What is inventory and parts management software?

Inventory and parts management software is a platform that tracks spare parts, consumables and maintenance inventory across warehouses, workshops and sites. It replaces spreadsheets, bin cards and manual stock counts with a digital system that records every item received, issued and consumed. MapTrack combines a parts register, barcode scanning, min/max stock level alerts, purchase order workflows and cost tracking in one platform that connects directly to your maintenance work orders.

How do min/max stock level alerts work in MapTrack?

You set minimum and maximum stock levels for each part or consumable. When stock falls to the minimum threshold, MapTrack sends an automated alert to the designated person or team. This triggers a reorder before a stockout causes downtime. Maximum levels prevent overstocking and wasted capital. Alerts are sent via push notification, email or in-app, so the right people act before your maintenance team is left waiting for a part that is not on the shelf.

Can MapTrack link parts to maintenance work orders?

Yes. When a technician completes a work order, they record which parts were used directly from the mobile app. Stock levels update in real time. This gives you accurate consumption data per asset, per work order and per part number. It also means your parts costs roll up to the asset level for total cost of ownership calculations. No more reconciling parts usage from paper dockets after the fact.

Does MapTrack support barcode scanning for inventory?

Yes. MapTrack supports both barcode and QR code scanning using any standard smartphone camera. Warehouse staff and technicians scan items in and out during receiving, issuing and stocktakes. This eliminates manual data entry errors, speeds up transactions and keeps your inventory counts accurate in real time. You can print barcode labels directly from MapTrack or use existing barcodes from suppliers.

How does MapTrack handle purchase orders for parts?

MapTrack lets you create purchase orders when stock needs replenishing. Purchase orders capture supplier details, part numbers, quantities, unit costs and expected delivery dates. When parts are received, you scan or confirm receipt and stock levels update automatically. Purchase order history gives you a clear audit trail of what was ordered, from whom, at what cost and when it arrived.

Can we track inventory costs and spending trends?

Yes. MapTrack tracks the cost of every part received and consumed. You can view spending by part number, supplier, asset, site or time period. Cost reports help you identify high-consumption items, negotiate better supplier pricing and budget accurately for maintenance inventory. When parts costs are linked to work orders and assets, you get a complete picture of maintenance spend without pulling data from multiple systems.

Solutions

Inventory and parts management software

Track spare parts, consumables and inventory across warehouses and sites. Automated min/max alerts, barcode scanning, purchase order workflows and cost tracking, so your maintenance teams never wait on a missing part.

Book a demo View pricing

4.8★ G2highest-rated in AU

Barcode & QRscan in, scan out

Unlimited usersper-asset pricing

Lachlan McRitchie

GM of Operations

|Reviewed by Jarrod Milford

Updated 3 May 2026

Trusted by construction, mining and field service teams

32+ verified reviews on G2 & Capterra

Capterra Best Value 2026 badge for Fixed Asset Management

Capterra Best Ease of Use 2026 badge for Fixed Asset Management

The challenge

Why maintenance teams lose hours waiting for parts

When spare parts are managed in spreadsheets, bin cards or not managed at all, the result is predictable: stockouts that cause downtime, overstocking that ties up capital, and no visibility into what you actually have on the shelf.

Stockouts that cause equipment downtime

A machine is down and the part needed to fix it is not in stock. Nobody knew it was running low because there are no automated alerts. The technician waits, the equipment sits idle and the project falls behind. This is the most expensive consequence of poor inventory management.

Overstocking that ties up working capital

Without visibility into actual consumption rates, teams over-order to avoid stockouts. Shelves fill with parts that may not be needed for months. Capital is locked in inventory instead of being deployed where it creates value. Worse, parts expire, corrode or become obsolete while sitting in storage.

Manual counting and paper-based tracking

Parts are tracked on bin cards, whiteboards or spreadsheets that are always out of date. Stocktakes take days because nobody trusts the numbers. Receiving and issuing parts is a manual process that relies on people remembering to update a spreadsheet, which they often do not.

No connection between parts and maintenance work

Parts consumption is recorded on paper work orders or not recorded at all. You cannot see which assets consume the most parts, which suppliers provide the best value, or what your true maintenance cost is per asset. Inventory and maintenance live in separate worlds.

One platform

Parts register, reorder alerts and cost tracking. Not three spreadsheets

Stop managing inventory across bin cards, spreadsheets and disconnected purchasing systems. MapTrack brings your parts register, stock alerts, purchase orders and cost analytics into one platform connected to your maintenance work orders.

Parts register & stock levels

A centralised register of every spare part, consumable and inventory item across all your locations. Real-time stock levels updated by barcode scans, work order consumption and purchase order receipts.

