KaryaFlowWho has the part?
A part leaves the store, but the office has to ask around to find out who holds it.
FOR SERVICE CENTRES & FIELD TECHNICIANS
Inventory & Spare Parts Management for Service Teams
Know where your spare parts are, who has them and which job used them. KaryaFlow connects your store, technicians and service jobs in one parts workflow.
Book a Demo opens WhatsApp to request a walkthrough.
- Store stock
- Technician stock
- Parts used on jobs
- Returns
Issued to technician4 units · sample
Recorded on jobDEMO-2048 · sample
THE DAILY HANDOFF
The part left the store. What happened next?
A service part can pass through several hands before a job closes. These are the questions your team should be able to answer without searching through calls and notebooks.
Which job used it?
A replacement gets fitted, but the part and customer visit sit in separate records.
Did the unused part return?
The technician brings it back, but the handover has no clear return record.
Is the recovered part usable?
A faulty item comes back from a customer and risks being mixed with parts ready for the next job.
ONE CONNECTED RECORD
Connect the store, technician and service job
Field service inventory management software should show more than a store quantity. KaryaFlow lets the team follow parts issued to technicians, parts used on customer jobs and items returned after a visit. The office can review those records together, including faulty items recovered from customers.
Read the detailed spare parts inventory guideINSIDE THE PART RECORD
Set up a spare part before you issue it
The starting record needs an item your team can identify and a quantity they can count. These focused views come from KaryaFlow’s Add Item screen; the later handovers below use illustrative data.
01
Name the item clearly
Give the part a recognisable name and code. When the office issues a capacitor, both the technician and store can refer to the same item instead of guessing from a shorthand description.
02
Record the quantity and unit
Set the opening quantity, the date it was counted, a measuring unit and a minimum stock level. Agree on the unit your team will use before comparing issued, used and returned quantities.
STORE → TECHNICIAN → JOB
Follow a spare part through a service job
Use one part as a test. The six records below show where each handover belongs; the exact fields depend on your configured workflow.
01
Identify the part
Start with the item your team stocks, such as a water-purifier pump. Use a clear name and unit so the store and technician mean the same thing.
02
Issue it to a technician
Record the item and quantity handed over. The technician's stock record now gives the office a named handover to review.
03
Record it on the job
When the technician fits the part, connect its usage to the customer's service job. The job shows what was used during that visit.
04
Record an unused return
If a part was not fitted, record its return separately. The store confirms what it actually received.
05
Keep faulty recovery separate
A removed customer part needs its own review. It should not appear as a ready-to-use replacement.
06
Review the handovers
The office checks the issue, job usage and returns together before following up on any difference.
TECHNICIAN STOCK
See what remains with each technician
When the office issues a part, the record should answer who received it. After the visit, compare what was used on jobs with unused parts returned. The sample below shows the questions to review; it does not verify the physical stock on its own.
See the technician mobile app Technician-held partsIllustrative record · fictional data
R
Ravi KumarSample field technician
Review balancePartQtyRecord
RO pump4Issued
RO pump2Used on jobs
RO pump1Unused return
Still to account for1Office review
Sample arithmetic for one item. Confirm each physical handover with your team.
Parts on a service jobIllustrative record · fictional data
JOB DEMO-2048RO pump replacementCustomer visit · Ravi Kumar
Work recordedRO pump2 units recorded as used
PARTS ON JOBS
Keep the part connected to the work
When a technician uses two pumps on a customer visit, add the item and quantity to that job. The office can check the visit record before preparing a bill or completion sheet.
A part recorded as used is not payment received. A job record is not automatically an invoice. Warranty or AMC terms decide whether the replacement is chargeable.
Explore work order managementTWO DIFFERENT RETURNS
An unused return is different from a faulty part
Treat these as separate outcomes of a service visit. They lead to different store and billing decisions.
Unused part returns to the store
The technician did not fit it. Record the return and let the store confirm what it received before making the part available for another job.
RO pump · 1 unitUnused return · sample
Faulty part comes back from the customer
Record the recovered item separately for inspection, disposal or a supplier decision. Do not count it as usable stock just because it came back.
Removed pump · 1 unitNeeds review · sample
BUILT AROUND SERVICE WORK
One parts workflow, different kinds of service jobs
The handovers stay recognisable across trades, while the parts and job details change.
AC and appliance service
Motors, capacitors, boards and pumps
Explore the industryRO and water purifier service
Filters, membranes and small pumps
Explore the industryCCTV and security service
Cameras, connectors and adapters
Explore the industryLaptop and computer service
RAM, SSDs and cooling fans
Explore the industryFIT THE WAY YOUR TEAM WORKS
Set up the parts workflow your team follows
KaryaFlow can adapt fields and workflow steps to a service business. In a demo, distinguish the stock and job records your team needs from new development or third-party integrations. Confirm the agreed setup and any separately scoped work in your proposal.
See current KaryaFlow pricingStart with the working recordItem, quantity, technician and job reference.
Adapt the handoffsAgree who issues, records use and confirms returns.
Scope additional needsReview integrations, special identification and new development in the proposal.
COMMON QUESTIONS
Inventory and spare parts management FAQs
How is technician stock different from store stock?+
Store stock is held by the business before it is issued. Technician stock is the part quantity recorded as being with a field worker. Recording an issue identifies who received the part; the office still needs to check the physical handover.
Can parts usage be connected to a service job?+
Yes. A technician can record parts used against a service job, so the office can review the item and quantity in the context of that visit.
How are unused parts returns recorded?+
The team can record an unused part returning from a technician. Agree who confirms receipt and how your store checks the returned quantity during setup.
How should faulty customer parts be handled?+
Record a recovered faulty item separately from unused, serviceable stock. Your team can then decide whether it needs inspection, disposal or a supplier process. Do not count it as usable stock just because it came back from a visit.
Can the workflow be adapted for different service industries?+
Yes. KaryaFlow can adapt fields and workflows to the way a service team handles its parts. Use a real part and service job in a demo to confirm the records and handovers your trade needs.
What should we check for multiple stores, scanning or serial numbers?+
Show your actual store locations, items and identification process during a demo. Confirm the specific multi-store, scanning and serial-number behaviour you need in your proposed setup rather than assuming every item uses the same tracking method.
How does inventory information connect to billing?+
Parts recorded on a job give the office a work record to review when preparing the bill. A used part is not a payment, and a completed job is not automatically an invoice. Warranty and AMC terms determine whether a replacement should be charged.
What should we bring to an inventory demo?+
Choose one common part and one typical service job. Walk through how your team receives, issues, uses and returns the part, including who checks the record at each handover.
SEE THE HANDOFF
See your spare-parts workflow in KaryaFlow
Bring one typical service job and spare part to the demo. We’ll discuss how your team issues, uses, returns and reviews it.