Managing spare parts and inventory can make or break your maintenance program. Stockouts delay critical repairs, overstocking increases costs, and manual tracking leads to errors that drag down both productivity and your budget.
That’s why more teams are turning to parts inventory management software — which most often comes as a core module within a modern CMMS. These tools give you real-time visibility into your stock, automate reorders, and simplify mobile workflows for technicians.
In this guide, we’ll cover the key features to look for when evaluating relevant software packages, then review the nine best parts inventory management providers heading into 2026.
For each, you’ll find an overview of strengths, potential limitations, and relevant pricing details.
Why parts & inventory management software matters in maintenance operations
When a critical asset fails, the last thing you want is to discover the replacement part isn’t in stock. Missing or misplaced parts can turn a 30-minute repair into multiple days’ worth of costly downtime. On the other hand, overstocking ties up capital in parts that may sit on shelves unused.
Both extremes hurt efficiency and eat into your maintenance budget.
A capable parts and inventory management software helps you find and maintain the right (stock) balance. By tracking every spare part in real time, these solutions ensure your team always has the right parts available at the right time — and knows where to find them.
When integrated into a CMMS, part inventory management works hand in hand with work order management, preventive maintenance scheduling, and reporting. The result is a smoother workflow:
- Parts stock is automatically updated upon the closure of a work order
- Technicians spend less time hunting for parts
- Downtime is reduced
- And you gain better control over costs.
Key features to look for in spare parts inventory management solutions
The right software should do more than just track what’s on the shelf—it should actively support your team’s efficiency, cost control, and decision-making.
💡 Tip: Alongside the features discussed below, it’s important to also consider factors like pricing, ease of use, and vendor support. Even the most advanced functionality won’t deliver value if it is overpriced or your team struggles to adopt it.
Real-time inventory tracking and control
At the heart of any strong parts inventory system is real-time visibility into your stock. You should get accurate counts of inventory levels across all storerooms, including what’s on hand, reserved, and on order.
Features like automated cycle counts, low-stock alerts, and centralized dashboards ensure you know exactly what’s available at any given moment. This level of control reduces both stockouts and overstock, helping you keep repairs on schedule while optimizing carrying costs.
Barcode scanning and QR codes
Manually typing part numbers takes ages and leaves a lot of room for error. Modern inventory systems solve this with barcodes, QR codes, or RFID scanning. Using a mobile device or handheld scanner, technicians can check parts in/out, update counts, and — when scanning asset QR codes — initiate prefilled work requests/work orders via the mobile app.
This not only saves time but also ensures inventory records stay accurate and up to date.
Standard spare parts management features
Managing spare parts isn’t just about knowing what’s in stock—it’s about keeping everything organized, traceable, and ready to use. A strong part inventory management module should help you:
- Track parts by batch, lot, or serial number: Essential for industries where traceability matters (think aerospace, pharmaceuticals, food production). This ensures you can identify when and where a specific part was installed, replaced, or retired.
- Support storeroom organization: The system should let you assign precise storage locations (aisle, shelf, bin) for every item. When a technician goes to pull a part, they can find it quickly without digging through a cluttered storeroom.
- Offer repair shop support: For teams that refurbish or repair components in-house, the system should track parts sent to the shop, their status, and when they’re ready to return to inventory. This prevents double-counting and ensures you don’t accidentally mark unavailable items as ready for use.
- Minimize loss and waste: By tightening control over how parts are issued and returned, you reduce shrinkage, duplication, and expired stock.
Together, these capabilities keep spare parts moving smoothly through your operation. They ensure critical items are easy to find and available when your team needs them.
Integration with ERP and purchasing
Spare parts don’t exist in isolation—they’re tied to your broader purchasing and financial workflows. That’s why strong integration with ERP and purchasing systems is a must. The right software should allow you to:
- Generate and manage purchase orders directly from the CMMS when stock levels drop.
- Automate reordering notifications so procurement teams know exactly when and what to buy.
