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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

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  • 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.

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  • 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.

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  • 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.