Your replacement-parts catalog
The Parts page (Parts in the sidebar) is your company-wide catalog of replacement parts — filters, skimmer baskets, o-rings, and anything else technicians install in the field. Parts your technicians record when they complete a visit are billed to the customer at the part's Customer Price and feed your profitability numbers.
Parts share the same restock and purchase-history mechanics as chemicals, but stock behaves differently — see "How parts differ from chemicals" below.
Add and edit a part
Click Add Part on the Parts page and fill in:
- Part Name — e.g., Spa Filter, Skimmer Basket.
- Customer Price per Unit ($) — what you charge the customer per part.
- Your Cost per Unit ($) — optional; what you pay for it, used for profitability tracking.
- Stock Quantity — how many you have on hand right now.
- Low Stock Alert — an optional threshold that flags the part when stock runs low.
- Photos — optional product photos.
If you enter both a starting stock and a cost, that starting stock is recorded as the first entry in the part's Purchase History.
When you edit a part later, you can change the name, customer price, low stock alert, and photos. Stock and cost are not directly editable after creation — they're managed through restocks and removals. The edit page shows the current average cost per unit as read-only.
Parts are never deleted — Archive removes one from active use (with a confirmation), and the Show Archived checkbox on the Parts page lets you find and Restore it later.
Pricing and cost
- Customer Price — billed to the customer when a technician records the part on a visit. Editable any time.
- Avg Cost — a weighted average of what you paid across your restock entries. To change it, record a restock at the new price or edit a past purchase entry.
- The part's page shows the Margin per Unit (price minus average cost) and an Inventory Value (Cost) figure (stock × average cost).
Stock and low-stock alerts
- Set an optional Low Stock Alert threshold on each part.
- When stock is at or below the threshold, a red Low badge appears next to the stock count in the Parts table and on the part's page, along with a Low Stock Alert banner showing the current stock and threshold.
- The Overview dashboard also shows a Low Stock Parts chip that counts parts below their threshold and links straight to the Parts page.
Restock, remove, and purchase history
On a part's page, the Inventory card has Add and Remove buttons:
- Add (restock) — enter the Quantity Purchased and the Purchase Cost per Unit ($) (required), plus optional notes (supplier, PO number) and photos — attach the receipt or a photo of the delivered stock. A live preview shows the total purchase cost, the new stock total, and the new average cost per unit before you save.
- Remove — enter the Quantity to Remove and an optional reason (expired, waste, damaged, correction). Removals reduce stock but don't change the average cost — that's calculated from restocks only.
Every restock and removal is listed in the part's Purchase History. Click an entry to edit its quantity, cost per unit, notes, or photos — stock and average cost are recalculated. If you change a restock's quantity or cost, a checkbox appears: "Also update past job completions that used this part and recalculate profitability" — check it to apply the corrected cost to visits that already recorded this part. You can also Delete an entry (with a confirmation); the deletion recalculates stock and average cost and can't be undone.
How parts differ from chemicals
Parts and chemicals look similar, but there are three real differences:
| Chemicals | Parts | |
|---|---|---|
| Unit of measure | Free-form unit (Gallon, Pound, Ounce) | Priced per item — no unit field |
| Always Charge toggle | Yes — can bill a chemical even on all-inclusive jobs | No — parts recorded on a visit are always billed at the Customer Price |
| Stock counting | Recalculated automatically from purchases minus recorded usage | Tracks your manual restock and removal entries |
Part stock is a manually maintained count. Unlike chemicals, it isn't kept in sync with the parts your technicians record on visits — record a removal when parts leave your stock, or the count will drift. There's also no Usage History section on a part's page.
QuickBooks
- With QuickBooks connected, an Import from QuickBooks button on the Parts page opens the items importer so you can bring your existing QuickBooks products in as parts.
- Each part's page shows a QuickBooks card with its sync status and a Sync to QB (or Re-sync) button.
- Stock and cost changes from restocks sync to QuickBooks automatically while connected.
See QuickBooks sync for connection setup and the product sync settings.
Frequently asked questions
Why didn't my part stock go down when a technician used one on a visit?
Part stock tracks your manual restock and removal entries — it isn't kept in sync with parts recorded on visits the way chemical stock is. Record a removal on the part's page to keep the count accurate.
How does a customer get charged for a part?
When a technician records a part while completing a visit, it's added to the customer's invoice at the part's Customer Price, listed by name and quantity.
How do I change a part's cost?
Record a restock at the new purchase cost — the average cost is a weighted average of your restock entries. You can also edit or delete a past purchase entry, and optionally apply a corrected cost to past job completions.