A workaround method to tracking spare parts in maintenance use?

Hi there, asaren. I'll provide you with some key points on how to better manage them.

Your workaround method of creating machine profiles as customers and creating invoices for the spare parts used for maintenance jobs can work. However, it may not be the most efficient solution. 

The downside of this approach is that it may clutter your customer list. You won't get a precise and accurate picture of your inventory levels.

Instead, consider using a third-party application. There are plenty of powerful inventory assembly software that integrates with QuickBooks Online. While we're unable recommend which one to use, you can visit our our store or head to the Apps section to search for the service that best suits your business needs and budget. Here's how:

1. Select Apps from the sidebar menu.
2. Go to the Find Apps tab.
3. Enter a keyword in the search bar or click Browse category to filter the results.

I'll also take note of this to help improve your experience in QBO. To learn more about how the program handles your inventory accounting, feel free to visit our FAQ page.

Know that the Community is open 24/7, so please don't hesitate tap me if need more help in managing the items buy and sell. You can always count on the Community, asaren.

Thank you KlentB,

My objectives are:

1. To keep tracking spare parts stock

2. To keep record of spare parts use and total cost in every repair/maintenance in each machine

3. Write it off as expense

I have looked on many third party apps in inventory management category as you suggested. I am not sure, but I don't think they have feature to support the objectives in maintenance use. Maybe better in keeping tracking inventory however, i still need to use the workaround method in the apps too. Also I still want to write it off as expense, so I don't think the apps can do that.

If you know any apps have the features that I want. Could you send me the list of apps via DM?

@asaren 

Your idea of creating each machine as a customer and creating an invoice when a part is replaced is a good one IMO.  You will need to set up each part as an inventory item but you can assign the items to an other current asset account called 'Replacement Parts' (or whatever you prefer) so that it is not showing as inventory on your balance sheet because, technically, these parts are not inventory from an accounting perspective.  IMO, the only limitation with this method is that when you issue an invoice when a part is replaced, it books the expense to a COGS account.  You can create a separate COGS account for replacement parts but that should be moved to a regular expense account using a journal entry because replacement parts are not COGS.