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# Spare parts inventory: track and manage maintenance supplies

# Spare parts inventory: track and manage maintenance supplies

The inventory feature lets you track spare parts for your printer fleet - nozzles, belts, bearings, PTFE tubes, and more. Set stock levels, get alerted when parts run low, and let the system automatically deduct parts when maintenance tasks are completed.

|| The spare parts inventory is available on Print Farm, Enterprise, and School plans.

## Table of contents
- Adding spare parts
- Stock management
- Stock status indicators
- Low-stock alerts
- Importing default parts
- How inventory connects to maintenance tasks

## Adding spare parts
To add a new part to your inventory:

1. Go to **Maintenance > Inventory**.
2. Click **Add part**.
3. Fill in the details:
   - **Name** - descriptive name like "0.4mm Brass Nozzle" or "GT2 Timing Belt 6mm"
   - **SKU / part number** - optional, for your own reference
   - **Description** - what the part is and what it's used for
   - **Category** - nozzle, bed, extruder, hotend, belt, fan, bearing, filter, PTFE tube, or other
   - **Quantity** - how many you currently have in stock
   - **Unit type** - pieces, meters, kilograms, grams, or milliliters
   - **Reorder threshold** - the system alerts you when stock drops to this level
   - **Compatible brands** - optionally limit this part to specific printer brands
   - **Compatible models** - optionally limit to specific printer models
   - **Supplier info** - cost per unit and buy link for easy reordering
   - **Image** - upload a photo of the part
4. Click **Add part** to save.

![Inventory list showing spare parts with stock levels and status indicators](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/inventory-inventory-list_6hdfhk.png)

![Add spare part modal with fields for name, category, quantity, and more](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/inventory-add-part-modal_1jh2zcy.png)

## Stock management
There are two ways stock levels change:

### Manual adjustment
Click the stock adjustment button on any part to manually change the quantity. You'll be asked for a reason:

- **Received** - new stock arrived
- **Used** - parts consumed outside of maintenance tasks
- **Damaged** - parts that can't be used
- **Inventory count** - correcting the count after a physical check

You can also edit the stock quantity directly in the inventory list by clicking the number.

### Automatic deduction
When a maintenance task is completed and that task has a spare part requirement, the system automatically deducts the required quantity from inventory. For example, if a "nozzle replacement" task requires 1 nozzle, completing the task reduces nozzle stock by 1.

| If you uncomplete a task (mark it as not done), the deducted parts are refunded back to inventory.

This only works when:
- The task template has a spare part assigned (direct part or category-based)
- The task's spare part quantity is set to more than 0
- The inventory has been set up with matching parts

## Stock status indicators
Each part in the inventory list shows a status badge:

- **OK** (green) - stock is above the reorder threshold
- **Low** (yellow/orange) - stock has dropped to or below the reorder threshold
- **Out of stock** (red) - quantity is zero

The dashboard stat card also shows a quick summary of your inventory health.

## Low-stock alerts
When a part drops to or below its reorder threshold, the system:

1. Sends a notification to configured recipients
2. Fires a webhook event (`maintenance.low_stock`) if you have webhooks set up
3. Shows the part in the "Low stock" section of the dashboard

| Set your reorder thresholds generously - it's better to know early than to run out during a maintenance window.

## Importing default parts
SimplyPrint includes a library of common spare parts you can import into your inventory. Click **Import default parts** on the inventory tab to see what's available. Imported parts come with sensible defaults for category and description, but you'll need to set your own stock quantities and thresholds.

## How inventory connects to maintenance tasks
The inventory system works hand-in-hand with task templates:

1. When creating a task template, you can assign a spare part requirement - either a specific part or a category of parts
2. When that template is used in a maintenance job, the task shows which part it needs
3. When the technician completes the task, the system prompts them to select the part (if category-based) and deducts it from stock
4. If the part is out of stock, the task can still be completed but a warning is shown

For category-based requirements, the spare part picker shows parts sorted by relevance: parts matching the printer's model first, then matching brand, then generic parts.

Read more about templates: [Task templates: define reusable maintenance procedures](https://help.simplyprint.io/en/article/task-templates-define-reusable-maintenance-procedures-358nuv/)
Read more about jobs: [Maintenance jobs: scheduling and completing printer maintenance](https://help.simplyprint.io/en/article/maintenance-jobs-scheduling-and-completing-printer-maintenance-gu6vev/)
Back to overview: [Printer maintenance: keep your fleet running smoothly](https://help.simplyprint.io/en/article/printer-maintenance-keep-your-fleet-running-smoothly-1vr27om/)