Keep The Right Parts On The Shelf At Every Property

Track filters, belts, lamps and other parts and supplies at each property, with reorder points that warn you before the shelf is empty and usage you can tie back to the work that consumed it.

78%

of expendable supply items at three Florida VA medical centers had recorded quantities that didn’t match what was on hand, auditors estimated.

Source: VA Office of Inspector General, Audit of VISN 8 Supply Chain Management (2026)

Most facility stockrooms are tracked by whoever walks past them. The building engineer knows roughly how many filters are left, the night porter knows where the spare lamps are, and nobody knows that the last two fan belts went into the same air handler in June. The shortage shows up on the day a unit goes down, which is the most expensive day to find it.

The spending is just as hard to see. Parts get bought on a company card at the closest supply house, coded to general maintenance, and never connected to the building or the equipment that used them. When finance asks why one property spends twice what its neighbor does on supplies, the answer is a shrug and a stack of receipts.

ClearFM keeps a count of parts and supplies at each property, flags items that drop below their reorder point, and records usage against the work orders that consumed it.

Parts on the shelf when a job needs them, purchasing done on a schedule, and supply spend you can trace to a building.

What you get

Counts by property

Each property keeps its own stock list: filters by size, belts, lamps, ceiling tiles, plumbing parts. A manager can check whether the Edina building has the part before a technician drives there to find out.

Reorder points that warn you

Set the level where an item needs reordering. When stock drops below it, the item shows up for whoever buys, so the order goes in on Tuesday instead of after the shelf is empty.

Usage tied to the work

Parts used on a work order come off the count and land on the job. After a few months you know what each building, and each piece of equipment, actually consumes.

How it works

List what you stock

Build the item list for each property once, with a unit and a cost for each item. Start with the parts that stop work when they run out.

Set reorder points

Pick the quantity that should trigger a reorder for each item, based on how fast it goes and how long your supplier takes to deliver.

Record usage on jobs

When a part goes into a repair, record it on the work order. The count drops, and the cost lands on the property and the job.

Reorder and review

Items below their reorder point surface for whoever handles purchasing. Usage by property shows where consumption is out of line with the building.

Why teams run this on ClearFM

Repairs don't wait on a supply run

A unit that’s down for a $14 belt is down for hours you can’t get back. Knowing the belt is on the shelf, or knowing it isn’t before the technician arrives, turns a two-trip repair into one.

Purchasing becomes a routine

Reorder points turn buying into a weekly list instead of a scramble at the counter. Planned orders get your negotiated price. Emergency runs get whatever the supply house charges that morning.

Supply spend lands on the right building

When parts are recorded against work orders at a property, the spend belongs to that property. The building that burns through filters every six weeks shows up as a number, which usually points to a problem worth fixing.

Less cash sitting on shelves

Stockrooms nobody counts get overstocked, because buying more feels safer than running out. Counts by property show the four cases of the same filter at two buildings and the parts for equipment you replaced last year.

Shrink gets noticed

A property that goes through three times the lamps its square footage suggests has either a fixture problem or a supply problem. Usage records make that visible without anyone accusing anyone of anything.

Equipment history includes the parts

Parts used on a work order stay with the job, so the repair record for a rooftop unit shows the belts, filters and contactors that went into it. That’s the detail a repair-or-replace decision needs.

Built for Real Estate & Facility Teams

Looking for your role or your sector? Start here:

Questions people ask

What kinds of items should we track?

Start with parts that stop work when they run out and supplies you buy in volume: filters, belts, lamps, ceiling tiles, common plumbing parts, restroom supplies. A short list that stays accurate beats a long one nobody updates.

How do reorder points work?

Each item has a quantity that triggers a reorder. When the count drops below it, the item shows up as needing an order. Set it from how fast the item goes and how long your supplier takes to deliver, then adjust it once you see real usage.

Can we track stock at more than one property?

Yes. Each property keeps its own counts, so you can see what’s on the shelf at every building and check whether a nearby property has spare stock before you buy more.

How does usage get recorded?

When a part goes into a job, record it on the work order. The count at that property drops and the cost attaches to the job, so usage builds up as a by-product of the work your team already logs.