- Sync with ERP platforms like SAP, Oracle, or NetSuite to ensure maintenance and finance teams are working from the same data.
With this level of integration, you eliminate duplicate data entry and avoid procurement delays. Plus, you keep Finance aligned with Maintenance on inventory spend.
Workflow integration with maintenance management
Parts inventory management is at its most powerful when it’s fully integrated with work orders and preventive maintenance schedules. This includes:
- Automatic parts deduction: When a technician closes out a work order, any parts marked as used are automatically deducted from inventory.
- Asset-level tracking: Every part used is logged to the specific asset’s history, creating a clear record of which machines consume the most resources.
- Preventive maintenance alignment: PM tasks can reserve parts ahead of time, ensuring everything is ready when the job is scheduled.
This level of integration streamlines operations and gives you data-backed insight into the true cost of maintaining each asset.
Multi-site capabilities
For organizations managing multiple plants, warehouses, or storerooms, inventory visibility across all locations is critical. A modern parts inventory system should support multi-site and multi-warehouse management, allowing you to:
- Track which facility has which parts in stock.
- Transfer inventory between sites without losing traceability.
- Standardize parts naming and codes across locations to avoid duplication.
- Benchmark costs and various other inventory-related KPIs between different locations.
With multi-site visibility, you can reduce downtime caused by local stockouts, optimize the use of your existing inventory, and better balance the maintenance budget.
Reporting and analytics
No “management” software is complete without having a proper reporting function. Your parts inventory management software should provide dashboards and analytics that help you:
- Set up custom dashboards to track inventory-related KPIs in real time.
- Monitor inventory turnover and carrying costs.
- Generate (automatic) reports using valuation methods like LIFO, FIFO, or Average Cost.
- Forecast parts usage trends to prevent both overstock and stockouts.
By turning raw inventory data into actionable insights, reporting functionality helps maintenance leaders both justify budgets and optimize purchasing strategies.
9 Best parts inventory management software providers on the market
To make things easier, we’ve narrowed it down to the nine best parts inventory management software providers you should consider heading into 2026.
Each of these tools brings something unique to the table — whether it’s deep CMMS integration, fleet-specific tracking, or enterprise-grade scalability. Below, you’ll find a breakdown of their strengths, potential limitations, and pricing details. All to help you compare apples to apples and find the best fit for your team.
1. Limble CMMS — #1 Parts inventory management software module
Limble is a cloud-based maintenance management platform known for its user-friendly design, mobile-first capabilities, and powerful parts inventory module. It’s a great fit for organizations that want to tightly connect spare parts tracking with work orders, assets, and preventive maintenance — all in one system. Limble is widely adopted across industries like manufacturing, food & beverage, hospitality, and facilities management.
Pros of using Limble to manage spare parts:
- Seamless work order integration: Every part can be logged directly to work orders and assets, giving teams a clear record of usage and costs.
- Mobile-first design: Technicians can scan QR codes to instantly pull up asset history, check part availability, and reserve items from the storeroom.
- Automated alerts and reordering: Built-in stock level monitoring reduces the risk of stockouts while cutting down on rushed orders.
- Multi-site visibility: Managers can view inventory across multiple locations or storerooms, making it easier to share resources and reduce duplicate purchases.
- Strong reporting tools: Real-time dashboards and customizable reports provide insights into inventory spend, usage trends, and supplier performance.
What real customers say about Limble’s part management capabilities:
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- Work orders along with the QR codes make creating work orders simple for anyone that sees a problem to create one. I like the parts management; it allows me to keep track of my inventory and alerts me when we are getting low. [SOURCE]
- Limble’s best pro is its ease of use and great UI for my staff. It has solved many problems for me, including inventory tracking and asset tracking. [SOURCE]
- We didn’t have an inventory system other than excel that allowed us to track usage. The system gave us back control of the operation at the same time increasing our customer service experience. [SOURCE]
- The connectivity between tasks or work orders, parts inventory and the purchasing of parts for replacement of those used or new as required. The system easily allows tracking of operating costs, maintenance performance and stock level management. [SOURCE]
Pricing: Limble’s parts inventory management module is included in Premium+ and Enterprise plans. To get an exact quote, use Limble’s free pricing calculator. Alternatively, you can request a demo and get a personalized walkthrough!
