Feature · Parts & inventory
A parts catalog your work orders, tires, and accounting team actually use.
Tenant-scoped part numbers, manufacturers, UPCs, units of measure, unit cost — wire them into work orders. Per-tire lifecycle history for tire-heavy fleets.
app.fleetservice365.com/parts
Parts catalog
2,418 records · tenant Hartwell Logistics
+ New part
All
Brakes
Filters
Fluids
Tires
Hardware
Electrical
Part #
Description
Category
Manufacturer
UOM
Unit cost
BP-FA-D2
Brake pad set · front · semi-metallic
Brakes
Bendix
set
$112.40
OF-LP15W40
Oil filter · diesel
Filters
Fleetguard
ea
$14.20
HYD-AW46
Hydraulic fluid AW46
Fluids
Mobil
gal
$18.95
TIRE-XDA5-1122
Tire · Michelin XDA5 · 11R22.5
Tires
Michelin
ea
$612.00
BLT-M12-150
Bolt M12 × 1.5 · grade 10.9
Hardware
Fastenal
ea
$1.85
DEF-25G
DEF · 2.5 gal jug
Fluids
BlueDEF
gal
$9.50
Seeded day-one UOMs:
ea · ft · gal · in · lb · qt · set · tube
tenant-scoped · row-level secured
What’s broken today
Parts data is messy. Tire data is messier. Most tools punt.
01
Parts in spreadsheets, work orders in software.
Two systems, two sources of truth, two reconciliations every month-end. The shop foreman knows the part number; the catalog says nothing; the work order says “front pads” — and at year-end you can’t tell which trucks ate which pads.
02
“What’s the part number again?”
Without a catalog, every technician types a slightly different description. “Brake pad set,” “front pads,” “BP set fr,” “pads (front).” Your spend-by-part report becomes useless, your warranty claims slow to a crawl, and your reorder list is a wall of free text.
03
Tires are not just parts.
Per-tire lifecycle — mount position, retread count, inspection history — is its own domain. Most fleet tools either ignore it or shove it into custom fields. Neither survives a commercial vehicle inspection, and neither tells you when to retread.
What’s behind it
Shipped today
The catalog foundation — plus tires as a first-class domain.
Six things shipped today. Be clear-eyed about the rest: stock-on-hand, reorder thresholds, and vendor price history are roadmap — see the band below.
Parts catalog
Tenant-scoped records: part number, category, manufacturer, manufacturer PN, UPC, description, unit cost, unit of measure. All on one row.
/parts
Four metadata catalogs
Part Categories, Part Manufacturers, Part Locations, and Units of Measure (name + symbol). Curate once; reuse on every part record.
/admin/parts-inventory/*
Seeded UOMs on day one
Every new tenant gets the standards out of the box — ea, ft, gal, in, lb, qt, set, tube. No “configure units of measure” Friday afternoon.
/admin/parts-inventory/units
Granular permissions
parts.view / create / edit / delete control catalog access. admin.parts_inventory.manage gates the metadata catalogs. Bench techs can pick parts but can’t edit cost.
parts.{view,create,edit,delete}
Tire Management v2
Tire-specific attributes, axle configurations, per-tire lifecycle and readings — install, remove, rotate, repair, retread, inspect — as one activity log per tire.
/tires/TIRE-0042
Public REST API + MCP
Every parts and tire endpoint is in the same REST surface as the rest of FS365 — and accessible from MCP for fleet-aware copilots. No second integration story.
/api/v1/parts
The honest part
Roadmap · V2
Here’s what we haven’t built yet.
We could quietly imply it. We won’t. Today’s parts module is a catalog foundation plus tire lifecycle. If you need stock-on-hand or QuickBooks sync to evaluate us — wait for V2 or talk to us about your specific shape. We’d rather lose the deal than win it on something we don’t ship.
Stock-on-hand
Quantity per part, decremented when consumed.
Multi-location stock
Yard, main shop, mobile-tech truck — separately.
Reorder thresholds
Min / max levels with auto-flagging.
Vendor price history
Cost over time, per vendor, per part.
Service-entry parts consumption
WO save decrements on-hand stock.
TPMS integration
Tire-pressure sensor reads via Real-Time Units.
QuickBooks / NetSuite sync
Parts and cost flowing into the GL.
