5 Best Spare Parts Inventory Management Software in 2026

$2.3 million in dead stock. That's what one plant manager discovered during a routine storeroom audit. There were bearings for equipment decommissioned three years ago, seals ordered in bulk that never matched actual consumption, and duplicate inventory purchased across sites that never shared visibility. On the one hand, spare parts inventory is an operational challenge. But it’s so much more. It’s also working capital trapped on shelves, invisible to finance until someone finally counts what's actually there.

The gap between what systems show and what storerooms contain drives both stockouts and overstocking simultaneously. The right spare parts inventory management software closes this gap with operational visibility that delivers measurable results. This guide evaluates the leading platforms designed to help industrial teams regain control over MRO inventory and scale parts management performance across facilities.

What is Spare Parts Inventory Management Software?

Spare parts inventory management software centralizes tracking, organization, and control of spare parts and maintenance supplies across plants’ operations. These platforms digitize stock management workflows, automate reorder processes, and provide real-time visibility into parts availability and consumption patterns.

For maintenance teams managing thousands of SKUs across single or multiple storerooms, the right software eliminates spreadsheet-based tracking, reduces emergency purchasing, and transforms tribal knowledge about parts usage into standardized processes. Advanced systems integrate with work orders and enterprise tools to trigger condition-based replenishment, track costs against specific assets, and generate compliance-ready audit trails.

Spare parts inventory software typically falls into two categories. These are standalone inventory systems that track stock quantities in isolation, and CMMS-integrated modules that manage parts within the broader maintenance workflow. 

Integrated systems link inventory directly to work orders, assets, and maintenance schedules, providing context for why parts are consumed and enabling automatic cost allocation. Whether called MRO inventory software or spare parts management, the most effective solutions connect parts availability to maintenance execution, ensuring teams have what they need when equipment requires attention.

How Do Teams Benefit From Spare Parts Inventory Management Software?

Maintenance teams adopt spare parts inventory software to eliminate stockouts, reduce excess inventory, and gain control over MRO spending. As facilities grow in complexity and equipment criticality increases, manual processes and spreadsheets become unsustainable. Teams need centralized systems that provide real-time stock visibility, automate reordering, and deliver actionable insights for data-driven inventory decisions.

• Parts Availability and Stockout Prevention: Monitor stock levels in real time across all locations, receive automated low-stock alerts, and transfer parts between sites to prevent production-stopping stockouts that lead to emergency repairs and expedited shipping costs.
• Inventory Cost Optimization: Reduce carrying costs by right-sizing inventory levels, eliminating dead stock and obsolete parts that inflate storage expenses, and freeing working capital previously locked in excess MRO inventory.
• Reorder Automation and Procurement Efficiency: Automate purchase requisitions at reorder points, manage purchase orders from creation through fulfillment, and streamline approval workflows to reduce manual procurement burden and prevent stockouts before they occur.
• Multi-Location Visibility: Maintain a centralized view across all warehouses and storerooms, enable inter-facility transfers to balance stock levels, and eliminate duplicate purchasing that wastes budget and storage space.
• Reporting and Analytics: Track inventory turnover rates and stockout frequency, analyze parts costs per asset and work order, and identify usage patterns that inform smarter purchasing decisions and continuous improvement.

Top 3 Priorities When Selecting Spare Parts Inventory Management Software

Native Integration with Maintenance Workflows: The platform should link parts consumption directly to work orders and assets, enabling automatic cost allocation, reserved parts for scheduled maintenance, and complete visibility into why parts are being used and which equipment consumes them.

Intelligent Reorder Automation: Advanced systems should provide min/max threshold alerts, lead time-aware reorder points, and AI-driven demand forecasting based on historical usage patterns and predictive maintenance insights, eliminating manual monitoring and preventing both stockouts and overstocking.

Integration and Scalability: The solution should offer a centralized dashboard across all sites, support inter-warehouse transfers, scale with growing operations, integrate with existing ERP systems, and maintain standardized workflows across facilities.

Spare Parts Inventory Management Software at a Glance

Preferred Spare Parts Inventory Management Software

Tractian

Best for: Industrial maintenance teams seeking a unified platform that connects spare parts inventory directly to work orders and assets, leveraging AI-powered condition monitoring to transform parts management into an integrated reliability component.

Tractian delivers spare parts inventory management as part of its AI-powered CMMS, unifying parts tracking with work order execution, asset management, and real-time condition monitoring in a single platform. Built specifically for industrial operations, Tractian's inventory module provides maintenance teams with complete stock visibility across warehouses, automated purchasing workflows from requisition through fulfillment, and native integration that links every part consumed to the specific work order and asset that required it. 

