Spare Parts Inventory: Nice to Have, but Is It Mission Critical?

When we visit factories to present our CMMS maintenance software, one of the first questions we hear is: “How do you manage your spare parts inventory?” After showing the maintenance management solution, we often ask to see the plant’s spare parts list. The usual answers are: “It doesn’t exist” or “It hasn’t been updated for years.”

Implementing a new Computerized Maintenance Management System (CMMS) is the perfect opportunity to fix this problem. But more often than not - it doesn’t happen. Why?

The reality of spare parts management in technical warehouses

Unlike other warehouses in a factory, the technical spare parts store is highly dynamic. Maintenance teams buy new components, repair defective ones, remove parts from old machines, or even “borrow” them from one production line to another. And when the line is down, standard procurement processes are often bypassed - because there’s no time for paperwork.

Having a clean, searchable list of spare parts in your maintenance management system is extremely useful when you need it. But keeping that list accurate and updated on a daily basis is much less appealing.

Why accuracy is difficult to maintain

The challenge is simple: spare parts management will never be precise unless a dedicated employee (even part-time) is assigned to the task. A spare parts list can be integrated into the CMMS software from ERP systems or managed independently, but the process requires more than a user-friendly interface. It also demands a change in factory routines.

A one-time cleanup is not enough. Without ongoing investment of time and resources, spare parts data will quickly become outdated again. In many cases, it makes more sense to delay this project and instead focus on achieving other, higher-priority KPI (Key Performance Indicators) such as reducing downtime through preventive maintenance systems.

Management’s role in prioritization

It is management’s responsibility to define KPIs and allocate resources to achieve them. If accurate spare parts tracking is part of the organization’s goals, then time and effort must be invested in it. If not, you can save energy and focus on what really drives results - whether that’s maintenance software for manufacturing, asset reliability, or reducing unplanned downtime.

AnyMaint CMMS makes it simple to combine spare parts management with real-time maintenance workflows, without overwhelming your team. Whether you choose to prioritize inventory accuracy now or later, AnyMaint ensures your plant has the flexibility to focus on what matters most.

Check out AnyMaint Actionable AI – Your Maintenance Co-Pilot for a smarter maintenance solution.