SimPro Field Inventory: Why Most Companies Still Use Spreadsheets

SimPro is genuinely excellent field service management software. Thousands of HVAC, plumbing, electrical, and low-voltage companies use it to run jobs, quotes, invoices, and scheduling. But ask any operations manager at a SimPro company what they use for van inventory — and most will pause.

The honest answer is usually: "spreadsheets," "a whiteboard," or "we just kind of know what's in each van."

The Gap SimPro Was Not Designed to Fill

SimPro's catalog and purchasing features are strong. You can manage suppliers, run purchase orders, and attach parts to jobs. But the moment a technician drives away with a loaded van, real-time visibility into that vehicle's stock disappears.

SimPro tracks what was used on a job after the job is completed. It does not track:

What a technician has available before a job is dispatched

Whether a part was transferred between vans in the field

Which technician has which serialized tool or piece of equipment

When a specific van needs restocking before tomorrow's jobs

This is not a criticism of SimPro. It is simply not what the platform was designed to do. Field inventory management is a different problem — and it requires a different solution.

Why Spreadsheets Fail for Van Inventory

Most companies graduate from SimPro to a spreadsheet or shared Google Sheet for tracking van stock. This works for the first few vans. Then:

Techs forget to update the sheet after pulling parts

Two techs update the same row simultaneously and overwrite each other

Nobody knows which version is current after a Friday afternoon restocking

The sheet tracks quantities but not serial numbers

Management has no way to confirm the sheet matches reality without a physical count

The spreadsheet becomes a record of what someone intended to put in the van, not what is actually there.

What Real Van Inventory Management Looks Like

A proper field inventory system connected to SimPro should:

Before dispatch: Show the dispatcher exactly what is in each van so they can assign the right technician to each job based on parts availability — not just proximity and schedule.

During a job: Allow the technician to scan parts as used directly from a mobile device. The usage flows back to SimPro automatically without a second entry step.

After a job: Trigger a restock request automatically when van inventory drops below a defined threshold. The parts move from warehouse to van with a digital paper trail.

For management: Surface dashboards showing part consumption by technician, job type, and time period. Identify shrinkage, overuse, and ordering inefficiencies.

Introducing FieldStock

We built FieldStock specifically for SimPro companies frustrated by this gap. It is a web-based inventory management add-on that:

Connects to SimPro via the SimPro API

Maintains real-time inventory for every vehicle and warehouse location

Lets technicians scan parts in and out using any smartphone

Triggers auto-replenishment alerts when stock drops below threshold

Tracks serialized assets at the individual unit level

Provides reporting dashboards for operations and management

The goal is not to replace SimPro. The goal is to fill the inventory gap that SimPro leaves open — and to do it in a way that keeps SimPro as the system of record.

Is FieldStock Right for Your Company?

FieldStock is a good fit if you:

Are an active SimPro user (Business or Enterprise plan)

Have 3 or more service vehicles

Are experiencing parts shortages on jobs, inventory shrinkage, or inaccurate van counts

Want dispatchers to have real parts visibility before scheduling

Need serialized asset tracking for tools and equipment

If you have 1–2 vans and a small parts catalog, a manual process may still be manageable. But most companies reach a tipping point at 3–5 vans where the lack of visibility starts costing real money.

Getting Started

FieldStock implementations typically take 1–2 weeks. We connect to your SimPro tenant, import your parts catalog, set up your vehicle and warehouse locations, and train your team. Most technicians are scanning on day one.

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Want to see FieldStock in action? Book a 30-minute demo or call (862) 217-6613. We'll show you exactly how it would work with your SimPro setup.