Does this problem sound familiar?
✓ a spare part is listed in the system, but it cannot be found in the warehouse;
✓ parts are purchased for repairs, but later no one knows where they went;
✓ employees take parts from the warehouse without recording them;
✓ a part has to be urgently purchased even though it should already be in stock;
✓ inventory levels have to be manually counted on a regular basis;
✓ the owner does not know how much money is actually tied up in inventory.
Quick Summary
Client: Auto repair shop with 10 employees and its own spare parts warehouse.
Challenge: Spare parts were received and written off without a unified control system, so actual inventory levels constantly differed from recorded stock.
Solution: Implementation of Ulteama CRM for tracking the receipt, storage, and use of spare parts.
Result: Every part began to be recorded in the system and linked to a specific repair order, significantly reducing inventory discrepancies.
About the Client
The auto repair shop purchases and uses a large number of spare parts every day.
Some parts are purchased specifically for individual vehicles.
Others are kept in stock and used for different repairs.
As the number of orders increased, manually tracking the movement of spare parts became increasingly difficult.
The Main Challenge
At first, inventory management was relatively simple.
A part was purchased and placed on a shelf.
When it was needed for a repair, a mechanic took it.
If employees needed to know whether a part was available, they either checked the warehouse or asked each other.
But as the number of repairs increased, this approach stopped working.
Familiar situations began to occur.
The service advisor was sure that a part was available.
The inventory records also showed that it was in stock.
But when the mechanic went to the warehouse, the part could not be found.
A new one had to be purchased.
Later, it turned out that the original part had already been used for another repair, but no one had recorded it as used.
In another situation, a spare part was purchased for a specific vehicle and placed in the warehouse. A few days later, no one knew which repair order it had originally been intended for.
As a result, questions started appearing:
“Where did this part go?”
“Who took it?”
“Which vehicle was it installed on?”
“Why does the system show one quantity while the actual stock is different?”
The problem was not that employees were intentionally losing spare parts.
The problem was the lack of a clear system for tracking their movement.
Why the Old Approach Stopped Working
Manual inventory tracking can work when there are only a few spare parts.
But the more vehicles pass through the shop, the more inventory operations take place every day.
Spare parts:
- arrive from suppliers;
- are placed in the warehouse;
- are reserved for specific repair orders;
- are installed on vehicles;
- are written off.
If even one of these stages is not recorded, inventory data gradually stops matching reality.
Employees begin relying on memory.
Discrepancies appear.
Unplanned inventory checks become necessary.
And the owner can no longer be sure that the system reflects actual stock levels.
What Was Done
A unified spare parts management process was set up in Ulteama CRM:
✓ the receipt of every part is recorded in the system;
✓ current inventory levels are available in the system;
✓ spare parts are linked to specific repair orders;
✓ used parts are written off directly through the order;
✓ the history of each part’s movement is stored in the system.
Now every part has a clear path — from arriving at the warehouse to being installed on a specific vehicle.
What Changed
After implementing Ulteama, employees stopped searching for spare parts “by eye.”
Before starting a repair, they can check the current availability of the required part.
When a spare part is used in an order, it is recorded in the system.
It became clear:
- which parts are in stock;
- how many are left;
- which repair order a part was used for;
- when it was received;
- where a discrepancy occurred.
The service advisor no longer promises a customer that a part is available based only on assumptions.
Mechanics no longer take spare parts without linking them to a specific repair.
And the owner gained the ability to monitor inventory without constantly carrying out manual checks.
Results
Before Ulteama
❌ actual inventory levels regularly differed from recorded stock;
❌ finding the required part could take up to 15 minutes;
❌ some parts were written off manually or were not written off at all;
❌ inventory checks had to be carried out regularly to identify discrepancies.
After Ulteama
✅ all spare parts movements are recorded in one system;
✅ used parts are linked to specific repair orders;
✅ current inventory levels are available to employees;
✅ the number of unexplained inventory discrepancies has been reduced to a minimum.
Customer Quote
“We used to regularly face the same situation: according to the records, a spare part was in stock, but it wasn’t actually there. We had to search for it, ask employees, and sometimes even buy the same part again. Now we can open the system and immediately understand what happened to every spare part.”
When the movement of spare parts is not properly controlled, the warehouse gradually becomes a source of constant losses.
A unified inventory system makes it possible to track the journey of every part — from the moment it arrives to the specific repair order where it is used.
Ulteama helps turn inventory into a transparent part of the business, where spare parts do not disappear because of confusion and every movement is recorded and remains under control.