Smart Trac Ultra wireless vibration sensors continuously monitor equipment condition, and when AI-driven diagnostics identify emerging failures, maintenance teams gain advance notice of which parts will be needed, transforming reactive inventory management into predictive parts planning. 

Tractian supports multiple locations with bin-level addressing, inter-facility transfers, and movement history tracking, while automatic cost allocation captures every part against the activity and asset that consumed it. 

With full mobile access for inventory transactions, purchase requisitions, and stock visibility, teams maintain control whether they're at a desk or walking the storeroom floor.

Notable Features

• Work Order-Integrated Parts Management: Reserve, request, and consume parts directly from work orders, with automatic cost allocation to assets. Complete item lifecycle tracking from reservation through return, and automatically generate purchase requisitions when stock is unavailable.
• Intelligent Stock Alerts and Forecasting: Receive automated notifications when inventory approaches minimum thresholds, when requested items arrive, and when batches near expiration, with AI-driven insights that connect predictive maintenance signals to future parts requirements.
• Multi-Warehouse Visibility and Transfers: Manage stock across multiple locations with warehouse tree structures, bin-level addressing, bulk transfer actions, and centralized dashboards that eliminate blind spots and reduce duplicate purchasing across sites.
• Complete Purchasing Workflow: Create and manage purchase requisitions, track purchase orders from request through fulfillment, monitor the entire purchase flow in real time, and register stock inputs from finalized orders with full supplier and cost management.
• Mobile Inventory Access: Execute inventory transactions, submit purchase requisitions, check stock levels, and manage reservations from anywhere through the Tractian mobile app with complete offline functionality and automatic synchronization.

Integrations

Tractian connects to the enterprise systems that maintenance and procurement teams already use, eliminating data silos between inventory, finance, and operations. Native integrations include:

• ERP Platforms: SAP (B1, ECC, S/4HANA), Oracle, Infor, Microsoft Dynamics 365
• Financial Systems: QuickBooks, Xero
• Business Intelligence: Power BI, Tableau, Looker
• Data & Reporting: SQL, Excel, Google Sheets

Tractian's ERP integrations enable bidirectional sync for materials, purchase orders, and inventory transactions, ensuring that parts data flows seamlessly between maintenance operations and financial systems without manual reconciliation.

Why real customers choose Tractian’s Spare Parts Inventory Management Software

• “I like that I can track all of our assets from one location. If a motor is having issues in one part of the plant , and then another on the other side of the plant I am able to basically troubleshoot both motors in one location.”, says Nicholas D., Maintenance Lead Supervisor, Enterprise
• "Tractian's AI eliminates the need for time-consuming program setup and analysis. With the right technical information, I was able to get valuable insights within a few weeks. Tractian is agile with platform and AI updates based on the feedback provided from the end user”, says Jacob H., Reliability Engineer.
• “Tractian has been very useful with keeping track of technicians. It also helps a lot with inventory usage. The fact that it's easy to navigate through the app. They also have a great team that is always giving us the attention we need. Since we have many assets implementation has taken some time but it has been worth the documentation of everything”, says a Plant Engineer.

What Industries are using Tractian’s Spare Parts Inventory Management Software?

Tractian's inventory management is deployed throughout maintenance-intensive industries where parts availability directly impacts production continuity:

• Manufacturing plants depend on Tractian to maintain JIT parts availability for production-critical spares, linking MRO consumption directly to OEE metrics and asset performance.
• Automotive and Parts facilities rely on Tractian to synchronize spare parts inventory with line-side replenishment schedules, preventing the costly line stoppages that ripple through supply chain commitments.
• Mining and Metals operations use Tractian to manage critical spares for mobile fleet and processing equipment across remote sites, where stockouts can mean days of lost extraction capacity.
• Food and Beverage producers depend on Tractian to track lot-controlled, expiration-sensitive maintenance supplies, ensuring FSMA compliance while preventing sanitation-critical stockouts.
• Oil & Gas operations rely on Tractian to manage spare parts across distributed wellheads and processing facilities, ensuring API-compliant components are available when remote equipment requires service.
• Heavy Equipment operators use Tractian to coordinate parts inventory across job sites and central warehouses, ensuring high-value components are available without duplicating stock at every location.
• Chemical facilities depend on Tractian to manage process-critical spares with full traceability, ensuring OSHA PSM-compliant components are available while tracking hazardous-material-handling requirements across storerooms.
• Mills and Agriculture operations rely on Tractian to pre-position harvest-critical spares before seasonal peaks, preventing the stockouts that turn a 12-hour repair into a week of lost throughput during narrow processing windows.

