and average-cost valuation history without rewriting earlier stock transactions.
Explore AVCO and append-only historyTask references without hidden deduction
Reference a task from an inventory transaction and enter part cost lines on work orders. Completing a work order does not automatically deduct stock.
Explore task references without hidden deductionSeparate shelf stock, issued custody and consumption
For a workshop or site store, “issued” and “used” are different events. Track the bin a part came from, who or where holds it, and whether the outstanding quantity was returned or consumed.
1. Issue from the physical bin
Choose the exact source bin and the appropriate issue mode. Use custody for items that may return, and immediate consumption for items used up at issue.
2. Reconcile before replenishing
Check Deployed custody as well as stock on hand. Return unused items to an active bin and record actual consumption against the assignment.
3. Use a count to reconcile the shelf
Enter the physical count for an existing bin, review the discrepancy and save the stocktake. The transaction explains the adjustment; it does not establish the cause of any loss.
Setup and limits
- Parts movements require a connection. StockSense provides usage and reorder information; it does not place a purchase order.
Scaffold, props and stillages: count them out to site and back
Scaffold, props and stillages go out to a job in counts and need to come back in the same counts. Set them up as reusable inventory items with a quantity in each yard bin, issue them to the job with Track for return, and stocktake the yard to check the record.
The short answer
MapTrack tracks scaffold as inventory items with a quantity in each yard or store bin. You issue a quantity to a job site with Track for return, record what comes back and what doesn't, and stocktake the bin to check the count. Numbered pieces can be tagged as assets.
Count it or tag it
| Count it | Tag it |
|---|---|
| Tubes, boards, couplers and fittings, system-scaffold standards, ledgers and transoms, ties and small props. | Numbered stillages and cages, the scaffold trailer or container, hoists and props you number. |
| One inventory record per item, with a quantity in each yard, store or site bin; custom fields hold the length, size or system. | One asset for each piece, with its own QR label; clip-on holders take a QR label on round tube. |
| A QR label on each bin, rack or bay, scanned with the phone camera or a handheld scanner to open it. | A battery GPS tracker where you want a location, on a stillage, cage, scaffold trailer or container; the Barra Core suits stillages and cages. |
Props and formwork panels tracked as assets can carry a Bluetooth tag, picked up by a gateway tracker (Oyster, Remora3, G70 or Dart3).
The app shows each tracked asset's latest position; live GPS, trips, history and boundary alerts run in MapTrack Telematics, an optional add-on.
1. Out to the job
Issue a quantity from the bin that holds it to the job site, a person or both, with Track for return and a due-back date. Numbered stillages and cages can go out on the same assignment as the counted gear.
2. While it's out
The item's Deployed view shows what's out, where or with whom, and how much is reconciled. Total Inventory is the stock in the bins plus what's out, and overdue reminders include the quantities still out.
3. Back to the yard
Record what comes back into an active bin and what doesn't as consumed, with a note on each event. The job's assignment stays open while any quantity is out and completes itself once every asset and quantity is accounted for. If 200 tubes go out and 190 come back, 10 stay outstanding until someone records them as returned or consumed. Those numbers are illustrative.
4. Count the yard
Stocktake a bin: enter the physical count, see the difference before you save, and keep a confirmation even when the count matches. Every receive, issue, return, consume, transfer, adjustment, disposal and stocktake is a transaction in an append-only history; corrections are new transactions, never edits. A unit cost and a moving-average value per bin give a count difference a dollar value.
Inspections
Run the scaffold inspection checklist on the phone as an in-app form against the scaffold's record; the completed form downloads as a PDF.
MapTrack keeps the record of each inspection someone does.
- In Australia, a competent person inspects a scaffold from which a person or thing could fall more than 4 m before it's used, after repairs or an incident that could affect its stability, and at least every 30 days, and the scaffold isn't used until a competent person confirms in writing that it's complete (WHS Regulations, regulation 225; rules differ in Victoria).
- In New Zealand, WorkSafe's scaffolding guidelines have a competent person check every scaffold before handover, and the scaffold's tag records each inspection, weekly or after a significant storm or earthquake.
- In Great Britain, a construction working platform someone could fall 2 m or more from is inspected in position within the previous 7 days, and the report is kept on site until the work is done, then for 3 months (Work at Height Regulations 2005, regulation 12).
- In the US, OSHA 29 CFR 1926.451(f)(3) has a competent person inspect scaffolds and scaffold components for visible defects before each work shift and after anything that could affect their structural integrity.
Formwork
Formwork works the same way: count panels, props and their fittings as quantities in a yard bin, or tag the panels and props you number as assets.
