Parts Tracking and Part Library

Why Track Parts

Parts are usually the largest slice of your maintenance spend, and the one with the most opportunity for waste. TrailerBase parts tracking gives you:

• An accurate parts cost per trailer, separated from labor.
• A reusable Part Library so you do not retype the same brake pad SKU fifteen times.
• Warranty tracking so you can claim against a failed part before the clock runs out.
• Supplier-level spend, so you can negotiate.

Adding Parts to a Task

Parts can be added in two places: while the task is open (planning), or when completing the task (actuals).

1. Open the task.
2. Scroll to the Parts section and click Add Part.
3. Either start typing an existing part name to pull it from the Part Library, or click New Part to add a fresh one.
4. Fill in the fields below.
5. Click Save.

Part Fields

SKU

The manufacturer or supplier part number. Unique SKUs are the key to deduplication — if you enter the same SKU twice, TrailerBase will suggest merging them.

Name

A human-readable name, for example "Dexter 7K EZ-Lube Hub Kit." If you leave this blank when picking from the library, the library name is used.

Supplier

The vendor you bought it from. Type a new supplier to create it, or select from your saved list.

Unit Cost

What you paid per unit, before tax. Use the unit cost consistently — if you later buy the same SKU at a different price, enter the new price on that task. TrailerBase keeps a rolling average in the library.

Quantity

How many units were used on this task. Decimals are supported for parts like fluid or sealant (for example, 0.5 gallons).

Warranty

Optional. Enter a duration (days or months) and the warranty start date. TrailerBase will flag parts that are still under warranty if they appear on a later repair task for the same trailer.

Serial Number

Optional. Useful for high-value components like axles, brake controllers, and solar charge controllers.

The Part Library

Every new part you create is saved to Settings > Maintenance > Part Library. From there you can:

• Edit a part's default name, supplier, and cost.
• Merge duplicate SKUs.
• Archive parts you no longer use.
• Bulk import parts from CSV.

The library is organization-wide — anyone on your team pulling parts into a task is drawing from the same list.

Reporting on Parts

Reports > Maintenance > Parts gives you:

1. Total parts spend for the current and prior period.
2. Top 20 parts by spend.
3. Top 10 suppliers by spend.
4. Parts cost per trailer, sortable.
5. Warranty claim candidates — parts under warranty that appear on later repair tasks.

Tips

• Enter SKUs even when you do not have one. Use a prefix like SHOP- plus your internal code. Consistency matters more than the exact value.
• Attach receipts to the task, not the part. Receipts live on the task's Completion Notes section. Parts are searchable independently.
• Reconcile monthly. Sort the Part Library by most-used each month, spot-check the unit costs against your latest invoices, and update any that have drifted.