Tractian is trusted by companies like Ingredion, CP Kelco, and CZM, who require precise inventory control, regulatory compliance, and the ability to scale parts management across global operations.

UpKeep

Best for: Small to mid-sized maintenance teams that need basic parts tracking within a CMMS and want to digitize spreadsheet-based inventory processes with minimal setup complexity.

UpKeep provides a CMMS with mobile access that includes inventory management capabilities for tracking spare parts, managing stock levels, and creating purchase orders. However, the platform's inventory module may not meet the needs of complex spare parts operations, with users noting that its inventory management lacks the capabilities required for MRO tracking at scale. 

Organizations requiring demand forecasting, AI-driven optimization, or condition-based inventory triggers will find these capabilities absent, potentially requiring supplemental systems or manual processes to achieve predictive parts management. Additional inventory features, including multiple inventory lines, require higher-tier subscriptions, and teams managing multi-location operations report that customization options for inventory workflows can be limiting. The platform links parts to work orders when consumed, though parts consumption is not connected to predictive maintenance insights, leaving teams without visibility into future parts requirements based on equipment condition.

Notable Features

• Barcode Scanning: Generate barcodes for parts and scan them via mobile devices to look up inventory information and record transactions.
• Quantity Alerts: Set low-stock thresholds that trigger notifications when parts quantities drop below specified levels.
• Work-Order Linking: Inventory counts update automatically when parts are added to work orders, tracking consumption against maintenance activities.

Potential Downsides

• Limited Inventory Capabilities: The inventory module provides basic tracking functionality, and teams managing complex spare parts operations with thousands of SKUs may find the feature set insufficient for inventory optimization at scale.
• No Demand Forecasting: The platform lacks AI-driven forecasting or predictive optimization, forcing teams to rely on manual analysis and historical intuition for reorder decisions and inventory right-sizing.
• Tier-Restricted Features: Inventory capabilities, including multiple inventory lines and additional analytics, require higher-priced subscription tiers, which can increase the total cost of ownership for teams that need more than basic tracking.

What real customers say about UpKeep’s Spare Parts Inventory Management Software

• “Easy to submit requests. Our implementation went well with extra support from Gary.” says Verified User in Hospital & Health Care
• “Stablity issues can be annoying. Slow loading, or not loading pages at all, occurs more frequently than one would expect given the caliber of the software.” says Brad B., who works in Mid-Market.
• “There have been some growing pains as the company expands with some limited support issues”, says a Verified user in Mining & Metals.

Fiix

Best for: Small to Mid-sized maintenance teams that want CMMS-integrated parts tracking with purchasing workflows and are willing to invest time in navigating and configuring the interface.

Fiix provides a cloud-based CMMS with parts and inventory management features that integrate with work orders and purchasing workflows. However, users report that the interface can be clunky and complicated, requiring a learning curve before teams become productive with inventory operations. The platform includes a parts forecaster tool that analyzes historical data, though this capability, along with multi-site management and additional analytics, requires the Professional tier, which can increase costs for larger teams due to per-user pricing. 

Mobile functionality has limitations compared to the desktop version, with users reporting issues such as duplicate work orders and constraints on part lookups. Organizations requiring condition-based inventory triggers must procure separate sensors and configure third-party integrations, as the platform does not include native condition monitoring hardware. Reporting configuration requires effort, with users noting that setting up inventory reports is not straightforward.

Notable Features

• Materials Attachment: Create and attach BOMs to assets for tracking which parts support specific equipment, enabling parts-to-asset relationship mapping.
• Parts Tool: Analyzes historical usage data to generate predictions for future parts requirements (available on Professional tier).
• Multi-Site Viewing: View inventory levels across multiple locations and submit cross-facility parts requests to balance stock across sites.

Potential Downsides

• Interface Learning Curve: Users report that the interface can be clunky and complicated, requiring time investment before teams navigate inventory workflows efficiently and configure the system to match their operations.
• Mobile Functionality Limitations: The mobile app has reported issues, including duplicate work orders and limitations in part lookups compared to the desktop version, which can impact technicians conducting storeroom transactions in the field.
• Tier-Gated Capabilities: Parts forecasting, multi-site management, and additional analytics require the Professional tier, and per-user pricing can become costly for larger maintenance teams managing inventory across multiple users.