Setup and limits
- Issuing, returning and counting stock need a connection.
- MapTrack tracks the counts to each job and back; it doesn't price hire by the piece or raise dispatch dockets or hire invoices.
- Scan audits check gear tagged one by one; counted stock is checked with a bin stocktake.
- Inventory items can't be imported from a spreadsheet yet.
Inventory
Parts catalogue and stock bins by location
Keep a parts catalogue and stock bins by saved location. Each bin can retain on-hand quantity, minimum and maximum thresholds, valuation information and its transaction history.
- Parts catalogue for spares and consumables
- Stock bins linked to saved locations
- On-hand quantity from recorded transactions
- Minimum and maximum thresholds
- QR identification for stock bins
Stock control
Every quantity change is a deliberate transaction
A connected receive, issue, consume, return, transfer, adjust, dispose or stocktake action changes the stock record and appends ledger history. Scanning identifies the relevant record; it does not complete the transaction.
- Receive and return stock
- Issue and consume stock
- Transfer between stock bins
- Adjust, dispose and stocktake
- Append-only transaction history
Maintenance boundary
Reference work without hiding the stock movement
An inventory transaction can reference a task, and a work order can retain entered part cost lines. The user still records the stock movement separately. Procurement, low-stock email, parts migration and extract requirements need separate confirmation.
- Task reference available on an inventory transaction
- Part cost line available on a work order
- No stock deduction from work-order completion alone
- Procurement workflow confirmed separately
- Reporting and migration scope confirmed separately
Field-ready
Record stock movements where the parts are handled
Use the MapTrack web app to identify the stock bin and record the required transaction. Stock setup and transactions need a connection. Existing external barcodes are scan-only after the exact workflow is confirmed.
Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.
8 actions
Explicit stock transactions
Connected
Stock actions need a connection
QR
Identify a stock bin
Plan terms
confirm current entitlements
Make every stock movement explicit
Keep the catalogue, stock bins, thresholds, valuation and transaction ledger together, with procurement and reports scoped separately.
- Free trial
- No credit card required
- Confirm current plan scope
Get started
How teams set up inventory management in MapTrack
Setup depends on data quality, labels, workflows and team size. Start with one asset class or site, test one field workflow, then expand.
Build a controlled catalogue
Add a small set of parts and stock bins in the product. Parts import and export are not documented current capabilities, so confirm any larger migration before rollout.
Set bins and thresholds
Link each stock bin to a saved location, enter its opening quantity and set minimum and maximum thresholds. Define who reviews below-minimum items outside any unconfirmed automation.
Test each transaction type
Record controlled receive, issue, consume, return, transfer, adjust, dispose and stocktake actions. Reconcile quantity, AVCO and ledger history after each test.
Confirm work-order and procurement boundaries
Test task references and work-order cost lines without assuming automatic stock deduction. Confirm purchase-order, supplier, migration and reporting requirements before expanding.
Key features for inventory and parts management
Supported records for parts, bins, transactions and entered maintenance costs.
Control the record
Know which transaction changed the stock position
MapTrack keeps stock-bin quantity, valuation and append-only transaction history together. The team still owns replenishment and every connected stock action.
Frequently asked questions
Common questions about spare parts and inventory management for maintenance teams.
Resources for inventory and parts management
Guides, features and pages relevant to spare parts and maintenance inventory.
Inventory & parts features
Review the parts catalogue, stock-bin, transaction and valuation workflow.
Explore inventory & parts featuresEquipment maintenance management
Review preventive maintenance, work orders, cost lines and service history alongside explicit inventory transactions.
Explore equipment maintenance managementCost tracking
Review entered work-order costs and confirm the exact inventory or asset report needed before rollout.
Explore cost trackingExplore
- Pricing
- Book a demo
- MapTrack vs Asset Panda
- Alternative to Asset Panda
- Alternative to spreadsheets
- Commercial GPS tracking
- Construction equipment GPS tracking
- Construction
- Vehicle pre-start checklist
- Hardware store
Other industries we serve
- Construction
- Civil contractors
- Plumbing contractors
- Electrical contractors
- HVAC contractors
- Landscaping
- Building services
- Mining and resources
- Oil and gas
- Industrial maintenance
- Facilities services
- Fleet and transport
- Government and councils
- Manufacturing
- Energy and utilities
- Infrastructure
- Education
- IT assets
- Aviation
- Fire safety and protection
- Agriculture
- Transport and logistics
- Water utilities
Build a trusted parts and stock ledger
Record parts, bins, thresholds, explicit stock transactions and AVCO history, then confirm procurement and reporting scope separately. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.
Inventory · QR identification · Maintenance · Cost tracking · Compare