Parts, from the shelf to the invoice
Record what every part cost and who you bought it from, keep stock straight across your branches, raise purchase orders, and finally see what parts make you. It all starts on the job card your team already uses.
- Sell price
- £89.00
- Cost price
- £41.20
- Supplier
- Local parts supplier
- Parts margin
- £47.80 · 53.7%
One part line on a job card, with the margin worked out for you.
You do not need to hold stock
Most workshops order parts per job and keep very little on the shelf. Here that is a proper way to work, not a workaround.
Record what it cost
Put the cost price on the part line next to the sell price. That is the whole setup. No catalogue to build and nothing to count.
Keep the supplier with it
The supplier and their invoice reference sit on the line, so you can match it back to the bill months later without digging through paperwork.
Get the margin either way
Parts gross profit shows on the job card and in your workshop report, whether the part came off your shelf or arrived that morning.
One part, start to finish
Pick a part on the job card and Vehiso follows it through to the invoice, so your stock reflects what you have promised, not just what is on the shelf.
An advisor adds the part to a job
It is reserved against that job. Still on the shelf, but no longer free for anyone else to promise.
ReservedA second job needs more than is free
The job takes what is there and moves itself to Awaiting parts. Your parts desk sees it without being told.
Awaiting partsThe delivery is booked in
The waiting job is topped up and Awaiting parts clears. Your average cost is recalculated from what you actually paid.
ReservedThe job is completed
Stock comes down and the cost is stamped onto the line. A price change next month will not rewrite this job.
IssuedSend a job backwards and the movements reverse with it. Stock is never left reserved by a job that has already been invoiced.
And if you do hold stock
Everything a parts department needs, per branch, with no separate system to keep in step.
Your own catalogue
Part numbers, the manufacturer numbers, categories, brands and barcodes. Superseded parts offer the replacement automatically. Import the lot from a spreadsheet.
Stock per branch
On hand, reserved and on order at every branch, with bin locations so technicians stop hunting, plus reorder points and transfers between sites.
A history that adds up
Every movement records what happened, what it cost, the balance afterwards, and the job or delivery behind it. Nothing is edited after the fact.
Stock takes that actually get done
Counting is open to whoever is walking the shelving, technicians included. Reviewing the differences and applying them stays with the parts desk.
Buying, in the same place as the job
Purchase orders, deliveries, supplier bills and returns, all next to the work that needed them.
Purchase orders
Raise an order, send it to your supplier as a PDF, and receive it in one delivery or several. Order a part straight from the job card line that is short.
Reordering in one action
The reorder worksheet shows what has dropped to its reorder point, grouped by your preferred supplier for each part, and drafts an order for each of them.
Booking in a delivery
Record the delivery note, correct any price that has changed, and Vehiso updates your stock, your average cost and the job that was waiting.
Returns and surcharges
Send parts back and track the credit, and keep sight of the surcharge on exchange units so the money you are owed does not sit in a box.
Where the money shows up
Parts stop being a cost you find out about at the end of the month.
Parts gross profit, on its own
Parts revenue, parts cost, gross profit and margin percentage in your workshop report, against the period before and separate from labour, plus what you spend with each supplier.
Pricing that does not depend on who wrote the job up
Markup matrices price parts by cost band, with retail, trade, internal and warranty levels. Preview a matrix before you apply it.
Bills reach your accounts
Supplier invoices recorded against a purchase order sync to Xero, Sage and QuickBooks with everything else, so nothing is keyed in twice.
In-house prep lands on the vehicle
Complete an internal job and its parts and labour are written to that vehicle costs, so reconditioning stops being invisible in your retail margin.
Everyone sees what they need
Parts touches three jobs in a workshop, and each one gets a different amount of it.
Service advisors
Search by part number, the maker number or the description, see what is free at this branch and where it lives, and order in anything short, without leaving the job card.
Parts and management
The catalogue, stock levels, purchase orders, pricing, stock takes, supplier returns, and the parts figures in your report.
Technicians
The parts on their job and the bin to fetch them from, and they can count a stock take. They cannot change the catalogue or move stock value.
Frequently asked questions
Do I need to hold stock to use this?
No, and this is what most workshops get wrong about parts software. If you order per job, just add the cost price and the supplier to the part line. You get parts gross profit from the very first job, with no catalogue to build and nothing to count.
How do I see what my parts are making?
Every part line carries a cost as well as a sell price, so the job card shows its own parts margin. Your workshop report adds parts revenue, parts cost, parts gross profit and parts margin percentage for the period, compared with the period before, along with what you have spent with each supplier.
Can two advisors promise the same part?
No. Adding a part to a job reserves it, so the next person sees what is genuinely free rather than what is sitting on the shelf. If a job cannot be covered in full it moves to Awaiting parts, and booking in the delivery tops it up and clears the status.
What if a part costs a different amount next time?
Each delivery recalculates a weighted average cost for that part at that branch, from what you actually paid. The cost is stamped onto the job card line when the part is issued, so a later price change affects future jobs and never rewrites the margin on a job you have already finished.
Can I load the parts list I already have?
Yes. Import your catalogue from a CSV file. A dry run tells you which rows cannot be read before anything is created, so you can fix the file first. Most workshops start with the lines they genuinely stock rather than everything they have ever bought.
Does it work across several branches?
Yes. The catalogue is shared across your business, while stock levels, bin locations, reorder points and average cost are held per branch. Transfers between branches are recorded at both ends, and parts gross profit consolidates across the group.
Does parts management cost extra?
No. It is included wherever Vehiso Workshop is available, at no additional cost. Workshop is not available on the Free plan.
Find out what your parts are really making
Start with the cost price on your next job card. The catalogue, the stock and the purchase orders are there when you want them.
Get started free →