Deep dive · 01
Shipped
A catalog that scales with how messy parts data actually is.
UPC for barcode scanners. Manufacturer part number for cross-referencing. Your part number for internal use. Unit cost for accounting. Unit of measure for inventory math. All on one row. No “miscellaneous” category to clean up later.
- Three identifiers, three jobs. Part # is yours — short, mnemonic, what techs say out loud. Mfr PN is the vendor’s — what the parts counter asks for. UPC is universal — what the scanner reads.
- Unit of measure is structured, not free text. A set of pads is not 2 pads is not 4 pads. Pick the UOM from a tenant-curated list (with seeded defaults), so your “average parts cost per WO” report stays honest.
- Unit cost on the part, not buried in a line item. Update the catalog, every future work-order line picks it up. Today’s value is the snapshot at line creation — historical lines are preserved.
- Categories, manufacturers, locations — tenant-curated. No vendor list with 8,000 entries you have to scroll past. Your shop’s actual list — and only your shop’s.
- Wired into work orders. A WO line item picks from this catalog — so spend rolls up by category, by manufacturer, by part number. No string-matching reports.
PART · BP-FA-D2
Brake pad set · front · semi-metallic
Part number
BP-FA-D2
internal
Manufacturer
Bendix Spicer Foundation Brake
cross-reference
Mfr part number
SBV-2241-D2
vendor lookup
Unit cost
$112.40
accounting
Unit of measure
set · “set”
inventory math
Location
Main shop · Aisle 4 · Bin 12
where to find it
UPC
Scan-ready for barcode pickers — on the roadmap. Today the field is searchable; tomorrow it pairs with stock-on-hand.
Work orders
14
last 90 days
Assets used on
9
TRK-04 … TRK-42
Avg labor
0.8 hr
per line
TIRE-0042
Michelin XDA5 · 11R22.5
DOT BFNCXYZ · 2024 W14
Asset
TRK-18
Position
LF · steer
Tread depth
11/32"
Retread count
1
Activity index · append-only
7 events · since Mar 12, 2025
INSTALL
Mounted on TRK-18 · LF steer · new
Mar 12, 2025
@ 0 mi since install · asset @ 142,200 mi
ROTATE
LF → RF · routine rotation
Aug 22, 2025
@ 28,400 mi since install
INSPECT
Sidewall cut · within repair limits
Nov 4, 2025
@ 41,200 mi · 8/32 tread
REMOVE
Pulled for retread · 4/32 tread
Feb 18, 2026
@ 52,800 mi
RETREAD
Bandag T1 cap · retread #1
Feb 28, 2026
@ 52,800 mi · cap added
INSTALL
Re-mounted on TRK-18 · LF steer
Mar 3, 2026
@ 52,800 mi · new cap
INSPECT
Routine DOT inspection · pass
Apr 14, 2026
@ 58,400 mi · 11/32 tread
Row status, current mount, retread count update atomically in the same txn.
commercial vehicle inspection ready
Deep dive · 02
Shipped
Per-tire activity index — append-only, audit-grade.
Every install / remove / rotation / repair / retread / inspection lands as one immutable event. The tire row’s status, current mount, and retread count update atomically in the same transaction. That’s the audit trail commercial vehicle inspectors actually ask for.
- One event log per tire. Not per truck. A tire that moved from TRK-18 → TRK-04 → retread → TRK-22 carries its full history with it. Mount positions, retread count, inspection results — one timeline.
- Six event kinds, all first-class. install, remove, rotate, repair, retread, inspect. Each has the fields it needs — no “notes” field doing all the work.
- Status and counters update in the same transaction. When a retread event lands, the tire’s retread_count increments and its status changes in the same database transaction. No “the log says retread but the row still says new” drift.
- Axle configurations, not custom fields. Each tire knows its mount position (LF · LRO · LRI · etc.) — and the rotation event encodes the swap. Your DOT inspector gets the layout they expect.
- What auditors actually ask for. “Show me TIRE-0042’s history” — one URL, one page, every event since install. That’s the bar. Most fleet tools clear it for trucks; we clear it for tires.
Compare
Fleet Service 365 vs. AUTOsist.