What real customers say about Fiix’s Spare Parts Inventory Management Software

• “Ease of use. Asset and part hierarchy is easy to build and navigate. There is a learning management system for users to continue learning and the calendar and analytics have advanced in a good way”, says Olawale O., Senior Global Lean Director.
• “Not the best for planning and scheduling work orders. Unable to do retroactive corrections. Unable to sort Work orders based on multiple criteria (Ex. can only sort based on Due Date OR Assigned To, not one then the other)”, says Rey G., Facilities Operations Coordinator.
• “Fiix is a great tool to organize assets, associate vendors, and create work orders.”, says Jeremy R., who works on an Enterprise.

LLumin CMMS

Best for: Industrial facilities that need MRO inventory tracking with asset-part relationship mapping and are prepared for a learning curve during adoption.

LLumin CMMS provides MRO inventory management as part of its maintenance management platform, with features for tracking spare parts, tools, and supplies across industrial facilities. However, users report performance issues and slow load times that can impact productivity during inventory operations. The interface requires significant clicking and navigation, and users note that windows could be larger and that workflows feel cumbersome. 

Organizations adopting the platform should anticipate a learning curve, particularly for teams transitioning from other systems. Financial reporting presents challenges, with users reporting that tying purchase orders to reports requires workarounds to reconcile numbers accurately. The platform includes mobile barcode and QR scanning capabilities, though some organizations report they have not fully utilized mobile functionality, suggesting adoption barriers may exist. Upgrades and new features can be slow to arrive, which may concern teams expecting regular platform improvements.

Notable Features

• Asset-Part Mapping: Link parts to the specific assets they support, enabling suggested compatible parts when creating work orders for equipment.
• Inventory Tracking: View stock levels across multiple locations from a central dashboard with movement tracking via barcode, RFID, and IoT.
• Reorder Triggers: Set usage-predicted thresholds that trigger reorder notifications, with stock turnover insights and deadstock identification.

Potential Downsides

• Performance and Load Times: Users report experiencing performance issues and slow load times, which can impact productivity when managing inventory transactions and navigating between modules.
• Interface Complexity: The platform requires extensive clicking and navigation to complete tasks, with interface elements that users find could be larger and more accessible for efficient inventory workflows.
• Financial Reporting Gaps: Connecting purchase orders to financial reports requires workarounds, which can complicate inventory cost tracking and reconciliation with accounting systems.

Katana

Best for: Manufacturing operations focused on production, inventory, and sales order fulfillment rather than maintenance, repair, and operations (MRO) parts management.

Katana provides cloud-based inventory and manufacturing management (MRP) with stock tracking, production scheduling, and e-commerce integrations. However, Katana is not a CMMS and does not include maintenance functionality, meaning organizations cannot link parts consumption to work orders, preventive maintenance schedules, or asset histories. 

Teams that require MRO inventory management must pair Katana with a separate CMMS, creating data silos between production inventory and maintenance parts. 

The platform lacks asset-to-parts mapping, so there is no visibility into which equipment consumes which components or what spares to stock based on asset criticality. Users report unexpected price increases and monthly costs that jump without advance notice. Reliability concerns surface in reviews, with users describing the platform as clunky and reporting bugs that persist unresolved. 

Notable Features

• Inventory Tracking: Track inventory across products, materials, and locations with reorder points and low-stock alerts for manufacturing materials.
• Multi-Warehouse Tracking: Manage stock across multiple warehouses with bin-level location tracking and barcode scanning via the warehouse app.
• Integrations: Connect with Shopify, QuickBooks, Xero, and other platforms to synchronize sales orders and financial data.

Potential Downsides

• No Maintenance or CMMS Functionality: The platform does not include work order management, preventive maintenance scheduling, or asset tracking, requiring organizations to purchase and integrate a separate CMMS for MRO operations.
• No Parts-to-Asset Connection: Inventory is not linked to equipment records, so teams cannot track which assets consume which parts, allocate costs to specific machines, or plan inventory based on asset condition or maintenance schedules.

Tractian Spare Parts Inventory Management in Head-to-Head Comparisons

Most inventory modules handle stock counts, reorder alerts, and purchase orders well enough. Core differences lie in whether parts management operates in isolation or connects to maintenance workflows, whether inventory decisions require manual analysis or AI-driven optimization, and whether parts consumption links to assets and work orders or remains disconnected from equipment context.