Explore parts register & stock levels

Automated reorder alerts

Set min/max thresholds for every item. When stock drops to the minimum level, MapTrack alerts the right person automatically. No more manual stock checks, no more surprises when a critical part is out of stock.

Explore automated reorder alerts

Purchase orders & receiving

Create purchase orders, track supplier details and confirm receipt with barcode scanning. Stock levels update on receipt. Full audit trail of what was ordered, from whom, at what cost and when it arrived.

Explore purchase orders & receiving

Cost tracking & analytics

Track parts spend by item, supplier, asset, site or time period. Identify high-consumption items, optimise reorder quantities and link parts costs to maintenance work orders for true cost of ownership.

Explore cost tracking & analytics

Inventory

Real-time stock levels across every location

Every part, consumable and inventory item in a single digital register with real-time quantities. Barcode and QR scanning on any smartphone means receiving, issuing and stocktakes are fast and accurate. Stock levels update the moment a transaction occurs, so you always know what is on the shelf without walking to the warehouse.

Centralised parts register across all warehouses and sites
Barcode and QR scanning for receiving, issuing and stocktakes
Real-time stock levels updated by every transaction
Min/max alerts before stockouts or overstocking
Multi-location inventory with transfer workflows

Inventory features

Maintenance link

Parts consumption linked to every work order

When a technician completes a maintenance work order, they record parts used directly from the mobile app. Stock levels adjust in real time. Parts costs roll up to the asset level, giving you true maintenance cost per asset without reconciling paper dockets. You can see which assets consume the most parts and where your maintenance budget is actually going.

Record parts used on work orders from the mobile app
Automatic stock level adjustment on consumption
Parts cost history per asset and per work order
Total cost of ownership calculations with real data
Identify high-consumption assets and cost trends

Maintenance & work orders

Procurement

Purchase orders and supplier management

Create purchase orders when stock needs replenishing. Track supplier details, pricing, lead times and delivery history. When parts arrive, scan or confirm receipt and stock updates automatically. Purchase order history provides a clear audit trail for finance teams and gives you the data to negotiate better pricing with suppliers.

Purchase order creation with supplier and cost details
Receipt confirmation via barcode scan or manual entry
Supplier history and pricing comparisons
Audit trail for finance and procurement teams
Spending reports by supplier, part and time period

Cost tracking

Field-ready

Scan parts in and out from any smartphone

Inventory management that works in the warehouse, on site and in the workshop. Technicians and warehouse staff scan barcodes and QR codes on any iOS or Android phone with no specialist hardware. Parts transactions happen in real time, not on paper dockets reconciled days later.

Offline mode means scanning and transactions continue on sites without signal. Data syncs when connectivity returns. Unlimited users means every warehouse operator, technician and purchaser has access without adding to your licensing cost.

Barcode scanning QR scanning Inventory features

iOS & Android

No specialist hardware required

Offline sync

Works without signal

Barcode & QR

Any standard phone camera

Unlimited users

No per-seat charges

No more stockouts, no more overstocking

Automated min/max alerts, barcode scanning and purchase order workflows for your maintenance inventory. Built for Australian operations teams.

Start free trial

Used across Australia & New Zealand
Per-asset pricing
Unlimited users

Get started

How teams set up inventory management in MapTrack

Most teams are tracking parts and managing stock levels within one to two weeks. Start with your highest-turnover items and expand from there.

Week 1

Import your parts register

Upload your existing parts list from a spreadsheet or scan items in with the mobile app. MapTrack creates a digital register with part numbers, descriptions, locations, suppliers and current stock levels.

Week 1-2

Set min/max levels and alerts

Configure minimum and maximum stock thresholds for each item. Set up automated alerts so the right people are notified before a stockout occurs. Configure reorder quantities and preferred suppliers.

Week 2

Connect to maintenance work orders

Link your parts register to maintenance work orders so technicians can record parts consumption from the field. Stock levels update in real time and costs roll up to the asset level.

Week 3+

Optimise and expand

Review consumption reports, refine reorder points, onboard additional locations and suppliers. Spending data builds over time, giving you the insight to optimise inventory levels and negotiate better supplier pricing.

Key features for inventory and parts management

Everything your team needs to track parts, manage stock levels and control inventory costs in one platform.

Inventory & parts register Barcode scanning QR code scanning Maintenance & work orders Cost tracking Automated alerts Reporting & dashboards Asset tracking

End the stockouts

Every hour a technician waits for a part is an hour of equipment downtime you could have prevented

MapTrack gives your warehouse team real-time stock levels, automated reorder alerts and barcode scanning, so parts are on the shelf when your maintenance team needs them.

Book a demo Calculate your ROI

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.

Explore

Parts on the shelf when you need them

Join maintenance and operations teams across Australia using MapTrack to manage spare parts, automate reorder alerts and track inventory costs, all in one platform with unlimited users.