2. Fiix
Fiix, a Rockwell Automation company, is a cloud-based CMMS designed to make maintenance more connected and data-driven. Its inventory management module integrates with assets, work orders, and purchasing workflows, making it a strong fit for mid-sized to large organizations that want to bridge maintenance with procurement and ERP systems.
Pros of using Fiix’s parts management module:
- ERP and purchasing integrations: Strong out-of-the-box connectors with platforms like SAP and Oracle streamline procurement.
- Usage-based tracking: Tracks spare parts consumption directly through work orders, linking cost data to specific assets.
- Multi-warehouse support: Offers visibility into stock levels across several facilities and storerooms.
- Customizable reports: Provides detailed reporting on inventory spend, stock movement, and forecasting trends.
Potential limitations: Some users note that Fiix’s interface can feel less intuitive compared to mobile-first competitors, leading to a steeper learning curve. Advanced inventory features such as deep vendor management or highly granular parts categorization may require customization or add-ons.
Pricing: Fiix offers tiered pricing. The parts and inventory management module is included in its Professional (starts at $75/user per month) and Enterprise (custom quote) tiers. For organizations with complex integration or reporting requirements, Fiix recommends reaching out for a custom enterprise quote.
3. UpKeep
UpKeep is a mobile-first CMMS built with simplicity in mind, making it a favorite among small to mid-sized maintenance teams that want fast adoption and strong mobile access. Its inventory management capabilities are designed to give technicians and managers quick visibility into parts availability without unnecessary complexity.
Pros of managing spare parts through UpKeep:
- Mobile-friendly design: UpKeep’s app is intuitive and easy for technicians to adopt with little training.
- Real-time parts tracking: Links parts directly to work orders, so managers can see which jobs and assets consume the most inventory.
- Barcode/QR scanning: Technicians can scan codes to instantly update counts or reserve parts for jobs.
- Simple reordering workflows: Helps teams set minimum thresholds and get notified when stock runs low.
Potential limitations: UpKeep’s inventory features are simpler compared to enterprise-focused platforms. For teams needing advanced capabilities like multi-site warehouse management, ERP procurement integration, or in-depth inventory cost analysis, UpKeep may not be robust enough without integrations.
Pricing: UpKeep offers Essential ($20/user per month), Premium ($45/user per month), Professional (custom pricing), and Enterprise (custom pricing) plans. Inventory management is included in the Premium and above pricing plans.
4. Fleetio
Fleetio is a fleet management software with built-in parts and inventory tracking, making it a strong fit for organizations that maintain vehicles or heavy mobile equipment. Unlike general-purpose CMMS tools, Fleetio’s inventory capabilities are tailored to automotive and fleet operations, with features like fuel tracking, vehicle inspections, and integrated parts catalogs.
Pros os using Fleetio to manage spare parts inventory:
- Fleet-focused inventory: Tracks parts specifically tied to vehicles (tires, filters, fluids, etc.) with automatic logging to vehicle service records.
- Barcode scanning: Supports QR/barcode scanning via mobile to speed up issuing or returning parts.
- Vendor management: Has built-in tools to track parts vendors and purchasing history for specific components.
- Mobile-first access: Solid mobile app that enables technicians to check availability and log part usage from the shop floor or in the field.
Potential limitations: Since it specializes in vehicle maintenance, manufacturing plants or facility teams may find it lacking in broader asset and maintenance management functions. Its inventory tools are best leveraged when paired with its full fleet management workflows.
