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Free spare parts inventory template

Free spare parts inventory template (PDF). Track MRO stock by part number, min/max, reorder point, bin location and linked asset. Download free.

Updated 27 Sept 2026

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 27 September 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Key takeaways

  • The MapTrack spare parts inventory template has 8 columns and room for 28 entries. Columns: Part no., Description, Bin / location, On hand, Min, Reorder pt, Unit cost, Linked asset.
  • A spare parts inventory lists each MRO part with its part number, quantity on hand, min/max levels, reorder point and bin location.
  • Setting a min and reorder point against each line turns the register into a stockout alarm before a critical spare runs out.
  • Linking parts to the asset or equipment they fit shows which machines lose cover if a critical spare drops to zero.
  • Reconcile the register against a physical or cycle count regularly; recording unit cost also exposes the value of dead stock on the shelf.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a spare parts inventory template?

A spare parts inventory template is a standing stock register for the maintenance, repair and operations (MRO) parts an organisation holds to keep its plant and equipment running. Maintenance teams also call it a spare parts list, a spares register or an MRO stock list, and a critical spares list is the short list of parts you cannot afford to run out of. For each line it records a part number, a description, the quantity on hand, the minimum and maximum stock levels, the reorder point and reorder quantity, the bin or shelf location, the unit cost and the asset or equipment the part fits. It answers a single operational question at any moment: what spares do we hold, how many, where are they and which are about to run out.

Maintenance teams, storepersons and reliability engineers in mining, manufacturing, facilities and heavy plant rely on this register so a critical breakdown is not made worse by a missing seal, filter or bearing. Without it, stores either run out of fast-moving parts and extend downtime, or tie up cash in dead stock nobody can find. In MapTrack, spare parts sit in an inventory module where on-hand counts adjust as parts are issued to work orders, low-stock items flag against their reorder point, and each part can be linked to the assets it services. Where the model WHS Regulations apply, regulation 213 requires plant to be maintained, inspected and, if necessary, tested by a competent person, in line with the manufacturer's recommendations where there are any, and a spares register is a practical record that the parts that work needs are on hand.

Learn more about maintenance and work orders in MapTrack.

Benefits of using this spare parts inventory template

  • Fewer stockouts: a minimum level and reorder point on every line trigger replenishment before a critical spare hits zero.
  • Less downtime: knowing the bin location and on-hand count means a fitter finds the right part in minutes, not hours.
  • Linked to assets: tying each part to the equipment it fits shows which machines lose cover when a spare runs low.
  • Working capital control: unit cost and quantity reveal cash tied up in slow-moving and dead stock on the shelf.
  • Right stock levels: min and max levels stop both stockouts and over-ordering of parts that rarely turn over.
  • Cleaner counts: a structured register reconciles cleanly against a cycle count or annual stocktake of the store.
  • Better purchasing: reorder point and reorder quantity give buyers a clear, repeatable trigger instead of guesswork.

Benefits of digitising forms in MapTrack

When you move your inventorys from paper to MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles inventorys.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
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Steve McAllister

Asset Coordinator, Saunders International

What to include in a spare parts inventory template

This spare parts inventory template covers 11 key areas:

  • Register details: organisation, store or location, prepared by, and the date of the count.
  • Part number: the manufacturer or internal stock code that uniquely identifies the part.
  • Description: a clear name for the part, including specification or size where it matters.
  • Bin / location: the shelf, bin or store where the part is physically held.
  • Quantity on hand: the current counted stock for the part.
  • Minimum level: the stock level that should never be breached without reordering.
  • Reorder point: the on-hand quantity that triggers a new purchase order.
  • Reorder quantity: how many units to buy when the reorder point is reached.
  • Maximum level: the upper limit that prevents over-stocking and wasted cash.
  • Unit cost: the cost per unit, used to value the stock and flag dead stock.
  • Linked asset: the equipment or asset the part fits, plus any notes on lead time or supplier.

How to use this spare parts inventory template

  1. Define the scope of the store and the parts the register will cover.: Decide whether the register covers one workshop store, a central warehouse or all sites, then list the spare and consumable parts held. Focus first on critical spares whose absence stops a machine, so the most important lines are captured accurately before the rest.
  2. Record the identifiers and location for each part.: Capture the part number, a clear description and the bin or shelf where the part lives. Accurate part numbers and locations are what let a fitter find the right spare fast during a breakdown, so take them from the part or the supplier catalogue rather than guessing.
  3. Count the quantity on hand and set min, max and reorder values.: Physically count each part and record the on-hand quantity, then set a minimum level, a reorder point and a reorder quantity based on usage and supplier lead time. Add a maximum level so the store does not tie up cash in parts that rarely move.
  4. Link each part to the assets or equipment it fits.: Note the machine, asset class or equipment the part services so you can see which plant loses cover when a spare runs low. This link also makes it obvious which spares are genuinely critical and which are nice to have on the shelf.
  5. Record unit cost and identify slow-moving or dead stock.: Enter the unit cost for each line so the register doubles as a value of the store. Flag parts that have not moved in a long period as candidates for write-down or removal, freeing shelf space and cash for spares that are actually used.
  6. Reconcile, store the register and keep it current as parts move.: Compare counted quantities against any system or previous count, investigate differences and correct the register. Update on-hand quantities as parts are issued and received, and re-check min and reorder levels periodically as equipment and usage patterns change.

