Taking Control of Spare Parts Across a Fleet
How a fleet operation uses Handhaaf to track spare parts, trigger reorders and avoid stockouts.
Use case: The right part, on the shelf, when the job needs it
End the stockouts that stall repairs and the overstock that ties up cash — with tracked stock levels, automatic reorders and parts tied to the work that uses them.
- Stockouts — Repairs not waiting on parts
- Inventory — Less cash on the shelf
- Reorders — Triggered at the right level
A fleet operation keeps spares across several stores with no single source of truth. Critical parts run out mid-repair while slow-movers pile up, and purchasing reacts late because nobody sees stock falling until it's gone.
Because consumption isn't linked to the jobs that use parts, the numbers on the shelf never quite match the records — so planning either over-orders to be safe or gets caught short at the worst moment.
Parts are catalogued with stock levels and reorder points, consumption is tied to the work orders that use them, and reorders trigger automatically — so the parts that keep the fleet running are there when a technician reaches for them, without cash sitting idle on the shelf.
- The challenge
- The approach
What this use case solves
- Repairs stalled waiting on parts — Critical spares are tracked with reorder points, so the part is on the shelf when the job needs it.
- Cash tied up in overstock — Usage data shows the slow-movers, so you stop over-ordering what you rarely touch.
- Purchasing always reacting late — Reorders trigger automatically at the right level instead of after a stockout.
- No link between parts and work — Consumption is tied to the work orders that use it, so stock reflects reality.
What's deployed
- Spare Parts Inventory — Stock levels, reorder points and usage across stores.
- Procurement & Purchasing — Reorders raised and tracked against suppliers.
- Work Order Management — Parts consumption tied to the jobs that use them.
How the work flows
Stock that keeps itself topped up — and reflects what's really been used.
We stopped losing repair days to a missing part — and stopped paying to store parts we never use.
Learn more
Common questions about Taking control of spare parts across a fleet.
Quick answers on what the suite covers, how offline sync works, integrations, security and rollout — and where to go next.
- What is Handhaaf? — Handhaaf is a connected operations platform for industrial teams — asset management, condition monitoring, work orders, inventory and predictive analytics in one suite. Each app (VOORSPEL®, KOLLIG®, BESKIKBAAR®, WERKSMAG®, VOORSIENING®, STOLO® and HAAFEXCHANGE®) covers a part of the operation and they all share the same data.
- Which apps are included in the suite? — The core suite covers prediction & analytics (VOORSPEL®), condition monitoring (KOLLIG®), equipment effectiveness (BESKIKBAAR®), workforce & work management (WERKSMAG®) and supply & inventory (VOORSIENING®) — plus STOLO®, the app hub where you can install add-ons like Repeat Jobs, Bookings and ESKIA® (learning & development).
- Does Handhaaf work offline or in low-connectivity sites? — Yes. The apps are local-first: technicians can create work orders, complete inspections and capture photos with no signal at all. Changes queue locally and sync to the workspace automatically when connectivity returns.
- Can Handhaaf connect to our ERP or accounting system? — The Integrations catalogue covers ERP and accounting systems (SAP, Dynamics 365, NetSuite, QuickBooks, Sage, Xero), cloud platforms (AWS, Azure, Google Cloud) and productivity tools (Microsoft 365, Google Workspace, Slack) — syncing items like suppliers, purchase orders, assets and schedules.
- How does the purchase-to-stock workflow work? — Low stock, a forecasted failure or a technician's part request on a work order can raise a purchase request. Once approved it becomes a purchase order; when the goods are received, stock levels update and the requester is notified — the technician sees the part arrive without chasing the storeroom.
- Is our operational data secure? — Workspace data is partitioned per organization and tenant-scoped end to end. Access is role-based (viewer, member, admin, owner), credentials for third-party integrations are stored server-side and never shown again, and audit logging records activity across the workspace.
- How long does implementation take? — Most teams are capturing work within days: import your asset register, set locations and teams, and connect sensors where needed. Industry templates and the app catalog let you roll out capability by capability instead of a big-bang rollout.
- Do we need sensors to benefit, or can we start without hardware? — You can start with the CMMS layer — work orders, assets, inventory and schedules — with no hardware at all. Condition-monitoring sensors add live telemetry and prediction on top when you're ready.
- Can we migrate from our current CMMS or spreadsheets? — Yes. Asset registers, parts catalogues and maintenance plans can be imported, and integrations can keep ERP-side records in sync during transition. Our team can help structure the migration in a demo or onboarding session.
- How is pricing structured? — Pricing is tailored to your operation — the assets you monitor, the apps you use and the hardware you deploy. Use the pricing page's estimator for a ballpark, or book a demo for a tailored quote.
- What support is available after rollout? — The Help Center covers setup guides and how-tos, Handhaaf Academy offers structured courses for your team, and customers get in-app messaging and direct support channels for issues that need a human.
- Can external contractors or customers get limited access? — Yes — external users can be invited with scoped viewer or member roles, with optional expiry dates, so contractors and customers see only what they need.
Parts holding up your repairs?
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