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How do you manage parts inventory across multiple vans?

Deja Washington

Hi everyone!

So our team is growing — we just went from 4 vans to 8 vans this quarter (HVAC install and service) — and I am STRUGGLING to keep track of who has what parts. Right now I'm basically texting technicians "do you have any 3/4" couplings??" and it's... not sustainable lol.

What I want to know: Are you using FieldPulse's inventory features for van stock, or is that overkill? Do you track everything down to the fitting, or just the expensive stuff? And how do you handle restocking — do vans come back to the warehouse or do you do mobile restock days?

We're not huge but we're not tiny either and I feel like there's a smarter way to do this that I'm just not seeing. Any workflows that have worked for your team would be SO appreciated!!

Thanks so much!

— Deja

  • Pro tip: Don't track every fitting. We tried that for about 3 months and it was a nightmare — techs were spending more time logging parts than using them.

    What we do now: track the expensive stuff only — anything over $50, plus serialized items like circuit boards and meters. Everything else is "bin stock" that we replenish weekly based on usage patterns. FieldPulse works fine for the tracked items, but for bin stock we just do a simple min/max system on a shared Google Sheet the techs fill out Friday mornings.

    The real game changer was assigned restock days — each van comes back to the warehouse on a specific day (Mon/Wed/Fri) so I can prep their restock bin in advance. No more guessing who's running low on what.

    I've walked this back from a more complex setup before and this is the one that actually stuck. Happy to share the sheet template if anyone wants it.

  • In my experience, the mobile inventory features sound good on paper but the scanning is too slow in the field. Techs won't do it consistently.

    We use the vehicle check-in/check-out approach instead. Van leaves with a standard kit, anything special gets signed out on paper (yeah, I know). Discrepancies come out of their bonus pool. Harsh but it works.

  • in reply to Art Kowalczyk

    @art.kowalczyk I respectfully disagree with the "techs won't do it" framing — if the system is clunky, they'll resist; if it's faster than the alternative, they'll adopt. We've had success with barcode scanning on tablets mounted in the vans, not phones. The key is making it easier than the old way.

    That said, your check-out approach is actually solid for serialized/higher-value items. I'd suggest combining both: bulk bin stock for consumables, tracked checkout for anything you'd notice missing.

    Deja, one thing I'd add: audit randomly, not just when there's a problem. Predictable audits train people to game the system; random ones keep everyone honest.

  • in reply to Gwen Albright

    Maybe I'm cynical from 15 years of watching systems get abandoned. But fair point on the tablets — phones are terrible for scanning all day.

    Still think the bonus hit is the only thing that actually changes behavior though.

  • Quick rundown of what works for us (12 vans, electrical contractor):

    • ABC classification: A items = track in FieldPulse, B items = weekly visual count, C items = buy bulk, don't track
    • Par level cards in each van bin — techs mark when something hits reorder point
    • Consolidated restock: all vans return Monday AM, we reload for the week

    We don't use FieldPulse for real-time van inventory — use it for warehouse-to-van transfers only. The rest is physical systems techs can see and touch.

    Biggest lesson: start simple and add complexity only when forced.

  • ...has anyone tried just asking the techs what they actually need?

    Half the time the "shortage" is someone hoarding parts because they got burned running out once. Fix the psychology, fix half your inventory problem.

    We do van audits every 6 weeks. Unannounced. Keeps the hoarding in check.

  • in reply to Ray DeLuca

    @ray.deluca oof... you're not wrong though. We've definitely had "where did all the flex connectors go??" moments that turned out to be one person keeping a "just in case" stash.

    The unannounced audit idea is interesting — do you do those during the work week or on weekends? And does the tech ride along or do you pull the van?

    Really appreciate everyone's input on this! Lots to think about.

  • in reply to Deja Washington

    During the week, tech is present. Takes 20 minutes. They hate it but they also know when it's coming... roughly. Keeps them honest without being hostile about it.

  • Love seeing this discussion! We want to make sure you're set up for success with whatever approach works for your team.

    A few resources that might help:

    — Inventory Alerts and Part Reservations covers some of the warehouse-to-van transfer features Sylvia mentioned

    — If anyone is interested in sharing their full van inventory workflow for a future case study, feel free to DM me!

    What other inventory challenges are you all wrestling with? We're always looking to learn what's actually happening in the field.

  • honestly i just keep a note in my phone of what im low on and text it to the shop friday

    idk if thats helpful for u but its the only thing i actually do consistently