search
FLEET PARTS & INVENTORY SOFTWARE

Parts & Inventory Management Software

Fleet parts inventory management software tracks every part your shops stock, use and order, so technicians have what they need when a vehicle comes in. RTA Fleet360 monitors stock levels across locations, automates reorders and warranty claim tracking, and posts parts straight to work orders and department billing.

RTA-Parts-Management-Snippet-3

Benefits of Fleet Parts Inventory Software

Resource Efficiency

IMPROVE
Resource Efficiency

Eliminate Confusion

ELIMINATE
Discrepancies & Confusion

Reduce Inventory Costs

REDUCE
Inventory Costs

Parts Inventory Dashboard:

See What Matters Most

RTA Fleet360 Parts Dashboard-1
RTA-Inventory-Parts-Search-2

Real-Time Parts Inventory Levels

Easily manage inventory levels across all parts, including tires, with clear visibility into what's in stock and when supplies are running low. Each part file includes a detailed history of usage and purchases, helping staff make smarter decisions about reordering and stocking.

Automated low-stock alerts prevent shortages of critical parts, while consumption trend tracking supports better budget planning and vendor management.

Parts Usage Tracking & Forecasting

Gain real-time insights into part usage to help staff and fleet managers make informed purchasing decisions and avoid overstocking. Data-driven inventory forecasting allows you to identify seasonal trends and adjust inventory ahead of peak demand.

Historical usage reports also reveal irregular consumption patterns, helping detect potential waste, theft, or maintenance inefficiencies—ensuring smarter inventory control and optimized operations.

RTA-Parts-Usage
RTA-Parts-Requests-2

Work Order Part Requests

Fleet360’s parts request queue provides a centralized hub for tracking and fulfilling part requests tied to work orders, helping technicians get the right parts quickly and reducing shop downtime. Real-time status updates—such as “out for delivery” or “ready for pick-up”—keep the shop informed and improve workflow efficiency.

If a requested part isn’t in stock, parts staff can submit purchase orders directly through the system, streamlining procurement and preventing delays caused by missing inventory.

Parts Vendor Management

Centralize all vendor information in one place to easily track pricing, response times, and shipping reliability. With access to purchase history, performance metrics, and pricing comparisons, staff can make data-driven decisions to reduce costs and avoid procurement delays.

Fleet360 also enables vendor rating and tracking, helping you prioritize suppliers who consistently meet your fleet’s needs and maintain efficient operations.

RTA-Vendor-Search
RTA Fleet360 Warranty Dashboard-1

Warranty & Core Credit Tracking

Easily track warranty claims and core credits for all parts/assets/labor with VMRS codes, and automatically get notified if a repair is covered, helping you avoid unnecessary expenses.

Get reminders to perform preventive maintenance (PM) inspections before warranties expire, based on days/miles/gallons, so you don’t miss out on reimbursements.

Parts Barcoding & Cycle Counts

Speed up inventory counts, track part usage, and reduce data entry errors with barcode scanning. Technicians and parts staff can quickly check parts in and out, ensuring accurate stock levels and minimizing repair delays.

The system integrates with wireless barcode scanners and label printers, making it easy to generate and print parts tags on demand. Whether scanning for a work order, performing cycle counts, or updating stock, barcode technology boosts efficiency and eliminates guesswork.

RTA-Barcode-Scan-Tires
RTA-Purchase-Order-Search-2-1

Centralized Parts
Purchase Orders

View all purchase orders in a single, organized list with advanced filters to sort and prioritize pending orders, ensuring timely deliveries and avoiding unnecessary spending. Get visibility into order status, vendor details, and delivery dates helps prevent supply chain delays.

The system also tracks PO history and spending trends, enabling better vendor management and more accurate budgeting for future needs.

Parts Inventory Receiving

Easily check in parts individually or in bulk, capturing key details like receipt date, stock location, and invoice number for complete record-keeping. The system automatically updates stock levels, reducing discrepancies and ensuring accurate inventory counts.