Where the parts catalog diverges — and why the difference matters the first time you try to roll up “spend by manufacturer” or hand a tire history to a DOT inspector.
| Capability | Fleet Service 365 | AUTOsist |
|---|---|---|
| Tenant-scoped parts catalog | ✓ | Limited |
| Part number + UPC + manufacturer PN | ✓ | Description only |
| Per-tire lifecycle history | ✓ | ✗ |
| Custom units of measure | ✓ | Fixed |
| Categories + manufacturers + locations | ✓ | ✗ |
| Granular parts permissions | ✓ | ✗ |
| Public REST API + MCP for parts | ✓ | ✗ |
See full comparison →
Comparison based on publicly listed AUTOsist capabilities as of May 2026.
Use cases
Three shops, one catalog shape.
Shop · clean slate
Building a part-number catalog from scratch.
New customer, no inherited catalog, no spreadsheet to migrate. UOMs are seeded. The shop adds five categories, three manufacturers, and 240 parts in a week — and every work order from day one references a clean catalog row.
Construction · 200 tires
200 tires across 40 trucks — each one tracked.
Each tire’s installation date, rotations, repairs, and retread count tracked per tire, not per truck. When TIRE-0042 rolls from TRK-18 to TRK-22, its history rolls with it. Retread #2 lands and the row updates atomically.
Dealership · reconciliation
Reconciling parts spend across service entries for the GL.
Every line item references a catalog row with a unit cost. Spend rolls up by category and manufacturer cleanly — no string matching, no “miscellaneous” bucket. Fixed-ops manager gets a clean export. (GL sync is on the roadmap; today it’s a clean CSV.)
FAQ
Questions we hear a lot.
Can I scan a UPC barcode to find a part?
UPC lives on the part record and is searchable today. Hardware barcode-scanner workflow — point a USB scanner at a work-order line and resolve to the part — is on the roadmap, paired with stock-on-hand. If barcode picking is a hard requirement for evaluation, tell us your scanner model and shop layout; we want to scope it against your shape.
Does the system track stock on hand and reorder thresholds?
Not today. Today’s parts module is a catalog foundation — part records and metadata catalogs — plus tire lifecycle. Stock-on-hand, multi-location stock, reorder thresholds, and vendor price history are V2. If you’re running on spreadsheets today, the catalog still gets you to clean part numbers and clean work-order lines, which is the prerequisite for any inventory math worth doing.
How does this work with my existing parts vendor — NAPA, FleetPride, AutoZone?
The catalog stores the manufacturer part number alongside your internal part number, so calling NAPA with “I need SBV-2241-D2” works out of the box. Direct vendor catalog import and live vendor pricing are roadmap items. Today, the integration is “your team types the part numbers once and never re-types them.”
Can I import a CSV of my existing parts catalog?
Yes. CSV import maps your existing columns onto the parts schema: part #, description, category, manufacturer, manufacturer PN, UPC, UOM, unit cost. Unmapped columns land as draft notes for review. New categories, manufacturers, and locations get created from the import or matched against the metadata catalogs you’ve already curated.
What’s different about how tires are tracked vs. other parts?
A tire has a per-unit identity that other parts don’t — the same physical tire moves from truck to truck, gets retreaded, gets inspected, comes back. So each tire is its own record, with its own append-only activity log (install, remove, rotate, repair, retread, inspect) and current-state fields (mounted asset, position, retread count, status). Non-tire parts live in the catalog as types — quantities are tracked per WO line, not per physical unit.
Can a technician add a part on the fly while logging a work order?
Yes — if their role has parts.create. The work-order line item picker has a “+ New part” affordance that opens a slim modal with the required fields (part #, description, UOM, unit cost). The part lands in the catalog with the same permissions as any other part record. If you’d rather only foremen create parts, parts.create is granular — bench techs can pick but not create.
Does this integrate with QuickBooks or NetSuite?
Not today. GL sync is V2 and we’d rather ship it right than ship it quickly. Today’s flow is: every WO line references a catalog row with a unit cost, the system rolls up spend by category and manufacturer, and you export a clean CSV your accounting team imports. If QuickBooks / NetSuite sync is a deal-breaker, talk to us — we want to know which entities and which event triggers matter most for your shape.
More to explore
Related features.
Clean part numbers. Per-tire history. No “miscellaneous” bucket.
14-day free trial. No credit card. UOMs seeded, sample parts loaded, a TIRE-0042 with three retreads of history already in the log — see exactly what an audit-ready tire timeline looks like.