How Facility Managers Use CMMS for Better Inventory Management

How CMMS Streamlines Inventory Management

A Computerized Maintenance Management System (CMMS) streamlines inventory management by automating and centralizing key processes. It provides real-time visibility into inventory levels, tracks parts usage, and integrates with maintenance workflows to ensure that the right parts are available when needed. By reducing manual tracking and minimizing stockouts or overstock situations, a CMMS enhances operational efficiency and supports proactive maintenance strategies.

Benefits of CMMS Inventory Management

1. Streamline inventory reporting and cost tracking

Inventory reports are an integral part of actively managing a facility. If too much inventory is stocked, the facility risks high carrying costs, or the chance that products may become outdated or devalued. To bring overhead costs down and keep a better pulse on inventory, managers use reporting tools to track progress, predict trends and manage maintenance budgets.

With CMMS software, facility managers are able to retrieve reports quickly and effortlessly for analysis. Not only does this simplify communication between facility managers and technicians, but it also reduces equipment downtime and improves inventory management. When used to its fullest potential, the CMMS becomes a central database for all maintenance-related expenses and operations.

Comprehensive inventory reporting is a proactive way for facility managers to control inventory and align budgets with set expectations. The result? Less asset downtime when maintenance is properly scheduled. From there, the facility manager is able to forecast budgets and reduce unnecessary spending.

2. Improve accuracy and productivity with barcoding

There are several factors facility managers consider when determining how much inventory to maintain in stock. A large inventory can have several notable disadvantages including illiquidity, markdowns and obsolescence. However, understocking can be just as dangerous, as you run the risk of missing out on sales and losing consumer loyalty. Plus, the maintenance team may suffer if an emergency work order comes in that requires out-of-stock inventory to fulfill it.

CMMS features, such as barcode scanning, improve management efficiency and productivity by eliminating manual data processes. With barcoding technology, facility managers are able to accurately record every aspect of a transaction. This reduces data-transcription errors common with paper records.

Barcoding technology also provides a quick way for facility managers to link work orders, perform inventory counts, and receive purchase orders. Not only does this eliminate error, but it also saves time and money.

3. Increase profits with min/max inventory planning

The ability to properly forecast customer demand is essential for inventory turnover rates. To optimize inventory, facility managers can rely on CMMS features such as min/max inventory ordering. This is frequently referred to as Economic Order Quantity (EOQ), the number of units that a company should add to inventory with each order to minimize variable inventory costs.

Min/max inventory planning gives facility managers the ability to monitor inventory levels and calculate appropriate reorders. As inventory is continually replenished, fewer shortages are bound to occur. This increases inventory turnover rates and satisfies customer demand. It also aids in spare parts management.

Mix/max inventory planning also reduces the chances of inventory stockout. This means that with no inventory, production comes to a halt. As a result, the facility is unable to complete work orders, which results in slower response rates, longer asset downtime and poor customer service.

Inventory Management in Maintenance Connection CMMS

Maintenance Connection provides a full suite of inventory management tools built specifically for maintenance and facilities teams. Everything is designed to help you track, manage, and optimize inventory without adding unnecessary complexity.

• Automated Reordering:
  

  Set minimum and maximum thresholds for each part, so when stock levels fall below a set point, the system can automatically notify your team or even generate a purchase request. This helps prevent part shortages that delay work and ensures high-use items are always on hand.

• Barcode and QR Code Scanning:
  

  Speed up inventory counts and part checkouts with barcode scanning. Technicians can simply scan a part to pull up details, issue it to a work order, or update inventory records in real time. It’s fast, accurate, and reduces manual entry errors.

• Multi-Location Stockroom Management:
  

  Whether you're managing a single facility or multiple campuses, you can track inventory by location and easily transfer parts between stockrooms. This gives you visibility into what's available across your entire operation—without duplicating orders or wasting resources.

• Inventory Usage Reporting
  

  Built-in analytics let you review parts usage trends, identify slow-moving inventory, and calculate carrying costs. This makes it easier to forecast demand, optimize reorder points, and improve budget planning.

• Mobile Access in the Field
  

  With mobile functionality, technicians can check part availability, request items, or log usage directly from the job site. It reduces downtime, eliminates extra trips to storerooms, and improves productivity in the field.

• Integration with work orders:
  

  Link parts and tools directly to maintenance tasks.

By combining these tools in one easy-to-use platform, Maintenance Connection helps teams work more efficiently, cut inventory costs, and reduce downtime.

Real-world Case Studies

The New York Times

The New York Times struggled to find a way to organize its assets and track the health of equipment plant-wide. With thousands of employees spread out across the plant, the facility needed a way to report on equipment downtime, work order status, and schedule updates.

The New York Times implemented Maintenance Connection across its College Point facility to streamline asset tracking, automate preventive maintenance, and adapt to shifting equipment usage. The system also supports inventory planning by helping the team anticipate parts needs and manage inventory more effectively. Its user-friendly interface and built-in communication tools made it easy to roll out across the maintenance team.

Read more on The New York Times case study

With Maintenance Connection, we can do a lot of automated preventive maintenance based on equipment usage. So if one piece of equipment is running a lot more than another, we’re going off cycle-based counts and those PMs are being scheduled out automatically.”

 

— Greg Zarafa, Maintenance Manager at The New York Times

Husky Rank and Wire

Husky Rack and Wire used a very manual, email-based process and there were many errors in keeping maintenance and inventory in orders.

Husky Rack and Wire implemented Maintenance Connection’s robust inventory module, which includes barcoding of parts and inventory management. The goal is to have cross-departmental visibility into their parts and inventory warehouse to help them save money, stock correct parts, and better understand their inventory needs.

Read more on Husky Rank and Wire case study

We needed somebody that could come in and implement something very well for us. The MC implementation consultant came in and did that. Everything was scattered all over the place. Everything went great, we never had any problem.”

 

— Stegall, Husky Rack and Wire

Best Practices for CMMS Inventory Management

Even with the right tools in place, good inventory management also comes down to having consistent processes and routines. Here’s how to get the most out of your CMMS:

• Conduct Regular Inventory Audits
  

  Schedule periodic checks to verify actual stock levels against what's listed in the system. Audits help catch discrepancies early, reduce shrinkage, and keep your data accurate—especially if you’re managing multiple stockrooms.

• Use Clear Naming Conventions
  

  Standardize part names, descriptions, and codes so everyone on your team can quickly identify and locate what they need. Avoid using abbreviations or slang that may not be universally understood.

• Train Your Team on Inventory Workflows
  

  Make sure everyone—from technicians to stockroom managers—understands how to receive, issue, and return parts properly within the CMMS. This ensures accountability, reduces errors, and keeps inventory data reliable.

• Align Inventory with Preventive Maintenance
  

  Use your CMMS to link parts to scheduled tasks and PMs. When you know which parts are required ahead of time, you can confirm availability, reduce last-minute rush orders, and keep maintenance work on schedule.

• Review and Refine Your Strategy
  

  Use your system’s reporting tools to analyze what’s working—and what isn’t. Identify excess stock, high-cost items, or gaps in reorder settings, then adjust your processes based on the data.

Strong inventory management doesn’t just support smoother operations—it empowers your team to be more proactive, reliable, and cost-effective. With a CMMS like Maintenance Connection and the right best practices, managing inventory becomes far more strategic—and far less stressful.