In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this inventory?

Build the spare parts inventory once, then keep it live. Reconcile it against a physical or cycle count regularly, for example counting fast-moving and critical lines monthly and the full store at least annually. Update on-hand quantities every time parts are issued to a job or received from a supplier, and review min, max and reorder levels at least once a year as equipment and usage change. In MapTrack, on-hand counts adjust automatically as parts are issued to work orders and low-stock lines flag against their reorder point, so the register stays accurate between counts.

Frequently asked questions

A spare parts inventory template is a standing stock register for the MRO parts a business holds to maintain its equipment. For each line it records the part number, description, quantity on hand, minimum and maximum levels, reorder point, bin location, unit cost and the asset the part fits. It gives a maintenance team and storeperson one accurate view of what spares are held, where they are and which are about to run out, so a breakdown is not made worse by a missing part.

A spare parts inventory is the standing register of what stock the store holds: counts, min and max levels, reorder points and locations. A spare parts requisition form is a single transaction that requests and issues specific parts from that store against a work order, with an approver sign-off. The inventory tells you what is on the shelf; the requisition records each movement off the shelf. Each issue against a requisition should reduce the on-hand quantity in the inventory so the two stay aligned.

Not by name. The model WHS Regulations mention spare parts only for second-hand plant supplied for scrap or spare parts, and they do not call for a spares register. Where they apply, regulation 213 does require the maintenance, inspection and, if necessary, testing of plant to be carried out by a competent person, following the manufacturer's recommendations where there are any, and a spares register is a practical record that the parts that work needs are on hand. ISO 55001 sets requirements for asset management systems.

Count fast-moving and critical spares frequently, for example monthly through a cycle count, and reconcile the full store against a physical count at least once a year. Update on-hand quantities every time parts are issued to a job or received from a supplier so the register never drifts far from reality. Review min, max and reorder levels annually, or sooner if equipment changes, because a level that suited last year's fleet can leave you short or over-stocked now.

Yes. Download and use this spare parts inventory template for free: it downloads as a PDF you can print to fill in by hand. No MapTrack account is required. If you would rather keep a live spares register where on-hand counts adjust as parts are issued to work orders and low-stock lines flag against their reorder point, MapTrack can do that. Book a demo to see how it works.

It depends on how they will be used. In Australia, AASB 116, which incorporates IAS 16, says spare parts, stand-by equipment and servicing equipment are recognised as property, plant and equipment when they meet that definition, and are otherwise classified as inventory. Property, plant and equipment are tangible items held for use in producing or supplying goods or services, for rental or for administration, and expected to be used during more than one period. Check with your accountant how your major spares are treated, and record unit cost on this register either way.

Not quite. A spare parts list names the parts a machine or site uses, with part numbers and descriptions, so the right spare can be identified and ordered. A spare parts inventory also records how many of each part you hold, where they sit, the minimum and reorder levels and the unit cost, so you can see what is on the shelf and what is about to run out. This template does both jobs in one register, with a column for the asset each part fits.

A critical spare is a part whose absence would stop a machine, so it has to be on the shelf before the breakdown rather than ordered after it. In this register you can see which lines are critical by linking each part to the asset it fits, and a minimum level and reorder point on those lines flags them before they run out. If you need a separate shortlist of those parts, weighted by lead time, supplier risk and downtime cost, use the critical spares list template.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • ISO 55001:2024 - Asset management - Asset management system - Requirements
  • Model WHS Regulations, regulation 213 - Maintenance and inspection of plant
  • ISO 55000 - Asset Management (principles for managing physical assets across their life)
  • AASB 116 Property, Plant and Equipment, paragraph 8 (spare parts)

Check the current source

Spare parts inventory template preview

Spare parts inventory template template preview showing fields and layout

The numbers behind this spare parts inventory template

Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.

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Run an industry blog, trade association site, or training resource? Drop a preview of this free spare parts inventory template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Spare parts inventory template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Register details: organisation, store or location, prepared by, and the date of the count.</li>
    <li style="margin:4px 0;">Part number: the manufacturer or internal stock code that uniquely identifies the part.</li>
    <li style="margin:4px 0;">Description: a clear name for the part, including specification or size where it matters.</li>
    <li style="margin:4px 0;">Bin / location: the shelf, bin or store where the part is physically held.</li>
    <li style="margin:4px 0;">Quantity on hand: the current counted stock for the part.</li>
    <li style="margin:4px 0;">Minimum level: the stock level that should never be breached without reordering.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/spare-parts-inventory-template" style="color:#071D49;font-weight:600;text-decoration:none;">Spare parts inventory template</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

Cite this template

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack spare parts inventory template has 8 columns and room for 28 entries.

Short attribution
MapTrack Spare parts inventory template, https://www.maptrack.com/templates/spare-parts-inventory-template
Reference list
MapTrack. (2026). Spare parts inventory template [Checklist template]. Retrieved from https://www.maptrack.com/templates/spare-parts-inventory-template

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/spare-parts-inventory-template.

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