A parts store aisle with a worker lifting a box from steel racking, a rugged phone in hand

weTrack / Inventory and invoicing

Parts inventory and invoicing connected to the job.

Keep the part, the service record and the invoice together. weTrack helps operators, suppliers and service shops work from the same operational information.

The record

From the shelf to the invoice, on one record

A part is pulled for a job, fitted or returned, and billed. Each movement stays tied to the equipment and the work. Shown with sample figures to illustrate the layout.

Step 01

Start with the catalog entry

The catalog identifies what the shop works with. Every part has an entry, a count on the shelf, and a history of the jobs it has been pulled for.

Step 02

Pull it for the job

A part pulled for service goes on the ticket for that job, against that equipment. The shelf count drops and the record says where the part went.

Step 03

Put it back and the count follows

A part that was pulled but not used goes back to the shelf on the record, and the count goes back up with it. What you have is what the system says you have.

Step 04

Bill it from the same record

Completed service turns into the invoice, with the parts used on it. The office can trace any billed item back to the job after the shop has moved on.

Bring a completed job to a demo

The problems

The problems inventory and invoicing are supposed to fix

Every one of these is a records problem before it is a stock problem.

  1. The problemParts leave the shelf and the paperwork catches up later, or never

    The fixInvoicing and inventory move with the work, so the part stays on the record

  2. The problemA stock count says how many; nobody can say which job the part went to

    The fixEach part pulled or returned is tied to the equipment and the service job it served

  3. The problemThe office cannot trace a billed item once the shop has moved on

    The fixThe invoice and the parts used sit on the same record as the service report

  4. The problemWhat you consumed and what you billed are two stories from two systems

    The fixOne platform runs the shelf, the job and the bill

For service shops and suppliers

The catalog, the pull, the return, the report

The supplier workflow includes the parts catalog, parts pulled for a job, items returned to the shelf and the service history of each part. Reports go to clients ready to read, with the parts on them.

weTrack for suppliers

For the office

Trace a billed item after the shop has moved on

Inventory control and invoicing run on the same platform as the service work. The parts used and the invoice sit beside the report, so a question about a line on the bill ends at the job it came from.

Equipment service history

The record

What every part carries

Every line below is a property of the record, not a promise. Ask us to follow one part from the shelf to the bill.

The job Which equipment and which service
The shelf Pulled, returned and counted
The bill Invoiced from the same record
One Platform for all three

In practice

How a part moves

Separate the catalog entry from the work done with the part

The catalog identifies what the shop works with. The service history explains what happened to a part during the work. Use a familiar part to follow these related questions:

  1. Which catalog entry describes the part?
  2. Which equipment and service job does it belong to?
  3. Was it used in the work or returned to the shelf?
  4. What report explains the service, and how does it relate to the invoice?

Keeping those questions connected helps the office investigate a billed item after the shop has moved on to another job. For identifying the equipment itself, see asset tracking.

Review a return as well as a part used

A completed job is one useful example. A job where a part was pulled and then returned provides another. Compare the two records to see how each movement relates to the work performed, then review the associated invoice against the job documentation. Before setup, prepare a selection of current catalog entries, older service records and client reports, and note inconsistent part descriptions or identifiers. RPT helps bring in the catalog and historical records.

Questions

What people ask about parts and billing

The answers below are what the platform does today. Bring your own catalog and we will work through it with you.

  1. Does weTrack include a parts catalog for suppliers?

    Yes. The supplier workflow includes inventory, a parts catalog, service records and client-ready reporting. Bring a representative catalog and report to see how they fit your operation.

  2. How do inventory and invoicing relate to maintenance?

    They run on the same platform as the service and maintenance information. This connects the parts used and the invoice with the work performed on the equipment, instead of leaving each team with a separate account of the job.

  3. What should we provide when setting up a parts catalog?

    Bring the catalog you use today, examples of parts pulled and returned, and the service reports and invoices associated with those jobs. Identify descriptions that differ between systems so the setup discussion addresses the records your team actually uses.

Explore weTrack

Connect the rest of the operation.

Aerial view of an industrial plant and yard at night

Next step

Follow a part from the shelf to the invoice

Bring a catalog entry, a completed job and a part that was returned to stock. We will follow all three through one record, in front of you.

Request a weTrack demo