Equipment Inventory Management

Purpose

Tracking and managing the inventory of tools, equipment, and materials at the Spartan shop and on service vehicles.

Ongoing — truck restocking, tool issuance, equipment audits, and material management.

Each tech's vehicle has a standard stocking list based on common job types.

Techs review their truck stock daily during the vehicle inspection.

When materials are used on a job, they're tracked in ServiceTitan on the invoice (line items).

Restock requests go to the office or are handled during supply runs.

Weekly: Office reviews material usage reports from ServiceTitan to identify restocking needs.

Materials in the shop/warehouse are organized by category: pipes/fittings, water heaters, fixtures, specialty items.

Major items (water heaters, tankless units) are tracked in the inventory system.

When a tech pulls a unit for a job, they log it — don't just take and go.

Minimum stock levels are set for commonly used items. When inventory hits the minimum, a reorder is triggered.

Monthly inventory count: Compare physical inventory to the system. Investigate discrepancies.

Tools issued to techs at hire are documented on the Tool & Equipment Issue Form.

Techs are responsible for their issued tools. Lost or damaged tools are reported immediately.

Specialty tools (camera, locator, jetters) are shared resources — sign out and return same day.

Broken tools are reported for repair or replacement, not thrown away or ignored.

When inventory hits reorder levels, generate a PO through Tradeshift.

For specialty or non-standard items, get manager approval before ordering.

Track delivery ETA and coordinate receiving.

Verify received items against the PO before shelving.

Good inventory management prevents "I don't have the part" situations that delay jobs and cost revenue.
Shrinkage (missing inventory) should be tracked and addressed. It's a cost issue and possibly a policy issue.
Equipment audit annually — verify all tools and equipment are accounted for.
Keep the shop organized. If you take it off the shelf, put it back or log it.