Why Parts Management Matters More Than Most Contractors Think
Parts runs — driving to the supplier mid-job — are one of the most expensive and invisible costs in field service. Each trip costs 45–90 minutes of non-billable time, fuel, and often extends a job past the customer's availability. Beyond the direct cost, a tech who regularly needs mid-job parts runs appears unprepared to customers and is harder to schedule predictably.
Good parts management isn't about stocking everything. It's about having the right things on the truck and a reliable system for resupply.
What to Stock: The Tiered Approach
Not all parts are equal. Organize your truck stock into tiers based on frequency of use and size:
| Tier | What Goes Here | Stock Level | Reorder Trigger |
|---|---|---|---|
| Tier 1 — Consumables | Wire nuts, tape, filters, fittings, screws, small hardware | High quantity on truck always | Weekly auto-restock from shop |
| Tier 2 — Frequent parts | Common switches, breakers, valves, sensors — parts used 3–5×/week | 2–4 units on truck | Reorder when 1 unit remains |
| Tier 3 — Job-specific | Motor, compressor, specialized fixture — ordered per job | Order on job booking | Order confirmed before dispatch |
The Night-Before Prep System
The single best parts management habit: review the next day's jobs the evening before and pull any Tier 3 parts from your shop or order them for morning delivery. This eliminates mid-day supplier runs for jobs you knew about in advance. A 10-minute nightly review prevents 60 minutes of wasted time the next day.
For each job in tomorrow's schedule, answer: "Do I have everything I need for this job on the truck already?" If no — pull it, order it, or note that this job requires a supplier stop so you can sequence it first thing.
Supplier Relationships and Accounts
Establish accounts with 2–3 suppliers in your trade before you need them. With an account:
- Will-call orders ready in 30 minutes vs. waiting in line for counter service
- Net-30 payment terms for cash flow management
- Trade pricing (10–25% below retail in most trades)
- Ability to order by phone or online for same-day pickup
Also consider a backup supplier for emergencies — when your primary is out of stock on a critical part, knowing exactly where to get it in 20 minutes prevents a job from falling apart.
Charging for Parts
Mark up parts in your estimates. Industry standard markup for parts used on jobs:
- Standard markup: 25–50% above your cost for commonly stocked parts
- Specialty parts: 30–60% markup, plus a parts sourcing fee for hard-to-find components
- Installed materials: Always mark up — your time to source and carry the material has value
Never sell parts at cost. Your markup covers truck stock carrying cost, ordering time, and the risk that parts sit unused.
Use Fieldbase to build a price book with your parts and markups pre-loaded — add parts to an estimate in seconds so your quoted prices are always consistent and your margin is protected.
Key Takeaways
- Tier your truck stock: consumables always on hand, frequent parts with reorder triggers, job-specific parts ordered before dispatch
- 10-minute nightly job review eliminates most mid-day supplier runs for known jobs
- Supplier accounts with will-call and trade pricing are essential — set them up before you urgently need them
- Always mark up parts — your cost to source, carry, and deliver them has real value