Auto Parts Store System
An auto parts store with large inventory and repair-shop orders on monthly accounts.
From the workshop’s order by part number to verification, sourcing, delivery, the monthly account, and collection.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Workshops order by part numbers, not names: every workshop order enters as a card in the “Order” column with the part number or VIN and vehicle model. The stock keeper moves it to “Verification” where they match the number against inventory or the approved genuine and aftermarket alternatives; if available it moves to “Sourcing” for preparation, and if not it stays in “Verification” until an alternative is approved with the customer or the order is declined. After preparation it moves to “Delivery” until the workshop receives it, then the month’s invoices accumulate in “Monthly Account” per workshop, closing in “Collection” on payment.
Chat runs between workshop sales and the stock keeper: confirming a part number from a photo a mechanic sends, a question about the difference between a genuine and an aftermarket alternative, or an urgent workshop order for a car on the lift that cannot wait. The final agreement on number, price, and alternative is fixed on the card so the invoice doesn’t differ from the order at the monthly account.
Dues manages workshop monthly accounts — each workshop’s receivables, credit limits, and payment dates — and parts supplier payables, so the store knows workshop by workshop who pays on time and who exceeds their limit, and stops credit dealings with late payers before receivables pile up.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Workshop Sales Officer
Receives workshop orders and logs them with their numbers on cards, follows up “Verification” with customers when an alternative is needed, and maintains ongoing workshop relationships and their credit limits.
Stock Keeper
Matches numbers in “Verification”, prepares parts in “Sourcing” and updates balances, and alerts in Chat when an unavailable item is repeatedly requested so it is included in the next purchase.
Monthly Accounts Officer
Consolidates each workshop’s invoices in “Monthly Account”, follows “Collection” and overdue receivables, and coordinates with sales before allowing any credit limit breach.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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