Pricing: Fleetio basic parts inventory management becomes available in the Professional tier ($7/month per vehicle), with full capabilities unlocked in the Premium tier ($10/month per vehicle). The platform does offer add-ons and enterprise pricing for larger fleets with more complex needs.
5. Skyware Inventory
Skyware Inventory is a standalone, cloud-based inventory management system that’s lightweight and easy to use. Unlike CMMS platforms, it doesn’t focus on asset management or maintenance workflows, but it can be a good fit for small teams that primarily need to track spare parts and stock levels without extra complexity.
Pros of using Skyware Inventory to track spare parts:
- Free personal use: It has a free plan for a single user with solid basic functionality (but you will see some ads from time to time).
- Low-cost upgrades: Paid tiers (e.g. “Team”, “Pro”, “Enterprise”) are quite cheap and add features like reorder alerts, serial number tracking, and FIFO/LIFO costing.
- Cloud-based and mobile-friendly: Accessible from any device without complicated setup.
- Simple workflows: Provides easy stock tracking, issuing, and receiving without heavy customization.
- Multi-location support: You can use it to track inventory across multiple warehouses or sites.
Potential limitations: Because it’s not a CMMS, Skyware doesn’t integrate directly with work orders, assets, or preventive maintenance schedules. Teams looking for advanced reporting, automated procurement, or deep integrations with maintenance workflows will quickly outgrow it as operations scale.
Pricing: Its pricing plans start at $3/user per month and scale up to $10/user per month. Most features are available in the cheapest paid plan, with expanded reporting and advanced costing methods locked behind the higher pricing tiers.
6. Facilio
Facilio is a facility management software platform that combines CMMS functionality with IoT-enabled building operations. Its inventory management features are designed with property managers and facility operators in mind, making it a strong choice for commercial real estate, hospitals, and large building portfolios.
Pros of using Facilio to manage your parts inventory:
- IoT integration: Connects with building management systems (BMS) to automate insights and align parts usage with real-time asset conditions and maintenance work.
- Multi-site facility support: Ideal for organizations managing multiple properties and storerooms.
- Strong reporting tools: Offers dashboards and analytics tailored to facility-level KPIs, including spare parts costs and usage trends.
- Unified platform: Combines basic CMMS functions, inventory management, tenant management, and sustainability tracking in one solution.
Potential limitations: Facilio’s breadth can be a double-edged sword. While it excels for facility management use cases, it will feel too broad for teams in manufacturing or fleet-heavy industries. Additionally, implementation and setup can take more time compared to lightweight CMMS options.
Pricing: Facilio does not publicly list pricing. Instead, it offers custom quotes based on the number of facilities, modules selected, training sessions, and scale of deployment. Organizations should expect enterprise-level pricing, especially when including IoT integrations and analytics.
7. Katana MRP
Katana MRP is a manufacturing resource planning (MRP) platform designed to help small and mid-sized manufacturers manage production, inventory, and supply chains in one place. While it’s not a CMMS, its strong inventory and material tracking capabilities make it an interesting option for teams that need to coordinate spare parts and raw materials alongside production workflows.
Pros of using Katana MRP to manage MRO inventory:
- Manufacturing-focused: Built for manufacturers who want to manage both raw materials and spare parts in a single system. Suited to make-to-order/make-to-stock operations with BOMs and production planning.
- Real-time inventory tracking: Tracks stock levels across multiple warehouses and production lines with automatic updates as materials are used.
- Integration with accounting/ERP: Connects seamlessly with tools like QuickBooks, Xero, and Shopify to bridge financial and operational data.
- Batch and expiry tracking: Ideal for industries like food, pharmaceuticals, and cosmetics where compliance requires traceability.
Potential limitations: Katana MRP is not designed as a maintenance-first platform. It lacks the CMMS features needed to tie inventory directly to work orders, preventive maintenance schedules, or asset histories. Manufacturers who need strong maintenance and asset management tools may need to pair Katana with a capable CMMS solution.