A streamlined receiving process helps prevent stock shortages, improves inventory accuracy, and speeds up repairs—getting vehicles back on the road faster.

RTA-Receive-Inventory-PO

Customer Stories

We think you'll ❤ RTA Fleet,
but don't take our word for it

Real quotes from fleets running RTA Fleet360 every day.

I've worked with Element Fleet Management… AssetWorks… Faster… and now RTA Fleet. The thing that I can say that sets RTA apart is that [RTA] is at a place of disruptive innovation... in this world of AI, where AI is literally disrupting all of our jobs, and where all those other companies have wanted to be, RTA is there right now.

Daniel Bittner

Senior Business Analyst · State of Utah

We weren’t just looking for another software vendor, we were looking for a true partner. Our team needs more than just a tool. We need software, consulting, and hands-on expertise to help us best serve the taxpayers and continue growing and developing our people. Through that lens, RTA was the only FMIS provider that made sense. They’re the only one offering that full partnership approach.

James Fiore

Director of Vehicle Management · Commonwealth of Pennsylvania BVM

Fleet360 reporting is a major part of keeping our fleet operating smoothly. Replacement recommendation reports and work histories are key drivers in our replacement policy and help us continue to keep the Fleet as modernized as possible to reduce overall major breakdowns and the vehicles with their user groups performing the tasks the City needs to operate.

Brenton Messner

Fleet Manager · City of Las Vegas, NV

A large part of our decision to select RTA was their fleet knowledge. Instead of just being a software company, RTA understands our business and offers us a partnership that will help improve our operations. This level of partnership and expertise is exactly what we were looking for to take our fleet operations to the next level.

Karen Rasnick

Fleet Acquisition and System Manager · Commonwealth of Massachusetts OVM

When we tried out RTA Fleet360, the interface performed consistently, seemed well-designed, was user-friendly, and provided the functions we need and use on a regular basis. RTA Fleet staff stood behind their system and supported our staff’s use of the system.

Rex Ellis

Mechanic Supervisor · State of Wyoming

RTA captured all the different elements of fleet that are crucial to track for any fleet Manager. Fleet360 is easy to use and navigate for work orders, assets, parts, and other KPIs. We chose RTA because they had a better sales team providing vital information about what the software could do for us. We switched to a standalone fleet management software, not where fleet is an afterthought.

Ethan Mease

Fleet Manager · Elbert County, CO

For me, RTA is the one stop shop. It is where I can go for trusted information. I call it my bible, my fleet bible.

Tracee Scott

Fleet & Fuel Services Manager · City of Las Vegas, NV

We switched to RTA and have been absolutely delighted with the product, support, onboarding, and flexibility in a single product. I've worked with 5 different FMIS systems, and RTA has been extraordinary!

Constance Englert

Director of Transportation Services · University of Massachusetts Amherst

The data helps us tell the full story—how long tasks take, why vehicles are down, PM efficiency, and more. Instead of just asking about PMs or breakdowns, we now have clear answers and visibility we didn’t have before.

Ryan Vincent

Senior Manager, National Maintenance · UNFI

The staff is always friendly and full of information they are willing to share. If they don’t have an answer they sure work hard to get the answers! The RTA Connect Conference is such a great learning opportunity to get answers and help on new web programs coming out. Fleet360 if easy to use and train others to use.

Rachel Bowen

Fleet Coordinator · City of Green River, WY

We have been using RTA since 2018 and are happy with it! Customer Support has been excellent and it integrates well with NAPA IBS and FuelMaster with no issues.

Ken Lange

Fleet Manager · City of Sarasota, FL

I really like that the RTA system is built by people who know and understand vehicle maintenance operations. It's pretty clear those other systems are built by software engineers who don't understand fleet.

