Parts, stock and ordering
See what stock is free after open jobs, put parts on a job, and raise purchase orders your suppliers actually receive.
Last updated 22 July 2026
Velobook keeps the parts side of a job in one place: what you have, what is already promised to other jobs, what a job needs, and what is on order. It reads your stock levels from your point of sale and adds the workshop context your POS cannot see.
The Inventory table
Open Products → Inventory for a spreadsheet-style view of your catalogue: parts, accessories, apparel, whole bikes. Alongside your live in stock figure (mirrored from your POS) it shows booked, the amount already committed to open jobs, and available, what is left after them. Search by name or SKU and filter by supplier, product type, your own tags, or what is on order, then download the view as CSV.
Stock figures come straight from your connected point of sale and refresh in the background. Velobook reads them and never writes back, so nothing here changes your POS. You will need a POS connected under Payments & POS for the table to fill.
Put a part on a job
From Inventory, find a part and choose Add to job to commit it to a specific job with a quantity. It then shows on that job card in a parts strip under the stage control, with its supplier, a status, and an expected arrival date once it is on order. A Chargeable tick decides billing: leave it off (the default) and the part sits on the job without charging anyone, which is what you want for warranty, goodwill or shop-stock parts; tick it and a line is added to the job's quote at your catalogue price. Only a draft quote is amended, so a part added after a quote is sent leaves the sent quote untouched.
Suppliers and purchase orders
Record your suppliers under Products → Suppliers, with their order email, account number, typical lead time, and terms such as a minimum order or free-freight threshold. You can import a supplier list from CSV.
- 1As approved quotes need parts, they gather on the Ordering board under Front desk, bundled by supplier so you meet minimums and fees in one go.
- 2Choose Draft an order to open a purchase order. One order can cover many jobs; set the expected date and any notes.
- 3Send order to have Velobook email it to the supplier, or Draft in my email app to open it in your own mail client and send from your address.
- 4Note your own POS or accounting order number in the their order number field if you also raise it there, so you track a single reference.
When parts arrive
Velobook nudges the mechanic assigned to the job when parts come in. Keying in a goods receipt marks a job's parts received and pings them, and on a full unblock the customer also gets a note that their parts are in. Separately, when stock that matches an ordered part lands in your POS, the mechanic gets a hint to receive it. See bikes waiting on parts for how the hold-up shows on the bench in the meantime.