Streamline Parts Ordering and Receiving
Manage suppliers and purchase orders for your workshop. Create POs, receive goods, auto-update stock levels, and integrate with Napa, Repco, and Burson.
| PO-000089 | Napa Auto Parts | 6 items | Received |
| PO-000088 | Repco Trade | 3 items | Sent |
| PO-000087 | Burson Auto Parts | 8 items | Partial |
| PO-000086 | Ryco Filters | 12 items | Received |
| PO-000085 | Bendix Brakes | 4 items | Draft |
THE CHALLENGE
Sound Familiar?
The Problem
- Ordering parts by phone with no record of what was ordered, when, or at what price
- No receiving workflow — parts arrive and go straight to the shelf with no stock update
- Supplier invoices pile up with no way to match them back to purchase orders or jobs
- No visibility into which supplier offers the best price for commonly ordered parts
The Solution
- Create digital purchase orders with supplier details, line items, and expected delivery dates — all tracked in one place
- Receive goods against POs with quantity checks. Stock levels update automatically when parts are received
- Every PO links to a supplier with full order history. Match supplier invoices to POs in seconds
- Supplier price history and order frequency reports help you negotiate better deals and spot trends
FEATURES
Everything You Need
Supplier Directory
Maintain a directory of all your parts suppliers with contact details, account numbers, and order history. Search by name or category.
Purchase Orders
Create professional POs with line items, quantities, and prices. Send to suppliers via email. Track status from draft to received.
Goods Receiving
Receive parts against a PO and check quantities. Partial receiving supported — mark what arrived and what is still outstanding.
Stock Auto-Update
When goods are received, stock levels adjust automatically. No manual stock adjustments needed for purchased parts.
Supplier Integrations
Quick-link buttons for Napa Pro Link, Repco Navigator Pro, and Burson EzyParts. Open your supplier portal directly from any job or PO.
Order History
See every purchase order placed with a supplier, including dates, totals, and receiving status. Full audit trail of all procurement.
PO Numbering
Automatic sequential PO numbering with site-specific prefixes for multi-location workshops. No duplicates, no gaps.
Soft Delete & Trash
Accidentally delete a PO? Restore it from trash. Soft delete keeps your records safe with a full audit trail.
HOW IT WORKS
From Start to Finish
Add Your Suppliers
Set up your supplier directory with company names, contacts, account numbers, and addresses. Enable supplier portal integrations for Napa, Repco, or Burson.
Create a Purchase Order
Select a supplier and add line items from your stock catalogue or enter new items. Set quantities, prices, and expected delivery. The PO number is assigned automatically.
Send to Supplier
Email the PO directly to your supplier or print it. The PO is tracked with status — Draft, Sent, Partially Received, Received, Cancelled.
Receive Goods
When parts arrive, open the PO and mark items as received. Stock levels update automatically. Partial receiving is supported for split deliveries.
Review & Reconcile
Match supplier invoices to POs. Review order history per supplier to track spending, identify pricing trends, and negotiate better terms.
COMPARE
Why PitlaneHQ?
| Feature | PitlaneHQ | Spreadsheets | Other Software |
|---|---|---|---|
| Digital purchase order creation | |||
| Automatic PO numbering with prefixes | |||
| Goods receiving with quantity tracking | |||
| Automatic stock level update on receive | |||
| Supplier directory with order history | |||
| Email POs directly to suppliers | |||
| Partial receiving for split deliveries | |||
| Napa / Repco / Burson integration | |||
| PO status workflow tracking | |||
| Multi-site supplier management | |||
| Soft delete with trash and restore | |||
| Full audit trail of PO changes |
USE CASES
Real Workshop Scenarios
Phone-to-Digital Ordering
The Challenge
A sole trader was ordering parts by phone and tracking costs in a notebook. Supplier invoices were impossible to reconcile at the end of the month.
The Solution
Now every order goes through a digital PO with line items and prices. When parts arrive, they are received against the PO and stock updates automatically.
The Result
Monthly reconciliation time dropped from a full day to under an hour. Parts costs are tracked per job for accurate profitability.
Multi-Supplier Workflow
The Challenge
A 4-bay workshop ordered from 6 different suppliers. Parts arrived mixed together and nobody knew which PO they belonged to or which job they were for.
The Solution
PitlaneHQ tracks each PO by supplier with clear line items. The receiving workflow lets the parts manager check off items as they arrive.
The Result
Parts receiving went from chaotic to organised. Outstanding orders are visible at a glance and nothing gets lost between delivery and installation.
Supplier Negotiation
The Challenge
A 3-location workshop group had no consolidated view of supplier spending. Each site ordered independently, missing volume discount opportunities.
The Solution
PitlaneHQ aggregates order history across all sites per supplier. The operations manager reviews spending reports and renegotiates terms based on actual volume.
The Result
Secured 8% better pricing from their top 3 suppliers by demonstrating consolidated order volume across locations.
FAQ
Frequently Asked Questions
What Workshops Are Saying
Customer stories coming soon. We are building something workshops will love.
Ready to Streamline Your Workshop?
Join hundreds of Australian workshops already using PitlaneHQ to manage their business more efficiently.