Pricing: Katana MRP has a limited free plan, followed by Standard at $399/month and Professional at $899/month. For larger deployments, custom quotes are available. All paid plans come with onboarding fees and optional paid add-ons.
8. FieldEquip
FieldEquip is a field service and asset management platform designed for industries like oil & gas, energy, construction, and heavy equipment. Its inventory management features are tailored for field-based operations, helping companies track spare parts, tools, and consumables across multiple job sites and warehouses.
Pros of using FieldEquip to manage parts and inventory:
- Field-focused inventory: Built to support distributed teams and equipment in industries with remote or mobile operations.
- Real-time parts tracking: Monitors stock levels across job sites, warehouses, and trucks.
- IoT-enabled capabilities: Integrates with sensors and IoT devices to automate condition monitoring and link part usage to asset performance.
- Procurement integration: Streamlines requisition and purchasing workflows with approval routing.
Potential limitations: FieldEquip is designed for large-scale, field-heavy industries, so smaller maintenance teams or facility-focused operations may find it overly complex. Its specialization means some standard CMMS features are secondary to field service needs, and customization is often required.
Pricing: FieldEquip does not provide public pricing information. Pricing is available only via custom quotes, tailored to the number of users, modules required, and scale of deployment.
9. IBM Maximo
IBM Maximo is an enterprise asset management (EAM) platform built for large, complex organizations. Known for its scalability and depth, Maximo includes robust modules for spare parts and inventory management, making it a strong fit for large-scale operations in heavy industries like manufacturing, utilities, transportation, and energy.
Pros of using IBM Maximo to manage spare parts inventory and assets:
- Enterprise-grade inventory management: Handles complex supply chains with multiple warehouses, vendors, and stock rules.
- Advanced integrations: Connects with ERP, IoT, and predictive analytics systems to optimize spare parts usage and procurement.
- Compliance support: Offers audit trails, batch/lot tracking, and reporting tools for regulated industries.
- Highly configurable: Can be tailored to specific industry needs with industry add-ons and extensions.
Potential limitations: IBM Maximo is powerful but complex and resource-intensive. Implementation often requires significant time, IT involvement, and customization. For smaller organizations, it may be too costly and feature-heavy compared to standard CMMS platforms.
Pricing: IBM Maximo does not list pricing publicly. Costs vary significantly based on deployment model (cloud, on-premise, or hybrid), number of users, and modules selected. Organizations should expect enterprise-level pricing and typically need to request a custom quote through IBM or a certified partner.
Benefits of using a modern parts inventory management software like Limble
A well-designed parts inventory software directly supports uptime, cost control, and operational efficiency. Below are the biggest benefits it brings, supported by real-world examples from Limble customers.
Reduce downtime with the right parts available
When the right parts are ready and in stock, repairs and PMs don’t stall while waiting for deliveries. This dramatically cuts the time assets stay offline and leads to noticeable improvements in key metrics like MTTR and schedule compliance.
For example, Tara Manufacturing used Limble to centralize their spare parts inventory and link parts to assets using QR codes. As a result, when machines failed, technicians could scan QR codes to access maintenance histories and find the correct parts instantly. They cut downtime rate by 83%, saving hundreds of thousands in lost production time.
Improve stock and cost visibility with parts inventory dashboards
When every part usage is tied to a work order and asset, managers gain transparency into the true cost of maintaining equipment. You can use visual dashboards to give teams at-a-glance insights into KPIs like inventory turnover, spend, and stockouts, making it easier to monitor trends in real time. This visibility helps justify budgets, identify cost leaks, and make smarter decisions about inventory spending.
After Liberty Safe implemented Limble, the first wins were recorded in their spare parts room. Within 90 days, they improved forecasting and began cutting expedited shipments, resulting in savings of over $3,000 per week.
“Our shipping costs for parts have gone down dramatically, at least 75%. It is all because we now know when we’ll be using parts, so we order them in advance. We know when to reorder. And it is all based on the Limble parts system.” – Adam Ferran, Maintenance Manager at Liberty Foods.