Choosing spare parts inventory management software, then, really comes down to native integration with maintenance workflows and assets, intelligent forecasting that connects condition monitoring to parts requirements, and complete visibility across locations with seamless cost allocation. 

Here's a look at our top company in a head-to-head comparison with its competitors.

Tractian v. UpKeep: UpKeep provides CMMS-integrated inventory tracking with barcode scanning, minimum quantity alerts, and parts-to-work-order linking. However, UpKeep does not include demand forecasting or AI-driven optimization, leaving teams to rely on manual analysis for reorder decisions. 

Tractian eliminates that gap with intelligent stock alerts, AI-powered insights that connect predictive maintenance signals to future parts requirements, and automated purchasing workflows that generate requisitions before stockouts occur, removing the reactive scrambling that UpKeep's basic min/max alerts cannot prevent.

Tractian v. Fiix: Fiix provides inventory management with a parts forecaster tool, bill-of-materials attachment, and multi-site viewing capabilities. However, Fiix's interface presents a learning curve. Mobile functionality has been reported to have limitations for parts lookups and forecasting, and multi-site features require higher subscription tiers, increasing costs for larger teams. 

Tractian delivers a unified platform where inventory, work orders, and condition monitoring connect natively, with full mobile access for inventory transactions and activity-level cost allocation that tracks every part against the specific asset and work order that consumed it.

Tractian v. LLumin: LLumin CMMS+ provides MRO inventory management with asset-part relationship mapping, multi-facility tracking, and automatic reorder triggers. However, users report performance issues and slow load times during inventory operations, interface navigation requires extensive clicking, and financial reporting gaps make reconciling purchase orders with accounting systems difficult. 

Tractian provides a modern interface with responsive performance, complete purchasing workflows from requisition through fulfillment, and ERP integrations that bidirectionally synchronize inventory data with financial systems, eliminating manual workarounds.

Tractian v. Katana: Katana provides production inventory tracking with multi-warehouse support, bin-level locations, and e-commerce integrations. However, Katana is not a CMMS and cannot link parts to work orders, maintenance schedules, or asset records, requiring organizations to purchase and maintain a separate system for MRO operations. 

Tractian unifies spare parts inventory with maintenance execution in a single platform, connecting every part consumed to specific work orders and assets, enabling cost allocation by equipment, and linking condition monitoring insights to future parts requirements, eliminating the data silos and duplicate systems that Katana's production-focused approach creates.

Compared with Tractian's inventory module unified with native CMMS, condition monitoring, and AI analytics, the other platforms can’t compete. Their spare parts inventory either operates in isolation from the maintenance context, requires separate systems to achieve full MRO visibility, or lacks the intelligent forecasting that transforms reactive stock management into predictive parts planning.

Ready to see how Tractian unifies spare parts inventory with maintenance execution?

Request a demo and discover what your team can achieve when parts availability, work order integration, and predictive insights operate as one connected system.

Best Spare Parts Inventory Management Software FAQs

1. How does integrated spare parts management differ from standalone inventory software? 

Standalone systems track stock quantities and locations but operate in isolation from maintenance workflows. Integrated systems link parts directly to work orders and assets, enabling automatic cost allocation when parts are consumed, historical usage visibility per asset, and parts triggers from predictive maintenance insights. Standalone systems require manual data transfer or a separate CMMS to connect inventory to the maintenance context.

2. What role does AI play in spare parts inventory optimization? 

AI analyzes historical usage patterns to forecast demand, identifies slow-moving and obsolete inventory, and optimizes reorder points based on actual consumption. Platforms with native condition monitoring connect predictive maintenance signals to parts requirements, alerting teams to stock components before failures occur. Organizations can typically free up 10-30% of working capital through AI-driven inventory right-sizing.

3. How does parts inventory software connect to work orders and asset costs? 

Parts are reserved during work order scheduling, and when technicians consume them, costs are automatically allocated to the specific work order and asset. Bill of materials defines which parts each asset requires, and historical usage builds over time. This connection enables total cost of ownership calculations and data-driven repair-versus-replacement decisions.

4. Which KPIs should teams track to assess MRO inventory performance? 

Key metrics include Inventory Turnover Rate (cost of goods used divided by average inventory), Stockout Rate (stockouts divided by total requests), and Fill Rate (complete fills divided by total orders). MRO Inventory as a percentage of Replacement Asset Value should stay at 1.5% or lower. Carrying costs and parts costs per work order provide additional visibility into efficiency.