Jeff Howes

Fleet Manager · City of Pittsfield, MA

For me, RTA is worth the peace of mind it offers me as a fleet manager. When it comes time for the DOT inspections, I know I don't have to worry about going through all the paper files. We know the PMs are up to snuff and everything’s being tracked.

Eric Johnston

Director of Transportation · Beacon College

RTA has robust functionality within a lean application which is affordably priced. The support structure provides easy to access to customer focused technicians.

Bill Brinn

Fleet Manager · University of Georgia

We've moved from a 'just in case' to a 'just in time' inventory model. RTA automatically tracks usage patterns and triggers reorders for frequently used parts while preventing overstock of times we rarely use.

Jacob Johnson

Fleet Maintenance Supervisor · Schnuck Markets

After seeing how well RTA helped our maintenance team, we started using it in a unique way—to track spills. Now we can easily differentiate between types of spills, like milk or eggs, which has made a big difference for our department. It’s been incredibly helpful!

Jane Tan

FSQA Partner · UNFI

With RTA Fleet360, I'm coming to the budget team, our leadership and council with actual numbers, not just something I pulled out. I'm confident these numbers are accurate.

Jen Brown

Facilities and Fleet Section Director · City of Flagstaff

FAQs About Fleet Parts Inventory Management Software

Here are common questions fleet managers ask about fleet parts inventory management software and RTA Fleet360.

What is fleet parts inventory management software? expand_more expand_less

Fleet parts inventory management software tracks the parts a fleet's maintenance shops stock, use and order. It records quantities and stock locations, ties each part to the work orders and vehicles it was used on, flags low stock, and manages purchase orders, receiving and vendors so shops avoid both stockouts and excess inventory.

Why is parts inventory management important for fleets? expand_more expand_less

Parts are one of a shop's largest controllable costs, and a missing part can keep a vehicle out of service. Accurate inventory shortens repairs, prevents rush orders at premium prices, exposes waste or theft, and recovers money through warranty and core credits that are easy to miss on paper.

How do you track fleet parts inventory across multiple shops? expand_more expand_less

In RTA Fleet360, each part file can store up to 5 unique locations by resource center, so every shop sees what is on hand and where. Receiving and posting parts records the location, which keeps counts accurate across sites.

How does parts inventory software reduce downtime and costs? expand_more expand_less

Low-stock alerts keep critical parts on the shelf, a part request queue tied to work orders gets technicians parts faster, and usage history shows what to stock before seasonal demand. Fleet360 also flags repairs covered by warranty and tracks core credits so you don't pay for covered work.

How does barcode scanning work in RTA Fleet360? expand_more expand_less

You can scan barcode labels with traditional scanners (available through RTA) or with the RTA Mobile App for inventory counts, posting and adjustments.

Can I attach images, files and notes to part records? expand_more expand_less

Yes. Any file type can be saved to a part file with drag-and-drop or browse, and there are no storage limits on files in RTA.

Can parts post directly from a purchase order to a work order? expand_more expand_less

Yes. Both known and unknown part files can be ordered and either saved to inventory or posted in any quantity to a work order line. Parts staff and technicians can post transactions, depending on their access settings.

How do I bill parts and labor back to departments? expand_more expand_less

Each transaction in RTA is tied to an asset's customer, department and/or facility, so chargebacks are straightforward. Built-in and custom reports can be exported, scheduled or emailed to a person or group on any interval.

How does RTA manage multiple vendors for the same part? expand_more expand_less

Each part file can link to unlimited vendors with vendor-specific details. Track time-to-receipt, cost and purchase history, manufacturer details and vendor contacts, and prioritize vendors to speed up ordering.

How can government fleets buy RTA Fleet360? expand_more expand_less

Public agencies can purchase RTA Fleet360 through cooperative purchasing contracts, which can simplify procurement. See current contracts on our purchasing contracts page.

RTA Leading Fleets Built Here Since 1979

Ready to manage your fleet with confidence?