Improved technician efficiency
When inventory is integrated and accessible via mobile, technicians spend less time:
- Searching for parts
- Dealing with mismatched part numbers (wasting time trying to cross-reference a vendor’s part number with an internal catalog number)
- Converting stock (a technician can’t find the exact bearing listed in the system, so they grab a “similar” one and adapt it — which can be risky).
At Allagash Brewing, moving parts management into Limble allowed their maintenance mechanics to pull inventory data directly from the app rather than walking between systems and storerooms. This cut the time spent on non-productive tasks and freed more hours for actual maintenance work.
Lower inventory costs through better forecasting
By tracking usage patterns, setting reorder points, and analyzing downtime trends, you minimize overstock, reduce obsolete parts, and tie up less capital in spare inventory.
In just 3 months, Island Abbey Nutritionals used Limble to overhaul its inventory management program. They were finally able to detect inconsistencies (e.g. parts reported in stock but not found) and forecast inventory needs more precisely. This move helped reduce waste, improve uptime, and reduce MRO inventory costs by 30%.
FAQs about parts and inventory management software
What’s the difference between a CMMS with a parts management module and a standalone inventory management system?
CMMS parts management module is purpose-built for MRO (Maintenance, Repair, and Operations) inventory management. It connects inventory directly to work orders, preventive maintenance schedules, and asset histories. This integration makes it easy to see which parts are tied to specific jobs, track usage over time, and calculate the true cost of maintaining each asset.
In contrast, most standalone inventory management systems are built for managing products, goods, or raw materials. Their focus is on tracking stock for production and sales, optimizing fulfillment, and integrating with ERP, POS, or logistics systems. While they may offer more advanced features for large-scale distribution, they typically lack the tight linkage to maintenance tasks that a good CMMS provides.
How does barcode scanning or QR codes prevent human error?
Barcode and QR code scanning replace manual data entry, which is one of the biggest sources of mistakes in parts inventory management. Instead of typing in long part numbers or searching through spreadsheets, technicians simply scan a code with their mobile device. The system instantly pulls up the correct item, updates stock counts, or links the part to a work order.
This reduces the risk of typos, duplicate entries, and misidentified parts — all common errors that lead to stock discrepancies, delays, or ordering the wrong item.
What are the most cost-effective providers for small teams vs. enterprise?
For small teams, cost-effective providers are typically those that offer simple, user-friendly CMMS platforms with built-in parts management at lower per-user subscription rates. These solutions usually include essential features like stock tracking, mobile access, and basic reporting without the complexity — or price tag — of enterprise systems. Examples include providers like UpKeep or MaintainX, which are often favored by small to mid-sized businesses for their affordability and ease of use.
Large teams managing multiple facilities benefit more from scalable, enterprise-grade platforms like Limble CMMS, Fiix, and IBM Maximo, which support advanced reporting, multi-site visibility, and deep integrations with ERP systems. These solutions deliver stronger ROI by reducing downtime, consolidating workflows, and providing the analytics needed to manage maintenance at scale.
How do mobile apps improve inventory tracking for technicians?
Mobile apps give technicians instant access to inventory data — be it on the shop floor, in the field, or at a remote site. Instead of walking back to a desktop or digging through spreadsheets, they can check stock levels, confirm part availability, and even reserve or issue parts directly from their phone or tablet.
Many CMMS mobile apps also support barcode and QR code scanning, so technicians can quickly identify parts and update counts. The best ones even work offline, automatically syncing once a connection is restored.
Can I also use the system to track consumables as well as spare parts?
Most modern spare parts inventory management software will be able to seamlessly track both spare parts (like bearings, gaskets, seals, or replacement filters) and consumables (such as lubricants, rags, gloves, or fasteners).
By logging usage of these items against work orders, the system ensures that even low-cost supplies don’t get overlooked. This prevents shortages of everyday MRO materials that, while inexpensive, can still bring maintenance tasks to a halt.