Stock is easy to lose track of
Oil, treatments, bulbs and common parts often move faster than a spreadsheet can keep up with.
Stock and parts
Garage Stock Control Software
Garage stock control software for independent UK workshops: track parts, oil, labour, invoice usage, low stock and profit without spreadsheets.
What it handles
Track parts, oil, labour and invoice usage without spreadsheets.
- ✓ Track stock quantities and reorder levels
- ✓ Use parts directly on invoice lines
- ✓ Separate stock items from labour and services
Why it matters
Built for the notes, parts and follow-ups that actually happen in a garage.
Stock control only works if it follows the job. If oil, treatments and parts are sold on invoices but counted somewhere else, the numbers are already out of date.
Labour is not stock
Many garages want labour and service packages available on invoices, but they should not show as low-stock products.
Profit is guessed later
If cost prices are not saved when an invoice is created, profit and margin reports become unreliable.
How Mechanics Hub helps
Keep the workflow connected from first note to invoice.
✓ Create stock items for parts, fluids and consumables with units such as each, per litre, per tin or per treatment.
✓ Create service and labour items that appear on invoices without being treated as stock.
✓ Invoice-linked stock items deduct quantity and create a stock movement audit trail.
✓ Cost prices can be snapshotted on invoice lines to support gross profit and margin reporting.
Your stock list
Inventory holds every part and service you sell. Each item has a name, an optional SKU, an item type, a unit, a cost price, an invoice price, the quantity on hand and a reorder level. Units are flexible: oil by the litre, pads by the set, discs by the pair, labour by the hour.
Stock items are physical parts and their counts go down as you use them. Service items, such as labour and fixed-price jobs like an MOT, never touch your stock counts. When a part's quantity falls to its reorder level, it's flagged as low stock.
How invoices change stock
When a stock part goes on an invoice, its quantity comes off your stock count and the movement is recorded, so you can see where parts went. Delete or cancel the invoice and the parts go back. Adding parts to a job sheet doesn't change stock, so drafts never knock your counts out.
Use Adjust on an item to record a delivery or correct a count after a stock take.
Import your parts list
If your parts are in a spreadsheet or a motor factor's list, save it as a CSV and import it on the Inventory page. The file needs a header row and a name or description column, and common column names for SKU or part number, cost, price, quantity and reorder level are picked up automatically. You see a preview before anything is saved.
- Save the spreadsheet as CSV (up to 5MB)
- Make sure there's a name or description column
- Check the preview, then import
Cost, price and margin
Keeping the cost price on each item means invoices record what parts cost you as well as what the customer paid. That's for your own profit reporting and never appears on the customer's invoice. Our free parts markup calculator shows the selling price and margin for any markup.
Best fit for
- ✓ Garages selling oil, treatments, parts and service packages
- ✓ Workshops that want invoice-linked stock movement history
- ✓ Owners who want better visibility of gross profit without a full accounting suite
Useful next steps
Tools, guides and help for this workflow.
Guide
Garage stock spreadsheet guide
Why spreadsheets eventually break down for garage stock control and what to use instead.
Open → Free toolParts markup calculator
Work out sale price and gross profit from a part cost and markup percentage.
Open → Help articleStock control help
Learn how stock items, service items and invoice usage work in Mechanics Hub.
Open → GuideGarage invoice template guide
Understand what should go on a UK garage invoice and how line items should be laid out.
Open →Connected features
What usually connects to this workflow.
Digital Job Sheets and Paperless Job Cards for Garages
Replace paper job cards with a connected workshop record.
MOT and Service Reminder Software for Garages
Bring customers back before MOT and service dates are missed.
Garage Invoice Software for UK Workshops
Create branded invoices from jobs, parts and labour without retyping the work.
Garage Software with Xero Integration for UK Workshops
Run the workshop in Mechanics Hub and keep Xero as your accounts ledger, without retyping invoices.
Garage Scheduling Software and Workshop Diary
See every bay, technician and booked job on one screen, then work straight from the job sheet.
Vehicle Health Check Software for Garages
Digital red, amber and green checks with photos, attached to the vehicle and easy to share with the customer.
FAQ
Common questions about stock and parts.
Can garage stock control include labour?
Mechanics Hub lets you add labour and service items so they can be selected on invoices, but they are marked as service items and do not reduce stock.
When does stock reduce?
Stock reduces when an invoice is created or finalised through the invoice workflow, not while a job sheet is still being edited.
Can I track oil by litre?
Yes. Units are flexible, so you can track oil per litre, treatments per tin, sprays per bottle, labour per hour and custom units that suit your garage.
Does this replace accounting software?
No. It gives workshop-level stock, cost and gross profit visibility. Xero can still be used for formal accounting when connected.
What is garage stock management software?
Software that keeps a garage's parts list with quantities, costs and prices, reduces stock as parts are invoiced and flags items that need reordering, so you're not relying on a spreadsheet or memory.
Can I import stock from a motor factor's price list?
Yes, if you can save it as a CSV. It needs a header row and a name or description column. Common column names for part number, cost, price, quantity and reorder level are recognised, and you see a preview before importing.
Try the full workflow
Run a real job through Mechanics Hub.
Add a customer, link a vehicle, create a job sheet, use stock or labour, send updates and build the invoice from the same record.