The counter, the shelf, and the job that consumes it.
Keep a catalog of everything you stock with live on-hand counts and low-stock flags, order and receive against purchase orders, and let a job pull parts straight off the shelf.
- Live on-hand counts with low-stock flags
- AI receipt import stocks parts from a photo (Plus)
- Purchase orders that update stock on receipt
Assets · Detail
Unit record
X-2608
2019 Crane · 90-ton
Capacity
90 t
Hours
1,240
Year
2019
Acquired
$412k
Reconditioning
$18k
List price
$548k
Buy it, shelve it, bill it.
For the parts counter that needs to know what's on the shelf, what's on order, and what a job just consumed — without a second system.
Order it, then Receive it, then Consume it.
- 1
Order it
Raise a purchase order against a vendor. Vendors are separate from your customers, and you can create one on the fly from the vendor picker while you're raising the PO.
- 2
Receive it
Receiving against the purchase order raises your on-hand count automatically, so stock stays accurate without a manual adjustment, and each part keeps a running movement history.
- 3
Consume it
A job pulls parts off the shelf onto the work order, where they become billable charges that flow through to the invoice.
Photograph the receipt. Skip the typing.
By hand: Read the receipt, Type each line, Re-type cost & price, Hope nothing's missed. Compared with From a photo: Upload the receipt, Review suggested lines, Uncheck tax & shipping, Approve onto the job.
The counter, covered.
Live on-hand counts
Every part shows what you have, its sell price, and its cost — so you know what's on the shelf and what a job should charge for it.
Low-stock flags
A part that drops to or below its low-stock threshold gets a Low badge, and a filter narrows the catalog to just those.
Alternative part numbers
When the same part is known by an OEM, vendor, or old stock number, add them all — search and receipt matching find it either way.
Purchase orders & vendors
Track who you buy from, what you've ordered, and what's actually arrived, with receiving that updates stock for you.
Lists the team can keep tidy
Anyone who can edit parts can add, rename, reorder, or archive category and unit-of-measure options — no waiting on an admin.
Only the part number is required
Add a part with what you know now and fill in the rest later. Nothing forces a complete record before you can save.
Common questions about parts.
- Does Calibrate track parts inventory?
- Yes. Parts is a catalog of everything you stock, sell, and use on jobs, with a live on-hand count, cost, and sell price on each item. Parts that drop to or below their low-stock threshold are flagged with a Low badge, and you can filter the catalog to show low stock only. Each part has its own page with a running history of how stock moved.
- Can I stock parts from a store receipt instead of typing them in?
- Yes, on the Plus and Enterprise plans. Upload a PDF, photo, Word, or text file of the receipt and Calibrate reads it — up to five pages — then suggests line items with part number, name, quantity, cost, and sell price. You review the suggestions, uncheck anything that isn't a part such as tax or shipping, and choose whether each line links to your catalog. On Core you can always add charges by hand.
- What if the same part has more than one part number?
- Add the others under Alternative Part No. on the part record. Search and receipt matching both look at alternative numbers, so an OEM number, a vendor number, and an old stock number all find the same part rather than creating duplicates.
- Can I raise purchase orders?
- Yes. Track vendors, raise a purchase order against one, and receive parts in against it. Receiving raises the on-hand count automatically, so your stock stays accurate without a separate manual adjustment. You can also stock the catalog straight from store invoices or emailed packing slips when there's no purchase order.
- Will low stock stop a technician finishing a job?
- No. Stock levels warn rather than block — a tech is never prevented from finishing a repair because a count is off or a part shows as unavailable. That's a deliberate design rule: the system flags the problem instead of refusing the work.
- Do parts used on a job reach the invoice?
- Yes. Parts pulled onto a work order become billable charges against the unit or the customer, and those flow through to the invoice in Financials without being re-keyed.
Every plan includes every module — they’re built to work together, so the record you need is already there.
See parts in action.
It’s included on every plan, and pricing is published — so there’s nothing to pry out of us on a call.